WS Student Handbook 10-11

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WS Student Handbook 10-11 Powered By Docstoc
					Welcome to the Federal Work Study (FWS)
Program at the University of Saint Francis. As part
of your financial aid award, or through the
university, you may be eligible for a part-time job to
help pay for your educational expenses.

You MUST read this handbook. Making yourself
familiar with the program’s policies and procedures
is a good first step toward a rewarding experience
as a work study student.


Application Process

If you are an undergraduate student and have been
awarded Federal Work Study (FWS), you may
obtain an application for employment at the Job
Fair. (Funds and positions are limited, so apply
early). It is suggested that you select an area that
corresponds to your area of study.

If you are selected for an open position, a work-
study agreement must be completed by both you
and your supervisor. The university must comply
with certain governmental regulations for
Homeland Security, therefore, the signed agreement
and other employment documents must be returned
to Human Resources BEFORE working. Please be
aware that jobs are not guaranteed. More students
have qualified for federal work study than there are
jobs available. To give all students who are eligible

an opportunity to participate in the work study
program, students are permitted to work in only one
department/one job during a semester.

The only exception to the one job/semester is that
students have the option of working in two positions
as long as one position is community service. Most
community service positions are located off campus
and it will be your responsibility to find
transportation to and from the community service

Tax Forms and I-9 Documentation

Before working, you must complete federal and
state tax forms as well as an employment eligibility
verification form (I-9). By law, you must be able to
prove you are eligible and authorized to work in the
United States. A driver’s license and social security
card are examples of acceptable identification
documents. Photocopies of your ID’s are
prohibited by law and are unacceptable. Failure
to comply with the legal requirement within the
3-day limitation will result in the termination of
your position.


If you are dissatisfied with your job, you need to
discuss the matter with your immediate supervisor.
If the issue cannot be resolved, you and/or your
supervisor may advise the Work Study Coordinator
to end your position in that department. If this

occurs after the semester is well underway, it may
be impossible to place you in another position.

Hiring of Relatives

Relatives working in the same department of any
organization may cause serious conflicts and
problems with favoritism and employee morale. No
student will be allowed to work in the same
department where a member of their immediate
family is employed by the university. The Director
of Human Resources has the option of approving an
exception to this stipulation.


As a federal work study student, you are considered
an employee of the university as outlined in the
U.S. Department of Education governing Financial
Student Aid programs. Federal Work Study is a
small component of this massive governmental
program. The importance of the work you perform
at the University of Saint Francis cannot be
overstated. Efficient student work is important to
the smooth operation of the university. The quality
of student work directly affects the quality of life on
campus. Your work-study employment is a REAL


You are expected to be at your position on the days
and times you are scheduled to work. If you cannot
make your scheduled time, call or email your
supervisor in advance so that alternate working
arrangements can be made.


Your performance is evaluated at the end of each
semester. Your supervisor will assess several work
characteristics and you will have a chance to meet
with your supervisor to give a written response and
discuss the evaluation.

Disciplinary Actions

The purpose of any disciplinary action is to correct
a problem, prevent reoccurrence, and prepare the
student for service in the future. The policy states
you must receive two (2) written warnings and you
will be dismissed on a third violation. In extreme
situations termination of employment without going
through the usual progressive disciplinary steps may
occur. Check with your supervisor to find out
specifically how disciplinary problems are handled
in your department. Depending on the reason for
termination of employment, dismissed students may
not be eligible for future employment.

The following list of types of misconduct is
illustrative and not exclusive. Any form of

misconduct, even it is not listed below, can be
grounds for discipline up to and including

      Theft
      Forgery
      Falsification of days/hours worked
      Recording time on another student’s
      Working more than the 20 hour weekly limit
       while school is in session
      Working more than the 40 hour weekly limit
       during holiday and session breaks.
      Assault
      Drug and/or alcohol use

The federal government requires the university to
protect the integrity of its financial aid programs
including Federal Work Study. Suspected abuse
and fraud must be documented. The federal
government reserves the right for the university to
notify them if such a situation would occur. Since
Federal Work Study is governmental funds, the
government reserves the right to prosecute any one
caught in the commission of any misconduct
whether deliberate or not.

It has been the university’s practice to handle
misconduct internally and to not notify the federal
government. However, depending on the situation
an infraction may be placed on your university
financial aid record. An infraction will make you
ineligible for Federal Work Study funds.

There is no formal appeals process for disciplinary
action taken. Students may write a formal notice to
the Work Study Coordinator why they think the
disciplinary action should be rescinded. The Work
Study Coordinator will conduct a formal review and
submit the findings to the Executive Vice President
of the university who will make the final
determination. There are no more appeals after the
Executive Vice President’s determination.



The starting wage is $7.25 per hour and may vary
from department to department. For each
subsequent year you are employed by the same
department, you will receive an increase. If you
transfer to another department or have a break in
service, you will be paid the starting wage for that

Continued Eligibility

The maximum eligibility for earnings is determined
by the Financial Aid Office. Keep track of your pay
to assure that you do not earn more than you have
been awarded. An over-award situation will reduce
your grants. If you have questions regarding your
eligibility, please contact the Financial Aid Office.

Employment Process

To receive compensation for your work, the
following needs to be done:

      Attend the Job Fair
      Complete an employment application and
       work study agreement that will give your
       department’s rate of pay per hour and
       obtains the Work Study Coordinator’s
       approval for your participation in the FWS
      Complete federal and state tax forms and an
       Employment Eligibility Verification form (I-
       9). Bring identification such as your
       driver’s license or student ID card and your
       social security card or birth certificate to the
       Human Resources department. Photocopies
       of any identification documents are

Time Sheet Guidelines

Time sheets should be completed as follows:

      Time sheets are available in the Human
       Resources department, from your
       supervisor, or you may print on-line. In the
       blanks provided, print your name, your USF
       student ID number, and department name
       for which you are working. You are
       personally responsible for completing your
       own timesheet. You are required to record

         your hours at the end of your shift each day
         you work. This will help avoid problems
         with your memory as to which days you
         actually worked.
        For each day you work, write the month and
         day, for example 08/02/10.
        Record your beginning and ending times to
         the nearest quarter hour, for example:
         If the time is 8:42, record 8:45
         If the time is 3:17, record 3:15
        Place the time in the a.m. or p.m. column as
        Place 12:00 noon or 12:00 midnight in either
         a.m. or p.m. whichever is easier to use, for

       DATE       AM       AM     PM       PM     TOTAL
                  (IN)   (OUT)    (IN)    (OUT)   HOURS
       08/02/10   8:45    12:00                    3.25
       08/03/10                   12:00   2:00       2
       08/05/10   8:00   11:30    12:30    5:00     8
       08/06/10                    5:30   10:00    4.5

If you work 8 hours or more, you MUST have a
lunch break of at least 30 minutes or more. You
will not receive additional pay for not taking
lunch breaks.

By not taking a lunch, this may cause the student to
violate the 20 hour/week limitation and will result
in a written warning.

        Include all unpaid hours up to the day before
         time sheets are due.

      Calculate the total number of hours worked
       for each day and record this in the column
       “TOTAL HOURS”. Use decimal form to
       record your time, for example:

       If you worked 2 hours and 15 minutes,
       record as 2.25,
       if you worked 3 hours and 30 minutes,
       record as 3.5,
       if you worked 4 hours and 45 minutes,
       record as 4.75.

      Calculate the total number of hours worked
       and record this at the bottom of the total
      The signatures of both the supervisor and
       student must be on the time sheet.
      Turn in the white time sheet to your
       supervisor and keep the yellow copy for
       your records.

To maintain efficiency, a 15-minute rest period
should be taken for each four (4) hours of work.
Breaks are paid and do not need to be recorded on
your timesheet.

Time sheets are due to your supervisor by 8:00 a.m.
on each due date as indicated on the “payroll due
dates” list. Late time sheets will be processed on
the next pay cycle.

Time sheets must be submitted promptly. There
are some students who “hold” timesheets so that a

larger check can be issued. This practice will no
longer be tolerated as it violates laws governing
payroll practices and places the university in
jeopardy. It is understandable that some timesheets
may be delayed because the supervisor was
unavailable to sign or the student was unavailable to
submit to the supervisor. A submission of 3 or
more timesheets, especially covering several weeks
or several payroll periods at a time will result in a
written warning. After 2 written warnings, your
position will be terminated on the third occurrence
and you will not be eligible for any further
employment for the balance of the academic year.

Failure to complete the time sheet correctly will
result in a delay in the processing of your paycheck.

Timesheets that have been found to be falsified will
not be processed for payment.

No student is allowed to work more than twenty
(20) hours per week during the academic year
and forty (40) hours during semester breaks.

Five (5) week work extension

Once the academic year ends in May, students may
work up to an additional 5 weeks and may work up
to 40 hours a week if their award and department
budget permit. In no case is the student permitted
to work more that 40 hours/week during the 5-
week extension. Students must check with the

Work Study Coordinator in the Human Resources
department to check to see if the extension can

Students who graduate at the end of any semester
are not allowed to work the 5 week extension.

In order for students to work past the 5 week
extension, the student must be enrolled in summer
classes. All students and class enrollment will be
verified with the Registrar’s office.

Student employees may pick up their pay checks in
Human Resources each pay day. Direct deposit is
available and encouraged. See Human Resources
for the proper form or print from the download
section in the work study section of the USF
homepage. Human Resources will not give your
paycheck to anyone but you and you must have
your student ID to pick up your check.
Otherwise, your check will be mailed to your
legal home address.

Supervisor Responsibilities

The responsibilities of the supervisor include, but
not limited to:

      Attend the Job Fair to recruit, interview and
       hire students.
      Develop a work schedule for the student
       compatible with the student’s class schedule.

       Please note: Under no circumstances is a
       student to work during a scheduled class
       and work more than 20 hours per week.
       Violation of the 20 hour limit will result in
       a written warning to the student.
      Assign meaningful tasks to the student.
      Supervise and monitor the student’s work.
      Provide safety training, if needed for the
      Verify work hours reported on the student’s
       time sheet.
      Submit student time sheets to the
       HR/Payroll department by 9:00 a.m. on the
       Monday of payroll week. (See payroll due
       date schedule included with the booklet.)
      Evaluate student performance at the end of
       each semester.
      Report problems to the work study
       coordinator (the work study coordinator is
       available to help assist with placement
       problems and interpretation of the
      Refer to the Staff Handbook for policies
       regarding employment policies and

Student Responsibilities

The responsibilities of student workers include:


  1. Attend job fair
  2. Complete application,
  3. Interview with supervisor.

Upon Employment:

  1. Work study agreement signed by supervisor
     and student and returned to Human
  2. Complete Federal and State tax forms
  3. Present two forms (2) of acceptable
     identification to Human Resources (i.e.,
     driver’s license and social security card),
  4. Read the Federal Work Study Student
     Employment Handbook, the drug-free
     policy, and the University of Saint Francis
     Student Handbook as these are conditions of
  5. Complete your own timesheet and submit to
     your supervisor on due date in accordance
     with the published payroll schedule included
     in this booklet.
  6. Obtain name and phone number and/or
     email address to notify supervisor for
     absences or tardiness.
  7. Periodically review the work study web link
     on the USF homepage (“Student
     Employment” section). This
     communication source will have the most up
     to date information that may affect you.
  8. Maintain satisfactory academic progress as
     outlined in the USF undergraduate catalog.

Human Resources Responsibilities

      1. Federal Work Study Budget allocation to
      2. Coordinate all aspects of the job fair
      3. Verify student eligibility with Financial
      4. Collect, review and process all
          documents required for employment
      5. Authorize students to work
      6. Review and process student timesheets
          for payment
      7. Uphold all federal, state, and local laws
          regarding student employment.
      8. Conduct formal review of disciplinary
          action if appealed.
      9. With the assistance of the Student
          Academic Support Services department,
          monitor student academic progress and
          report to supervisors students on
          academic probation or suspension.
      10. Monitor department and individual
          students against the finalized budget.


If you have any questions or need additional
information, please contact Human Resources at
(260) 399-8009.

This handbook is a condensed and combined
version of several federal laws and regulations and
not meant to be an entirety of all applicable
government programs, laws, or regulations. In the
case of any conflict, misunderstanding, or omission
of terms within this document, the applicable
federal laws and regulations for Financial Student
Aid and employment will prevail.

For more information regarding student financial
aid and federal work study, you may visit:

For more information regarding employment
regulations, please visit:


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