Student Employment Guide. For Madison College Staff

Transcription

1 Student Employment Guide For Madison College Staff Rev. 07/01/2016

2 TABLE OF CONTENTS Introduction p. 3 Important Contacts p. 3 Types of Student Employment p. 3 Federal Work Study Background p. 4 Responsibilities p. 4-5 Student Eligibility p. 5-6 Job Description Requirements p. 6-7 Student Employee Hiring Process p. 7 Hours and Timekeeping p. 7-8 Final Hiring Procedures p. 9 Job Description Form p Posting a Position p Page 2 of 18

3 INTRODUCTION This guide is intended for use by supervisors of Madison College student employees, both Student Help and Federal Work Study (FWS). Included are guidelines for eligibility, recruiting, and supervising students within the context of FWS and Student Help and is not intended to be an exhaustive document to address all facets of the programs. This document is also not intended to supersede any of the employment requirements or policies of Madison College. As the landscape of higher education is ever-changing this document will be treated as a living document and is subject to change. Any feedback for improvement is welcomed. Thank you for your participation and adherence to these requirements and contributing to the success of our student employees. IMPORTANT CONTACTS Financial Aid Career and Employment Center financialaid@madisoncollege.edu careerandemployment@madisoncollege.edu Human Resources hr@madisoncollege.edu TYPES OF STUDENT EMPLOYMENT Madison College students can be employed as either Student Help or Work Study. Student Help employees are always employed at a Madison College campus location (i.e., Truax, Health Building, South, Fort Atkinson, etc.). Work Study students can be employed either at a Madison College campus location, or at a pre-approved offcampus location. All students employed as Student Help or Work Study at Madison College campus locations are paid the same hourly rate determined by Madison College prior to the beginning of each fiscal year. Off-campus Work Study employees are paid at an hourly rate determined by the off-campus employer. Both Student Help and Work Study employees have eligibility requirements they must meet in order to continue their employment. Aside from those requirements, the length of employment term for Student Help is determined by the department employing each student. The length of employment for Work Study is determined by the employer, and also by the funding available to continue paying their wage. Page 3 of 18

4 FEDERAL WORK STUDY BACKGROUND Federal Work Study (FWS) was established as part of the Economic Opportunity Act of 1964 with the purposes of promoting part-time employment for students with financial need, helping students meet their educational costs, and providing relevant work experience. FWS is included as part of a student s financial aid award and is subject to Federal regulations regarding the administration of Federal Student Aid (FSA), such as financial aid eligibility, enrollment, Satisfactory Academic Progress, etc. Funding for the FWS program is derived from a combination of an annual allocation of Federal funds to the College and a percentage match from the employer. Each fiscal year (July 1 June 30) the College is allocated a specified amount of funds for FWS based upon the Federal national budget and the College s usage of prior year funds. Accordingly, the overall funding level varies from year to year. This directly influences the number of positions, hours and duration of funds to employ FWS students in a given year. Work Study funding is limited and it can be exhausted prior to the end of the school year. It is important to keep in mind that if/when FWS funding runs out, employers must either convert the Work Study student employees to Student Help and pay them from their own budgets, or terminate employment. The Financial Aid and Career & Employment offices collaborate to determine the availability of funding for positions based on the needs of the department, the needs of the students, historical use of FWS positions, supervision of FWS students, and meeting the Federal community service requirements. RESPONSIBILITIES Financial Aid Office Monitor and communicate FWS expenditure levels and funding availability Ensure program compliance with Federal requirements Approve, deny or discontinue eligibility of funds for individual students or positions Career and Employment Center Monitor and manage Wisconsin TechConnect online posting of positions Advise students on the process of applying for on-campus employment Human Resources Page 4 of 18

5 Support employer for Workday and hiring questions or issues Support employer for conduct and/or performance-related matters including termination Support Financial Aid with reporting via Workday Department Initiators-Student Employee Supervisors Hire and terminate student employees Maintain and update job descriptions annually Ask Financial Aid about FWS eligibility for individual student employees Provide adequate orientation and training for student employees Provide adequate supervision of student employees Monitor and enforce timekeeping procedures for student employees Notify Financial Aid upon termination of FWS student employee STUDENT ELIGIBILITY Students must meet the following criteria to be eligible for student employment. Please note these are not necessarily equivalent to terms of employment. Please be aware that a background check may be required depending on the position. Enrollment Madison College requires Student Help and Work Study employees to be enrolled in at least six (6) program-required degree credits that apply towards outstanding/unfulfilled program requirements for each term they will be employed o During periods of non-attendance (summer, winter, spring breaks) the student must meet the enrollment requirements above for the upcoming future term. o It is the hiring department s responsibility to verify current enrollment. Free Application for Federal Student Aid (FAFSA) All students seeking employment as Work Study must meet the following requirements. Student Help employees are strongly encouraged to do so. o Complete the Free Application for Federal Student Aid (FASFA)each year o Be admitted into a financial aid eligible program in order for their FAFSA information to be received by the College and loaded into PeopleSoft. o Meet the College s Satisfactory Academic Progress and not be suspended from receiving financial aid. Work Study student employees must also: o Have remaining Unmet Need which is based on the information from the FAFSA, Cost of Attendance, and the total amount of all types of Page 5 of 18

6 o o o assistance awarded and/or received (i.e., loans, grants, scholarships, veterans benefits, employer benefits, etc.) Have been awarded Federal Work Study (FWS) as part of their financial aid package either during initial awarding or at the supervisor s request. Accept the FWS award through their mymadisoncollege account online. Meet all other standard financial aid eligibility requirements (e.g. not be in default, not owe an overpayment, etc.) International Students International students are not eligible for financial aid so are not eligible for Work Study. However, students holding a legal F-1 status visa can be eligible for employment as Student Help. For details, please visit JOB DESCRIPTION REQUIREMENTS The following are required for the job description (attachment 1) for a position to be posted on Wisconsin TechConnect. Employers are responsible to maintain and update job descriptions. Name of the position Classification of the position (e.g., reading tutor 1, reading tutor 2, laboratory assistant, library technician 1 or 2, etc.) Name and address of the student s employer Department or office in which the student will be employed Location where the student will perform his/her duties Number of positions being filled Name of the student s supervisor Purpose/role of the position within the organization Duties and responsibilities associated with the position General qualifications for the position Applicability of position, skills and experience to students programs of study Rates of pay for the position Hours per week during regular work periods Hours per week during winter/spring break periods The length of the student s employment (beginning and ending dates or academic terms) Procedures for determining a student s rate of pay when a position has multiple rates Evaluation procedures and schedules Job descriptions missing these items will not be posted. Page 6 of 18

7 STUDENT EMPLOYEE HIRING PROCESS Student Help positions are funded by the individual departments hiring the student employee. Work Study positions are funded by the Federal Work Study (FWS) program. To hire student employees, the following procedure must be completed on an annual basis. Positions will not be automatically carried over into a subsequent school/award year. 1. The employer (i.e. the hiring department) reviews and updates the job description as needed. 2. The job description is submitted to the Career and Employment Center (CEC) via to techconnect@madisoncollege.edu indicating whether it should be posted as a Student Help or FWS job. 3. CEC staff posts job on Wisconsin TechConnect. a. Department initiators can also post positions to Wisconsin TechConnect, instructions are available at the end of this document. 4. Students apply for positions. 5. The employer recruits student employee(s). a. When an employer finds a student(s) they would like to hire as FWS, they should financialaid@madisoncollege.edu with the subject line Dept Work Study request. The should ask for confirmation that the potential employee(s) is FWS eligible. b. FA responds to the indicating whether or not the potential employee(s) is eligible. 6. The employer enters the hiring information into Workday using the appropriate Job Family Code. a. Workday training resources for managers and department initiators can be found online at b. Specific job aid for hiring student employees can be found online at 7. FA confirms FWS eligibility in Workday if applicable 8. HR sends to student about completing on-boarding 9. FA sends the student a communication about FWS requirements if applicable. If funds are still available after the initial round of hiring FA will then reach out to Student Help employers to transition students to FWS. Page 7 of 18

8 HOURS AND TIMEKEEPING Employers are expected to adhere to the following timekeeping requirements. Noncompliance can result in discontinuation of student employment and/or FWS funding. Pay Rate The amount that student employees are paid is pre-set and determined by the Madison College District Board. Federal regulations require that: Student employees are paid at least minimum wage Student employees must be paid the same amount the employer would pay any other type of employee in a similar position Wages cannot be based on FWS amount awarded Student employee positions must be temporary or casual hourly and cannot displace or replace an existing regular staff position Hours The Affordable Care Act stipulates definitions for full-time employment. Based on these definitions, Madison College student employees are able to work according to the following limitations: Maximum of 19 hours worked per week during academic semesters/terms Maximum of 30 hours worked per week during break periods such as winter, spring or summer break. o If students have multiple student employee positions, they cannot work more than 19 hours TOTAL for all jobs Overtime, vacation or holiday pay cannot be paid with FWS funds Student employees cannot volunteer to work additional hours without pay Work hours cannot conflict with a student s class schedule Students cannot earn in excess of their FWS awarded o Wages earned in excess of a student s FWS eligibility will be the employer s responsibility to pay and may result in funding owed back to the College by the student A student cannot hold both a Student Help and Federal Work Study job at the same time. o If a student has multiple jobs, they must all be the same, either Work Study or Student Help. Timesheets All student employees report their time online in Workday. All hours for the prior week should be entered by the end of the day on Monday so supervisors can approve the entered time by the end of the day on Tuesday. Off campus employers should submit timesheet approvals for a given week on the following Monday to the Financial Aid Page 8 of 18

9 office. Failure to enter, submit or approve hours in a timely manner will delay payment to the employee. Employers are responsible to monitor and ensure that all hours worked are accurately reported, approved in a timely fashion and do not fall outside of the guidelines detailed above. Failure to comply with the above guidelines for student employees can result in termination and loss of Work Study funding. FINAL HIRING PROCEDURES After a student goes through the application and interview process and is offered a student employment position, the department initiator (or designated administrator) must enter pre-hire information into Workday and collect the student s identification documents. Once the following steps are completed, the student employee ID and copies of the identification documents must be sent electronically to Human Resources. Next steps for newly hired student employees: Supervisor checks Workday for notification including student s employee ID (attachment 2)and provides employee ID to student Student activates employee account online at Student provides copies of identification documents to department initiator/supervisor within three (3) business days of their hire date. Student completes their portion of I-9 in Workday o Department initiator will complete employer portion of I-9 in Workday using submitted identification documents. Page 9 of 18

10 Attachment 1 - Job Description Form JOB DESCRIPTION REQUIREMENTS Federal Work Study The following are required for the job description for a position to be considered for FWS funding. Employers are responsible to maintain and update job descriptions. Job descriptions should also be written to facilitate being entered into the Wisconsin TechConnect format. Name of the position Classification of the position if applicable (e.g., reading tutor 1, reading tutor 2, laboratory assistant, library technician 1 or 2, etc.) Name and address of the student s employer Department or office in which the student will be employed Location where the student will perform his/her duties (Truax/Downtown/Off Campus, etc.) Number of positions being filled Name of the student s supervisor Purpose/role of the position within the organization Duties and responsibilities associated with the position Page 10 of 18

11 General qualifications for the position Applicability of position, skills and experience to students programs of study (Please indicate within this a preferred program of study) Rates of pay for the position. If the FWS position is Off Campus please list hourly rate below. Hours per week during regular work periods (The current standard is no more than 19 hours per week during class sessions.) Hours per week during winter/spring break periods (The current standard is to allow up to 30 hours per week when classes are not in session.) The length of the student s employment (beginning and ending dates or academic terms) Please indicate Academic Year; Fall Only; Spring Only or Specific beginning and end dates. Academic Year Fall Only Spring Only Beginning Date to Ending Date Procedures for conversion to Student Help or termination upon utilization/exhaustion of FWS Funds. (Please indicate if conversion to Student Help will take place or if position will end when FWS is utilized or exhausted.) Procedures for determining a student s rate of pay when a position has multiple rates This currently does not apply to FWS positions with Madison College. Evaluation procedures and schedules Page 11 of 18

12 Job descriptions missing these items may not be considered for FWS funding. Employers are expected to adhere to any city, county, state and/or federal regulations/ordinances as they relate to the recruitment, hiring and employment of students. Madison College provides equal opportunity in education and employment. Any questions or concerns, please bring them to the Human Resources immediately. Rev. 07/01/2016 Page 12 of 18

13 Attachment 2 Workday notification to employer (Student s name) XXXXXXX Page 13 of 18

14 POSTING A WORK STUDY/STUDENT HELP POSITION Proceed through the following steps to post a work study/student help position on Wisconsin TechConnect. Signing In 1. If you posted a position on Wisconsin TechConnect previously, Skip to step If you have not already posted a position on Wisconsin TechConnect, contact the College TechConnect Specialist by phone: (608) , or by techconnect@madisoncollege.edu to receive login information. 3. After contacting the TechConnect Specialist, you will receive an with a temporary password. Use this password to log into TechConnect. 4. Go to Click on Employee Sign-In on the top navigation bar. Enter your and password associated with your TechConnect account. If you are a new user, enter your temporary password. a. Once logged in, you can change your password by clicking Edit next to your name, then scroll down to the password section, and enter a new password. 5. Once signed in, you have two options to post a position: a. Post a brand new position b. Edit or repost a position someone in your department posted previously Posting a New Position 1. Scroll down the page and click the button Post a New Position 2. Enter the job information: a. Job Title: Enter the title of the position, and add Work Study (or) Student Help along with the campus at which the position is located b. Internal ID: This will automatically be filled in c. Category: Select Miscellaneous, then select Work Study/Student Help d. How to Apply: Select an option on how you would like students to apply i. If an option to a question doesn t fit your position, select Selection Not Found - See Additional Information Below. Enter in your specified information in the Additional Information box below. e. Contact: Select the person to whom applicants should direct applications and questions to f. Deadline Date: The position can be posted from days, make sure you select the date on which the position will close. Positions can be extended if needed Page 14 of 18

15 i. Please contact (608) or once the position has been filled. g. Openings: Enter in the number of open positions h. Hours per Week: Enter how many hours the position is available per week. Hours can be anywhere from 1-19 hours per week i. Shift: Enter in the shift of the position j. Job Type: Enter whether or not this is a regular hire, seasonal, etc. k. Educations: Enter any specific education requirements l. Pay Rate: Enter the current student hourly rate m. Qualifications: You must enter the following text: i. Students must be enrolled in 6 eligible credits in order to participate in the Federal Work/Student Help Employment. n. Additional Information: The following text must be entered in this box, along with any additional information you wish to provide for the position. i. Student must submit a Free Application for Federal Student Aid (FAFSA) and a Madison College Student Employment Application prior to interview. International students are not required to submit a FAFSA to apply for Student Help positions. For further information please visit the Financial Aid website at: Applications are also available at the Truax Campus, Career and Employment Center, Room A1003. ** Programs of study that are closely applicable to this position include: [insert your program (s)], however will review all candidates. During the academic year students are limited to working up to 19 hours per week. Please submit your completed Student Employment Application to [your contact name], in Room [your room number] at [your campus] to apply. 3. Your position should look similar to the example below. Page 15 of 18

16 4. Click Save 5. This will take you to a summary of your position 6. At the bottom of the page, make sure that the Primary and Selected check boxes are clicked next to Miscellaneous Page 16 of 18

17 7. Status: This is where you would choose either to keep the position as pending (not posted) or select Posted to post the position on Wisconsin TechConnect 8. Click Save (See example below) Page 17 of 18

18 Edit or Repost a Position 1. Once logged in, you should see a list of positions you have posted (if you have posted positions in the past). If you have never posted before, click See All Positions under the address of the campus location. This will bring up a list of all positions that either are or have been posted at your campus. 2. Click on the ID number of a position you would like to use. 3. Under the title of the position, click the Edit button to edit the position. Page 18 of 18