Financial Aid Office

Supervisor Guide

Introduction

Thank you for your participation in the Federal Work-Study Program (FWS) at West Virginia University. As a FWS supervisor, you are an integral part of the FWS Program. In many instances, you will serve as a student’s first contact with the working world. You can help the student gain valuable skills, which will be useful in their future employment. You are also helping them earn needed funds for their college expenses.

This guide is designed to make you aware of the policies and procedures of the FWS Program as well as the benefits to you, your department and students you employ. Additionally, since both federal regulations and University policy govern the FWS Program, you are encouraged to familiarize yourself with the information in this guide. Lastly, in order to remain informed of any recent changes/updates regarding the FWS program; make sure that you keep in contact with the FWS coordinator throughout the year. All of us in the Office of Student Employment look forward to your commitment to the FWS program. We will do our best to ensure that the program remains mutually beneficial to you and to the student(s) you employ.

What is Federal Work Study?

Federal Work-Study, also referred to as FWS, is one of the major federal student financial aid programs authorized under Title IV of the Higher Education Act. It is designed to provide part-time employment to students who have established financial need according to federal guidelines. The federal government pays a percentage of the student’s salary; the University or off-campus employer pays the remainder. The primary goal of the Federal Work-Study Program is to provide students with the opportunity to gain work experience and offset some of their educational costs.

The work a student performs must be in the public interest either on-campus or off-campus with non-profit organizations. Job responsibilities must not promote religious doctrine or involve political lobbying, and the student may not replace or fill a permanent staff position. FWS jobs range from basic services to highly technical lab or computer positions. Many students seek a position related to their career objective. Others seek positions that offer skill development. In either case, the FWS Program is intended to provide a balance between the interests of the student and the needs of the department or agency.

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Who is eligible for Work-Study?

Federal Work-Study (FWS) is awarded according to the standard financial aid application and statutory need analysis procedure. In order to be eligible for a FWS award/ funds, a student must:

  • Be determined eligible and be awarded FWS allocation by the Financial Aid Office
  • Students must complete the application process by filing a Free Application for Federal Student Aid (FAFSA) and meet the March 1st priority filing deadline.
  • Recipients must reapply for the FAFSA each year.
  • Be regularly admitted to WVU
  • Be a U.S. citizen, U.S. National or Permanent U.S. Resident
  • Be enrolled in at least 6 credits for each semester he/she is employed
  • Maintain Satisfactory Academic Progress (SAP) as determined by the number of credits attempted and completed, GPA standards and degree progression. Contact the Office of Financial Aid if you need more detailed information about the SAP policy.
  • Not owe a repayment to any Title IV grant program nor be in default on any Title IV loans received at any school.

Community Partner/Community Service Contracts

Community Partner/Community Service employers must sign a contract with the Office of Student Employment to employ Federal Work-Study students. Contracts must be renewed annually. Contracts will be mailed within two weeks of receiving a FWS Request Form.

Required Matching Costs

The required matches by the department or agency are:

On Campus academic year and summer part-time

Department pays 0% – FWS program pays 100% of earned wages

Community Partner/Community Service academic year and part-time summer

Agency pays 10% – FWS program pays 90% of earned wages

Full-time Summer FWS On Campus and Community Partner/Community Service

Department/Agency pays 35% – FWS program pays 65% of earned wages

The Office of Student Employment reserves the right to waive the required match fee.

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Steps to hire FWS students

1. Submit an online FWS Request Form available at http://studentemployment.wvu.edu/fws-supervisor-information/supervisor-forms

  • A separate FWS Request Form should be submitted for each different type of position within your department/agency. If you are hiring more than one student for the same position, only one form is necessary.
  • The duties listed on the form should describe the position, not the individual to be employed.
  • The Office of Student Employment will review the FWS Request Form and enter the position information in MountaineerTRAK. A position number will automatically be assigned to your position.

2. Interview and select prospective FWS employees.

  • Students apply for open positions through MountaineerTRAK accessible through the Office of Student Employment website. If a student applies for your position you will receive a “MountaineerTRAK: Job referral” email.

Sample:

February 4, 2014

Dear Federal Work Study:

The new student referral listed below was submitted today for the following job:

Job ID: 22001

Job Title: Computer Technician

Student: James Chanoff

Student Message:

Click here to view the document

You may click the link below and log into our system to review the referral and submit a response: Click here to Login Thank you.

Career Services Center West Virginia University PO Box 6008 Morgantown, WV 26506-6008

Phone: 304-293-2221 Fax: 304-293-6862 Email: careerservices@mail.wvu.edu www.wvu.edu/~careersc

DO NOT CLICK ON “CLICK HERE TO LOGIN”. UNFORTUNATELY, THIS IS A CANNED EMAIL AND THAT PART CANNOT BE CHANGED IN THE EMAIL.

To view the job referral information click on “Click here to view the document”. This information will include:

  • Student’s resume
  • Work availability or class schedule
  • Any other information you required for your position
Once you have reviewed the job referral email, you can:
  • Contact student to set up an in personal interview
  • Contact student to conduct a phone interview
  • Hire directly from the information contained within job referral email
  • Sample interview questions

3. Selection Process

Students may apply for more than one position. Students will be placed in the first position that Office of Student Employment is notified. Therefore, it is important to review the job referral emails and select desired employees in a timely manner. If you wish to select a student, complete the FWS Selection Form on line at https://urwvu.wufoo.com/forms/fws-selection-form/ The Office of Student Employment will review your selection and make sure that no other department/agency has already hired the student. If no other department/agency has hired the student, the supervisor, EBO contact and the student will be sent a :Confirmation of New Hire” email.

You recently applied for a Federal Work Study position through MountaineerTrak.

You have been hired for (Position) with (Department) under (Supervisor). Please contact (Supervisor) at (Supervisor’s E-mail) at your earliest convenience to finalize your schedule.

You were awarded (amount to earn) of Federal Work Study funding. You will be permitted to work at (rate of pay) up to 20 hours per week, until you’ve exhausted your award. When you get close to your funding limit you will receive a notification through your MIX email.

If you have not already processed for Payroll, please do so as soon as possible. Payroll processing times and locations can be found here http://studentemployment.wvu.edu/payroll-processing

You must be processed for payroll before you may begin working.

You will need to bring original documents with you to establish identity and employment eligibility as well as a Blank Check or Direct Deposit Form from your Bank in order to complete Payroll Processing. More information about Payroll Processing and what to bring with you can be found on our website at http://studentemployment.wvu.edu/payroll-processing

If you have any questions concerning this process, contact the Office of Student Employment at (304) 293-9270.

If you select a student who has been hired by another department/agency, you will receive an email from the Office of Student Employment to select another student.

You recently selected the following student(s) to work for your department. Unfortunately he/she has already been hired to work for another department. Please select another student and complete a FWS Selection form to fill this position.

If you have any questions concerning this process, contact the Office of Student Employment at 304-293-9270.

4. Process for Payroll

Once you receive the Confirmation of New Hire email, the supervisor must confirm the student has been processed for payroll prior to the student working. Even if a student previously worked for your department/agency, you are responsible for reviewing the payroll information for accuracy with your EBO contact. If a student works before the date he/she is authorized to work, your department/agency is responsible for any earned wages. For more information on the payroll process including payroll processing remote locations and times go to http://studentemployment.wvu.edu/payroll-processing

At no time should a student be placed on FWS funding unless the Confirmation of New Hire email has been received. The department/agency will be required to pay any earnings for student who was placed on FWS funding who otherwise was not eligible for FWS.

FWS students are paid according to the WVU pay cycles (bi-monthly). For a complete listing of pay dates go to http://payroll.wvu.edu/pay-periods. FWS students are also paid in arrears. Therefore, generally they will not receive their first paycheck until after working at least one month.

5. Introduce the student to the workplace.

Your FWS student may arrive in your office with little or no work experience. It will benefit both you and the student to take the time to introduce the student to the workplace. Some items to include are:

  • Describe the goals and activities of your department.
  • Discuss the student’s duties and responsibilities and how he or she is expected to interact with other members of the department.
  • Discuss employee rights
  • Explain how the student records time.
  • Explain that payment rendered will be for actual hours worked and he/she will not be paid for studying or completing class work.
  • Outline your expectations of the student’s work. Agree on a specific work schedule and on procedures for reporting absences or delays.
  • Assign a work station and show the student where to find work materials and where to secure personal belongings.

For examples of training checklist items, click example 1 and example 2

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Permissible Work Hours/Monitoring Earnings and FWS Revisions

Permissible Work Hours

FWS students awarded during the academic year or those employed as a part-time Summer FWS may work up to 20 hours a week while classes are in session or up to 37.5 hours per week when classes are not in session. FWS students are not permitted to work during University holidays or anytime the University is closed.

Full-time Summer FWS students can work up to 37.5 hours per week.

Recording Time

On-campus students record their time in MyTime. Students who work for Community Partner organizations will record their time on FWS timesheets, because Community Partner organizations do not have access to MyTime. For information on MyTime go to http://it.wvu.edu/services/training/learning-resources

Monitoring Student Earnings

It is both the student and employer’s responsibility to maintain a cumulative record of the student’s gross earnings. FWS students must stop working once they have earned their full award allotment. It is highly recommended that supervisors keep a sign in sheet as a back up to MyTime records. To see a sample of a sign in sheet click here

A supervisor should not permit FWS students to enter FWS for other FWS students.

Exceeding Award amounts

Federal Work-Study policies include a provision that student workers cannot earn in excess of their academic year award.

It is both the student and employer’s responsibility to maintain a cumulative record of the student’s gross earnings. FWS students must stop working once they have earned their full allotment. Any earnings above the student’s FWS allocation will result in a charge to the employing department/agency for the earnings beyond the student’s FWS award.

The Office of Student Employment will send a “warning” notice to the student’s supervisor when his/her earnings reach a certain threshold (within $500 of awarded amount). The student and supervisor should carefully review how many hours the student has left to earn and plan accordingly.

Financial Aid Award/ FWS Revisions

A student’s FWS award may be revised at any time during the academic year to compensate for other types of aid such as Pell Grant, state grant, or outside scholarships or fellowships. The Financial Aid Office will issue a revised award notification to the student and send a notice to his/her supervisor regarding the change. If the FWS award is revised, both the maximum earnings and number of hours worked per week will be affected. Therefore, the student’s ability to work and/or remaining hours must be re-evaluated by the supervisor.

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Merit Salary Increases/ Reclassification

Salary/ hourly rate

FWS students are initially attracted to a position by its complexity, level of responsibility, and skills a position can offer. Also, the salary or hourly rate can attract the most qualified student to your position. Currently, on campus positions are paid $8.00/hr and campus partner/community service are paid $8.50/hr. Effective in fall 2015 rate will increase to $8.75/hr for on campus positions and $9.75 for campus partner/community service positions.

Increases

Work-Study students may be considered for a merit salary increase. The employing department must complete a Pay Rate Increase Form https://urwvu.wufoo.com/forms/fws-payrate-increase-request/ and submit it to the Office of Student Employment for review. If approved, the hiring supervisor and EBO will receive a confirmation email from the Office of Student Employment. It is the supervisor’s responsibility to notify the student.

You recently submitted a Pay Rate Increase Form for (student). The Pay Rate of (new Pay Rate) has been approved/denied as of (date).

Please submit to your EBO for final approval, and notify the student when the Pay Rate has been changed.

If you have any questions, contact the Office of Student Employment at 304-293-9270.

Disciplinary Problems/Termination/End of Assignment

A student may be disciplined for various reasons.

If there is a disciplinary problem with a student employee, the discipline can range from an oral admonition, written warning (with terms and conditions of continued employment), to termination. It is highly recommended for supervisors to document any issues as they arise.

If you cannot resolve an apparent problem with the student, notify the Office of Student Employment.

A student’s employment may be terminated for several reasons. A student:

  • May be terminated at the student’s request;
  • May be terminated when the student’s performance is unacceptable based on an objective assessment.
  • If the FWS student was terminated for unsatisfactory performance, the student should confer with the Federal Work Study Coordinator. The student may be provided a referral to another position at the discretion of the Office of Student Employment.

To access recommended Progressive Discipline Procedures, click here

A student’s assignment will end when they have utilized their full Federal Work Study allocation. Remember, if the student continues to work after the full FWS award allocation has been reached the department/agency will be charged for the overage.

With the exception of the student working the full FWS award allocation, if termination is requested either by the student or supervisor, the Release Form (https://urwvu.wufoo.com/forms/federal-work-study-release-form/) must be completed.

If a student is recording time fraudulently, the student will immediately be terminated and be referred to the Office of Student Conduct who will render appropriate disciplinary action. Employment Policies

One Federal Work Study Assignment Rule

FWS students may be employed in only one FWS position at any given time. Students may choose to change FWS positions. However, in general, they are discouraged from making more than one FWS position change during the academic year. The Office of Student Employment may limit the number of position changes for a student.

Working Hours

A student may work up to 20 hours per week each semester and up to 37.5 hours per week during winter break, spring break, and summer.

For example, Marie is working at a pay rate of $8.75 per hour and her FWS award is $2100 for the year ($1050 each semester). Her employer would like her to work the same number of hours each week throughout the semester. Therefore, if she works 7.5 hours every week, she will earn approximately $1050 each semester.

$8.75/hour x 7.5 hours/week x 16 weeks/semester = $1050.00

It has been a known practice that supervisors have limited the number of hours a student may work. It is highly recommended that supervisors permit students to work as many hours as they choose, taking into consideration the work demands of the department/agency. Should your work study reach their allocation, you may request another work study for the remainder of the term.

Absences

A student employee must notify the supervisor no later than the beginning of the scheduled work period when unable to work. In the case of an extended absence, the anticipated duration should be reported to the supervisor as soon as possible. The supervisor is responsible for authorizing all absences; however, FWS supervisors are urged to consider that the academic demands of the student should take priority.

Injuries

Every student employee is covered during working hours by Worker’s Compensation for work-related injury/illness. It is imperative that the employee immediately report any job-related accident or illness to his/her supervisor. If a student employee is injured while on the job, the student and supervisor should contact WVU Human Resources at 304-293-5700. Refer to Worker’s Compensation packet under the Best Practices section of this manual. The supervisor must complete the packet 24 hours from the time of the injury and submit to Medical Management and Environmental Health and Safety. If the student does not seek medical treatment they cannot do Worker’s Compensation claim. All injuries, no matter how trivial, should be reported immediately. Questions regarding Worker’s Compensation should be directed to WVU Human Resources.

Breaks

A student working a consecutive four-hour period is entitled to a 15-minute break with pay. A student working a six to eight-hour period is entitled to two 15-minute breaks with pay and no less than a 20-minute lunch break without pay. Paid breaks may not be taken at the beginning or end of the work period and are not cumulative. The breaks should be taken when they will not place an undue burden on the department/agency.

Employee Benefits

Student employees are not eligible to receive other employment benefits such as overtime pay, shift differential, paid holidays, vacation, or sick leave, retirement benefits, unemployment insurance, or permanent status.

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Supervisor Best Practices

Below are best practice examples for communicating with FWS students.

Confidentiality

Some FWS students may have access to confidential records. In those cases, the students should be informed/trained on FERPA, HIPAA and any other WVU privacy policies. The student should also sign a confidentiality statement.

Helpful Emails

Not Process for Payroll Email

Brynna:

I received a notification you have not been processed for payroll. If you are interested in participating in the Federal Work Study program, please complete payroll processing ASAP. For information on documents needed to process for payroll and processing times and locations go to http://studentemployment.wvu.edu/payroll-processing.

If you are not interested in participating in the Federal Work Study program, notify the Office of Student Employment at workstudy@mail.wvu.edu and myself.

If you have any questions please feel free to contact me.

Thank you,

Mary Supervisor Office of the Provost

Okay to Work Email

Greg:

I received information from payroll that you may begin working your Federal Work Study award in the Financial Aid Office. Please confirm when you will begin working (date and time). When you report to work, we will set up your work schedule and discuss your duties. Bring your Student ID card with you.

Prior to arriving, go to https://myid.wvu.edu and follow the instructions to activate your User ID and create your password. You will use the ID and password to access the system that records your work hours.

I look forward to working with you! If you have any questions, please do not hesitate to contact me.

Thank you.

Sincerely,

Nicole Solomon Financial Aid Counselor

No Response Email

Mary:

I am following up with you regarding the Federal Work Study Program. If you are interested in participating in the Federal Work Study program, please complete payroll processing ASAP. For information on documents needed to process for payroll and processing times and locations go to http://studentemployment.wvu.edu/payroll-processing.

If you are not interested in participating in the Federal Work Study program, notify the Office of Student Employment at workstudy@mail.wvu.edu and myself.

If you have any questions please feel free to contact me.

Thank you,

Mary Supervisor Office of the Provost

Spring Notification Email

Johnny:

If you are planning to continue working for the Financial Aid Office for the spring term, provide a work schedule by the end of the second week of classes. It can always be adjusted later if needed. When setting your schedule remember the following:

  • You cannot work more than 20 hours a week.
  • If you are working 6 consecutive hours or more for a day, you must clock out for a half an hour lunch.
  • The work schedule must be during regular office hours; between 8:15 to 4:45, Monday through Friday.

If you do not plan to continue working in the Financial Aid Office, please let me know. You and I will have to complete additional paperwork to get you released from the Financial Aid Office.

Thank you.

Nicole Solomon Financial Aid Counselor

Tasks and Guidelines Outlined for Student – Work Study Agreement

Financial Aid Office Work Study Agreement

Name: Victory Vinill Student ID: XXXXXXX

As a part of the Financial Aid Office, Federal Work Study employees are required to do basic office and clerical tasks as a part of the job. Tasks include the following:

  • Filing and/or scanning paperwork
  • Creating labels and labeling folders for filing
  • Shredding paperwork
  • Stuffing envelopes for student mailings
  • Special projects occasionally

There are some rules for Federal Work Study employees. The guidelines are as follows:

  • Federal Work Study employees cannot work more than 20 hours per week.
  • If a Work Study employee works six hours or more on any given day, he or she must clock out for a required lunch break of at least 30 minutes.
  • A written work schedule needs to be submitted by Work Study employees to their supervisor by the end of the second week of courses every term. The schedule can always be adjusted later if needed to accommodate the students.
  • If you are scheduled to work but unable to come in, you must notify your supervisor prior to your shift. You can notify over the phone, via text, or by email.
  • Work Study employees are welcome to take a quick break or leave to get food or drinks to bring back to the office. However, if the student is leaving the office for an extended period of time – more than 15 minutes – then he or she is required to clock out for that shift.
  • Work Study employees are welcome to listen to music – with headphones or ear buds – while working in the office.
  • If all the work is complete – filing and shredding done, no special projects, etc. – then Work Study employees are permitted to work on school projects or homework while in the office with supervisor’s permission.
  • Sleeping on the clock is not allowed. It is grounds for immediate termination.
  • There is not a formal dress code for Work Study employees. Keep in mind that the filing involves a lot of reaching and bending, so please dress accordingly and do not wear anything revealing.
  • All documentation and information is confidential.

I have read the guidelines listed above for employment as a Federal Work Study student in the Financial Aid Office. I understand that violation of these regulations could result in a verbal warning, a written warning, and/or release from the Federal Work Study Program.


Financial Aid Office Work Study Summer Full-Time Agreement

Name: Brittanee Leigh Student ID: xxxxxxxxx

As a part of the Financial Aid Office, Federal Work Study employees are required to do basic office and clerical tasks as part of the job. Tasks include the following:

  • Filing and/or scanning paperwork
  • Creating labels and labeling folders for filing
  • Shredding paperwork
  • Stuffing envelopes for student mailings
  • Special projects occasionally

There are some rules for Federal Work Study employees. The guidelines are as follows:

  • Federal Work Study employees cannot work more than 37.5 hours per week.
  • If a Work Study employee works six hours or more on any given day, he or she must clock out for a required lunch break of at least 30 minutes.
  • A written work schedule needs to be submitted by Work Study employees to their supervisor by the end of the second week of courses every term. The schedule can always be adjusted later if needed to accommodate the students.
  • If you are scheduled to work but unable to come in, you must notify your supervisor prior to your shift. You can notify over the phone, via text, or by email.
  • Work Study employees are welcome to take a quick break or leave to get food or drinks to bring back to the office. However, if the student is leaving the office for an extended period of time – more than 15 minutes – then he or she is required to clock out for that shift.
  • Work Study employees are welcome to listen to music – with headphones or ear buds – while working in the office.
  • If all the work is complete – filing and shredding done, no special projects, etc. – then Work Study employees are permitted to work on school projects or homework while in the office with supervisor’s permission.
  • Sleeping on the clock is not allowed. It is grounds for immediate termination.
  • There is not a formal dress code for Work Study employees. Keep in mind that the filing involves a lot of reaching and bending, so please dress accordingly and do not wear anything revealing.

I have read the guidelines listed above for being employed as a Federal Work Study in the Financial Aid Office. I understand that violation of these regulations could result in a verbal warning, a written warning, and/or release from the Federal Work Study Program.


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