FEDERAL WORK STUDY PROGRAM CALIFORNIA STATE UNIVERSITY, EAST BAY

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FEDERAL WORK STUDY PROGRAMCALIFORNIA STATE
UNIVERSITY, EAST BAY

• WORKSHOP FOR ON CAMPUS STATE FUNDED
• EMPLOYERS AND SUPERVISORS

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INTRODUCTION

• FWS IS JUST ONE TYPE OF FINANCIAL AID SPONSORED
  BY ED/CSAC (THERE ARE MANY FEDERAL / STATE AID
  TYPES), THAT ARE CONSIDERED FINANCIAL AID
• ELIGIBLE STUDENTS MUST HAVE SUBMITTED THEIR FAFSA
  BY MARCH 2ND (EACH YEAR) TO THE FEDERAL PROCESSOR
• ELIGIBLE STUDENTS MUST HAVE ACCEPTED THIS AID
  TYPE IN MYCSUEB, MET ESTABLISHED LOCAL CRITERIA,
  COMPLETED THEIR FINANCIAL AID DOCUMENTS, AND BE
  ENROLLED FULL TIME

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HIRING AUTHORIZATION FORM (HAF) IS AT SIL IN WA
LOBBYFirst Floor

• STUDENTS NEED TO REQUEST A FWS HIRING
  AUTHORIZATION FORM IN THE INITIAL WEEKS OF THE
  FIRST QUARTER FOR WHICH THEY HAVE RECEIVED A FWS
  ALLOCATION/SIL
• HAFS ARE VALID FOR TWO WEEKS FROM THE DATE
  STAMPED ON THEM, AND SHOULD BE RETAINED BY THE
  HIRING DEPARTMENT

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FINDING FWS POSITIONS

• ELIGIBLE FWS STUDENTS SELECT POSITIONS FROM OUR
  JOB BOARDS LOCATED OUTSIDE WA245, AND IN AACE ON
  THE ONLINE CBAY JOBS--WA509
• FWS COMMUNITY SERVICE POSITIONS WILL ALSO BE
  LISTED ON THE CAMPUS PEM/FAO WEBSITE ON THE FWS
  PAGE
• DEPARTMENTS MAY LEAVE EXTRA COPIES OF FLYERS IN
  WA545, AND WE WILL LEAVE THEM IN SIL/RECEPTION
  AREA FOR STUDENTS TO TAKE

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WHAT SHOULD I DO?

• EMPLOYERS SHOULD READ AND SUBMIT THE FWS (ON
  CAMPUS) DEPARTMENTAL AGREEMENT BY JUNE 15TH EACH
  YEAR FOR THE UPCOMING FISCAL YEAR ON EVERY DEPT
  ID THEY MIGHT USE FOR FWS
• SUBMIT ELIGIBLE CREATIVE AND INNOVATIVE JOB
  DESCRIPTIONS AND FLYERS BY JUNE 15TH ALSO

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REMEMBER

• FEDERAL WORK STUDY EMPLOYMENT IS LARGELY PAID FOR
  BY FEDERAL FUNDS, AND WE MUST ADHERE TO FEDERAL
  REGULATIONS REGARDING THE TYPE OF WORK
  ASSIGNMENTS A FWS STUDENT CAN DO
• FWS STUDENTS CAN ONLY PERFORM JOB TASKS FOR A
  STATE GENERAL FUNDED OFFICE ON CAMPUS AND NEVER
  FOR THE PERSONAL OR FINANCIAL GAIN OF A SINGLE
  INDIVIDUAL (e.g. a professor or another student),
  ESPECIALLY IF THE WORK IS TO BE PUBLISHED AT A
  LATER TIME
• FWS STUDENTS SUPPORT USUAL STATE OPERATIONS AND
  NEEDS, AND CANNOT DISPLACE REGULAR STATE EMPLOYEES

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NO CAN DO

• THE TITLE FEDERAL WORK STUDY PROGRAM IS A BIT
  OF A MISNOMER
• FWS STUDENTS CANNOT STUDY ON THE JOB OR SLEEP
  ON THE JOB OR DO HOMEWORK ON THE JOBTO DO SO
  WOULD BE AN ABUSE OF THE PROGRAM
• EMPLOYERS SHOULD PROVIDE REAL, ACTUAL AND
  MEANINGFUL JOB TASKS FOR STUDENTS TO PERFORM (OR
  LET THEM GO) OR RISK HAVING THEM REMOVED FROM
  YOUR OPERATIONS
• IN ALL FAIRNESS TO ALL CAMPUS OFFICES,
  DEPARTMENTS AND LOCATIONSDO NOT RETAIN MORE THAN
  25 FWS STUDENTS AT ANY ONE TIME IN THE FISCAL
  YEAR
• FWS CANNOT BE USED TO REPLACE DISPLACED STATE
  EMPLOYEES OR WORKERS ON STRIKE THEY SHOULD
  SUPPORT YOUR USUAL STATE GENERAL FUNDED
  OPERATIONS AND JOB TASKS THAT NEED TO BE DONE IN
  YOUR AREA
• FWS STUDENTS CAN NEVER BE ENGAGED IN THE SUPPORT
  OF FUNDRAISING ACTIVITIES

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EMPLOYER RESPONSIBILITIES

• AFTER INTERVIEWING AND SELECTING A FWS STUDENT
  FOR YOUR AVAILABLE POSITION, REQUEST AND RETAIN
  THEIR FWS HAF
• PROCESS A STUDENT EMPLOYMENT ACTION FORM (SEAF),
  AND ATTACH A CURRENT JOB DESCRIPTION AND A COPY
  OF FWS HAFAND FORWARD THROUGH YOUR USUAL
  SIGNATORY CHAIN OF COMMAND (w/anything else that
  might be required in the package like
  enrollment verification for the Payroll Office,
  or another copy of the JD (Job Description) if
  this is a Change of Status appointmentfor the
  Payroll Office)
• WE HAND DELIVER APPROVED SEAFS TO PAYROLL AS
  SOON AS THEY ARE PROCESSEDALLOW TWO WEEKS FOR
  INITIAL PROCESSING OF A SEAF
• YOUR STUDENT WILL NOT BE ABLE TO ENTER TIME IN
  OSPP UNTIL ALL PROCESSES WITH THE OFFICES
  INVOLVED ARE COMPLETED, AND THE STUDENT HAS
  SIGNED IN

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REMEMBER

• FWS SEAFS NEED TO BE ROUTED TO FINANCIAL AID
  FOR A FINAL APPROVAL PROCESS, AS STUDENT
  FINANCIAL AID PACKAGES ARE ALWAYS SUBJECT TO
  CHANGE
• IF YOUR STUDENT NEEDS TO STOP WORKING, WE WILL
  INFORM YOU and COVER ALL EARNINGS IF YOU HAVE AN
  APPROVED HIRING FORM ON FILE
• WE ARE NOT RESPONSIBLE FOR EARNINGS ON STUDENTS
  WHERE YOU DO NOT HAVE A HAF AND THE STUDENT IS
  NOT ELIGIBLE, AND YOU ALLOW THEM TO WORK
• SEAFS CANNOT BE BACKDATED, USE THE DATE
  APPROVED ON THE HAF FROM SIL (OR A LATER DATE)

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WHAT ELSE TO DO?

• SEND YOUR NEWLY HIRED FWS STUDENT TO THE PAYROLL
  OFFICE, WA675 TO COMPLETE SIGN-IN REQUIREMENTS,
  IF THEY HAVE NOT WORKED ON CAMPUS IN THE LAST SIX
  MONTHS
• WORK WITH YOUR PAYROLL ANALYST IF YOU HAVE ANY
  PAY ISSUES IN A MONTH/PAY PERIOD
• TRAIN, TEACH AND DISCUSS JOB TASKS AND
  EXPECTATIONS FOR SUCCESS WITH YOUR STUDENT AND
  TREAT THEM LIKE A TEAM MEMBER IN YOUR WORK
  ENVIRONMENT
• SUPERVISORS MAINTAIN INDIVIDUAL EARNINGS AND
  BALANCES FOR ALL FWS STUDENTS VERIFY BALANCES
  BEFORE APPROVING TIME

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AND . . .

• MAKE SURE YOUR FWS STUDENT ASSISTANT RECEIVES ALL
  ESSENTIAL INFORMATION SECURITY AND SAFETY
  TRAINING TO BE AWARE OF SAFETY ISSUES ON THE
  JOB, AND TO UNDERSTAND THE CRITICAL IMPORTANCE OF
  CONFIDENTIALITY IN THE WORKPLACE AND ON THE JOB

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ONLINE TRAINING MODULES

• THERE ARE MULTIPLE ONLINE TRAINING MODULES FOR
  STUDENT ASSISTANTS ON CAMPUS
• INFORMATION SECURITY VIDEO IS USUALLY AVAILABLE
  IN THE LIBRARY
• CLARITY.NET SAFETY TRAINING IS AVAILABLE ON EHS
  WEB PAGE
• STUDENT ASSISTANT EMPLOYMENT GUIDE IS AT THE HR
  WEB PAGE

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OSPP / EXCEL FWS TIME SHEET

• TEACH YOUR FWS STUDENTS TO GO INTO MYCSUEB AND
  RECORD HOURS WORKED DAILY IN OSPP
• TEACH YOUR FWS STUDENTS HOW TO GO ONLINE TO THE
  CAMPUS PAYROLL FORMS WEBSITE, AND USE THE FEDERAL
  WORK STUDY PROGRAM HOURLY EMPLOYEE TIME SHEET IF
  YOUR STUDENT IS PAID THROUGH THE FAO
• STUDENTS AND SUPERVISORS SHOULD RETAIN COPIES OF
  ALL TIME SHEETS AND HOURS RECORDED IN OSPP
• REMEMBER TO FORWARD A TL STUDENT APPROVAL REPORT
  TO FA/FWSWA545-H EACH PAY PERIOD
• YOUR DEPARTMENT IS THE DEPT OF RECORD FOR ALL
  ACTUAL HOURS WORKED AND TIME REPORTED ON OSPP
• OUR FWS WEB PAGE IS CURRENTLY AT
  http//www.csueastbay.edu/csuh_students/workstudy/
  workstudy.html
• WHICH IS FOUND THROUGH PROSPECTIVE
  STUDENT

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NEW PROCESSES ARE COMING

• AS THE CAMPUS CONTINUES TO ROLL OUT NEW PROCESSES
  WITHIN THE CMS/PS ENVIRONMENT STAY TUNED FOR
  CHANGES TO PREVIOUSLY ESTABLISHED PRACTICES VIA
  EMAIL/MASSMAIL
• READ AND ADAPT YOUR INTERNAL PRACTICES TO KEEP UP
  WITH ANY NEW PROCESSES THAT OCCUR

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NEED MORE WORKERS?

• FORWARD COPIES (3) OF ALL OF YOUR FWS JOB
  DESCRIPTIONS TO THE FWS ADMINISTRATOR IN WA545-H,
  TO POST ON THE FWS BULLETIN BOARDS AND WITH AACE
  BY JUNE 15TH (IF YOU HAVE NOT ALREADY DONE SO),
  OR IF THEY CHANGE THROUGHOUT THE YEAR
• FORWARD COLORFUL FLYERS ANNOUNCING YOUR POSITION
  VACANCIES TO THE FWS ADMINISTRATOR IN WA545-HWE
  WILL LEAVE IN RECEPTION AREA/SIL, AND TAKE TO
  WORKSHOPS (IF YOU HAVE NOT ALREADY DONE SO, YOU
  CAN POST ON CAMPUS BOARDS TOO)

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RECONCILING YOUR STUDENT EARNINGS

• APPROXIMATELY ONCE PER MONTH, DEPARTMENTS SHOULD
  REVIEW THE LATEST HR COMP REPORTS AFTER PAYROLL
  ACTIVITY IS SUBMITTED
• REVIEW REPORTS CAREFULLY FOR ALL FWS STUDENT
  EARNINGS SUBMITTED TO DATE, AND CORRECT MONTHLY
  ENTRIES
• REPORT ERRORS IN WRITING TO YOUR PAYROLL ANALYST,
  AND COPY THE FWS ADMINISTRATOR IN PEM/FAO/WA545-H

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ALSO . . .

• THE HAF MAY BE THE ONLY NOTIFICATION THE EMPLOYER
  RECEIVES OF THEIR STUDENT(S) FWS ANNUAL
  ALLOCATION YET IT MAY CHANGE THROUGHOUT THE
  FISCAL YEARASK YOUR STUDENT(S) IF THERE HAVE
  BEEN ANY FA CHANGES STUDENTS CAN ALWAYS GO TO
  SIL AND REQUEST ANOTHER HAF ANYTIME, STUDENTS
  CAN VIEW THEIR LATEST FINANCIAL AID INFORMATION
  ON THEIR MYCSUEB ACCOUNT IN THEIR STUDENT CENTER.
• DO NOT ALLOW YOUR FWS STUDENT(S) TO OVEREARN
  THEIR FWS ANNUAL ALLOCATION.

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FWS WAIT LIST/CHANGES

• STUDENTS NOT INITIALLY SELECTED FOR FWS MAY
  REQUEST TO BE PLACED ON THE FWS WAIT LIST IN SIL
  (STARTING IN JULY).
• THE DECISION TO ACTIVATE FWS WAIT LIST and/or
  INVITE ADDITIONAL NEW STUDENTS INTO THE PROGRAM
  BY MID DECEMBER TYPICALLY.

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MORE IS BETTER

• STUDENTS MAY WORK IN MORE THAN ONE POSITION
  ON/OFF CAMPUS AT THE SAME TIME
• SUPERVISORS MUST COORDINATE FWS EARNINGS AND
  BALANCES
• DEPARTMENTS MAY PAY FWS STUDENTS ADDITIONALLY
  FROM NON-FWS FUNDS (LIKE TEMP HELP)

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SOME DETAILS

• WRITTEN MEMORANDUMS AMONG DEPARTMENTS/AGENCIES
  ARE ADVISED WHEN STUDENT HAS MORE THAN ONE
  POSITION DURING THE FISCAL YEAR
• FWS STUDENTS MAY WORK UP TO 40 HOURS IN A WEEK,
  OR 8 HOURS/DAYFUNDS PERMITTING (AVERAGE IS 7-10
  HOURS/WEEK)
• FWS STUDENTS ALSO WORKING IN NON-FWS STUDENT
  ASSISTANT POSITIONS MAY ONLY WORK UP TO 20
  HOURS/WEEK, INCLUDING THEIR FWS HOURS

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REMINDERS

• FWS STUDENTS MUST STOP WORKING IMMEDIATELY IF
  THEIR ENROLLMENT DROPS BELOW 6 UNITS/QUARTER
• (GRADUATE UNITS MAY BE WEIGHTED 4 6)
• FWS STUDENTS SHOULD EARN THEIR AWARD EVENLY
  THROUGHOUT THE YEAR/QUARTER (50 BY 12/31
  RULE)
• SUBMIT MONTHLY TL STUDENT APPROVAL REPORT TO THE
  FWS ADMINISTRATOR BY THE 5TH OF THE MONTH
  FOLLOWING THE PAY PERIOD TO WA545-H

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WHAT IS FWS COMMUNITY SERVICE?

• PLACEMENTS DESIGNED TO IMPROVE THE QUALITY OF
  LIFE FOR COMMUNITY RESIDENTS, PARTICULARLY LOW
  INCOME INDIVIDUALS, OR TO SOLVE PROBLEMS RELATED
  TO THEIR NEEDS
• FWS STUDENTS ACCEPTING CS POSITIONS ARE
  AUTOMATICALLY CONSIDERED FOR AN INCREASE IN THEIR
  FWS AWARDFUNDS AND STUDENT NEED PERMITTING
• CS CAN BE ON OR OFF CAMPUSEMPLOYERS ARE APPROVED
  IN ADVANCE OF THE YEAR
• FWS STUDENTS CANNOT WORK OFF CAMPUS IN ANY OTHER
  SITE (IF SITE IS NOT APPROVED BY EARLY JULY, WITH
  AN OFF CAMPUS APPROVED CONTRACT PROCESSED THROUGH
  FAO/PEM/FWS OFFICE ONLY)

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OTHER COMPONENTS TO FWS

• AMERICA READS CHALLENGE
• AMERICA COUNTS CHALLENGE
• FAMILY LITERACY PROGRAMS
• ITS ALL FWS COMMUNITY SERVICE

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PATIENCE

• PLEASE HAVE PATIENCE WITH US AS WE CONTINUE TO
  SWITCH OUR STUDENT ADMINISTRATION SYSTEMS AND
  FINANCIAL AID DATA AND PROCESSES INTO THE NEW
  CMS/PS ENVIRONMENT AND WORK WITH OTHER AREAS
• TERMS, LANGUAGE AND PROCESSES ARE LIKELY TO
  CHANGE SLIGHTLY ON OUR END AND YOURS
• WE CANNOT TELL YOU WHEN YOUR STUDENTS CAN RETURN
  TO WORK, OR FIND YOU MORE STUDENTS AS THERE
  ARE MANY MORE FACTORS AND TECHNICAL PROCESSES
  BEHIND THE SCENES THAT CONTROL THE END RESULTS

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STUDENT INFORMATION LOBBY aka SIL

• SEND FWS ELIGIBLE STUDENTS TO SIL TO INQUIRE
  ABOUT THEIR HAF, HIRING FORM, OR CURRENT STATUS
• SEND ANY FA STUDENT TO SIL OR THE LIBRARY
  LEARNING COMMONS IF THEY NEED ASSISTANCE IN
  COMPLETING THEIR TO DO CHECKLIST IN MYCSUEB

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SIL

• SEND YOUR FWS STUDENTS TO THE STUDENT INFORMATION
  LOBBY, CURRENTLY ON THE FIRST FLOOR OF WARREN
  HALL WITH ANY INQUIRIES
• FA COUNSELORS ARE CURRENTLY ON DUTY ALL DAY AT
  SIL ON MONDAYS THROUGH THURSDAYS
• THE LAST DAY THAT FWS STUDENTS CAN WORK FOR 09/10
  IS 6/13/10

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QUESTIONS AND CONTACTS

• ANY QUESTIONS?
• BEST METHODS TO CONTACT US/ME
  JAN GIOVANNINI-HILL
• FWS PROGRAM, CALIFORNIA CHAFEE GRANT PROGRAM,
  AND CAL GRANT/CSAC PROGRAMS
• 510-885-3357
  
  
  
  
  
  
  
  
• jan.giovannini-hill_at_csueastbay.edu
  
  WA545-H
• WE APPRECIATE ALL THAT YOU DO FOR OUR STUDENTS!