Federal Work-Study Program Student Employee and Supervisors Handbook

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1 Federal Work-Study Program Student Employee and Supervisors Handbook Student Financial Services This document serves as a reference guide for Federal Work-Study (FWS) employees and supervisors. You will find helpful information such as how to become an FWS employee, award and time reporting policies, as well as rights and responsibilities. The goal of the FWS Program is to promote student employment opportunities for students who desire job experience and to assist those students who need earnings to help meet educational expenses. Please visit the nearest financial aid office for questions or concerns not addressed on following pages, you may also contact the FWS Coordinator. Financial Aid Office 555 N. Indian Creek Drive Clarkston, GA (fax)

2 On pages 2-3 The Federal Work-Study Program Qualifications for the Federal Work-Study Program Types of Employment Becoming a Federal Work-Study Employee On pages 3-4 Awards Pay Information Direct Deposit CONTENTS On pages 4-6 Work Performance and Procedures Student and Supervisor Rights and Responsibilities Supervisors (Employers) Listing a Job Opening Supervisors (Employers) Information about the Student Aid Allocation Religious Involvement and Political Involvement Transfers Commitment to Equal Opportunity Student Regulations and Rules of Conduct On pages 7-11 sheet Example Award Balance Sheet Ethics Training and ADP Requirement Instructions Confidentiality Statement and FWS Program Guidelines Page 1 of 11

3 The Federal Work-Study Program The goal of the FWS Program is to promote student employment opportunities for students who desire job experience and to assist those students who need earnings to help meet educational expenses. The Office of Financial Aid is responsible for coordinating work-study employment for Georgia Perimeter College (GPC), participating non-profits and community originations. Prior to and during each academic year, information about job openings is posted on the financial aid web page under Work-Study. The program encourages community service work and work related to the student s course of study. The FWS award amount is determined when the student applies for work-study, the student s level of financial need and the funding level at GPC at the time the student applies. In addition to earning money, benefits of the program include flexible schedules, great professional relationships and gaining valuable experiences, as well as on-campus and off-campus positions! Qualifications for the Federal Work-Study Program (include but may not be limited to the following) Demonstrate financial need based on family financial information submitted on the Free Application for Federal Student Aid (FAFSA ( for the current year. All required forms and documents must be submitted on time; deadlines are established by the Office of Student Financial Services (Financial Aid) at Georgia Perimeter College. Federal Work-Study funds are awarded on a first-come first-served basis, until all funds are exhausted. Be accepted and enrolled at least half-time as an undergraduate student. Maintain satisfactory academic progress and be in good standing with the College. Be a citizen, immigrant, refugee, or a permanent resident alien of the U.S. Clear the Criminal History Check Types of Employment Federal Work-Study positions vary from clerical work to lab assistants to reading, math and science tutors. Students may either work in an on-campus job or in a community service job on or off - campus. Georgia Perimeter College encourages Federal Work-Study program participants to consider opportunities for employment under community service program such as but not limited to the Library, Center for Disability Services, Fine Arts and Upward Bound/TRIO programs. Students cannot be hired for more than one FWS position simultaneously. Off-campus employment is available to students within the metro Atlanta area. These positions include working at nonprofit organizations and community centers. An off-campus Agreement Form must be completed by the hiring organization and approved by GPC before the student can begin working. Becoming a Federal Work-Study Student Employee FWS is a Limited Funds, need-based financial aid program in which eligible students work part-time on-campus or offcampus while enrolled at the College. Students must complete the Free Application for Federal Student Aid (FAFSA) at every year to apply for federal financial aid, including FWS. The Office of Student Financial Aid uses the FAFSA to establish a student's eligibility for employment through FWS. Page 2 of 11

4 Once awarded by the financial aid office at GPC, the student must visit the Financial Aid Office and accept the FWS award. Then the student must complete a Consent Form for a Criminal Background Check. The student may move forward with receiving a referral (FWS Referral) for a job after cleared (passed) results are established and received. Additional documents issued by the Human Resources office must be completed by the student, while the financial aid office works jointly with the student to find a job. However, we do encourage eligible students to initiate contact with potential employers. After a job is secured, the student must receive a Federal Work-Study Contract and final steps before officially starting work. The student is responsible for providing the supervisor a copy of the FWS Contract. Awards To meet the priority processing date, students should submit their FAFSA as early as possible and at least four weeks before the priority date, April 1 st. If a student indicates an interest in the FWS on his/her FAFSA and is eligible, the student will receive an official financial aid award notification from the Office of Student Financial Services (Financial Aid). This notification will state the amount of financial aid the student is eligible to receive at the time of the notification and includes the FWS award amount, usually in the neighborhood of $600 - $5,000, which is awarded in two increments during the fall/spring terms respectively. Type of Aid Fall Spring Federal Work-Study $2500 $2500 The above is not a standard amount; your actual award may differ depending on your eligibility and availability of funds. The FAFSA for the new academic year is required for Summer FWS (please consult with the financial aid office). Note: Federal Work-Study funds are limited; therefore, you have a limited amount of time to secure employment on FWS. Typically, awards are canceled for students who do not begin working prior to the end of fall term. The Office of Student Financial Aid reserves the right to cancel all or part of any financial aid programs awarded that require additional steps to secure the awards. These include, but are not limited to Federal Work-Study and Federal Direct Student Loans. In some instances the award may be increased, please consult with the financial aid office for more information and to determine eligibility. Pay Information The hourly rate for Federal Work-Study students is $8.00 per hour. The hourly pay rate is established by the college. You are paid for actual hours worked. Do not include lunch, sickness, holiday, or vacation. As a suggestion, a thirty (30) minute break should be taken for every six (6) hours worked. However, a break must be taken when working for six or more hours. Do not include on your timecard or timesheet hours taken for lunch, sickness, holiday or vacation. The Payroll Office publishes a payroll calendar on the GPC website at: The calendar will state the day timecards are due, as well as paydays for bi-weekly personnel (the FWS students). On - campus employees only will use the ADP portal to record time upon each arrival to work and each departure. Recording time from a non-gpc computer device is grounds for termination employees must record time at the place of work. Page 3 of 11

5 Off campus FWS employees must submit timesheets, fully completed and signed by the supervisor to the FWS Coordinator. Failure to submit these forms on time will delay payment to the student. To ensure accurate, unaltered data on time sheets, all time sheets must be completed in ink with subsequent changes initialed by the supervisor. At the end of each pay period, the Department Supervisor sends the Biweekly sheet to the FWS Coordinator at the Office of Student Financial Services. It is the Department Supervisor s and student s responsibility to monitor the bi-weekly earnings to ensure the student does not earn more than the FWS award shown on the student s FWS contract. The Supervisor must monitor the number of hours worked to ensure the student does not exceed the permissible nineteen (19) hours per week (unless instructed otherwise by the Office of Student Financial Services at Georgia Perimeter College). The Award Balance sheet is designed to help you calculate monthly earnings, see attached Appendix. Direct Deposit Students are required to participate in Direct Deposit. Students may enroll in direct deposit by logging into the ADP portal at Students must register with ADP in order to sign up for direct deposit. Direct Deposit is located under the Pay &Taxes tab with the ADP portal. Employees who do not sign up for Direct Deposit will be assigned a Pay Card for deposits (for questions please contact Payroll Services ). Work Performance and Procedures Good communication between the student and the supervisor is essential in order to make the job satisfying to both the employer and the employee. A FWS student is expected to conduct him/herself in the same manner as all other department staff members. The FWS Coordinator does not become directly involved in a problem between a student and supervisor unless a solution cannot be reached by the student and the supervisor. After every effort has been made to reach an acceptable solution, the FWS Coordinator should be contacted. In the event of termination, a two week notice should be given to the student by the Department Supervisor. A student employee who has been found in extreme violation of college or organizational policies may be terminated without advance notice. In some cases the student will be reported to the Dean of Students, Internal Auditor, and possibly Public Safety. If a student is not performing his/her job and is not making an effort to remedy the situation, the following steps should be taken: Oral Warning Written Warning Termination A student employee who resigns or is terminated will receive any unpaid wages that are due. When a student employee finds it necessary to resign or leave a job he/she should give the employer a two week notice. The Office of Student Financial Services (Financial Aid) must be notified whenever a student terminates employment with a department. Students terminating from one department and desiring employment in another department must get approval from the FWS Coordinator and complete the necessary paperwork before working in the new department. The Federal Work-Study Coordinator has the right to terminate a student employee if the student is no longer eligible for financial aid due to the following reasons: not making Satisfactory Academic Progress (SAP), withdrawing from courses falling below half time (6 credit hours), not abiding by GPC policies, not abiding by FWS policies, and falsification in any manner. Page 4 of 11

6 Federal Work-Study Employee Supervisor Concerns The following steps should be taken in any case of misunderstanding or misinterpretation of student employment policies, procedures, or work practices: 1. The student employee shall make every effort to informally resolve the problem with the immediate supervisor. 2. If the student employee is dissatisfied with the action taken by the immediate supervisor, or if the immediate supervisor fails to take action, the student shall contact the Department Supervisor at the next level to request further action. 3. Should the concern remain unresolved, the student employee shall consult with the FWS Coordinator. A written record of the discussed concern will be recorded and copies of the record may be sent to the student employee and the Department Supervisor. In some instances, if issues remain unresolved, the student may be eligible to transfer to another department. Rights and Responsibilities Student (Employee) Rights and Responsibilities FWS Employees have the right to information regarding the award amount, rate of pay and the average number of hours to be worked per semester. In addition, a specific job description, as well as the supervisor s expectations and standards must be presented to the student. A clearly defined work schedule and adequate training to perform assigned tasks must be established. A safe and sanitary working environment, and regular supervision and review of work performed must be provided by the employer. A clear explanation of the procedures for submitting completed time worked and for receiving paychecks must be provided to the student. Furthermore, the student must receive instructions from supervisors regarding procedures to be followed if the student cannot report for a scheduled work period. A procedure for stating concerns related to the job or the supervisor should be agreed upon. A student has the right to be excused and hours rescheduled if the employer does not have a work assignment prepared The student is responsible for becoming familiar with information provided regarding the terms of the award and with general student employee policies. The student is expected to understand the specific job responsibilities, as well as the supervisor s expectations and standards. The student also has the responsibility to arrange a mutually agreeable work schedule with the supervisor and work the assigned hours regularly. You must notify the supervisor immediately if the scheduled work period must be missed and you must accurately document all work hours. Students are expected to perform tasks in an efficient and timely manner. A pre-determined work schedule acceptable to both the student and supervisor must be established and the student must report to work when scheduled (students are not allowed to work during scheduled class hours even if the class is cancelled or dismissed early). Supervisor (Employer) Rights and Responsibilities The supervisor must establish the department policy in compliance with state and federal laws and inform the student employee of the rules before hiring the student. The supervisor must monitor earnings and submit payroll requirements within assigned deadlines. Please schedule a non-conflicting wok schedule with students before they begin work and ensure students are not working during scheduled class hours (even if class is dismissed early). Supervisors are expected to properly train the student employee. Page 5 of 11

7 Supervisors (Employers) Listing a Job Opening Complete a Federal Work-Study Employee Request form and submit this to the financial aid office. You can obtain this form from the financial aid webpage, contact the financial aid office or visit: Supervisors (Employers) information about the Student Aid Allocation The Federal Work-Study Contract Form will verify how much a student has been allocated; however this figure may change during the course of the year. Students are responsible for notifying their employer of any changes in their federal work-study allocation. Employers should advise students to keep them informed of any changes in their allocation, as the hiring department is responsible for any earnings that exceed the student s federal work-study allocation. Religious Involvement and Political Involvement Federal Work-Study employment must not involve constructing, operating, or maintaining any part of a building used for religious worship or sectarian instruction. In determining whether any FWS employment will violate this restriction, you must consider the purpose of the work rather than the nature of the employing organization. Federal Work-Study jobs may not involve any political activity, which means a student cannot work for a member of congress, a member of a state legislature, or any of the various congressional committees. However, a student could be assigned to the staff of a standing committee of a legislative body, as long as he/she would be selected on a nonpartisan basis and the work performed would be non-partisan. Positions that involve lobbying at the federal level of working for the U.S. Department of Education are prohibited. Transfers Transfers are at the discretion of the financial aid office. To be considered for a transfer, students must submit a written request to the FWS Coordinator. The FWS Coordinator will review and discuss the request with the student and current Supervisor then decide if the request should be granted upon conclusion of the background information regarding the request. Finally, if a position is vacant the student may be transferred if approved. Commitment to Equal Opportunity Georgia Perimeter College does not discriminate in admission, education programs or employment on the basis of race, color, religion, sex, sexual orientation, national origin, age, disability or veteran s status and prohibits such discrimination by its students, faculty, and staff. Students, faculty, and staff are assured of participation in college programs and in use of facilities without such discrimination. GPC also complies with all applicable federal and Georgia statutes and regulations prohibiting unlawful discrimination. All members of the student body, staff and faculty are expected to assist in making this policy valid in fact. Inquiries and complaints should be directed to the Office of Human Resources. Student Regulations and Rules of Conduct It is a basic and fundamental responsibility of a college to maintain order through reasonable policies and procedures. The filing of an application for admission shall be regarded as evidence of the applicant s intention to abide by the standards and regulations of Georgia Perimeter College. Students forfeit their right to remain enrolled if they fail to comply with such standards and regulations. Page 6 of 11

8 Name: Louise Mance Department: Financial Aid Pay End Date: 1/18/2013 Department ID: Georgia Perimeter College Biweekly sheet Employee ID: Pay Group: B07 Mail Drop: Position Number: Position Pool: PCW Week 1 Begin Date: 1/05/2013 (Enter hours worked per day rounded to the nearest tenth.) Record #: 0 Tax Treaty Country: Day Earning Code Account Code (If Different) In Out In Out Daily Total Sat 1/5 Sun 1/6 Mon 1/7 10:00am 2:00pm 3:00pm 5:00pm 6 hrs Tue 1/8 Wed 1/9 10:00am 2:00pm 3:00pm 5:00pm 6 hrs Thu 1/10 Fri 1/11 10:00am 2:00pm 4 hrs Weekly Total 16 hrs Week 2 Begin Date: 1/12/2013 (Enter hours worked per day rounded to the nearest tenth.) Day Earning Code Account Code (If Different) Sat 1/12 Sun 1/13 Mon 1/14 10:00am 2:00pm 3:00pm 5:00pm 6 hrs Tue 1/15 Wed 1/16 10:00am 2:00pm 3:00pm 5:00pm 6 hrs Thu 1/17 Fri 1/18 10:00am 2:00pm 3:00pm 6:00pm 7 hrs In Out In Out Daily Total Weekly Total EXP Extra Pay Account Number Amount Valid Earning Codes Total Hours For Pay Period: REG - Regular * The above information is a true statement of hours worked in the pay period indicated. Louise Mance January 18, 2013 Supervising Supervisor January 18, hrs 35 hrs Employee Signature Date Supervisor (Authorized) Signature Date * REG includes all hours actually worked per day. The system will determine overtime and uncompensated hours. Page 7 of 11

9 Award Balance Sheet It is the student and employer responsibility to keep an accurate record of student s earnings. This sheet is designed to help you calculate monthly earnings. Subtract monthly earning from forwarded balance to get remaining balance. The department is responsible for overages. Student Name: Student ID: 900- FWS Award: Pay Rate: Month Award/ Monthly Earning Award/Balance Forwarded Balance Example $ $500 = $1000 August - = September - = October - = November - = December - = January - = February - = March - = April - = May - = June - = July - = Page 8 of 11

10 Ethics Training Requirement The new Ethics Policy may be viewed at In addition, and most importantly to you, all University System of Georgia employees (full and part time including student workers) are required to complete the new Ethics Training program. For Georgia Perimeter College, the training is now available and may be accessed via icollege. Please follow the steps below to login to icollege and complete this mandatory training. Please understand this is not an option, you must complete this training. 1. Go to Get my Login and set password for employee/staff via Quick Links on the GPC homepage (use this employee user name and password for the Ethics Training) *FWS Staff may use the same password for their employee account as the student icollege account - it meets the character requirements. 2. Click on icollege via the GPC webpage under Quick Links or you may go directly to: (use your employee user name and employee password) 3. Scroll down and click on USG Training-Ethics Training Group x (The x will be different for different people). For example, you might see: USG Training-Ethics Training Group A while a colleague sees USG Training-Ethics Training Group H. 4. Print and read the instructions. 5. Complete the Ethics Training Assessment (first component). Must score a grade of 80% or better for successful completion. 6. Complete Compliance Assessment (second component). Must score a grade of 100% for successful completion. 7. Print grades via My Grades and submit results to the financial aid office on the campus which you attend. ADP Registration Requirement Go here to register with ADP: Click on First Users Register Here To obtain your ADP number go here: If additional assistance is needed with your ADP registration and e-time, please call: *Please check with the Student Financial Services regarding up to date Ethics Training format Page 9 of 11

11 GPC ID Number Confidentiality Statement I, (Print Name), am a Federal Work-Study Program award recipient. I will regard all work as an opportunity to enhance my present work skills and practice good work ethics. I promise to protect and uphold the confidentiality of the department or organization of which I am employed at all times. I will not willfully or otherwise disclose any information concerning students, clients, parents, or office records. Questions or concerns regarding departmental confidentiality guidelines should be directed to the immediate supervisor. I have read the Federal Work-Study Student Employment Handbook and I am aware of required procedures and essential guidelines regarding the Federal Work-Study Program. Inquiries, questions, and/or concerns not found in the handbook, and which cannot be resolved by the immediate supervisor should be directed to the FWS Coordinator. Note: For more information regarding educational confidentiality expectations please reference the Family Educational Rights and Privacy Act (FERPA) at: Signature Date Page 10 of 11

12 GPC ID Number FWS Student Program Guidelines The following guidelines are to assist you with the success of your employment. Read each guideline carefully and ask questions if you need clarification. Initial by each guideline on the line beside the number: 1. I must have an FWS award and complete all steps including, Ethics Training, ADP, & the FWS Contract. 2. On-campus FWS employees must use only a GPC computer at the work site to record time via ADP. Off - campus FWS employees must submit timesheets, fully executed and signed to the supervisor. The Payroll Office publishes a payroll calendar on the GPC website at: The calendar will state the day timesheets are due unless otherwise communicated by the FWS Coordinator. 3. Pay: You are paid for actual hours worked. A thirty (30) minute break should be taken for every six (6) hours worked. Still, a break must be taken when working six or more hours. Do not include on your timecard or timesheet hours taken for lunch, sickness, holiday or vacation. Paychecks will be delayed if timecards or timesheets are submitted after due dates and if the timecard is incorrect (including missed punches and missing signatures). 4. Hours: You may work up to nineteen (19) hours per week (unless instructed otherwise by the Office of Student Financial Services at Georgia Perimeter College). Always check with the Office of Student Financial Services for summer hours or when you have questions about your hours. 5. Eligibility: To continue on the FWS program you must not fall below half time (6 credit hours (exception summer term only)). 6. Attendance: You must report to work on the scheduled day and time, failure to do so subjects you to termination. Contact your supervisor if you will be absent, or late; if you cannot reach your supervisor at this time, you must contact your supervisor at your earliest opportunity following the detaining event. You are expected to be reliable, and responsible. 7. Transfers: If after communicating with your supervisor an agreement cannot be reached, you must submit a written request to the FWS Coordinator. A transfer will be granted if the request is approved by the FWS Coordinator, and only if positions are available. 8. Falsification in any manner will result in permanent termination from the Federal Work-Study Program. In some cases the student will be reported to the Dean of Students, Internal Auditor, and possibly Public Safety. I have read the FWS Program Guidelines and understand that violations of these guidelines could result in termination from the program: Student Name (Print): Date: Signature: Page 11 of 11

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