2013-2014. Introduction The purpose of this guide is to familiarize students and supervisors with the policies and procedures regarding Samuel Merritts.

Federal Work Study Guide2013-2014

Introduction

The purpose of this guide is to familiarize students

and supervisors with the policies and procedures

regarding Samuel Merritt’s Federal Work Study

program. Any student and supervisor/employer who

will be participating in the FWS program MUST

read the guide in its entirety before a student can

begin working. For additional information on

Federal Work Study policies and procedures, please

contact Tari Witherspoon, Associate Director of

Financial Aid at 510-869-1539 or

[email protected]

What is Federal Work Study?

Federal Work Study (FWS) is a program that

provides jobs for undergraduate and graduate

students who demonstrate financial need. FWS

allows for students to earn money to assist in

educational and personal expenses. Earnings

from FWS are paid directly to the student.

Who is eligible for Federal Work

Study?

Undergraduate and Graduate Students who

request FWS when they apply for financial aid

and indicate a work preference on the FAFSA

AND who have a remaining unmet need after

packaging all other forms of financial aid are

eligible to be awarded. Students must be

enrolled at least half time and maintain

standard academic progress in order to remain

eligible for FWS.

Types of Federal Work Study

Employment Opportunities

- On-campus

- Off-campus (private or non-profit

organization)

- Off campus — Community Service

Finding a job

Most students find positions by checking with

departments in person or visiting the human

resources page on our main website.

Departments seeking to hire students must have an

accurate and updated job description on file with

the financial aid office before a student can be

hired.

If a student is interested in an off campus

community service position, please contact Dr. Craig

Elliott at [email protected]

How much is a Student awarded?

Students with remaining unmet need are

initially packaged with $1000 which can be

increased to a maximum of $4000 per award

year. Awards in excess of $4000 will require an

appeal submitted by the student and supervisor

and must have the approval of the Financial Aid

Office.

How many Hours can a student work?

We encourage all students to put their class and

study time first. Given the rigorous nature of the

programs students are not allowed to work during

any scheduled class time and should not exceed 20

hours per week during periods of enrollment and

40 hours per week during vacation periods which

includes summer. Supervisors are responsible for

making sure they have copies of their student

schedules when they are hired to ensure that we

are following federal regulations.

Departmental Allocations

All Departments must submit updated job

descriptions in order to be allocated funds for the

upcoming award year. Funds are allocated annually

each June and are effective July 1st. Allocation is

based on average spending patterns from the current

year. Each Division has a cushion of $3000 should any

one department go over their allocation. Should a

department need to increase their allocation please

contact Tari Witherspoon in the Financial aid office.

Those hiring students should be the primary

supervisor, thus having signature authority for time

cards.

The hiring process

• Students must pick up a FWS new hire form from

the financial aid office to confirm eligibility

• This form must be completed by the student and

the supervisor.

• The form should be returned to Tari Witherspoon

for final review.

• Once eligibility has been confirmed a student must

fill out a new hire packet in the campus service

center before they begin working.

How are Students Paid

Typical Federal work study jobs have a pay rate

of $12 per hour with the exception of a few

specialized positions. For those positions,

Supervisors must work with Financial Aid for

approval of the higher pay rate.

Time Cards

Students must submit time cards for each pay period

that they have worked. Each time card is to be

accurately filled in with the appropriate cost center,

pay rate and supervisors signature. Time cards are to

be submitted to the Campus Service Center for

verification and then sent to payroll. Time cards that

are not accurately filled out will be returned to the

student and supervisor and may delay the processing

of a student paycheck. Please note it is the

supervisors responsibility to make sure the cost

center indicated also matches the department for

which their FWS funds have been allocated.

Check Distribution and Payroll Schedule

Paychecks will be available to be picked up at the

Campus Service Center for those who do not have

direct deposit. Students who participate with the

Direct Deposit program, their paychecks will be

deposited directly into the student’s bank account.

Student Rights and Responsibilities

Rights:

- Information regarding their award amount, rate of

pay, average number of hours per week, and general

FWS procedures.

- A clearly defined work schedule, which

accommodates their course schedule and academic

requirements.

- Adequate training to perform assigned tasks

- A safe, clean, and professional working environment

- Supervision and direction from faculty or staff

- Instructions for recording hours worked, as well as

information regarding the Universities payroll

procedures and payroll calendar

Student Rights and

Responsibilities

Responsibilities:

- Become familiar with information provided

regarding the terms of the FWS award and FWS

program procedures.

- Communicate with supervisor regarding

schedule

- Notify supervisor immediately if you expect to

be absent or late