Federal Work Study Program - University of South Florida St .._1_

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					         FINANCIAL AID
STUDENT EMPLOYMENT PROGRAMS:
          FWS & SSE
       Hiring Department
     Administrative Training
    2010-2011 Academic Year
            Training 1         1
                AGENDA
• Spending Authority (SA allocation)
• Identifying How Many Positions & SA
• Advertising your Position(s) in Recruit-A-
  Bull
• Pay Ranges for Job Categories
• FWS/SSE New Hires vs. Returning Students
• Interviewing, Selecting, Appointing, and
  Terminating
 SPENDING AUTHORITY - USFSP
• Each VC/Dean area is allocated spending
  authority for fall/spring FWS funds –
  notification sent during summer
• When USFSP receives the spending
  authority, each Vice Chancellor will
  determine which departments have priority
  to fill FWS positions.
• FWS spending authority cannot be exceeded
  – VC/Dean area is accountable for overages.
                                            3
  HOW MANY STUDENTS CAN I HIRE?
• Each hiring unit must then determine
  how many students they can hire
  with their SA allocation.
• For instance, a hiring unit that
  receives $9,000 in SA Allocation can
  choose to divide that money
  according to the rate of pay and
  number of hours at which they
  would like to hire students.
      2 FWS HIRING SCENARIOS:
Hire 2 new students and          Hire 3 continuing students and
allow each of them to            allow 1 to work $4,480 and the
work and earn $4,500.            other 2 to work $2,160
                                 (1 over both Fall & Spring and 2 Fall Only)

• Allow both to work              Allow 1 student (with 1 year of experience)
                                      to work 16 hours/week at $8.75/hour
  18.75 hours/week at
                                  • 16 hours X 32 weeks X $8.75 = $4,480
  $7.50/hour
• 18.75 hours X 32                Allow 2 students (with 2 years of
  weeks X $7.50/hour =                experience) to work in fall only 15 ½
  $4,500 each student                 hours/week at $9.00/hour
                                  • 15 ½ hours X 16 weeks X $9.00 = $2,160
                                  • $2,160 X 2 students = $4,320

Total for all students: $9,000
                                  Total for all students: $4,480 + $4,320=
                                     $8,800 (within $9,000 allocation)
        FEDERAL WORK STUDY (FWS)
• Part-time student jobs during fall & spring semesters –
  maximum 20 hrs/week - federal and institutional financial
  aid requirements
   – Note: A student cannot work 15 hours one week, and
     25 the next.
• Students awarded funds based on eligibility for financial
  aid – 2010-2011 FAFSA by 3/1/10 and other requirements
• Maximum award $4,500
• Students must accept FWS award and maintain active
  enrollment in at least 6 USF credit hours, or FWS award
  will be canceled or reduced
                                                              6
USF SUMMER STUDENT EMPLOYMENT(SSE)
• Part-time jobs during summer semester-
  maximum 20 hrs/week
• Separate application sent in late March (just
  before summer registration begins) to
  qualified students working FWS during spring
• Students awarded funds based on eligibility for
  financial aid –maximum award $2,250
• Students must be enrolled at least 6 USF
  summer credit hours to qualify for funds

                                                    7
TWO STUDENT EMPLOYMENT FORMS
“Purple Sheet” for Fall/Spring   Summer Student Employment
    STUDENT EMPLOYMENT FORMS
SUMMER-ONLY FINANCIAL AID VERIFICATION
• SSE Only: Student brings the Completed SSE
  Request to Financial Aid to approve/deny
  request.
• For approved awards, financial aid determines
  the amount and awards student immediately.
• Student prints out approved SSE award from
  OASIS, and provides it to the hiring
  department as proof of eligibility.
USF ST. PETERSBURG
  CAREER CENTER
       CAREER CENTER
 Advertise student employment job
  openings to campus via web-based job
  listing service
   USFSP: Recruit-A-Bull
 Refer students to hiring departments to
  apply for jobs
 Assist departments in filling student
  employment vacancies
                                            11
 ADVERTISING YOUR JOB(S)
• Post your vacancies on “Recruit-A-Bull” via the
  Career Center website
  – www.stpete.usf.edu/career/
• View your job listing online, use posting as job
  description, and students can self-refer resumes
  to you
• When position is filled, make job posting inactive
  and “Report A Hire” in Recruit-A-Bull


                                                    12
RECRUIT-A-BULL
                 Click on
             “Employers”
             link to access
               information
                on how to
                 create an
             account, post
              a job, search
                  student
                 resumes,
              inactivate an
              account, and
              report a hire

                         13
  JOB DESCRIPTION REQUIREMENTS
 Have a job description for each student
  employment position
 Use Recruit-A-Bull to post jobs & use their
  job posting as a record of the job description
  (*if it contains required elements)
 Job posting must be completed to include
  critical job description elements and must be
  attached to appointment paperwork before
  funding will be released for position
 Job descriptions are an audit requirement
                                              14
    COMPONENTS OF JOB DESCRIPTIONS
• Job title
• Employer information – including job contact
• Number of openings, hours/wk, pay range
• Purpose/primary function of the student’s job
• Duties and responsibilities
• Qualifications
• Job Category
   – General Support
   – Specialists and Technicians
• Reference(s) to departmental policies
• Primary and alternate supervisors               15
JOB DESCRIPTION (CONT’D)
    As it appears in Recruit-A-Bull




                      Wage/Salary should be a
                      range
                      Start and End date can be
                      appointment period rather
                      than hiring dates




                                                  16
JOB DESCRIPTION (CONT’D)
    As it appears in Recruit-A-Bull


                         First/Last Name:
                         Of person who
                         knows about the job

                         Address: Must
                         include full campus
                         mail point address
                         for supervisor




                                               17
JOB DESCRIPTION (CONT’D)
if using job posting as it appears in Recruit-A-Bull




                         Position Type: (Part-time,
                         FWS)

                         Applicant Type: Federal
                         Work Study

                                                       18
         ASSIGNING JOBS
• All FWS/SSE jobs must be made reasonably
  available to all eligible students
• To the maximum extent practicable,
  FWS/SSE jobs must complement and
  reinforce student’s educational program or
  career goals
• The employment of FWS/SSE students must
  not result in the displacement of employed
  workers
   PAY RANGE GUIDE
•General Support
 –$7.50– $9.00

•Specialists and Technicians
 –$8.50 – $12.00
                               20
      GENERAL SUPPORT –
     USFSP PAY SCALE GUIDE
SALARY SCALE:
• $7.50 – New Hire
• $7.75 - One (1) year experience at USFSP with
  prior acceptable work record from department
• $8.00 – Two (2) years experience at USFSP with
  prior acceptable work record from department
• $8.25 - Three (3) years experience at USFSP with
  prior acceptable work record from department
  SPECIALISTS AND TECHNICIANS –
     USFSP PAY SCALE GUIDE
SALARY SCALE
• $8.50 – New Hire
• $8.75 – One (1) year experience at USFSP with
  prior acceptable work record from department
• $9.00 - Two (2) years experience at USF SP with
  prior acceptable work record from department
• $9.25 – Three (3) years experience at USFSP with
  prior acceptable work record from department
PAY INCREASES FOR RETURNING STUDENT WORKERS

• No mid-year pay increases are permitted
  – Beginning of Academic Year Only
     •i.e. every Fall a returning student can be
      considered for a raise
• Recommended raise increment for returning
  student workers should not exceed $0.25
• Remember that increases in pay will need to be
  factored into your total departmental allocation
  being used up more quickly.
                                                   23
USF ST. PETERSBURG

     HIRING
  DEPARTMENT
HIRING DEPARTMENT DO’S AND DON’TS
     DO’S            DON’TS
 Ensure 20 hours maximum X Schedule work during class
  hours worked/week             hours (even if professor
 Have student document         has cancelled class)
  continued eligibility       X Allow student to work
  between fall and spring       overtime
  semester (new printouts of
                              X Allow students to work in
  Spring Award and Class
                                jobs that are religious in
  Schedule)
                                nature, related to partisan
 Prepare/Certify payroll       or non-partisan politics or
 Pay Distribution Code:        that benefits a private
  64366 for all FWS students.   individual.
                                                         25
  HIRING DEPARTMENT RESPONSIBILITIES
      DO’s              DON’TS
 Timely submission of timesheets   X Allow a student to type a
  following established FWS pay
                                      dissertation or assist with
  periods – no alternate pay          private counseling.
  schedules
                                    X Allow a student to work for a
 Pay and reconcile FWS earnings      instructor if it is ONLY for the
  biweekly                            benefit of the instructor, and
 Monitor student’s FWS award         doesn’t contribute to the
  amount for reductions               university or to the
 Monitor the FWS spending            professor’s official duties for
  authority for your department       USF.
 Complete an evaluation for each
  FWS employee: available on the
  Human Resources Forms page.                                      26
       INTERVIEWING AND SELECTING
            STUDENT WORKERS
• Interviewing - Review the Quick Reference
  Guide for:
  – recommendations on interview preparation
  – information to include during the interview
  – steps to follow after the interview.
• Selecting
  – Establish Department Expectations (form available in
    Quick Reference Guide)
  – Utilize FWS Work Performance Evaluations (form
    available on HR Forms page.
         APPOINTING THE FWS EMPLOYEE
          FOR THE HIRING DEPARTMENT

• Making an FWS appointment is a multi-part process
  – Attach to appointment papers:
     • OASIS Award printout
     • Copy of the position description/job posting
     • Purple Sheet
  – Document in the remarks section of the appointment
    form that you have:
     • Verified appropriate enrollment (through review of the OASIS
       class schedule print-out on file in your department) and
     • Verified the existence of a sufficient FWS award (through the
       OASIS award print-out)
                                                                   28
                            FWS
       New Hires                   Returning Appointments
• Prepare job description/pay    • Log-in to Recruit-A-Bull account
  range                          • Update all relevant fields
• Advertise job by posting in    • Make the “Post Start Date” and
  Recruit-A-Bull                   “Post End Date” same date
• Screen/interview/hire
• Appoint new hire                  – This alerts the Career Center
   – Create Offer Letter              you are not advertising job
   – Attach OASIS FWS Award      • Print job posting for use as job
     print-out                     description
   – Attach Print-out of job     • Reappointment paperwork
     posting                       should include:
   – Attach Purple Sheet            •   ASF
• Inactivate posting & “Report      •   Updated job posting
  a Hire”                           •   OASIS FWS award print-out
                                    •   Purple Sheet
                          SSE
         New Hires              Returning Appointments
• Advertise job by posting in   • No changes in Recruit-
  Recruit-A-Bull
                                  A-Bull are needed
• Screen/interview/hire
• Complete student’s
                                • Complete student’s
  Summer Student                  Summer Student
  Employment Request              Employment Request
  Form                            Form (SSE)
• Create Offer Letter           • Complete ASF Form
   – Attach OASIS SSE              – Attach OASIS SSE
     Award print-out
                                     Award printout
• Inactivate job posting and
  “Report A Hire”
               CAREERS
• Job Description in CAREERS – very basic.
  Use the same title as the job description
  in Recruit-a-Bull
• New employee must fill out application
  at employment.usf.edu and include
  Birthday and Social Security Number
• Notify HR of job title and employee’s
  name
 Terminating the FWS Employee
 Future termination date is input with original
  appointment
 Appointments may be terminated early
    Unauthorized absences
    Refusal to work
    Falsifying information
    Inability to perform tasks
    Violations of student code of conduct or USF policy
    Exhaustion of FWS or SSE funds
 KEY POINTS TO REMEMBER
• FWS employees are regular employees
• Hiring Department is responsible for:
  – establishing the work expectations with the FWS
    employee (dress, timeliness, phone etiquette, etc)
  – ensuring employee is eligible each semester for
    student employment
  – preventing over-expenditures and financially
    accountability
• USF is subject to continued federal and state
  audits for student employment funds
 FWS/SSE STUDENT EMPLOYMENT
      PROCESS CHECKLIST

•Use the helpful checklist
 (available in the Forms section
 of your Quick Reference Guide
 for Hiring Departments).
USF ST. PETERSBURG

     HUMAN
   RESOURCES
          ROLE OF HR
• Ensure compliance with laws, rules,
  policies
• Advise hiring departments on
  appointments
• Maintain and provide appointment data
• Create active employment record in GEMS
FWS/SSE
STUDENT
      STUDENT ELIGILITY REQUIREMENTS
•   Degree seeking
•   Enrolled at least half-time – USF classes
•   Minimum of 2.0 USF CGPA to be awarded funds
•   Meet financial aid eligibility requirements
    – Apply (FAFSA) each year before March 1 for next
      academic year
    – Indicate an interest in Student Employment on the
      FAFSA
    – Maintain satisfactory academic progress (SAP)
    – Have financial need as measured by the FAFSA &
      the financial aid cost of attendance
• U.S. citizen or eligible non-citizen
                   ROLE OF STUDENT
• Verify FWS/SSE eligibility to Hiring Department
   – Fall/Spring:
       • “Purple Sheet” (Student Eligibility Form) with Financial Aid for
         Fall/Spring
       • OASIS FWS/SSE Award (for both hiring department and HR).
       • OASIS Schedule of Classes for each semester of employment (for
         the hiring department to create work schedule and verify
         enrollment).
   – Summer:
       • SSE eligibility form (Summer Student Employment) and bring to
         hiring department to complete.
       • OASIS FWS/SSE Award (for both hiring department and HR).
       • OASIS Schedule of Classes (for the hiring department to create work
         schedule and verify enrollment).
• Search Recruit-A-Bull database in the Career Center for job listings
  after August 1st.
  USFSP CONTACTS
     Financial Aid, Erin Dunn,
        edunn1@mail.usf.edu

  Career Center, Barry McDowell,
       mcdowell@mail.usf.edu

Human Resources, Karen Talamantez
          karental@mail.usf

    Payroll-Tampa, Shelly Ford,
        sford@admin.usf.edu
QUESTIONS?


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