fws_student_manual _08-34_

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					      Student’s Guide to
 Federal Work Study

    Types of Employment, Locating a Job,
  Completing the Paperwork, and University
    Policies and Procedures for Students
             Working on Campus

             Provided by:

     The Financial Aid
and Human Resources Offices
 Antioch University Los Angeles
           Phone: (310) 578-1080
           ext. 419, Financial Aid
         ext. 412, Human Resources
            Fax: (310) 301-8403
                                        Table of Contents

CHAPTER 1 – Introduction

Purpose of the Program             3
Program Description                3
Eligibility Requirements           3

CHAPTER 2 – Obtaining a Job

Searching for a Job                5
The Right Job                      5
Interviewing Tips                  5
When You Have Been Chosen to
     Fill a Position               6

CHAPTER 3 – Legalities

Authorization to Work on Campus    7
Student Employee Payroll           7
Timesheets                         8
Pay Rate                           8
Allowable Work Hours               9
Breaks                             9
Employee Benefits                  9

CHAPTER 4 – The Job

Job Responsibilities               10
Maintaining a Good Work Ethic      10
The True Meaning of “Work Study”   11
Performance Reviews                11
Employee Dismissal                 12
Employee Resignation               12
Safety                             13
Injuries and Accidents             13
Equal Employment Opportunity
     Employer                      14
Drug-Free Work Place Policy        14
Prohibition of Sexual Harassment   14

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Purpose of the Federal Work Study Program

The purpose of the Federal Work Study Program is to help create opportunities for students to work
on campus in order to provide financial assistance and to give valuable employment experience.
Federal Work Study programs provide resources to help students search for jobs that fit them and in
which the students can obtain job skills to augment their education. The student is paid an equitable
salary for hours worked.

Work Study wages earned are not considered as income on the future year’s Free Application
for Federal Student Aid (FAFSA); therefore, it benefits students to earn wages from a job that
is Work Study based before working for a non-Work Study employer.

Federal Work Study Program Description
Federal Work Study, FWS, is a federally supported program for students who have documented financial need,
as authorized by the Office of Student Financial Assistance, Department of Education, under Title IV of the
Higher Education Act of 1965, as amended by the Higher Education Amendments of 1992.

Antioch University Los Angeles, AULA, 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 provided by completing the Free Application for Federal Student Aid, availability of
FWS funds, and job availability.

The Federal Work Study Program provides valuable experiences to students both in and outside of their field
of study. AULA focuses on all work that is beneficial to the student since employers generally seek
prospective employees with work experience. All Work Study positions are vital to each department and the
FWS student is expected to be responsible, dependable, and conscientious. The Federal Work Study Program is
designed to enhance the student's professional growth and to give the student an opportunity for on-the-job

Eligibility Requirements
How may I participate in a Work Study Program?

1.   Every year the student must complete the financial aid application process in order to be
     considered for any financial aid, including Federal Work Study. Applying for financial aid
     includes completing a Free Application for Federal Student Aid (FAFSA), the AULA Financial

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     Aid request form. The financial aid application packet can be acquired in the Financial Aid
     Offices. The FAFSA may be completed on the web at www.fafsa.ed.gov.

     Students interested in receiving Federal Work Study funds should also submit an
     Employment Application form along with a copy of their resume to the Financial Aid

2.   A minimum of half-time enrollment is required each semester that the student is employed under
     the Federal Work Study program.

3.   Applicants must meet the Satisfactory Academic Progress (SAP) policy requirements, which can
     be found in the “General Catalogue, 2006-2008, p. 49.

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                                                                               Obtaining a Job
Searching for a FWS Job
Federal Work Study (FWS) positions are located on Antioch University’s Los Angeles campus.
You can find a list of FWS positions available to students at the beginning of each quarter on the
FWS web page at the Antioch website, www.antiochla.edu.

Once your FWS eligibility has been determined, decide from the list which job titles are interesting to
you. Then call the department supervisor and inform him or her that you are a Federal Work Study
student and are interested in the job that the supervisor has listed. The supervisor will set up an
interview time.

The Right Job
When you go to the interview, take a list of questions with you. You may be given a copy of the job
description to discuss job requirements and expectations. Evaluate whether you can fulfill those
expectations and ask for clarification during the interview.

Interviewing Tips
What should I do before, during, and after the interview?

1.   Analyze yourself, your needs, restrictions, and qualifications.

4.   Apply only for those jobs for which you feel you meet the requirements.

5.   Call first to set up an interview appointment (unless otherwise instructed).

6.   Have answers to some of the basic questions already prepared for the interview.
     For example, “Why are you interviewing for this position?”; “What skills do you believe you can
     bring to this position?”; “How do you function on a team?”; “Can you give an example of how
     you had to solve a problem in your past work experience?,” etc.

7.   Be on time for the interview. Shake hands firmly with the interviewer upon introduction and
     upon leaving. Thank the interviewer for his or her time.

8.   Dress appropriately for the interview. If it is an office scenario, then it would be advisable to
     dress conservatively, with attention made to personal grooming.

9.   Remember that the interviewing process is a valuable learning experience and part of your
     professional growth.

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10. Respond to questions thoroughly and with thought, rather than a “yes” or “no” response.

11. Look directly at the interviewer when speaking and listening and maintain eye contact.

When You Have Been Chosen to Fill a Position
When you have been offered a position on campus, the first step in the hiring process is for you to
visit the Human Resources office. The HR office will give you all the new hire paperwork to
complete before your first day of employment.

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Authorization to Work on Campus
A student must first complete a new hire packet which includes an Employment Application, an
Employment Contract, an I-9 form, a W-4 form, and a Confidentiality Agreement. The I-9 is the
form completed by the employee in order to give evidence that he or she is permitted to work in the
United States. Completion of this government form is required of all individuals who desire to work
on campus.

The new hire packet must be returned to the Human Resources Office on or before the first day of

Taxable Income

All wages paid to student employees, both Federal Work Study and Institutional, are
considered wages and are subject to all State and Federal tax regulations. Income will be
reported to you and the IRS annually on Form W-2.

   Federal Withholding Tax: The amount of tax withheld for Federal Income Tax is based on
how each individual completes his/her W-4 Form

     Social Security Tax (FICA): Students are exempt from FICA taxes under the following
circumstances: (1) Student is attending class at least ½ time, AND
     (2) Student is working on campus less than 20 hours per week.

    If a student is registered for less than ½ time OR the student is scheduled to work 20 hours or
more per week, all pay during any pay period is taxable by FICA. The FICA rate is 7.65% of gross

Student Employee Payroll
All employees are paid biweekly on every other Friday. In the event that a regularly scheduled
payday falls on a day off such as a weekend or holiday, employees will receive pay on the last day of
work before the regularly scheduled payday.

⇒ All student payroll checks will be available from the Payroll Office on payday or will be
  distributed through campus mail.

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Should you have any questions about how your payroll check was calculated or about the deductions
included in your monthly income, contact the Payroll Office immediately.

Antioch University Los Angeles offers direct deposit of payroll to all employees, including student
employees. The University prefers this method of payment for all employees because it is the safest
way to ensure that the employee receives payment without risk of lost or stolen payroll checks.
Direct deposit may be made to any financial institution (banks and credit unions) in the United States,
and payroll funds are available in your bank on payday. Your direct-deposit statement will be
forwarded directly to you through campus mail. Paperwork to authorize direct deposit can be
completed in the Human Resources Office.

Federal tax statements (Form W-2) are issued annually by the Payroll Office in Ohio in January for
the previous tax year. All wages earned by student employees are taxable income according to
IRS regulations.

Your current mailing address is very important. Be sure that if your address changes you notify the
Registrar of your new address immediately to ensure that any mailings, such as W-2 forms, will be
sent to you at the correct mailing address.

Accurately recording time worked is the sole responsibility of every Work Study employee. Federal
and State laws require Antioch to keep an accurate record of time worked in order to calculate
employee pay. Time worked is the time actually spent on the job performing assigned duties.

Work Study employees should accurately record the time they begin and end their work. Overtime
work must always be approved before it is performed.

    •   Fill in your account number proved to you by the Human Resources office.
    •   Fill in your full last and first name.
    •   Enter the first date of the pay period in dd/mm/yy format. Payroll will send out a reminder
        email with the beginning date.
    •   Enter regular hours in the “Reg Hrs” column in quarter hours increments only. Regular hours
        are hours worked each day that are NOT greater than 12.
    •   Enter over time hours in the “OT Hrs” column in quarter hours increments only. Over time
        hours MUST be pre-approved by the employee’s supervisor.
    •   Enter the time in and time out in the corresponding columns in time format. i.e. “8:30 AM”.
    •   Employee must print the time sheet, the employee and supervisor must sign the hard copy, and
        then the employee is to submit their time sheet to the payroll office. The time sheet must be
        free of manual corrections.
    •   The employee should keep copies of their timesheets.

Pay Rate
Federal Work Study students are paid $13.00 per hour at AULA (effective August 2007).

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Allowable Work Hours
Federal Work Study positions are designed to be part-time and employees should work no more than
20 hours per week as the recommended amount to ensure optimum level of academic progress. If
the student desires to work over the allotted hours in a given week, an exception may be made after
the student meets with the Assistant Director of Financial Aid and the student’s supervisor is

Working 25 hours or more per week MAY entail additional taxes being taken out of the student’s
wages. Students are strongly encouraged to check with the Payroll Office regarding how working
over 25 or more hours per week may affect their earnings.

•   Monitor your hours and earnings, in conjunction with your supervisor.

⇒ Students should be allowed a minimum of a ten (10) minute break if they are scheduled to work
  four (4) or more consecutive hours at a time.

⇒ If the student is working six (6) to eight (8) hours in a given period, he/she should take an unpaid
  30-minute lunch break in the middle of his/her scheduled work day as well as the paid 10-minute

⇒ Breaks longer than 10 minutes or lunch breaks are not included as hours worked on the

Employee Benefits
There is no paid leave (vacation, sick, bereavement, or holidays) for student employees on campus.
There are no unemployment benefits for any on-campus student employees. Student employees are
covered by Worker’s Compensation Insurance for on-the-job injuries.

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                                                                                             The Job
Job Responsibilities
It is always wise to obtain a job description from your supervisor your first day on the job as it serves
as a guide to job duties you will be expected to perform. Know what your employer expects from you
regarding job responsibilities as well as the specific policies and procedures of your employing
department so that you can gain the most from your job experience. Ask questions, take initiative,
and learn as much as you can. Be sure to obtain your employer’s phone number and provide him/her
with your current address and phone number.

Maintaining a Good Work Ethic
What are good work ethics at AULA?

Each job is unique and requires different skills and responsibilities; however, several universal
responsibilities apply to all student employee positions. At Antioch University you are responsible

    a. Abiding by all University rules, regulations, policies, and employer’s terms of employment;

    b. Respecting the rights and property of your employer and fellow employees;

    c. Treating all co-workers, students, and patrons with courtesy and respect;

    d. Acting in a professional manner at all times and respecting the confidentiality of student and
       University records;

    e. Dressing appropriately, according to the dress code of your place of employment;

    f. Maintaining a positive work attitude of cooperation and initiative;

    g. Talking with your employer when duties or instructions are unclear or if problems arise;

    h. Performing your work to the best of your ability and making a personal commitment toward
       providing quality service;

    i.   Presenting and discussing new ideas with your employer and taking the initiative to acquire
         as many skills as possible to broaden your work experience;

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    j.   Conducting personal business on your own time and avoiding excessive socializing during
         working hours;

    k. Monitoring your Work Study earnings, in conjunction with your supervisor, so you do not
       exceed the earnings limit specified on your award letter;

    l.   Notifying your employer if your Work Study award changes;

    m. Giving your employer notice of at least two weeks if you decide to terminate your job;

    n. Reporting to work on time and adhering to your established work schedule;

    o. Contacting your employer before your shift begins if an illness or emergency prevents you
       from reporting to work;

    p. Discussing changes in your work schedule with your employer and keeping your employer’s
       needs in mind when revising your schedule;

    q. Reporting your work hours accurately and submitting your timesheets to your supervisor in a
       timely manner biweekly.

The True Meaning of “Work Study”
Many students, when receiving a Work Study award, are under the impression that it means they are
allowed to study while they work. This is a misconception. Very rarely will an employer permit the
student to study during work hours unless the student is monitoring a visitors’ station, information
area, or is finished with all assigned tasks.

Performance Reviews
Student employees may be formally evaluated at least once an academic year by their respective
supervisors. In addition to the formal evaluation process, supervisors should provide routine,
informal feedback to all student employees. The purpose of the written evaluation is to provide
formal assessment and documentation of performance, as well as the opportunity for personal
improvement. Student employees will be evaluated on the quality and quantity of work,
dependability, attitude toward work, relationships with people, initiative, resourcefulness, attendance,
and punctuality. The employer will retain the original evaluation and the student employee will
receive a copy.

Supervisors have the option of evaluating students as many times as deemed to be necessary for
appropriate documentation and for promoting employee development.
Student employees have the option of having their evaluation reviewed by their supervisor’s
supervisor. Student employees who disagree with the outcome of the supervisory review process
have the option of requesting a sequential upward review.

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Employee Dismissal
In California, employees are presumed to be “at will”. Federal Work Study Assistants are considered
at-will employees and may be terminated for any reason at any time.

The University, at its discretion, may utilize progressive disciplinary procedures in circumstances
determined appropriate.

A student employee is expected to abide by all University rules, regulations and policies (please see
Antioch University’s General Catalog), and by his or her terms of employment. If in doubt, a student
employee is expected to ask for assistance until he or she understands all of the information and

 It is the policy of the University that supervisory efforts should be concentrated on preventing
serious personnel problems rather than on the right to discipline or to summarily discharge an
employee with just cause. A student employee who is being considered for reprimand should, in
private, be told what action was wrong and should clearly understand what is expected of him or her,
both in terms of behavior and in job performance, to meet the supervisor’s expectations.

Any grievance or problem associated with a student’s placement, evaluation or termination should
first be discussed with the supervisor (when possible) or the next level of management. It is expected
that the student would be given a verbal and then a written warning before termination.

There are circumstances that warrant immediate termination. Some of the situations for immediate
termination include, but are not limited to:

    •    Breech of confidentiality
    •    Repeated tardiness or absence, absences without proper notification to the supervisor and/or
         without satisfactory reason
    •    Poor job performance
    •    Failure to cooperate with supervisors or other employees
    •    Willful, deliberate, or negligent acts that cause serious disruption in the continuity,
         efficiency, or safety of office work
    •    Falsification of time sheets, personnel records, or other University or Agency records

Employee Resignation
If a student wishes to resign from his or her position, verbal or written notification should be given to
the appropriate supervisor at least two (2) weeks prior to the last day of work.

Federal Work Study students must also inform the Financial Aid Office if they would like to obtain
other positions or do not want to utilize Work Study funds.

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The University is vitally concerned about the safety of its employees. The University’s goal is to
provide safe work areas, equipment, and materials. All student employees are expected to observe
safety rules and report any unsafe condition to their supervisor. Report all injuries and accidents you
experience or witness immediately to your supervisor.

Injuries and Accidents
What do I do if I get hurt on the job?

Student Employee Procedures for Reporting an Accident or Injury

1.   Verbally inform your supervisor immediately after sustaining an injury while performing your
     job duties. If your supervisor is unavailable, inform a regular, full-time employee in your work

2.   If the injury is life threatening, immediate medical attention is your highest priority. You, or the
     Antioch employee to whom you reported the accident or injury, will call 911 for emergency
     medical transport to the nearest hospital.

3.   For a non-life-threatening accident or injury, you may choose to visit your personal physician. If
     you choose to visit your personal physician, the Antioch employee assisting you will assure that
     you have transportation for treatment.

4.   Your supervisor will report job-related accidents or injuries to the Human Resources Office
     within 24 hours of the accident. The written report must be filed to document the time, place,
     names of witnesses, and nature of the injury.

Worker’s Compensation Insurance for on-the-job injuries covers student employees. This insurance
provides for the payment of medical expenses and time-loss compensation to an employee who
suffers the effects of an injury or who incurs an occupational disease arising out of the course of
employment. Eligibility for benefits under Worker’s Compensation is prescribed by State statutes.

Equal Employment Opportunity Employer
What do I do if I feel I am not being treated fairly?

     Antioch University provides equal opportunity for all qualified applicants and does not
     discriminate on the basis of race, color, age, sex, ancestry, religion, national origin, sexual
     orientation, family status, disability and gender identity.

     Revised September 13, 2004, AUCC

Antioch will make reasonable accommodations for qualified individuals with known disabilities
unless doing so would result in undue hardship to the institution. This policy governs all aspects of

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employment, including selection, job assignment, compensation, discipline, termination, and access to
benefits and training.

Work Study employees with questions or concerns about any type of discrimination in the workplace
are encouraged to bring these issues to the attention of their immediate supervisor or the Human
Resources Office. Employees can raise concerns and make reports without fear of reprisal.
Consistent with the campus grievance policy as stated in the Student and Employee Handbook, any
employee of the institution found to be engaging in any type of unlawful discrimination will be
subject to disciplinary action, up to and including termination of employment.

Drug-Free Work Place Policy
Employees are expected and required to report to work on time and in appropriate mental and
physical condition for work. Each employee is responsible to help ensure a drug-free, healthful, safe,
and secure work environment. The unlawful manufacture, distribution, display, possession, or use of
alcohol or illegal drugs on University premises or while conducting University business off premises
is absolutely prohibited. Violations of this policy will result in disciplinary action, up to and
including termination, and may have legal consequences. Employees who use illegal drugs or abuse
controlled substances or alcohol are encouraged to seek counseling from available resources.

Prohibition of Sexual Harassment
Antioch University Los Angeles condemns sexual harassment of the students, staff, and faculty of the
University. Any form of sexual harassment will be considered a serious matter and will be dealt with

Sexual Harassment is defined as “Unwelcome sexual advances, request for sexual favors, and other
verbal or physical conduct of a sexual nature constitute sexual harassment when:

1.   Submission to such conduct is made either explicitly or implicitly a term or condition of an
     individual’s employment or education; or

2.   Submission to or rejection of such conduct by an individual is used as the basis for academic or
     employment decisions affecting that individual; or

3.   Such conduct has the purpose or effect of substantially interfering with an individual’s academic
     or professional performance or creating an intimidating, hostile or offensive employment,
     educational, or living environment.”

It is the policy of Antioch University that supervisors and faculty shall not enter into any type of
romantic or sexual relationship with staff or students under their supervision or with students enrolled
in their courses.

Such relationships will be looked upon as potentially detrimental to the working and learning
environment, considered inappropriate and unacceptable, and grounds for disciplinary action
including termination of all appropriate parties involved.

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Employees who believe they are sexually harassed should contact their department head or the
administrator at the next higher level or the Human Resources Office.

NOTE: Everyone should be sensitive to the fact that casual sexual comments, jokes and
language can and may be offensive to some employees. This can create a sexual harassing
environment and a complaint can be filed against the individual.

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