Welcome CSU Student Employment Supervisors

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WelcomeCSU Student Employment Supervisors!
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• Welcome to the
• Student Employment
• Program
• 
  2006-2007

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Career Planning Student Employment
Staff
Hester Young Director
of Career Planning and
Student Employment
Tom Buchheit Career Planning Placement
Counselor
Nicole Copland
is the new
Student Employment Specialist
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• Basics
• Federal Paperwork is always first!
• No more than 20 hours per week while school is
  in session
• No more than 40 hours per week during breaks
• Pay close attention to students remaining
  funds in the contract
• Place a supplement request if needed
  Supplements are additional IWS funds and will
  come out of your department
• FWS contracts are only available during Fall
  and Spring Terms
• Maymester is IWS only
• Keep a hard copy of student timesheets to
  protect yourself from inaccuracy
• Approve time sheets on the first two days of the
  month!

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• FWS- Federal Work-Study
  Federally Awarded Students
  The funds come from the
  Federal Government
• IWS- Institutional Work-Study Not
  Federally Awarded Students
  The funds come from your
  department
• FWS FUNDS MUST BE USED FIRST!
• If a student has a federal award, the
  employing department must complete a FWS
  contract
• If a student has a federal award and another
  job, an IWS contract may be given,
  keeping student hours no more than 20 per week!
• Please consult Nicole about hourly limit
  .

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GETTING STARTED
STEP 1 POST A JOB BucCareer Network
STEP 2 INTERVIEW and HIRE Job Fair
August 21st in the afternoon
STEP 3 JOB REQUIREMENTS
Discuss pay, schedule,
dress code, duties
STEP 4 PAPERWORK
Contract, Federal forms,
Confidentiality Agreements
Please do not allow your student to work until
the contract is approved and the yellow copy is
returned to you!
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Paperwork

• Before a student employee works, we must get
  federal W-4 and I-9, and gather the proper
  documents
• If a student has a contract at the fair, we
  have this paperwork on file already
• If theyve worked for you or another department
  before, they do not need to submit any paperwork
  unless the information has changed
• Please verify with us that your new employee
  has these documents on file. If they dont,
  send them to Career Planning and Student
  Employment

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International Students
IWS funds on campus only
20 hours per week
while enrolled 40 hours per week
while not enrolled
International students must meet with Barbara
Mead and submit additional paperwork.
Barbara Mead bmead_at_csuniv.edu
863-8009
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Confidentiality Agreements
Some of the information that students handle is
confidential, like counseling, academic,
financial, or security information.
Please make your student employees aware of the
level of privacy in your office. It may be
necessary to have the student sign a found on
our Web site and available at Career Planning and
Student Employment
Confidentiality Agreement
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The beginning of the semester is August 22nd, and
the end is December 16th
Spring semester starts on January 9th and ends on
May 7th
Once your contract is approved, I will return the
yellow copy to you. Please do not allow a
student to work without approval.
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• Federal Work Study
• FWS contracts are predetermined by the
  Financial Aid Department
• Contract will be dated no later than May 7,
  2007
• Allow Nicole in Career Planning Student
  Employment 2 days to process before the work
  begins

• Institutional Work-Study
• IWS contracts are determined by you and paid by
  your department
• Permitted to continue working until May 31st
  through Student Employment, then HR/Payroll
• Fill out the Institutional Work Study Approval
  Section
• Allow Nicole 5 days for processing

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Total award amount Divided by the hourly
wage Then divided by the number of weeks for the
semesters 28
Formula for total hours
Approximately 2000 / 5.75 / 28 12.25 hours
per week 2000 / 6.00 / 28 12 hours per
week Please take into account any employees that
youll need during the breaks for more than 20
hours a week.
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MAYMESTER

• Federal Work-Study funds are not available
  during Maymester (May 7th May 31st)
• If you know that you require and IWS student
  until the end of May, put May 31st on the
  original contract
• Call to extend the date of an IWS contract
  submit a Supplement Request if students
  earnings will surpass original contract amount
• Any FWS employee will require an IWS
  Supplement
• From the end of the Semester until May 31st,
  Nicole will process all student payroll
• After May 31st, any student employment will be
  processed by Rachel and Crystal in the Payroll
  office

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Breaks and Holidays
Students are not required to report to work
during school breaks when the college remains
open (Fall Spring Breaks).

If you need someone, you may want
to let them know when you
hire them. If they want to work, they should
ask you if work is available.
They are also not required to report to work
during holidays when the University is officially
closed.
Please always communicate with
your students about scheduling.
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Exams and Reading Days
Student employees are expected to notify
employers of study and exam schedules as soon as
possible. You may need to adjust your office
schedules to accommodate them.
Students are NOT required to report to work
during exam periods or on Reading Days.
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Studying on the job

• Studying while working is permitted only at the
  discretion of the employer
• It is not recommended as a student employment
  duty

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TRAVEL ON-THE-JOB
CSU Work-Study Supervisors are required to
complete a Travel Authorization Form on students
in advance of any travel using the students
vehicle. This is found on the CSU Web
site. There is tremendous liability to the
work-study student if a Travel Authorization Form
is not completed.
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Electronic Timesheets
ID is your employee ID Password is your PIN
available from Lisa Flemming of Administrative
Services
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Electronic Timesheets
Please monitor the remaining hours
P
Common error - changing noon to
midnight
Approve and Next to scroll through many students
easily
E-mailing student unlocks timesheet, students
make changes and resign timesheet
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To see your students timesheets before
they are signed, choose All in the
status selection.
P student approval a student supervisor
approval A student paid
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Pending is the default Status. This means that
the student has signed the timesheet
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If youd like to see your employees with no
hours, you may select No Hours.
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You may view your employees alphabetically by
name or by job title.
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EXHAUSTED EARNINGS
Please always pay attention to the remaining
hours when you approve your students
timesheets. Once students earn the total contract
or award they must STOP working from that current
contract. Both FWS and IWS students may continue
only if a Supplement Request is submitted and
approved. These additional funds will be paid
from your departments budget. Please do not
allow a student to continue to work unless the
funds to pay them are approved first.
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JOB TRANSFERS

• Academic schedule conflict
• Student dissatisfaction with job or duties
• Student poor performance or behavioral issues
  .
• . Make an appointment with Hester Young, our
  Director
• Change of semester will often cause students
  to change their minds about their job
• Please call for the remainder of FWS award
  amount
• IWS contract amounts are determined within
  your department

The releasing department will need to complete a
Release Form The department hiring the employee
will need a new contract.
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PAY INCREASES/DECREASES
You may wish to give your employees a raise (or
decrease) in pay during the course of a contract
based upon Performance Additional or less
responsibility Correcting an error among employee
wages At this time, submit an Pay
Increase/Decrease Request Calculate whether the
increased rate will require additional funds to
be added to the contract amount. If so, submit
both a Pay Increase/Decrease Request form and a
Supplement Request.
Do not allow a student to continue work until the
funds are processed by Career Planning and
Student Employment
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Student Employee Performance Evaluation

• When you request an pay increase or decrease
• When releasing a student from your department
  due to poor performance or behavior
• At the end of Fall Semester, please complete
  one for each of your student employees

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Student Employee of the Year
The SEOTY winner of 2005-2006 was
Katie Davis of the Athletic Department
In the 2006-2007 Academic year, Charleston
Southern Universitys winner will go on to SEOTY
regionals and possibly nationals, competing for
cash awards and other prizes.
Please consider your employees performance
throughout the year and nominate your best
student this Spring!
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• Review and Questions
• Paperwork, paperwork, paperwork
• Monitor remaining hours you may need to
  adjust schedules
• 20 hours maximum while enrolled, 40 hours on
  breaks
• Sign students timesheets on the 1st two days
  of the month
• Use the forms when necessary Supplement,
  Release Form, Travel Authorization all
  available online and in your packet today
• Communicate with your students about schedules
  and expectations
• Call us when you need us at 8019