Federal Work-Study 2013/2014 Online Annual Meeting

No Slide Title

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Federal Work-Study 2013/2014 Online Annual Meeting____________________________________4/17/20132Federal Work-Study Annual Meeting Online Presented by;Josefina Carbajal, Federal Work-Study OfficeLynn Marks, Human ResourcesBobbi Van Every, Human ResourcesSarah Le long

2013/2014

Financial Aid & Scholarships [email protected] Hall ~ Room 130(818) 677-23733____________________________________4/17/20133AgendaCurrent information Departmental AgreementSupervisor Quiz Student Learning Outcomes Job Advertisement Work Conditions How Students are Awarded Federal Work-Study (FWS) Hiring Process FWS Std Authorization Requests FWS Authorization for Non-HR Payroll Department FWS Budget Balance Budget Tracking Sheet HR - FWS Student Expenditure ReportDepartment Increase Requests Student Balance of Award Monitoring View Page Merit IncreasesStudent Evaluations - NewReclassification Terminations Website Resources ____________________________________4/17/2013Table of ContentsSubject: Slide Number:Current information 5Budget Tracking Sheet 63Campus Student Salary Schedule30Departmental Agreement 6 11FWS Department Contact Quiz12 13 Department FWS Budget Balance 59FWS Student Awards 37-38FWS Award Verification for department Non-HR Hirers 39FWS Expenditure Report60 63 FWS Student Authorization Requests/Award Verification 42 46FWS Supervisor Quiz 15Hiring Process 38-46 How Students are Awarded Federal Work-Study 28Human Resources/Manager Pagelet 38 40 Job Advertisement 18 28Merit Increases, student Evaluations & More 60Monitoring View Page 56 57Payroll Adjustments 55Payroll 54Re-Appointments and Effective Dates 51Reclassification 61Student FWS Award Balance 56, 58 - 59Student FWS Award Request Form 37Student Job Codes 44Student Learning Outcomes 17Terminations 56Website Resources 64-65Work Conditions 28,29,31Work-Study Walk-In Hours 36

Information on Current YearLast day for students to work is Wednesday, May 15th Timekeeper Deadline Thursday, May 16th ~ NoonApprover Deadline Friday, May 17th ~ Noon HR will automatically terminate FWS students on May 16th The deadline to submit year end corrections (Aug 2012 to April 2013 Pay Periods) Monday, May 13th 2013/2014 - Students may begin working on August 1st 5

Special Note - Failure to submit student payroll corrections by the May 13th deadline will result is the department being charged 100% of the student earnings.

Prior Pay Period Adjustment Forms for the month of May will not be accepted.____________________________________4/17/20135Departmental Agreement for New Federal Work-Study EmployersNEW departments requesting participation in the FWS Program must complete and submit the Departmental Agreement in order to pay students under FWS funds. The form is available online at http://www.csun.edu/financialaid/forms/pdfs/fws_dept_agreement.pdfComplete, print, obtain the appropriate department signature, and mail (MD 8307) or attach form to an email to [email protected]. If emailing, put in the Subject line: New your Dept ID 2013/2014 New Budget participation request. Complete & Submit Only Sections: C, D & E New departments/programs will be allocated $3,500New Requests Due Monday, May 20, 2013Attach FWS Supervisor Quiz Signature Page to Sections: C, D & EAttach departments Student Learning Outcomes New departments only (See slide #17 for details)Approved budget allocation (Section E) will be sent to the department FWS contact via email the week of July 9th

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____________________________________4/17/20136Departmental Agreement For Continuing FWS EmployersThe Departmental Agreement with approved budget allocations will be sent (via email) to all department FWS Contacts & back-up on file with an approved 2012/2013 FWS budget allocation.

Approved Budget Allocations will be sent the week of July 9th

Departments are required to verify the information on SECTION C , D & E of the Departmental Agreement and make any necessary corrections/updates.Print only Section C, D & E, obtain the appropriate signature and mail it to the Federal Work-Study Office (MD 8307). You may also update, sign and scan the document and attach it to an email sent to [email protected].

Corrections/Updates & Signature are due Friday, July 26, 2013

Attach the FWS Supervisor Quiz Results page to signed Sections C, D & E

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____________________________________4/17/20137Departmental Agreement8

2013-20142013-20142013-20142013-20142013-2014Departmental Agreement (cont-)

Although departments do not submit the first five pages of the (Sections A & B) Departmental Agreement they are responsible for reading and understanding the content. The Departmental Agreement is a formal contract between the department and the FWSO. Departments are also responsible for reading and understanding all the information in the FWS Supervisor Handbook available on the FWSO website at http://www.csun.edu/finaid/pdf/ws_manual_for_supervisors.pdf.____________________________________4/17/20138

Department Approved Budget9Marian Nobleza00234567810194$3,500.0010197$3,500.003,500.00July 15, 20131019810,500.000002222222013-2014002398989____________________________________4/17/20139

10Linda BrignoniFW Study2373hlbfa_ _ _ _Scholarships4907Yvonne DavidFAO4085yld9_ _ _ _Josefina CarbajalFW Study3875hfao_ _ _ _Veronica CoronaVchfao_ _ _ _ _ _Department Verifies & Submits Corrections2013-2014Marian NoblezaFAO3147Mnhfa_ _ _ SECTION D SUPERVISOR INFORMATION

List all supervisors that hire and supervise FWS student employees. Supervisors listed in this section will be added to the FWS email listserv. If the department lists only one person, that person is responsible for relaying all information from the listserv to internal department supervisors.

It is very important that our office have the supervisors email account. For many campus staff the email account is the User Id. All campus email addresses are tied to our User Id. Please note that information submitted to our office is maintained in the strictest of confidence.

Supervisor User ID Using the User Id instead of the email address helps our office find email bounce backs. Every time we send an email to the FWS listserv we receive numerous bounce backs with the error message giving us the User Id of the person. For most campus staff the User Id, the email address or name of the person looks completely different (as shown in the slide) making it impossible for our office to determine whos email notices are being returned undelivered.

____________________________________4/17/20131011Lili Vidal83074/30/2010Financial Aid & Scholarships7,000.007,000.003,500.0017,500.00

Financial Aid & Scholarships Dept.830710194/10197/101982013-2014SECTION E CERTIFICATION STATEMENTS

Dont forget to select the appropriate method you want to be contacted under Our Department prefers that all Federal Work-Study business be conducted:.

Once our office has finalized the FWS budget allocations we will send this section of the Departmental Agreement to approved departments the week of July 12th.____________________________________4/17/201311Federal Work-Study Supervisor Quiz Go to the link below take the 2013-14 FWS Supervisor Quiz. Make sure to go all the way to the end of the quiz and follow instructions for proof of taking the quizhttp://studentvoice.com/csun/fwssupervisorquiz2014At the end you will be prompted to the following:

Cloick

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____________________________________4/17/201312Federal Work-Study Supervisor Quiz Fill your name, department ID. Print and attach to the signed FWS Departmental Agreement.

Fi.

Send it to the Federal Work-Study Office via campus mail or attached to an email (MD 8307).After entering your name and Dept. ID make sure to click Next & you see the following

If you do not go the Finish page I will not be able to see your name on the results page.

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Forgot Your USER ID?14

Forgot your User ID? No Problem!

From the CSUN main page under MyNorthridge PORTAL LOGIN click on Forgot UserID as shown in the slide sample.____________________________________4/17/201314Finding USER ID (Cont) 15

Finding USER ID (Cont-)

Enter the requested information and click on the Search button.____________________________________4/17/201315User ID Results16

User ID Results

Your User ID is given. As you may notice the User ID is very different from your email address (but not always).____________________________________4/17/201316Student Learning Outcomes - RequiredThe Federal Work-Study Office has moved to fully support the learning outcomes initiative of the University. Learning Outcomes are only required by new department/programs for the 2013/2014.List the learning objectives for students working in your departmentIndicate how you (department/program) will communicate Student Learning Outcomes to your students .Indicate how the department will determine if students are learning what is expected.The FWSO is asking you to recognize that all parts of the University play a role in student learning and that you actively participate. The written documentation must be attached to the Departmental Agreement, Sections C, D & E. Continuing departments with Student Learning Outcomes on file with the FWSO are not required to resubmit them unless the document has been revised or changed in any way.

17Student Learning Outcomes

Over the last several years the subject of Student Learning Outcomes has been discussed at FWS Annual meetings. In those meetings I began with an explanation of one of our campuss mission statements a Learning Centered University and how the FWS Program plays a role in Student Learning Outcomes.

Since the 2010/2011 was the first academic year that the FWSO began requiring written documentation of what departments expect students to learn in their work-study position is their department, how the expectations with be communicated to students, and how the department is going to determine it the expectations are being met by students.

Departments who where supposed to submit their Student Learning Outcomes document for the 2012/2013 academic year, but failed to do so must submit the before the 2013/2014 approved FWS budget allocation is scheduled to be sent by the FWSO (week of July 15th).

____________________________________4/17/201317Advertisement of Federal Work-Study JobsFederal Work-Study jobs are advertised online through hosted by the CSUN Career Center Online. Career Center web site http://www.csun.edu/careerEmployer Registration Online InstructionsReview all job descriptions for accurateness and/or updates during the month of June Student will begin searching for jobs week of July 5thFWS Supervisors close & open their jobs

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____________________________________4/17/2013Instructions for SUNlinkTo All CSUN Departments/Off Campus Agencies:SUNlink, hosted by the CSUN Career Center, offers you a free and easy way to post your available federal work-study positions to CSUN students.Contact the Work Study Office with any work-study related questions at extension 2373 or email us at [email protected] you are having technical issues, please contact Sarah Le Long in the Career Center for assistance. Phone (818) 677-2388 or by email: [email protected] Location: University Hall Suite 105Registration To register, go to the Career Center homepage at www.csun.edu/career. Click the SUNlink icon on the left side of the webpage. Click on the Employer user icon in the center of the webpage. When the login page appears on the screen, click the gray Register button on the right side. Fill out the form with the appropriate information; the Description on the form is for your organization not a job posting. Upon completing the form click submit. Once approved, you will receive a password to the registered email address within two business days of submitting your registration, please ensure that this is the appropriate contact email. Note: Please register your Organization [department name] using the format CSUN [Department]- 10000 [Dept SOLAR ID], i.e. CSUN - 10194 Financial Aid & Scholarships.Please note that multiple department members (i.e. multiple supervisors) may register and have separate logins, if needed. You may also change the contact name/email address with each individual job, or have no contact info posted for students.There are no fees for employers Single School Postings in SUNlink.Open/Close Jobs It is the responsibility of the department/supervisor to close and/or open their departments job/s when needed. However, once a position is closed it must be reactivated by either the Financial-Aid office or the Career Center.Student Job SearchesStudents seeking jobs for the fall are advised to check SUNlink for open jobs beginning the week of July 5th, but we do encourage then to go online before for department/agencies looking for summer help (paid with student assistant funds).

How to Create a NEW Job (1 of 6)

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Creating a jobTo create a new job posting click the JOBS/EXPERIENTIAL LEARNING on the top gray menu or the VIEW MULTI-SCHOOL POSTINGS in the Shortcuts box on your HOME page, (verify that you are on the Single School Postings tab) and then click the [Add New] button below the Job Title listings. ACCOUNT located on the top gray menu bar, this is where a department can change their password. Enter it twice and click submit to save a new password.

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How to Create a NEW Job (2 of 7)

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Select Position Type. Note that if you select additional Position Types in addition to STUDENT EMPLOYMENT- WORK STUDY you will still be required to follow FWS guidelines to advertise a job. Restrict Applications. Choosing YES will restrict applications for this position to only those students who meet the screening criteria you set.Choosing YES will hide Employer/Contact name and link from students

Position Type: Note that if you select additional Position Types in addition to STUDENT EMPLOYMENT- WORK STUDY you will still be required to follow FWS guidelines to advertise a job. All FWS position type are reviewed by the FWS staff.

Restrict Applications: To enable screening criteria for this position, set Restrict Applications. Choosing YES will restrict applications for this position to only those students who meet the screening criteria you set.

Blind Posting: To hide contact information in this posting select Blind Posting: YES will hide Employer/Contact name and link from students. Not recommended- you want students to know the department posting the job.____________________________________4/17/201320

How to Create a NEW Job (3 of 7)

21Job Description:

DUTIES:QUALIFICATIONS:PURPOSE:HOURS: WAGE:CLASSIFICATION:DEPT. ID#:Job Title: TIP title your job posting to reflect the duties of the job

Title: Make sure the title of your job posting reflects the duties of the job. (For example, receptionist, computer lab assistant, tutor) This will encourage more student to view your job posting.

Job Description: All FWS employers must include the following headings; DUTIES, QUALIFICATIONS , PURPOSE , HOURS, WAGE, CLASSIFICATION, and DEPT. ID#. Fill out each heading with the appropriate information.

Salary Level: Select not applicable See hourly rate

Hourly Wage: Select not applicable See salary rate

Resume Receipt: This is how you want students to apply for your position. Email requires a default email address (entered below) Accumulate Online requires you to login to this site to view submitted resumes. Other option requires you to explain the preferred method of how to apply below (mail, fax, etc.).

Additional Documents: Which additional documents do you request for the position that are not listed in the System. ____________________________________4/17/201321

How to Create a NEW Job (4 of 7)22Requested Document Notes: Special instructions regarding requested documents.Display Contact Information To Students: If checked, please provide information in contact Information field.

Posting & Expiration Dates: Range that students will be able to view the Job posting.

Requested Document Notes: Special instruction regarding specific documents or directions, different from options provided previously. For example if you would like for a student to come in-person to apply or fill out a specific department application, this would be the area to provide the information for students.

Display contact Information to Students: If checked, please provide the necessary information in contact information field.

Posting Date: Job Posting will be posted on this date. Select a Posting date by clicking [select] and choosing a date.

Expiration Date: Job Posting will be removed on this date. Select an expiration date by clicking [select] and choosing a date.

Annually Recurring Job: If set to Yes, the job will be re-posted and re-expired on the same dates every year.____________________________________4/17/201322

How to Create a NEW Job (5 of 7)23Location: TIP you can list CSUN in the city location or On Campus instead of Northridge to indicate to students that the position is on campus.

Location: This a required field due to the System being open to outside employers. TIP you can list CSUN in the city location or On Campus instead of Northridge to indicate to students that the position is on campus.

Automatic Application Packet: Would you like to receive an application packet PDF (includes all documents submitted by all job applicants) when this job expires? Choosing YES will send the packet after the job expiration date. ____________________________________4/17/201323

How to Create a NEW Job (6 of 7)24Submit : Click the Submit button to your

Requested Document Notes: Special instructions regarding requested documents.NOTE: If a required Screening Criteria field is one which is not needed for the position, select all the choices available by holding the key or dragging your mouse while making selections.

Desired Major(s): If the job requires a specific Major indicate the limitation in this field.

Class Level: If a specific Class level is required for the job indicate the restriction here.

SUBMIT: To complete saving and submitting your job posting click the submit button. Your request will be processed within one business day of submitting your job request. The System will email the Primary Contact. ____________________________________4/17/201324

Active vs. Archived (7 of 7)25Active /Open Job PostingArchived Jobs/Closed Job Postings

ONLY Preview Format To Un-Archive A Job Posting email the Federal Work Study Office with Job ID #

SUNlink is set to move jobs from active to archived 30 Days from the Job Expiration date. When a job posting is archived, you will no longer be able to repost/edit it

To view archived jobs, go to the Jobs tab and select the Archived Jobs/Experiential Learning tab. This tab lists all deactivated or expired jobs.

To request your job posting to be reactivated - Email the FWSO at [email protected] with the job id#. Your request will be processed within one business day of submitting your request. The job posting will become available on the Single School Posting tab. You may access and EDIT your posting. Click the job title to edit the position and/or view student applications.

The Active tab lists all positions and all details such as the Job Title, Location, End Date (date job is taken off the student interface), and the approval status - Yes/No (indicated with a green check or red X).____________________________________4/17/201325

Active vs. Archived26To Un-Archive A Job Posting email the Federal Work Study Office with Job ID #

Active /Open Job Posting

Archived Jobs/Closed Job Postings

ONLY Preview Format

After the job posting ends, the job will be archived. The system is set to move jobs from active to archived 30 Days from the Job Expiration date. When a job posting is archived, it is no longer viewable by students

To view archived jobs, go to Job Postings and select the Archived Jobs tab. This tab lists all canceled, deleted, or expired jobs. To request your job posting to be un-archived - Email the FWSO at [email protected] with the job id#. Your request will be processed within one business day of submitting your request. The job posting will become available on the Single School Posting Tab. You may access and EDIT your posting. Click the Job Title to edit the position and/or view student applications.

The Active tab lists all positions and all details such as the Job Title, Location, End Date (date job is taken off student side), and the approval status - Yes/No (indicated with a green check or red X).

____________________________________4/17/201326 Sample Student Preview27

Student Preview: to access the preview screen go to the job posting section of your job, and click on the Preview Tab, located on the upper left of your screen. ____________________________________4/17/201327Viewing Job Applicants28

____________________________________4/17/201328Work Conditions2920 Hour LimitUp to 40 per week during breaks15 Minute BreaksLunch BreaksVolunteer

____________________________________4/17/201329Student Salary Schedule30

Human Resources

The CSU System provides one (1) open salary range for Student Assistants. The four (4) sub-ranges have been established at CSUN to provide consistency across campus. If you require greater structure and wish to have steps within the sub-ranges, you should contact the Federal Work Study Office. Please forward any step structures you have developed for your area to the FWSO and the Office of Human Resources.

The Student Assistant/Work-Study Salary Schedule is available on the Human Resources web page at http://www-admn.csun.edu/ohrs/compemp/saws/index.html and a link to the form on the FWSO web site at http://www.csun.edu/finaid/workstudy-salary.html.

____________________________________4/17/201330Operating Federal Work Study31

Volunteer Prohibition

Paragraph outlined in yellow reads:

The Fair Labor Standards Act of 1938, as amended prohibits employers (including schools) from accepting voluntary services from any paid employee. Any student employed under FWS must be paid for all hours worked. ____________________________________4/17/201331How Students are Awarded Federal Work -Study Need Based Priority Deadline always March 2nd How students are awardedStudents apply each yearAward Amount $3,500

____________________________________4/17/2013How Students are Awarded Federal Work Study

Federal Work-Study (FWS) is a need-based grant and students must apply for financial aid, complete their file, and have eligibility for FWS at the time the student is awarded. Applying for financial aid every year and completing the financial aid student file in a timely fashion is important.

PACKAGING POLICY: (How students are awarded) FWS funds are awarded to all eligible students who apply by the priority deadline of March 2nd. They must also indicate interest in FWS on their financial aid application. If the student meets the criteria and FWS funds are available, new student employees interested in a FWS award must go to the FWSO to receive proof of their FWS eligibility to show prospective FWS employers.

Students who currently have a FWS award do not automatically get awarded for the following year. Students must apply every year. Continuing eligible FWS student employees will be auto awarded middle of July. If you know that your student has been awarded financial aid and did not receive a FWS award, you must write a memo indicating that the department would like to re-hire the student under FWS funds. Give the memo to your student and ask the student to come to the FWSO during walk-in hours. These students must be advised as to how the FWS award might affect their financial aid package.

The maximum award amount is $3,500 for the year. If the student is awarded, the FWSO will send the department contact an email informing him/her that the award has been processed and the FWS authorization can be requested online on SOLAR.

Federal Work-Study Student AwardsNew Student Employees:Will only be awarded if they can secure a FWS job.Eligible student must:Look for FWS jobs on Sunlink Take a copy of their Financial Aid Award to their job interview - orAsk student to go to the FWSO to obtain proof of FWS eligibility.If the student is being hired. Complete the FWS Student Award Request form & refer the student to the FWSO (BH 130)Continuing FWS Employees:

Will be awarded in July. Continuing Students must have:Completed FAFSA by 3/2/2012. No exceptions for late filersMeet Satisfactory Academic ProgressBe Pell eligible and have unmet need

33____________________________________4/17/201333What if Your 2012~2013 FWS StudentDid Not Receive Federal Work-Study for 2013~2014? 2013-2014 awards will be available for department HR Hirers mid July. An email notice to the FWS Listserv will be sent once continuing students have been awarded.If your 2012-2013 student employee did not receive a FWS award you may prepare a memo addressed to Josefina Carbajal requesting the student be awarded FWS for 2013-2014. Give the memo to the studentRefer the Student to the Federal Work-Study Office during the walk-in hours (see slide #35)If the student is eligible, he/she will be awarded. Results of the award will be sent via email to the hiring supervisor and department FWS contact.34____________________________________4/17/2013What if Your 2012/2013 FWS StudentDid Not Receive Federal Work-Study for 2013/2014?

After spring grades post and A & R has completed satisfactory academic progress the Financial Aid Office will award continuing students sometime early July. Once continuing students have been award the our office will send an email to the campus via the work-study listserv letting departments know that they can their students award and request the students FWS authorization if the student has a FWS award.

To check/view FWS student awards on SOLAR go to:MyNorthridgePortal>Human Resources / Manager>More>View Work-Study Awards (see slide #s 32 - 46).

If you receive an error message (see slide # 45) and you are sure that student ID and aid year are correct the, student does not have 2013/2014 FWS award. At this point, prepare a memo, give it to the student and refer the student to the FWSO, make sure to put the FWS Counseling hours (see slide #35) on the memo to make sure that the student comes at the appropriate time. If the student is FWS eligible he/she will be awarded and an email will be sent to the FWS department contact.

Special note: Only department Human Resources Hirers & Timekeepers have access to the view student WS Department Authorization pages. Supervisors who do not have access need to ask potential or continuing FWS students to provide them with a copy of the students financial aid award.

Because FWS funds are limited only students with an earned FWS award for the previous year will be awarded FWS for the 2013/2014 academic year. All students interested is obtaining a FWS award must self identify by coming to the FWSO to check for their eligibility. Eligible students will be given proof of eligibility to present to perspective FWS employers (see slide 37).Returning FWS Student Memo Sample35

Enter yearReturning FWS Student Memo Sample

There is no need for long memos. Please make them short and to the point as in the sample on the slide.____________________________________4/17/201335Federal Work-Study Student Counseling Walk-In Hours:36Tuesdays & Wednesday s 10:00 am to 12:00 pm & 1:30 pm-4:30 pm

____________________________________4/17/2013New Students 37

August 1, 2012September 1, 2013$3,500.00STUDENT FEDERAL WORK-STUDY AWARD REQUEST FORM

This is the form that students receive as proof of FWS eligibility.

About the form:

Has an expiration date (it is only good for thirty days). If the form has expired refer the student to the FWSO to receive an updated form.

If you hire a student with an expired form you run the risk that the student is no longer eligible for FWS.

Students cannot begin working until the FWSO has informed the department that the FWS award has been processed and the department has requested the students FWS authorization on the Portal.

If the student begins working before the award has been processed the department will have to pay the student with student assistant funds (1870).

The hiring supervisor completes the form & gives the form to the student.

Student submits form to the FWSO. Students are instructed by the FWSO they must submit the form to our office once they are hired. Students are also advised never to the leave the original form with a potential supervisor.

FWSO processes the award & sends department contact notification via email.

____________________________________4/17/201337Hiring Process38Department verifies student Federal Work-Study awards on Human Resources/Manager >Work-Study Dept Authorizations Complete New Employee Hire FormStudent signs-in with Human ResourcesDepartment verifies student sign-in by requesting copy of student sign-in paperworkDepartment completes on-Line Federal Work-Study Authorization FWS Office approves Student FWS AuthorizationDepartment hires student on HR/SOLAROnce student has been hired department makes sure that the students funding strip is correct (40901) by going to the HR Managers Workbench.

Special Notes:

Students may have more than one job on campus but must not be allowed to work more that the campus 20 hours week max between both jobs.

The only exception to the above is that FWS student employees working for the USU, AS or Youth Speak Collective (YSC) cannot work for an on campus department under FWS funds. The FWS employers (USU, AS & YSC) have their own payroll system thus their FWS employees pay is not processed by the State Controllers Office making it very hard for the FWSO to monitors the student FWS award availability and balance.

____________________________________4/17/201338Student Federal Work-Study Award Verification for Supervisors with No SOLAR HR Access39Request that the student bring proof of FWS award eligibility to the job interviewIf eligible, the student will given the FWS Student Award Request Form.If you are interested in hiring the student complete the FWS Student Award Request Form, give it to the student, and ask the student to return the form to the FWSO . Complete and give student the New Employee Hire Form. Refer student to Human Resources (HR) to complete the payroll sign-in process.Request that student come back with proof of HR sign-inGive department HR Hirer student hire information (See slide 40)Ask student to go to the FWS web, take the Work-Study Quiz and give you the FWS Quiz Certificate. FWS Student quiz certificate stays in the Department student hire file.Dept. HR hirer requests FWS Authorization in SOLAR and notifies student supervisor when the student may begin working.____________________________________4/17/201339New Employee Sign-In Form40

New Employee Sign-In Form

Students that have not worked on campus during the last eighteen months must sign-in with Human Resources. Please keep in mind that students who worked for the University Student Union, Associated Students or for a department that paid a student under grant funds from the University Corporation must complete the HR Sign-In process.

The New Employee Sign-In Form is available on the following link http://www.csun.edu/financialaid/basics/workstudy_employers click on the Forms and Links button and select form. The form is also available on the Human Resources website at http://www-admn.csun.edu/ohrs/compemp/forms/newempl.htm

Complete the form (make sure to check the Work Study Student, and State boxes, give the form to the student, and refer the student to Human Resources.

Once the student has completed the HR Sign-In process he/she should show you a copy of the sign-in paperwork that HR gave the student (see copy sample in next slide). Only after the student has completed the HR Sign-In process and the FWS authorization has been approved should the student be allowed begin working to avoid the department to have to pay the student with student assistant funds should anything go wrong with the student HR Sign-In process.

____________________________________4/17/201340

Student Federal Work-Study Award Verification - Cont.

41Provide your departments HR hirer with the following information:A copy of student HR sign-in form (New Hires Only. Make sure to replace student SS# with student CSUN ID #)A copy of students Financial Aid Award or proof of FWS EligibilityStudents nameStudents IDFederal Work-Study Job ID # (SUNlink)Job Title Pay RateStart date (must be in the future)Direct supervisors name & Solar IDStudent Federal Work-Study Award Verification for Supervisors with no SOLAR HR Access

Departments and supervisors should not have copies of student Social Security numbers. When you make a copy of the students HR Hire form please make sure to block it out the students SS # in front of the student so they feel comfortable knowing their social security number is safe. Remember Human Resources is the only department that has legal reason to keep copies of student social security numbers. ____________________________________4/17/201341Sample of Student Financial Aid Award Summary 42

Marilyn Doe

Juana Doe No FWS award Sample2013/20142013/2014Sample of Student Financial Aid Award Summary

Supervisors who do not have access to the Human Resources Workforce Administration and want verification that the student applicant has a FWS award should request a copy of the students financial aid award which students can print anytime from their SOLAR financial aid award page.

This example in this slide shows a students award with FWS and a student without a FWS award.

This is what you can expect the student to give you as proof that they have a FWS award. ____________________________________4/17/201342

Access to Work-Study Pages43Work Study Dept Authorizations:Can be used to see if a student has been offered an award.View Work Study Awards:Link only works for students with jobs. To see if a student has received an award prior to hiring, use Work Study Dept Authorizations.All required Work Study options will be together on this pagelet.

____________________________________4/17/201343SOLAR FWS Authorization Search44

1.2.SOLAR Search Student Award

From the Human Resource/Manager page click on Work Study Dept Authorizations.

Make sure that the:Academic Institution is NRCMP. Aid Year is the year of the Spring semester (2014)If you only have one department ID that ID will automatically populate however; if you have access to multiple department IDs you must enter the desired department ID.

Now enter the student EmpleID and click Add a New Value then click ADD.____________________________________4/17/201344 FWS Authorization Search Errors45

2013SOLAR FWS Search Errors

If the student does not have a FWS award or if the student ID that you entered is incorrect you will receive an error message. Check to see that the student ID is correct. If the student ID is correct then the student does not have a FWS award.

If you are interested in hiring the student under FWS funds, refer the student to the FWSO. Do not give the student a memo. If the student is eligible the FWSO will give the student the Student Request for Federal Work-Study Award Form for the hiring supervisor to complete and give back to the student. Students are instructed to submit form to the FWSO once they are hired. Once the FWSO processes the students award the department contact will be notified via email. ____________________________________4/17/201345Federal Work Study Dept Authorizations46

Juana Doe - 12345679895218/05/2013$8.0000123456Office Work2013Financial Aid Yea 2012-201307/29/2013August 1, 2013Federal Work Study Dept Authorizations

When a FWS applicant is hired, the Departments HR hirer requests the students Federal Work-Study Authorization (FWSA) online via the Portal on following path: myNorthridge > Human Resources/Manager pagelet>Work Study Department Authorizations. When Requesting a FWS authorization:Enter the campus - NRCMPEnter the year (the year of the academic spring semester)Enter the department ID number (If not auto populated)Click on Add New ValueEnter the students ID numberClick Add buttonIf the Job Data button is yellow it means that the student has another active job on campus. Click on the yellow button to view the department and Job Code. Contact the department to see if the student still works for that department and to determine if the combination of both jobs will cause the student to exceed the 20 hours per week campus maximum hours allowed. This applies to all campus student job codes.

Enter the required fields. Make sure that you have the positions Job Recruitment number (assigned by the Career Centers online job recruitment system) handy. Keep in mind that the start date must always be in the future.

When the student has been offered the job, the hiring supervisor must complete the New Employee Hire Form and refer the student to Human Resources Office to complete the sign-in process if the student has not worked on campus during the prior eighteen months. The New Employee Hire Form is available on the Human Resource web site at http://www-admn.csun.edu/ohrs/compemp/forms/newempl.htm . There is also a link to the from on the FWS Office website at http://www.csun.edu/financialaid/basics/workstudy_employers.php

Select the Job Category by clicking on the down arrowJob Recruitment # (assigned by the Career Centers job recruitment online system)Start Date (must be in the future & must be the actual day the student is scheduled to start work)Hourly Rate (cannot be less than the advertised rate)Reports to (make sure you have the persons EmplID # before you begin).Ignore the Org ID, Contact & Check here if there are additional job openings.

If the student completed the HR New Employee Sign-In check the IRCA box. Please note that we will not approve a FWS authorization for a student that has not completed the HR sign-in process. By clicking the IRCA box supervisors are certifying that they actually saw a copy of the students HR sign-in verification from.If the Job Date box is yellow it means that the student has another active job on campus, which means that the department HR hirer is responsible making sure that the student is not scheduled to work more than the campus 20 hour week max limit is exceeded. It is also important to note that if the student has another FWS job the departments are sharing the students FWS award. Coordination of the students award is the combined responsibility of the supervisor and student.

The departments HR hirer is responsible for checking online for the approval of student FWS authorization, and hiring the student in myNorthridge > Human Resources/Manager> Enter Student Employment in either Job Code 1871 (on-campus), 1151 (CSUN tutor of CSUN student) or 1872 (off-campus & auxiliaries).

Generally FWS authorizations requested in the morning should be approved by the afternoon of the same day and FWS authorizations requested in the afternoon should be approved by the following morning. Keep in mind that during the busiest time of the hiring season (August & September) it may take a little longer. Please do not send our office an email letting us know you requested an authorization. During peak season, the FWSO checks the SOLAR WS Approver Page several times during the morning and afternoon.

If the applicant is not offered the job, or declines the job, he/she may continue to research available job opportunities. If the applicant is hired and there are no more positions available, the supervisor is responsible for closing the position on the Career Centers Symplicity job recruitment system.

If the student declines the job after your department has requested the authorization please request cancelation of the authorization by sending an email to [email protected]. In the subject line of the email please put your Dept ID, Cancel FWS Authorization. In the body of the email give the name of the student, CSUN ID and reason for the cancelation.

____________________________________4/17/201346Navigate Through the Portal47Portal entry through Human Resources/Manager pagelet (Recommended)NEW 2010! All Work Study Financial Aid pages have been added.

Navigate Through the Portal

Navigate through the Human Resources/Manager Pagelet

Navigating through the myNorthridge portal Staff homepage, Human Resources/Manager Pagelet is the preferred method to access the Work Study and Hire pages. The Human Resources / Manager pagelet has links to all the required pages and takes you there with one click.

Financial Aid Work Study pages have been added to this pagelet to save steps.

Pagelets are individualized based on the users access.

____________________________________4/17/201347Student Job Codes Available in the Student Employment ModuleNOTE: All paid hourlyJob codes not covered by bargaining1870 Student Assistant1871 Work Study On Campus1872 Work Study Off Campus1868 Student, Non Resident Alien Tax Status1874 Taxable Student Assistant (Bridge Student Assistant)Will continue to use this Job Code if student is not time in summerJob codes covered by bargaining (Unit 11)1150 Instructional Student Assistant1152 Instructional Student Assistant Off Campus1151 Instructional Student Assistant OCWS (On Campus Work Study)1153 Instructional Student Assistant OCWS (Off-Campus Work Study)

48Selecting the correct job code before beginning will ensure a successful transaction.

Some things to consider before choosing a Job Code: What are the functions the student will perform? Are work study funds available and approved? Is the student performing teaching, grading, or tutoring duties? Is the student a Non-Resident Alien? Is the student enrolled at time or more?____________________________________4/17/201348Student Summer EmploymentWhat is this about?Student Assistants and Instructional Student Assistants working SummerTeaching Associates and Graduate Assistants working SummerAll Student Employees must be enrolled at time or more to be Tax ExemptWhy are we doing this?To comply with IRS regulations Who will manage the process this summer?The Office of Human Resources will provide :Training and guidesForms to collect the necessary information from studentsDepartments may enter their student transactionsWhen are the training sessions?April 29th from 10:00 - 11:30 in OV Presentation Room (AP Summer Workshop)May 1st from 10:00 11:00 in the OV Presentation RoomOpen Labs in BH- 535 on May 6th 9:30 to 10:30 and May 8th 2:30 to 3:30

49

Student Summer EmploymentThe IRS has specific guidelines relating to when pay is exempt from taxes Students must be enrolled at time to be exempt ____________________________________4/17/201349Hiring Information50Required information for all job codes and transactions: Effective Date Action/Reason Position Hourly RateRequired information for 1868, 1874*, 1150, 1151, 1152, 1153 Expected end date* Usually used in SummerRequired information for Work-Study 1871, 1872, 1151,1153 Work-study item typeFor current aid year # = 805070000000

Hiring Information

Correctly choosing Effective Dates, Action/Reasons, Positions, and Hourly Rates is critical as is using Expected End Dates when required and populating Work Study Item Type.

-Effective Date must be the first date the student begins work, not the first day of the pay period or another date.-Action/Reason is determined by the students current status. (Refer to the Quick Guide to Student Module Data Entry.) Review the student Job History. If the student is terminated, be sure to select Rehire/Rehire as the Action/Reason. -Position number drives the Department ID and Job Code. Select the position that fits your hire.Hourly Rate 1. Cannot be below the minimum or above the maximum. 2. For Work Study, must match the agreed upon rate from the Work Study Dept Authorization.Expected End Date The date the student will stop working (Note this should be the termination date and no hours should be entered for the student on a later date.)Work Study Item Type must be populated if the student has an award.

____________________________________4/17/201350Student Employee Search51

Search carefully to ensure the correct student is selected.

____________________________________4/17/201351Hiring Process Cont-52

Click

Select Existing or Add New Job Record

1. Ensure the student selection is correct by reviewing the Name, Birth date and National ID fields.2. Review existing Job Records based on the Dept ID and Job Code to see if a record is already created for the employee in your department.3. If a record exists in your department, the Add button will be yellow and can be selected to enter data.4. If the Add button is grayed out, a job record for your department does not currently exist select: Add Student Concurrent Job

____________________________________4/17/201352Complete Hire with Work-Study Award Item Type53Complete the Hire with Effective Date, Action/Reason, Position #, Hourly Rate and Item TypeWork Study Item Type is required for a work study student. Once a work study position is selected, the Work Study Item Type populates automatically IF the job is new to the student.Work Study Item Type is required for the students being Rehired and additional steps are needed.

Click the Select button to view award information. Correct Effective date shouldbe 08/01/2010 or greater - the date the Student started working for Fall

Completing the Hire and Work Study Item Type

Enter:Effective Date Date student actually starts work and no earlier than the 08/01/YYYY for WSAction/Reason HIR/CONPosition # Choose the position # using the Lookup magnifying glass if you have more than oneHourly Rate Enter agreed upon rate. Work Study Item Type Use the Select button to view the Award and also to populate the Item Type if it is blank.Save the transaction

The Work Study Item Type is required for a Work Study Student. It enables the tracking of the time paid against the award and tells the system to decrement the award when time is entered and approved for the employee. The Select button also allows the user to view the award.

New employees or employees with new hire job records will have the Item Type populated automatically if they have an approved award.

Rehired employees do not get automatically populated, and a second step is required to populate the field.53Work Study Award Item Type54The Work Item Type page displays the Aid Year and Offer Amount. Once you are in this page, click on the Select button, then the OK button, then the RETURN button to return to the previous page. Be sure the Work Study Item Type = 805070000000 is populated.For additional information on the work study award, review the Work Study Authorization panel.

Populating the Work Study Item Type

The Work Study Item Type page displays the Aid Year and Offer Amount. Once you are in this page, follow the directions:Click on the Select button The Item Type field will populate if there is an approved awardClick on the OK button, then the Return button to go back to the previous page.

____________________________________4/17/201354Re-Appointments and Effective Dates55When is a reappointment needed?

Only students with required Expected End Dates need new appointments to continue1868 Student, Non Resident Alien Tax Status1874 Taxable Student Assistant (Normally Summer)1150 Instructional Student Assistant1151 Instructional Student Assistant OCWS (On Campus Work Study)1153 Instructional Student Assistant OFCWS (Off Campus Work-Study)

There cannot be a gap between the end of the previous appointment and the beginning of the new one. The action/reason is DTA/APT.

Example of a student working a Fall semester, taking a holiday break, and coming back to work the following Spring:

Originally Appointed from 08/24/11 to 12/23/11 Last day of work is 12/23/11 Starts work in Spring on 01/19/2012 Terminate effective 12/24/11 (day after LDW) and Rehire 01/19/12Alternative: Appoint from first day worked in Aug thru day before Spring starts, then re-appoint (DTA/APT) the first day of the spring semesterEg: 08/24/11 01/18/12 and 01/19/12 05/30/12

Choosing Effective Dates

It is important to choose the correct Effective Date for Re-Appointments and terminations.

Effective Date for a re-appointment should be the day following the previous appointment end. Students who are not working from the end of Fall until the beginning of Spring can be either re-appointed or terminated and rehired. Effective Date for Termination should be the day after the students last day of work per their time sheet. Actual days worked must be used when entering hours in Time and Labor. If hours have already been entered in Time and Labor, then a termination with an earlier date should not be entered. An employee cannot have hours worked on a date when they are not actively employed. ____________________________________4/17/201355Terminations 56When the student is no longer working

All students may be terminated in the module by the user if they are no longer working. Instructional Student Assistants (1150) and Non-Resident Alien (1868) must be terminated by the Department User.

Effective Date Can be earlier than the original Expected End Date Should be the day after last day the student worked Final hours worked should be posted on the date the student last worked, not the end of the month Cannot be later than the last hours entered

Termination of FWS Student Employees Students should be terminated if no longer working Notify FWSO by email (preferred method) if termination of an FWS student is not a courteous termination.

Mass Terminations Work Study Students are all automatically terminated on May 16th if they are active Student Assistants (1870) are terminated regularly if no pay has issued for them in the last 2 months. Best practice is to have only one job active at a time.

N E WThe FWSO should be notified if a student is terminated for non-performance

It is important to choose the correct Effective Date terminations.

Effective Date of termination should be the exact day the student last worked per their time sheet. The same date should be used for entering hours in Time and Labor. If hours have already been entered in Time and Labor at the end of the pay period, then a termination with an earlier date should not be entered. An employee cannot have hours worked on a date when they are not actively employed. Consult with HR if an error has been made to determine best way to make corrections.

____________________________________4/17/20135657Federal Work-Study PayrollSOLAR Issues!!! [email protected] Time SheetsTime Entry ErrorsFederal Work-Study student employees must be paid out the FWS (40901..) accountStudent Funding Strip Errors The department contacts HR. Errors must be corrected by completing the Journal Entry Request Form. Form is available at http://www-admn.csun.edu/financials/forms/je-form.pdfAttach a copy of the students pay from the Peas Report. Payroll Adjustments Must be sent to the Federal Work-Study Office first

SOLAR Issues If you have problems with a students hire record, SOLAR HR pages contact Human Resources via email.

To correct a student hire date or pay rate retroactive complete the Student Job Data Change Form and submit it to the FWS Office. The FWS Office with verify that the student has a FWS award, approve the from and submit it to HR for processing.

Funding Strip Errors Failure to correct student funding strip errors on a timely manner will result in the department being billed 100% of the students FWS earnings without notice from the Student Accounting Office.

Time Sheets Are only required by departments whos student employees do not submit their hours online. Student timesheets are to be retained by the department for three year.

Time Entry Errors If the department or student enters a students FWS hours under student assistant job code in error and the time is approved and state to the State Controllers Office, the FWS is not able to approve the correction.

____________________________________4/17/201357

Financial Aid & Scholarship March000123456Arthur Doe101942014Make sure to enter the student FWS award balance once you have deducted the pay on this form.4/17/2013Prior Pay Period Adjustment Form Federal Work-Study

Submitting a Prior Payroll Adjustment Please avoid having to having to request a manual processing of your student pay by keeping a record of the students hours as they work them in the event that the student is unable to enter his/her hours online your are able to meet the Timekeeper deadline. Entering time late because a student enter his/her hours online or turned his/her timesheet in late is not a valid reason for missing the deadline.

Departments are expected to keep a student sign-in sheet not only to keep track of their students hours but to be able to prepare a timesheet & enter the students hours online for the student in the event that the student is not able to or didnt turn one in on time.

Supervisors should avoid submitting late student payroll. For those times that it is out of your control and you must submit late hours for a student or correct the hours/pay rate for a student, you must complete and submit the Prior Pay Period Payroll Adjustment-Federal Work-Study Form to the FWSO for approval. Do not send the form directly to the Payroll Office (doing so will only delay the students pay). Once the FWSO has approved the form we will forward the document to the Payroll Office for processing. Make sure the that the students pay and hire date on their HR hire record is correct otherwise the Payroll Office will not be able to process your request.

Make sure to enter the students name and CSUN ID correctly.

Always enter the students FWS award balance.

Please keep in mind that work-study payroll adjustments do not appear on the PeopleSoft Work-Study Award Page until the pay adjustment has been confirmed by the State Controllers Office (approximately six to eight weeks from the time the Payroll Office submits the adjustment).Department/Student Federal Work-StudyBudget BalanceDepartments should know at all times what their approved budget is ( Section E).Departments are expected to keep track of their FWS payroll expenditures and budget balances. (See next two slides Work-Study Budget Report)There should never be any surprises!The Federal Work-Study Office does not anticipate being able to approve any department budget increases for the 2013/2014 academic year. It is the supervisors responsibility to monitor:Student award balanceCoordinate student hours and award available balance with other supervisorsMonitor student attendance

59

Department FWS Budget Allocation Balances

I cover this information every year, and yet every year as I contact departments to let them know they are running out of FWS funds or that they have already run out and their student payroll must be transferred to their department student assistant account there is always someone who is completely unaware. Dont let that happen to you.

Keeping track of your departments FWS budget balance is more important now than ever.

Students FWS Award Balance

It is the Supervisors responsibility to monitor student earnings and balance because if you allow a student to work once their FWS award has been exhausted the student will have to be paid under the departments student assistant account (Job Code 1870). Remember FWS student employees must be paid for all hours worked regardless of FWS award balance.

Student Work-Study Balance on SOLAR. Keep in mind that the students work-study award cannot be split between two different departments. If the student has two FWS jobs the department that enters the students hours first has access to the money and the other departments gets what is left over, so be mindful of the hours the student is working for you (see slide #52). Contact the students other supervisor on a monthly basis if needed to coordinate the students hours.

SOLAR HR Student Hires have access student work-study award amounts on the SOLARs Human Resources/Manager Page and on SOLARs Monitoring View & Work-Study Award Authorization Page in CSUN SA>Financial Aid>Use>Monitoring View or Dept Work Study Authorization.

____________________________________4/17/201359New - Work-Study Budget Report60

2.3.4.1.

Enter Report Name Click Add a New Value

First time running the report you must click Add a New ValueSelect Server Name PSUNX for Excel) then click OK

Click RunClick SaveThen click on Process MonitorThe Work Study Budget Report is available to all department HR Hirers and Approvers.

The Work Study Budget Report was created and made available to departments by Human Resources.

The report was created to help departments determine:How many total hours the student can work based on the students FWS award and HR hourly rateGive the department the percentage used by and percentage available by semester and academic yearTotal YTD yearnings at any given time the report is run

With the above information the department can determine total earnings, plug in department FWSO budget allocation to arrive at the budget allocation balance! There is no longer a reason for departments to over spend their FWS budget allocation! See sample report on next slide.

If you have any questions or need help with the report contact Josie at ext 3875 or send an email to [email protected]

____________________________________4/17/201360New - Work-Study Budget Report3.4.5.You will know its running because it is assigned a Process Instance #

Once the Instance has Success under Run Status and under Distribution Status shows Posted click on Details6.The Work Study Budget Report is available to all department HR Hirers and Approvers.

The Work Study Budget Report was created and made available to departments by Human Resources.

The report was created to help departments determine:How many total hours the student can work based on the students FWS award and HR hourly rateGive the department the percentage used by and percentage available by semester and academic yearTotal YTD yearnings at any given time the report is run

With the above information the department can determine total earnings, plug in department FWSO budget allocation to arrive at the budget allocation balance! There is no longer a reason for departments to over spend their FWS budget allocation! See sample report on next slide.

If you have any questions or need help with the report contact Josie at ext 3875 or send an email to [email protected]

____________________________________4/17/201361Work-Study Budget Report Cont-62

7.8.Report Results:

Select SCV to download to Excel format.Enter your department approved budget To calculate your department balance.____________________________________4/17/201362

Federal Work-Study Budget WorksheetLast Name, First1234567895/1/085/2/088.30$3,500.00$-$500.00$500.003,000.003,000.00500.007,000.003,000.00500.00500.00500.003,500.006,500.003,500.003,500.00500.00500.003,000.00____________________________________4/17/2013FWS Budget Worksheet

The FWS Budget Worksheet was developed to help departments keep track of their student and department budget balance.

The worksheet has award amounts for seven students but if you hire less simply delete the extra rows. Enter your departments approved budget allocation.

The worksheet is designed to:

Give student FWS award balances by entering the students gross earnings every month.Give the department total earnings every month and department FWS budget allocation balance.Total Fall student earningsTotal Spring student earningsTotal student overall earnings and balance.Gives departments amount available for additional hires.

The worksheets formulas are not locked so that users are able to save it to their desktop. If you change the formulas by accident you will have to start over with a fresh worksheet unless you know how to fix them. Monitoring View Page Portal or Menu Navigation 64

2014 Year in Spring

Work-Study Monitoring View Page

The Monitoring View Page is available on SOLAR>MyNorthridgePortal>HR>HR Application>CSUN SA>Financial Aid>Use>Monitoring View.Enter the student IDMake sure the Academic Institution is NRCMPMake sure the Aid Year is the spring semester (2011)

Click Enter

____________________________________4/17/201364Monitoring View Page65

Juana Doe12345689Monitoring View Page Results

Go to the Monitoring View Page when your record of student award balance does not match.

Click on the Middle Tab

The students name and ID are displayed on the top of the page

The Monitoring View page is the students snapshot of student hire information along with a monthly detail of the students earnings, award, estimated disbursement, and estimated balance.

When the students earnings are in the Paid status it means that the State Controllers Office has confirmed the students pay.

____________________________________4/17/20136566Merit Increases, Student Evaluations & More Every 6 MonthsEvaluation Forms Student Employee Job Data Change Form no longer required by WSOEnter New Pay Rate Amount in HR page

Merit Increases

Merit Increase - Students may be eligible for an average 2.5% salary increase after six consecutive months of working their normal schedule, given that the students work is satisfactory.

Departments are no longer required to submit the Student Employee Job Data Change Form to the FWSO for approval. Once approved by your department head, the department (HR) hirer updates the student pay rate in SOLAR.

Although departments are not obligated to give a student a merit increase it is good practice if a student is performing satisfactorily. As we all know it is a morale booster to get a raise!

Evaluation forms are available on the work-study web site under Work-Study Forms. It is good practice to do a formal evaluation & have it on file in the event that you are not going to give a student a merit increase due to poor performance. It is even better to give a student an evaluation if they are doing a good job! We all need to hear if we are doing a good job. But for those students that are just ok, we need to let them know how they can improve.

____________________________________4/17/201366ReclassificationEmployee Job Data Change Form to FWSO.Job Description for New Job May be neededFWSO Updates Online FWSA & Notifies Dept.Department updates Student New Pay Rate Student hire record in SOLARSecond Job within same Department

67Reclassification

FWS employees who are reclassified to a higher classification in the same position, or who are promoted to another position, are considered to be working in a new position.

The supervisor or HR hirer must complete an Employee Job Data Change Form, and send it to the FWSO for approval, and wait for the approval from the FWSO before updating the pay rate on SOLAR.

The Department/Agency should file separate Job Description forms for several classifications for each position at the beginning of the year. This will allow for flexibility in the initial hiring process, as well as assure a speedy process in the promotion/reclassification of FWS students.

Once the reclassification has been approved by the FWSO, the department HR hirer must update the students record in SOLAR to reflect the proper pay rate for the student. The FWSO will process a new WSA for the students new job and send the department a copy of the approved Employee Job Data Change Form____________________________________4/17/201367Web Update - www.csun.edu/financialaid/68

____________________________________4/17/201368Financial Aid Basics/Work-Study69

____________________________________4/17/201369Forms For Employers70

____________________________________4/17/20137071Any Questions?Contact Josefina Carbajal at ext. 3875Or Send email to [email protected]____________________________________4/17/201371