Student Employment Training Jacksonville University

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Student Employment TrainingJacksonville
University

• Steps to Successful Student Employment!

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Mission Statement

• To provide employment services to Jacksonville
  University students, University employers and the
  community of North Florida. We strive to offer
  the University community and local employers an
  educated, qualified, and motivated work force.

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Main Goals of Student Employment

• Assist students in earning money to help finance
  their education.
• Broaden students classroom education with work
  skills that will complement their course of
  study.
• Provide administrative support to employers.

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Types of Work Programs

• Federal Work Study
• Federally supported program for students who
  have documented financial need, as authorized by
  Financial Aid Office (FAO), under Title IV of the
  Higher Educational Act of 1965, as amended by
  Higher Education Amendments of 1992.
• University Work Program
• University Work Program is a university
  supported student work program. Individual
  departmental offices are permitted to hire based
  on departmental budgets. Each individual
  department determines the job and the number of
  student employees required. This program is
  intended for international students, continuing
  students and students who are not eligible for
  the Federal Work Study Program.
• Jobs under this program can be more difficult to
  secure.
• .

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Federal Work Study(FWS)

• Jacksonville University participates in the FWS
  Program and awards eligible students dollar
  amounts that can be earned while working in an
  approved work study job. Students are awarded FWS
  based on their financial need, as determined by
  completing the Free Application for Federal
  Student Aid and the availability of FWS funds.
• Students with FWS eligibility will be given
  priority in job placement based on their
  documented financial need.
• Eligibility for FWS one year does not guarantee
  eligibility the next.

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Federal Work Study contd

• FWS is not a scholarship or grant you do not get
  the money if you do not work for it.
• FWS earnings are not automatically credited to
  your student account you earn a paycheck for the
  hours you work and you decide where the money is
  best spent.
• You can only earn up to the amount of your
  federal work study award.

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Types of FWS Employment
HabiJax Justina Road Team Up Sulzbacher Center
for Homeless
PACE Center For Girls
See Christine Tyler Gooding 203
NE FL AIDS Network Arlington Family Resource
Center
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University Work Study

• Students that do not qualify for federal work
  study can work under university work study.
• University work study is not need-based so you do
  not have to qualify for the program.
• Jobs are more difficult to secure because unlike
  federal work study you are paid by the department
  that you work in.
• Your earnings are limited by departmental budgets.

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How do I find a job?

• Complete/Renew your training before you work!
  (EVERY ACADEMIC YEAR)
• Log-on to the Financial Aid/Student Employment
  channel of my.ju.edu
• Call and set up interview for jobs you are
  interested in.
• Dress appropriately and arrive on time for the
  interview.
• Bring your class schedule so you can create a
  work schedule if you are offered the job.
• Complete all paperwork prior to beginning work
  (This is required!)

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International Students

• International students are only permitted to work
  under the University Work Program. Jobs must be
  approved by the Assistant Dean of Students.
• International students must have a valid social
  security card in order to be paid under the
  University Work Study Program.
• International students will not be permitted to
  work until the FAO has a copy of their I-20 .

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Pay Rate

• Effective January 01, 2007
• Florida Minimum wage changed!
• Salaries will begin at a rate of
• 6.67 per hour.

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Payroll Deadlines

• Deadlines for student payroll were created
  around the academic calendar, students needs,
  and other pay schedules.
• Deadlines for turning in timesheets CANNOT be
  altered or extended to accommodate lateness!
• It is important that students and supervisors
  adhere to published deadlines. Failure to do so
  will result in a 2 week delay of YOUR pay!!!

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Payroll Responsibilities

• Students Responsibilities
• Completing all required forms BEFORE beginning to
  work these include I-9, W-4, Authorization to
  Work (ATW), Student Expectations, and Statement
  of Responsibility and Confidentiality.
• Students are responsible for filling out
  timesheets (accurately) and turning them into
  your supervisor by departmental deadline.
• Making sure your timesheets are filled out
  completely and accurately NO MORE THAN 20 HRS
  PER WEEK
• Supervisors Responsibilities
• Returning all paperwork to FAO BEFORE student
  begins work.
• Signing and submitting timesheets to FAO by
  deadline.
• (IT IS YOUR RESPONSIBILITY, NOT YOUR SUPERVISORS
  TO MAKE SURE YOUR TIMESHEETS ARE ACCURATE)
• Financial Aid Office
• Processing all paperwork and timesheets
• Inputting timesheets into the database for
  payment processing
• Try not wait until the day timesheets are due to
  the FAO to give them to your supervisor to sign!

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WRITE THIS DOWN

• ALL REQUIRED PAPERWORK, INCLUDING TIMESHEETS,
  CAN BE FOUND ONLINE
• Log in to my.ju
• Add the Financial Aid channel as content Save
• From the Financial Aid Channel select Student
  Employment
• Then, select Forms (scroll down and all forms and
  timesheets should be available for you to print)

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Required Paperwork

• REQUIRED FORMS
• I-9 (filled out by the student must provide two
  valid forms of ID)
• W-4 (filled out by the student using permanent
  address)
• Authorization to Work (ATW) (filled out with the
  supervisor)
• Statement Of Responsibility and Confidentiality
• Student Expectations
• TIMESHEETS http//www.ju.edu/studentLife/PDF/time
  Sheets/Federal1-23-06.pdf
• Filled out with the supervisor
• Time is recorded in ¼ hr increments (.25, .50,
  .75)
• No whiteout can be used! To make a correction,
  mark through the mistake, rewrite, then initial.
• Fill out top portion in its entirety! (Please
  print clearly)
• Returned to the FAO by the SUPERVISOR BY THE DUE
  DATE!
• Financial Aid Office CANNOT accept timesheets
  from students.

ALL FORMS CAN BE FOUND ON THE STUDENT EMPLOYMENT
WEBSITE
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CAMPUS POLICIES

• FERPA
• Family Educational Rights Privacy Act
• Act of 1974, as amended.
• This Act is what you agree to abide by when you
  sign the Statement of Responsibility and
  Confidentiality.
• This Act was designed to protect your privacy and
  the privacy of other students.
• Please review the student employment handbook for
  complete understanding of FERPA.

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How do I get paid?

• Student are paid on a bi-weekly basis.
• Students are encouraged to sign up for either
  Direct Deposit or CashPay.
• The Payroll Office is responsible for paying
  students. If you elect not to sign up for one of
  these services, you may pick up your check from
  the Controllers window (Howard-1) direct
  deposit stubs are online (Web Advisor).

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Monitoring FWS Awards/Department Budgets

• It is both the supervisor and students
  responsibility to keep track of total hours
  worked according to the FWS award amounts.
  (Federal Work Study)
• It is the supervisors responsibility to keep
  track of total hours worked according to the
  departmental budget. (University Work Study)
• A STUDENT MAY NOT EARN MORE THAN THE FWS AMOUNT
  OR MORE THAN THE DEPARTMENTAL BUDGET!
• REPEATED VIOLATIONS MAY RESULT IN THE LOSS OF THE
  STUDENTS WORK PRIVILEDGES!

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Will I have time to earn my full FWS award?

• Example is based on FWS award of 2000 for Fall
  and Spring
• 2000 award/6.67 per hour 300 work hours
• to reach award total.
• 300 hrs/15 pay periods 20 hrs per pay period
• or approximately 10 hours worked per week.
• You can work up to 20 hours each week in which
  case you would earn your full award in as little
  as 8 pay periods. Once you reach your federal
  work study award amount you must stop working
  under that program.

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FRAUD The Consequences of Fraud

• FRAUD
• Employees commit fraud by
• Falsifying timesheets (this includes recording
  hours you did not actually work, even if you were
  scheduled to work).
• Earning more than the FWS amount awarded.
• Consequences of Fraud
• Repayment of unearned funds.
• Loss of privilege to work for the University for
  semester during which infraction occurred and one
  additional semester.
• Additional sanctions by the Office of Student
  Life and/or the Department of Athletics.

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Policy Synopsis for Student Employees

• Absences please contact supervisor when you
  cannot report to work as scheduled
• Dress - according to office policy
• Drugs and alcohol- prohibited see student
  handbook
• Exams During finals students do not have to
  work
• (Optional based each students schedule)
• Holidays and Breaks- same as academic break
• Nepotism- cannot work in the same office with a
  relative
• Number of Hours to be worked
• -20 hrs per week max. during periods of
  enrollment regardless of the number of positions
  held
• Visitors- at your supervisors discretion

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Reminders!

• You must maintain a Satisfactory Academic
  Progress (SAP) to participate in either work
  study program!
• Students can begin working the 1st day of class
  until the last day of finals each semester.
  (other times must be approved ahead of time)
• Timesheets can only be submitted by Supervisors.
• Timesheets without signatures will not be
  accepted.
• Timesheets must be readable with no white out.
• Do not hold timesheets they must be submitted in
  a timely manner.
• Summer FWS employment must be approved by the
  Financial Aid Office, however this may affect
  future financial aid eligibility.
• Students employed during the summer can work up
  to 30 hours per week if not taking classes.

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DONT FORGET!

• ALL REQUIRED PAPERWORK, INCLUDING TIMESHEETS,
  CAN BE FOUND ONLINE
• Log in to my.ju
• Add the Financial Aid channel as content Save
• From the Financial Aid Channel select Student
  Employment
• Then, select Forms (scroll down and all forms and
  timesheets should be available for you to print)

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Reminders Cont. Questions?

• Please inform your supervisor if you no longer
  wish to work in that department by providing at
  least a 3 day notice. This will allow them time
  to find a replacement.
• Remember, you are here to be a student first but
  you should treat this job with respect.
• Check JU email on a regular basis for news and
  updates.
• The key to Successful student employment is
  COMMUNICATION!
• Questions? Please contact the Student Employment
  Coordinator via email at jgoodin_at_ju.edu or call
  256-7060.
• FAO located in Howard-1