|
|
|
Introduction
Procedures Rules &
Regulations Hints for Supervisors
Responsibilities Non
Work-Study Employment
The
college provides two types of Work-Study programs for students, Federal
Work-Study (FWS) and Institutional Work-Study (IWS). The
Federal Work-Study Program (FWS) is a federally funded financial aid
program administered by the Financial Aid Office at Worcester State College. The
Institutional Work-Study Program (IWS) is funded through the college and
is administered by department heads in conjunction with the Human Resources and
Payroll departments. The
goals of the programs are to assist the student in contributing to his/her
college costs as well as to provide opportunities for practical work experiences
that supplement classroom activities. The
following information is a guide to assist students with their work experience
and a reference for supervisors. Procedures, regulations, rights and
responsibilities are covered, but if you have any questions regarding a
particular matter, please contact the Financial Aid Office or the Human
Resources Office. I.
How to obtain a job: Students
accepting FWS are mailed a work-study packet on the first day of classes. The packet
contains a W-4 form, an I-9 form, a student employment handbook, and a Job
Directory. First time FWS employees must return the completed I-9 and W-4
forms to the financial aid office. At that time you will be given a Work
Authorization Form to be completed and signed by you and your employer. Students
returning to the same position from a prior year must still complete a W-4 form
and obtain the appropriate signatures on the Employer Action Form from their
employers before they will be eligible to be paid. You must submit the necessary
paperwork to the Financial Aid Office as soon as possible so that you will
appear on the payroll system. When you arrive on campus in September, you can arrange for interviews with prospective employers, listed in the Job Directory. You may apply for any job in the directory that interests you. Application is made directly to the supervisor listed in the directory. If you wish to obtain more information about a job, detailed job descriptions are available at the Financial Aid Office. Job descriptions will provide information concerning duties, performance expectations, and skills necessary for each position listed.
All paperwork must be submitted to the Financial Aid
Office for approval by 5:00 pm on
Only
positions appearing in the Job Directory are acceptable for work-study
employment. If the student submits an Employer Action form for any other
position, it will not be honored by the Financial Aid Office, unless approved by
the Director. IWS
jobs may be found by visiting the Career Services Office, contacting individual
departments or by visiting the job posting service on the college web site.
Once a student has located a position and received an offer of employment, the
proper paperwork must be filled out and returned to the Human Resources Office. There
are several places on campus that make every effort to maintain up-to-date
listings of on-campus job openings. The Financial Aid Office (S-112B),
Human Resources (A-207), and the Career Services Office (SC-300) all maintain a
list of all the on- and off-campus job announcements that they receive. If
you are interested in working in a particular area you should contact the
appropriate office directly to ask what positions might be available. The
availability of these positions changes often. *
The Bookstore and Food Services often hire students. However, they are not
considered College employers. II.
Off-Campus Employment: Many
local businesses hire WSC students. The Career Services Office maintains
listings of both full- and part-time job opportunitites. This office can
be a very good resource when searching for a part-time job. Listings of
these positions are also posted at the Financial Aid Office and the Human
Resources Office. III.
Community Service Opportunities: Federal
Work-Study Community Service positions are listed in the Job Directory under the
Community Service heading. Application for community service jobs are made in
the same way as all other work-study positions. IV.
What is Due Before Work May Begin: For
FWS: When you receive the work-study packet, please review your work-study
allotment to make certain that it matches the awarded amount from your Financial
Aid Award Letter. If there are no discrepancies, complete the student section of
the Work Authorization Form. Please note the number of hours you may work on the
Work Authorization Form, and do not work in excess of these hours. The
Work Authorization Form should be presented to prospective employers at the
interview as a method of identifying you as a work-study participant. When you
are hired the supervisor must complete the section for the hiring supervisor. If
you are not hired by that department, you should retrieve the authorization and
pursue another position in the directory. You
must return all documents to the Financial Aid Office with the necessary
signatures before any work may begin. When returning the I-9 Form, please
bring two forms of identification (see the Acceptable Identification chart
listed below). Your Work Authorization Form must be complete. Incomplete forms
will be returned to you, and you cannot be paid until the form is returned to
the Financial Aid Office. For
IWS: The same I-9 and W-4 Forms are required along with the
completed and approved Authorization for Temporary/ Part-time Employment.
This form can be obtained from the hiring manager and must be returned to the
Human Resources Department prior to starting employment. This form also
includes the maximum number of hours that you can work per week. V.
Acceptable Identification for the I-9 From: The
United States Immigration and Naturalization Service requires that all
employees, both citizens and non-citizens, complete the I-9 form at the time of
hire. Students should complete Section I of this form, and bring it to the
Financial Aid Office with either one document from List A or one
document from List B and one document from List C.
All
FWS and IWS students are paid bi-weekly, according to a schedule
established by the payroll department. During the academic year students must
not work more than 20 hours per week. During school breaks or summer months
students must not work more than 7.5 hours per day. Any work in excess of 6
hours per day must include an unpaid half hour break which must be shown on the
time sheet. FWS students can work up to the number of hours indicated on
their Work Authorization Form. IWS students will find this
information on their Authorization for Temporary/ Part-time Employment form.
Time sheets must indicate all dates and starting and ending times, and must be
recorded in ink. At the end of each pay period students must submit the
completed, signed time sheet to their supervisor. The supervisor will sign and
deliver the time sheet to the Payroll Office in person or in a sealed envelope. All
timesheets must be signed by both the student and the supervisor. The
supervisor’s signature must be that of a Worcester State administrator,
faculty or staff member, or a contracted community service supervisor. Unsigned
timesheets will be returned to the student, and the student will not be paid
until the completed, signed timesheet is received by the Payroll Office. Timesheets
should be turned in by 9 a.m. according to the schedule established by the
payroll department found on the back of the timesheet. Timesheets turned in
after the specified deadline will be processed during the next pay period. VII.
Student Wages: The
basic rate of pay for student employment ranges from $6.75 to $9.25 per hour.
There are four levels of pay grades in this range and each has a prescribed
sequence of pay rates or "steps". Most new students will begin
at $6.75 which is the first step of the Level 1 pay grade. Students who
become employed in either the FWS or IWS work programs in
subsequent years may be paid at the next step in the pay range as long as
satisfactory job performance has been met. I.
General Rules: A.
FWS awards are to be used only for the time period indicated on the award
letter and Work Authorization Form. Awards cannot be transferred to other time
periods or other students. B.
Once the authorized amount has been earned, the student must stop working. II.
Tax Information: FWS
and IWS earnings are subject to all federal and state taxes. Every
eligible student must complete the W-4 form that is part of his/her work-study
packet. FWS forms must be returned to the Financial Aid Office with the
Work Authorization Form. IWS forms must be returned to the Human
Resources Office. For tax purposes, each student is provided with a W-2
form listing all taxable earnings paid to the student by Worcester State
College. These forms are distributed by the end of January and reflect the
student’s earnings for the preceding year. Massachusetts state taxes are
deducted from student paychecks unless the employee completes a M-4 form
(available in the Payroll Office). III.
Employer/Employee Relationship: The
student is hired, trained, and assigned work by the supervisor. Good
communication between the two is critical in making the job a satisfying
experience for both parties. Job expectations, necessary skills, and hours
should be clearly established by the supervisor early on. IV.
Performance Expectations/Disciplinary Action: Students
are expected to perform their jobs to the best of their ability. If a problem
arises, the supervisor should attempt to resolve the issue by speaking with the
student first. If the problem continues, the supervisor should warn the student
employee in writing at least once. If the problem persists, the supervisor
should provide advance notice of termination and the reason(s) to the student in
writing, with a copy to the Financial Aid Office for FWS or to the Human
Resources Office for IWS. Reasons for termination could be, but are not limited
to: violation of confidentiality, dishonesty (including falsifying timesheets),
poor work performance, habitual tardiness or absences. Supervisors
are interested in hiring student employees whose personality, skills and
schedule meet the needs of the department. Below are several hints that may
assist supervisors in conducting productive interviews and in making a good
match for the department. *
Make certain the FWS student is a participant in the Federal Work-Study
Program by asking to see his/her Worcester State College Work Authorization
Form. This form identifies the student as a participant. *
Secure basic information about the student’s work experience, training,
special skills, schedule and number of hours available. *
Clearly explain job responsibilities, performance expectations, pay rates and
work schedules associated with the position. *
Give the student a time line as to when you will notify him/her. Delays in the
decision may cause financial hardship to the student and make it more difficult
for him/her to find an available job. *
Time sheets must be submitted to the Payroll Office (A-207) by 9 a.m. of the
scheduled due date. Time sheets received after the deadline will be processed on
the next payroll. *
Time sheets cannot be delivered by students, and all envelopes must be sealed. Supervisors
generally find that students perform most satisfactorily when job duties are
clearly defined, mutual trust is established when performance is constructive
and continuous. I.
The Federal Work-Study Employee: A.
Before the student begins working, he/she should be certain all necessary
paperwork has been completed and returned to the Financial Aid Office for FWS
or the Human Resources Office for IWS. This paperwork includes the Work
Authorization Form or the Authorization for Temporary/ Pert-time Employment, a
W-4 form, and I-9 form for new employees. B.
The student should report to work on time. If he/she is going to be late or
absent, he/she must notify the supervisor in advance. C.
Timesheets must be signed and turned in to the supervisor on time. Late
timesheets will be paid in the following pay period. D.
Student employees should not engage in reading, homework, or other personal
business during hours of employment. E.
Students are responsible for ensuring that their earnings do not exceed their
work- study award limit. F.
Students wishing to change FWS work-study jobs may do so at the mid-year
break. II.
The supervisor: A.
Supervisors should sign the supervisor portion of the Work Authorization form
for FWS employees and promptly return the form to the student. Please use
the Authorization for Temporary/ Part-time Employment form for IWS
students. The student cannot begin working until this form has been
completed and received by the Financial Aid Office or the Human Resources
Office. B.
The student employees’ timesheets must be signed bi-weekly and submitted
directly to the Payroll Office. If the supervisor has a student deliver
timesheets to the Payroll Office, he/she should place them in a sealed envelope. C.
The supervisor is encouraged to provide the student with a written job
description, adequate training, and supervision to the degree necessary for
adequate job performance. The student should also be made aware of important
office policies and procedures. D.
The supervisor is responsible for dealing with a student's work related
problems. Do not hesitate to contact our office if you have any questions. E.
A supervisor who hires a work-study student shares responsibility with the
student for monitoring his/her earnings. Thank
You The
success of the FWS and IWS programs rely heavily on the enthusiasm
and cooperation of all of its participants. We thank you for participating in
this program. Please feel free to contact the Financial Aid Office if you have
any questions about Federal Work-Study or the Human Resources Office if you have
any questions about Institutional Work-Study employment at Worcester State
College.
|
|
| Financial Aid Office | 508.929.8056 | |
