Federal Work-Study Student Handbook

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1 Financial Aid Office Federal Work-Study Student Handbook Table of Contents Introduction What is Federal Work- Study? How do I apply for Federal Work- Study? Who is eligible for Federal Work- Study? What is a Federal Work- Study Referral Form? Job Postings How to accept your Federal Work- Study Offer? General Guidelines for Student Workers - Work Ethics, Address Changes, Change in Awards, Falsification of Time Reported Payroll Process - Wages/Hours, Pay Periods, Pay Days Employment Policies Absences, Breaks, Employment Benefits, Transferring/Ending Assignments

2 INTRODUCTION This handbook contains general information for students participating in the Federal Work- Study program at Golden West College. It will help you understand the basic requirements for participation as well as your responsibilities as a work- study student. The Federal Work- Study award is the self- help portion of your financial aid package. Being awarded Federal Work- Study does not mean employment is guaranteed, or that once employed, you will retain that position. Hiring is granted on a first- come first- serve basis, usually the beginning of each semester. The Federal Work- Study program allows students to work on campus in a variety of departments/areas/offices including academic departments, laboratories, administrative offices, tutoring centers and the library. Federal Work- Study is a part of the total financial aid package and is not intended to be the sole source of assistance. It will be your responsibility to find an open position on campus based on the list of job opportunities available. Please see Thanh Vu, the work- study coordinator for this list. Federal Work- Study student employees are not entitled to receive employment benefits such as overtime pay, paid holidays, vacation, sick leave, medical benefits, retirement benefits, shift differential, jury duty or unemployment insurance. If you have any questions, please feel free to contact the Financial Aid Office at or stop by the Financial Aid Office located in the Library Building Room 120. Revised 1/27/12

3 What is Federal Work-Study? Federal Work- Study, also referred to as FWS, is one of three major federal student programs from the U.S. Department of Education. It is designed to provide part- time employment to students who have established significant financial need according to federal guidelines. The federal government pays a percentage of the student's salary; the school pays the remainder. FWS is a part of the total financial aid package and is not intended to be the sole source of assistance. Many students either seek a position related to their career objective or 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/area/office. How do I apply for Federal Work-Study? You must complete the FAFSA and meet all the deadlines for submitting supporting documentation. The deadlines to submit for the FAFSA is March 2nd and you must indicate on the FAFSA you are interested in employment as part of your financial aid award. Once the GWC Financial Aid Office receives your FAFSA information, you will be evaluated for financial need and a financial aid package will be determined. If you have been offered a Federal Work- Study award, you will be given the opportunity to seek employment on campus. To initiate the process for work- study, you must first accept the work- study award. If you will be employed, you must pick up the work- study referral form at the Financial Aid Office and have it signed by the work- study coordinator. The referral form must then be completed and signed by your employer and returned to the work- study coordinator to establish eligibility in the work- study program. What do I do if I want to continue working in my current FWS job? If you are continuing in the same FWS job, notify your FWS supervisor that you have a FWS award. Your supervisor will request your FWS authorization from the Financial Aid Office. Once your FWS authorization is approved by the Financial Aid Office, then you will need to sign your certification of FWS assignment at the Financial Aid Office. What do I do if I m continuing in the same FWS job, but I do not have a FWS You must ask your supervisor to write a memo addressed to Thanh Vu, FWS coordinator. The supervisor must state in the memo that they would like to re- hire you as a FWS student employee. Bring the supervisor s memo to the FWS coordinator. If you are eligible for FWS and there are funds available, you will be awarded and your supervisor will be informed via . You may work more than one job on campus as long you work 19 hours or less per week.

4 Who is eligible for 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: Maintain Satisfactory Academic Progress (SAP) which is determined by the number of units attempted and completed at the end of each semester as well as maintaining a minimum GPA requirement. Please contact the Financial Aid Office if you need more detailed information about our SAP policy. Be determined eligible and awarded a 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 2 nd priority filing deadline. Recipients must reapply for the FAFSA each year. Not owe a repayment to any Title IV grant program nor be in default on any Title IV loans received at any school. Be enrolled and remain in at least 6 units at GWC throughout each semester that you are working and must be making consistent progress toward a degree / certificate. When a student withdraws or is withdrawn from a class for any reason, it is the student s responsibility to inform the Financial Aid Office. What is a Federal Work-Study Referral Form? The FWS referral form is used to authorize your participation in the program and it indicates the amount of your FWS eligibility. Your FWS employer must submit the form, but you (the student) are responsible for making sure it has been done. The referral form is available at the Financial Aid Office. Job Postings All job postings will be available at the Financial Aid Office in the Job Description binder, which lists all open positions on campus. It is the department s decision to interview and select students for employment. The Financial Aid Office cannot make any recommendations as to who the department should hire. If you are declining your FWS award, complete a Request for Decline FWS form and submit it to Financial Aid Office. You may download this form on our website: attention: Thanh Vu. With questions, call (714) , or (please include your name and student ID number), or by fax (714)

5 How to accept your FWS Offer? (You must have been awarded FWS funds) Step 1 Submit your Federal Work- Study Acceptance Form to the Financial Aid Office. You may download this form on our website: Step 2 Call, , or visit the Financial Aid Office to schedule an appointment with Thanh Vu (Please see above for contact information.) Step 3 Read the Federal Work- Study Student Handbook posted on our website: You will need to take the FWS student Handbook Quiz. The quiz will be given to you at the Financial Aid Office. Step 4 Search and apply for a FWS job in the Financial Aid Office. Look at all the jobs that interest you and determine which ones you would like to apply for. You may only have one job at a time. We encourage you to apply for jobs that relate to your academic and career goals. To apply for a job on the postings, inform the work- study coordinator. The student will then be referred by the Financial Aid Office to make arrangements for an interview. Step 5 Pick up the Referral Form from the Financial Aid Office along with the Class/Work schedule. You should then contact the Hiring Department for a job interview. Step 6 Meet and interview with the FWS supervisor. At the time of the interview, students must present to the interviewer a FWS Referral Form along with the Class/Work Schedule. Once hired, your employer will inform the Financial Aid Office. Wait patiently while the Financial Aid Office confirms your eligibility and notified your employer when you can begin to work. ONCE YOU ARE HIRED Step 1 Confirm your schedule with your supervisor, including any particular scheduling needs associated with classes. Step 2 Go to Personnel Services Office to complete the necessary paperwork for payroll (for new students only). I- 9 Requirements The U.S. Citizenship and Immigration Services require that each individual employed in the United States complete an I- 9 Employment Verification form at each place of employment. This includes student employees. You will complete your I- 9 in person in the Personnel Services Office, Humanities Room # 101. Students completing the I- 9 at Personnel Services Office will need to present original documentation that must

6 include a picture I.D. and another government document such as a Social Security Card or a U.S. Birth Certificate. A U.S. Passport or an Alien Registration Card may also be used. Students can complete their I- 9 prior to securing a job. The form must be completed before students begin work. Step 3 You will sign the FWS Certification Form at the Financial Aid Office and take this form to your FWS supervisor. When ALL paper work is complete and your supervisor has received the FWS Hire Approval/Certification Form from the Financial Aid Office you may START WORK!!!!!!! Report to work and learn about your employer s performance expectations during your 1 st day on the job. General Guidelines for Student Workers Work Ethics A good work ethic includes being dependable, reliable, and having the initiative to get the job done correctly. Arrive at work on time. If you are scheduled to work from 9:00 am to 12:00 pm, you are expected to be in your department no later than 9:00 am and leave no earlier than 12:00 pm. You may not arrive late or leave early due to your class schedule. You are expected to have known your class schedule before accepting the hours you are asked to work. FWS students must work under the direct supervision of FWS supervisors. Address Changes Update your address and phone number promptly with Personnel Services, Financial Aid, and Admissions& Records Office any time there is a change. Change in Awards Remember, FWS awards are subject to change, even after you begin working. This is especially true if you receive additional financial assistance, such as an outside scholarship or award that was not initially considered in your initial financial aid package. The Financial Aid Office will notify both you and your supervisor if we discover that the FWS award has to be increased / decreased or canceled as required by Federal regulations. Falsification of Time Reported FWS student employees may not falsify the number of hours worked to their employer. If a student is found to have falsified hours, employment may be terminated, and the student will be required to reimburse Golden West College all the money paid for falsified hours.

7 Payroll Process Wages / Hours When you accept a FWS position, you accept the following terms and conditions: Maintain enrollment in at least 6units throughout each semester that you are working. You are expected to be at work on- time as scheduled, or to notify your supervisor in a timely manner if you are going to be late or will not be able to work. Complete new hire orientation with Personnel Services. Perform your assignment in a responsible manner. You are responsible for reporting your time accurately. Monitor your earnings so you do not exceed your award. Student employees are paid $ per hour in the work- study program for all positions. You must work to earn a work- study award and will be paid for actual time worked on the job. A work- study award is not a guarantee of a job or earnings totaling the work- study award. A work- study award may be made for fall and/or spring and/or summer. Funding may change as the student s eligibility changes or as funds are spent by the institution. You must notify your supervisor immediately if the amount of your FWS award is revised or canceled. As a FWS student employee you cannot volunteer hours at your job. You must be paid for all hours worked. The hours worked each week depends on the actual amount awarded. To calculate how many hours you may work each semester, divide the amount of money you may earn each semester by your rate of pay. This gives you the number of hours you may work each semester. There are 16 weeks in a term. Divide the number of hours you may work each semester by 16. This gives you the number of hours you may work each week. Example: $2000 per semester $ per hr = 190 hrs per term weeks = 12 hrs per week You cannot work more than 8 hours a day and/or 19 hours per week. You cannot work when the college is closed (i.e., holidays, weekends). Note: Best practice for student success and retention suggests that students are more likely to have academic success working no more than 15 hours per week.

8 Before you enter your first timesheet online, please watch the brief instructional video available on our District website at: Submitting your timesheet is your responsibility. If you do not submit it in a timely manner, you may not receive payment until the following pay period. Record your hours accurately each time you work. Do not wait until the end of the pay period and try to reconstruct your work times. Record the total number of hours that you work each day, on your time sheet, to the nearest quarter hour (.25 = 15 min.,.50 = 30 min.,.75 = 45 min.) Keep a regular paper timesheet to log day- to- day hours during each time period. This serves as a record and a backup copy. A student's work schedule and the number of hours worked may vary from semester to semester because of his/her course load, class schedule, and extracurricular activities. The student must make work schedule arrangements with his/her supervisor each term. A student s Work- Study Allocation is for one year beginning July 10 th for returning students, the first day of the fall semester for new students, and ending May 29 th for all students. If you are awarded for one semester, then the last day of work is the last day of that semester. Wages under the Federal Work- Study Program are considered earned income and are subject to Federal, State, and local tax withholding. Students employed under the Federal Work- Study Program will receive a W- 2 form at the end of February that documents all earnings at the District for that tax year. It is the student s responsibility to report all FWS earnings on their own income tax returns. Be sure to report FWS earnings as earned income and as income exclusion on question #43 of the FAFSA for the next award year to avoid being penalized for the FWS earnings. When your allocated hours for the semester are used up, you cannot work unless the department is willing to pay you out of their own funds. How FWS Students Are Paid? FWS Students will be required to submit all hours and times worked on a monthly basis via the Internet at Timesheet must be submitted through the website by the 10 th of the month. The actual amount students receive depends on the hours worked each month. If students do not earn their entire FWS award, the unearned amount is forfeited at the end of the academic year (May 29th). It is the student s responsibility to ensure that their time worked is entered into the website correctly and must be submitted by the hiring Manager by the appropriate deadlines. Failure to meet the stated deadlines may cause the student not to get paid in a timely manner. Students/supervisors who wish to check the status of submitted time sheets entries may contact the Personnel Services Office at Timesheets require both the student and supervisor s submission for the times and dates worked. It is also the student s responsibility to ensure that the timesheets are completed correctly and are

9 submitted on time. Submitting incorrect timesheets may cause a delay in pay. Due to fiscal year end requirements, all timesheets that are not turned in prior to June 30th of the fiscal year will not be paid through FWS funds and will become a responsibility of the supervising department to be paid. The FWS pay period runs from the 10 th of the current month through the 9 th of the following month. Student employees are paid by check each month on the 10 th after 11:00am. Paychecks are picked up at the Campus Personnel Services Office, Humanities Building Room # 101. If the 10 th falls on a Saturday, students are paid on Friday. Likewise, if the 10 th falls on a Sunday, the students are paid on the following Monday. For Example: Pay period from: August 10th September 9th (Student submits worked hours by September 9 th and will not get paid until October 10 th.) If the check is not picked up by the week before the following paycheck, it will be mailed to the student s mailing address. Students may choose to fill out a Direct Deposit Form and have paychecks deposited directly to their own personal bank accounts. Students may pick up this form from Personnel Services Office. It is the Personnel Services Office s policy that the student must show their GWC student I.D.; a valid driver s license or a bank card that displays the student s name and picture before picking up a check. Employment Policies Work Absences Planned absences: If you know that you have a special event, doctor s appointment, or other planned absence, please let your supervisor know as soon as possible that you are going to be absent during your regular work hours. If at all possible, five working days notice would be preferable, as this will give time to make arrangements to cover your shift. Unplanned absence / late to work: If you are going to be unexpectedly late or absent, please contact a supervisor as soon as you know so that the necessary arrangements to cover your shift can be made. No call / no show: If you do not call or show up for work within 15 minutes of your start time, you will be considered a no call, no show. The first time this occurs, you will receive a written warning from your supervisor. The second time this occurs, you may be terminated from employment. Lunch hour or breaks Students are allowed a paid fifteen- minute break during a shift of four hours or longer. If a student works more than six consecutive hours during one day, student must take an unpaid break or lunch of at least a 30- minute break and this break must be indicated on the timesheet. It is expected that break periods be taken approximately half- way through their shift. Students may not take breaks at the beginning or end of the shift, and students may not combine your breaks to come in late or leave early.

10 Employment Benefits Every student employee is covered during working hours by Worker's Compensation for work- related injury. It is imperative that the employee immediately report any job- related accident to his/her supervisor and to the Student Health Center. Additional information regarding Worker's Compensation is available from the Office of Payroll and Benefits. Termination Students may be terminated for several reasons. A student: a. Must be terminated when the FWS award allocation is fully earned; b. May be terminated at student s request; c. May be terminated when student s performance is unacceptable based on an objective assessment; d. Enrollment drops below six (6) units of the coursework; e. Is repeatedly late for work; f. Fails to make arrangements with your supervisor prior to absences; g. Falsifies hours reported on timesheets. Transferring / Ending FWS Assignments FWS students may only be employed in one position at any given time under the FWS program. Students may choose to change positions. However, in general, they are discouraged from changing positions more than once during the academic year. The Financial Aid Office may limit the number of referrals a student is provided. Student employees must give supervisors two weeks notice before terminating their employment. Student Employment is temporary employment and therefore supervisors may choose to end the employment of student employees at any time for any reason.

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