On-campus work study procedures for students

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1 For students Time sheet (PDF) State work study student handbook Through work-study, students are able to enhance their current course work as well as their future profession by integrating classroom learning with real-world work experience. Becoming eligible for work-study To be eligible for work study, you must have completed the financial aid application process and received a valid award letter indicating that you have received a work study award. Based on the availability of funds, priority awarding is to students who complete the FAFSA application by the college priority deadline, May 1. Finding a job Once awarded, contact the financial aid office to get a copy of current job listings. You are responsible for contacting potential employers and completing any application or interview process. Pierce College does not guarantee that each student will be placed in a workstudy or non work-study position. If additional assistance is required, please contact the Pierce College Work-study Coordinator. If you are hired for a work-study position, contact the Financial Aid Office for an Authorization Form before you begin the job. You can start work once classes begin, except for summer quarter, when you can begin starting July 1. Work-study funds & internships If you are eligible for work study and also participating in an internship, you may be able to use your work study funds for your internship. Work-study funds may be used if the employer normally pays others who hold the same position or has paid all other persons who have held the same position in the past. On-campus work study procedures for students Introduction Pierce College is proud to support a student work-study program. Much of the important work that happens on our campus is the direct result of the efforts of student employees.

2 We appreciate the time and efforts that students invest in making our campus operate efficiently and effectively. As a student employee, you are taking the first steps toward a lifetime of work and achievement. Your job on our campus is a real job. It affects the day-to-day operations of our departments and the quality of our service to the students, families, staff and faculty that make up our Pierce College community. You should take seriously the fact that your work-study job can help you to learn many skills that will translate to future work success. Your supervisor will likely be called upon to provide a reference or recommendation for you when you are searching for jobs after graduation, so it is important for you to work hard, be dependable and take your job seriously. Future employers will be looking at your prior work experiences to discover your work skills and talents. Your time as a student employee should not be wasted. Learn all that you can and explore the areas that interest you for your future career. The following procedural guidelines and suggestions have been developed to facilitate the operations of the student work-study program at Pierce College. Goals of student employment programs To provide employment opportunities for eligible students to help finance their college education. Students can also get experience related to their majors and pursue career training. To provide opportunities for student employees to gain on-the-job training and work experience while attending school. To prepare students for future employment by providing experience with interviewing, hiring, training, supervision, evaluation of work performance and attitudes, relations with the public and other staff members, expected work habits, job satisfactions and dissatisfactions, and terminations. Types of student employment programs FEDERAL WORK STUDY The Federal Work Study Program is a federally subsidized employment program designed to provide financial assistance to students by compensating them for the work they perform. Positions may be on-campus or off-campus. To be eligible for Federal Work Study, a student must apply for and be awarded financial aid. A student is awarded a set amount that determines the average number of hours per

3 week that may be worked. Students may work up to 19.5 hours per week for federal work-study. STATE WORK STUDY The State Work Study Program is funded by the state legislature and administered by the Higher Education Coordinating Board through the office of Financial Aid. The State Work Study Program is designed to provide employment that is related to student's major and/or career goals. Positions may be on-campus or off-campus. Again, students must be awarded financial aid. The amount of the award determines the average number of hours per week that may be worked. Students may work up to 19 hours per week for state work-study. Eligibility for work-study To receive work-study funding the student must apply for federal financial aid and demonstrate financial need according to the federal financial aid guidelines. Students with financial need may receive a work-study award as part of their financial aid package. This provides an opportunity for the student to work in an approved job and earn up to the dollar amount of the work-study award during the school year. Students are required to register for a minimum of 6 credit hours per quarter (minimum half-time) in order to be eligible to receive their work-study award. Work-study awards When a student receives a work-study award, it is for a specific dollar amount. The student cannot earn more than the amount of the award. The following chart should help the student and supervisor develop a work schedule to benefit both the student and supervisor. As a result, the student can earn the entire award and not run out of money before the end of the quarter/school year. To determine the number of hours your work-study student can work, divide the quarterly award by the number of weeks left in the quarter, then divide that number by the hourly wage. The following chart shows examples of quarterly awards based on 10 weeks to a quarter and an hourly wage of $7.00. Work Study Award Average Hours Per Week $ hours per week $ hours per week

4 $ hours per week $ hours per week $ hours per week $ hours per week $ hours per week $ hours per week $ hours per week Monitoring quarterly award Student and supervisor are required to monitor earnings and hours worked each month. If you earn your quarterly award before the end of the quarter, you will need to stop working until the next quarter begins. It is advised that you plan your work schedule to ensure that you will be able to work all quarter. Students who are terminated from financial aid may no longer continue their student employment. Working during breaks Students who have funding remaining at the end of summer, fall or winter quarters may work during break periods. Students may work up to 8 hours a day, 40 hours per week during break periods as long as their award for the preceding quarter is not exceeded and they are pre-registered for the upcoming quarter. Students should contact the financial aid office at the end of the quarter to determine the number of hours left to work. Policies and procedures for students Student employment is just like any other job. As a student employee, you make a commitment to your employer that you will perform the job duties assigned to you to the best of your abilities. The following are recommended good employee practices. Report to work on time. Follow the rules, regulations and policies of your employer. Keep an accurate tally of hours worked and fill in timesheet properly.

5 Notify your supervisor in a timely manner if you will be unable to report to work or will be late. The dress code for student employees is neat, clean and tasteful. If you terminate your position, be sure that your supervisor is informed and notify the financial aid office. Discuss your study needs with your supervisor. You may need to adjust your work hours to accommodate study time. Discuss job related problems with your supervisor. We recommend dealing with the problem early on to resolve it rather than letting the problem get out of control. Maintain a learning attitude, observe, watch closely, plan and organize your work. Ask questions and listen carefully when being given instructions. If you don't understand the instructions you are given, be sure to say so. Be appreciative, not defensive. Be open to admitting mistakes and accept constructive criticism graciously. Good working relationships are the key to success. Confidentiality Student employees may be called upon to work with private information concerning student information or information affecting Pierce College. Students, families, staff and faculty must be able to trust in the confidentiality of their information and its careful handling by various departments across campus. Unauthorized release of confidential information is a serious violation of the Family Educational Rights and Privacy Act (FERPA), which may result in termination of employment. Consult your supervisor to learn any details related to your place of employment. Respect the records and information as if it were your own personal information. Referral process There are various positions available on-campus and off-campus. Work Study job listings are posted in Job Connections on Fort Steilacoom Campus, Job Information inside Advising Center on Puyallup Campus, and in both Financial Aid Offices. Each position posted indicates a hiring supervisor. Contact the hiring supervisor to set up an interview. Once hired, contact the Financial Aid Office for an Authorization Form. Remember: positions off-campus should be related to a student's major or career choice. Student employee paperwork

6 As a student employee, you are responsible for completing the proper paperwork when you are hired for an on-campus job. AUTHORIZATION FORM Before a student can begin work, a Work Study Authorization Form must be completed by student and supervisor. Students can request their authorization form from the Financial Aid Office. Once the completed authorization form has been returned to the Financial Aid Office the student may begin working. I-9 / W-4 Before a student can be paid for any work-study hours worked, the student must complete a Withholding Statement (W-4) and the Employment Eligibility Verification Form (I-9). Supervisors provide the student with the W-4 and I-9 forms. An I-9 form is an employment eligibility verification form, which shows proof that you are an U.S. citizen, or resident alien who is eligible to work. Appropriate identification will be required in order to complete this form. The most common type of identification requested is a Drivers License and Social Security Card. A W-4 form is a tax withholding statement. Tax information Federal taxes are withheld. Exempt status (for federal taxes) is available. To be exempt, you must have owed no federal income tax last year and must not expect to owe any this year. You may not claim exempt status if you can be claimed as a dependent of another person, have any non-wage income, and expect your total income to be more than $500. OASI (Social Security) is not withheld while you are a full-time student (12 or more credits) working on campus. If you are working on campus and are not enrolled and attending classes, (such as during break periods) you are subject to pay Social Security taxes. In general, all wages earned by students from off-campus employers are subject to OASI taxes. State law requires that Medical Aid be withheld from your check. Your employer comatches what you pay. If you are hurt on the job and require a doctor's care or are hospitalized, this insurance will cover your expenses. Timesheets and pay periods

7 On-Campus Federal and State Timesheets are due in the Financial Aid Office by the 1 st working day of each month for previous month worked, except for June. June timesheets are due no later than 5 days after the quarter. Off-Campus Federal and State Timesheets are due by the 15 th of each month for previous month worked, except for June. June timesheets are due by June 20 th. There are different timesheets for Federal Work Study On-Campus and Off-Campus, as well as, State Work Study On-Campus and Off-Campus. At the end of this handbook, under Sample Forms, are copies of the different timesheets. It is important that timesheets are added correctly and signed by both the student and the supervisor. All entries and signatures need to be completed in ink (not pencil). Students and Supervisors should use the Decimal Minute Conversion Form found on the home page of this Web site when recording hours worked on timesheets. Paychecks are mailed to students on the 15 th of every month. If timesheets are turned in late, payment could be delayed until the following month.

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