Federal Work-Study Handbook

Transcription

1 1 Federal Work-Study Handbook Throughout this Handbook, Federal Work Study will be referred to as FWS and the Enrollment Service Center will be referred to as the ESC. The FWS Program is housed in the Office of Financial Aid located in Room 226 Perry Hall. The ESC is located on the first floor of Perry Hall. This FWS Handbook provides regulations, policies and procedures, and general information to guide both FWS students and supervisors. Helpful Contacts 1. General Questions / I-9 ID Enrollment Service Center (ESC) / 1 st Floor Perry Hall / Box / esc@champlain.edu 2. Eligibility / Job Descriptions and Pay Rates / Regulations / National Student Employment Week (NSEW) and Student Employee of the Year (SEOTY) / Grievances / FWS Handbook Michelle Veladota / Federal Work-Study Program Manager Office of Financial Aid / Perry Hall Room 226 / Box / fax / veladotam@champlain.edu 3. Job Search / JobSpot / Job Fair / Job Posting Angela Hyldburg / Operations Specialist / Career Advisor Career Services / 328 Maple Street / Box / ahyldburg@champlain.edu 4. Workday Assistance / Onboarding Katie LeClair / Sr. Coordinator Human Resources and Organizational Development (HR&OD) 3 rd floor Lakeside Campus / Box / fax / kleclair@champlain.edu 5. Onboarding / Time Entry / Direct Deposit / Payroll Jackie Greer / Assistant Director, Payroll and Benefits Human Resources and Organizational Development (HR&OD) 3 rd floor Lakeside Campus / Box / fax / jgreer@champlain.edu Please direct any questions not addressed in this handbook to Michelle Veladota, the Federal Work- Study Program Manager, at (802) or by at veladotam@champlain.edu.

2 2 CONTENTS The Award a. How to Apply b. Eligibility / Award Amount / Adjustments to Award / Billing c. Searching and Applying for FWS Jobs d. Job Fair e. Community Service f. Community Partners g. Checklists i. Incoming FWS Students ii. Returning FWS Students iii. FWS Supervisors Responsibilities a. Student Responsibilities / FWS Agreement b. Supervisor Responsibilities / Supervisor Contract Workday Instructions and Tutorials Hiring Process a. Employing FWS Students / Departmental Budgets b. Training for FWS Supervisors c. Job Creation / Job Description -- FWS and Part-Time Student Employee Positions d. Job Description Template e. Student Pay Rates / Promotions f. Posting Jobs Online to JobSpot g. Informer Report for Supervisors / Verifying Student Award Amounts h. Calculating Number of Hours a Student May Work i. Creating Job Requisition j. Hiring k. Onboarding l. ID Required for Federal I-9 Form m. FWS Contract Dates On the Job a. Training Students b. Payroll Schedule c. Time-Entry /Submitting Time d. Time Approval e. Class Schedule / Work Schedule f. Meal Periods / Break Time g. Limitations on Hours Worked h. Paper Timesheet / Late Time Entry Submission i. Monitoring Earnings / Work-Study to Payroll j. Semester Awards k. FWS and Study Abroad

3 l. FWS Supervisor Contract m. Professionalism on the Job iv. Punctuality v. Attendance vi. Appropriate Work Apparel vii. Cell Phone Use viii. Social Interaction n. Evaluations o. Evaluation Form p. Confidentiality / FERPA q. Confidentiality Statement r. Office Policies s. Resignation / Termination t. Termination Protocol u. Grievance Procedure v. Sample Office Policy and Procedures Manual 3

4 4 The Award FWS is a type of financial aid awarded to students who have documented financial need and meet certain eligibility requirements. The program provides part-time jobs allowing students who qualify to earn money to help pay educational expenses. The College encourages community service work and oncampus work related to the student's course of study when possible. Most Champlain students work five to twelve hours per week. Students are not required to earn the total amount of the award but cannot earn more than the awarded amount. How to Apply To be considered for FWS, submit the Free Application for Federal Student Aid (FAFSA) at making sure to include the Champlain College School Code, Eligibility / Award Amount / Adjustments to Award / Billing FWS awards are determined by need, enrollment status, and the availability of funds at the College. The amount of each student's award varies up to a maximum award of $3,000 and is printed on the student s financial aid award letter (students may also view this award in Web Advisor). FWS awards may be modified or cancelled if the student s financial need changes. This could occur if adjustments to income are made on the FAFSA, additional scholarships and grants are received, or when the student and family decide it is necessary to take out additional loans thereby reducing or eliminating student need. A FWS award is not reflected on the student's bill. The awarded amount should not be considered when calculating the balance due after financial aid. The earnings are paid directly to the student every two weeks based on hours worked. Searching and Applying for FWS Jobs Champlain College does not place students into jobs. Instead the College emphasizes career preparation by teaching students to search for and secure a job. We consider this an important step toward career success. Each student must actively search and apply for available positions. A FWS award does not guarantee student employment. Students who need assistance with searching for a job should contact Career Services. It is in the student s best interest to apply early for all jobs for which they qualify. When a student interviews for a job, the supervisor will determine if the student meets the required qualifications. When offered a position, a student may accept or decline the offer of employment. Although the ideal situation would be for all students to be hired into a position directly related to their major, it should not be the expectation as many positions are general entry-level employment. Available Work-Study positions are posted on JobSpot, the College s online search system, beginning in mid-august at The site is updated throughout the year as jobs are filled and new positions are created. New/Incoming students - Watch your Champlain College account for an from JobSpot by Symplicity. You can expect this around August 12. This will include your JobSpot username and a link to set your password.

5 5 Returning students Most of you should already have JobSpot by Symplicity accounts. If you need assistance accessing your account, contact Angela Hyldburg in Career Services at or Go to for the step-by-step process. Just scroll down and click on Please note that this link contains updated steps since the pamphlet was mailed to incoming students. There is a correction to the Onboarding section due to a software update. Most positions require a resume and/or cover letter. For assistance, please go to Peer Advisor Drop-In Hours posted on the Career Services website at once scheduled. Peer Advisor Drop-In Hours are held in the Garden House. Job Fair Career Services sponsors a Job Fair at the beginning of the fall semester. Students are encouraged to attend. Watch your for date, time, and location or check Champlain s web site. Dress to impress and bring copies of your resume if you have one. Many hiring supervisors from both on- and off-campus offices attend the Job Fair in order to meet and discuss opportunities with interested applicants. Please search JobSpot by Symplicity in advance to review posted positions. Community Service Community Service through the FWS Program provides paid student employment positions to qualified students who want to work off-campus at non-profit agencies. Community Service work-study positions are meant to provide enriching experiences for both our partners and our students. Please go to JobSpot to search for opportunities at our Community Partner sites. Community Partners Burlington Housing Authority (BHA) Burlington School System/Elementary City of Burlington COTS Generator, Inc. Greater Burlington YMCA King Street Center Shelburne Museum City of Winooski/Youth Programs Vermont Student Assistance Corporation (VSAC)

6 6 Checklists Incoming FWS Student Checklist Found here: %20Checklist%20PC_FINAL_updated_web.pdf Returning FWS Student Checklist File FAFSA at Check financial aid award letter for work-study eligibility If returning to a job: o Contact your supervisor over the summer to complete the rehiring process o Watch for from Workday (no-replychamplainworkday@champlain.edu), and complete your Onboarding If you are looking for a new job: o Start searching JobSpot beginning August 12 (for help in this process, go here ( 0143%20Checklist%20PC_FINAL_updated_web.pdf) and refer to the section Search & Apply for Work-Study Jobs o Apply for all jobs for which you qualify o Once hired, watch for from Workday o (no-replychamplainworkday@champlain.edu), and complete your Onboarding Watch for an from Workday (no-replychamplainworkday@champlain.edu) stating that you may begin working Do not start to work prior to receiving confirming Contact your supervisor or Michelle Veladota (veladotam@champlain.edu) if you do not receive the stating you may begin working within three days of hire Do not start working prior to first day of classes If you have not worked for the College within the past 365 days, bring eligible ID for federal I-9 Form completion to campus; list of acceptable documents can be found at

7 7 Supervisor Checklist Verify with your Dean or Manager that you have a budget for hiring Work-Study students If you are a new supervisor, contact Michelle Veladota at veladotam@champlain.edu to be set up in the system Watch for s starting in June outlining supervisor training schedules Complete training Complete contract Review FWS Handbook Job Description Template [located on the K drive in the Workstudy folder] filled out for each position for which you want to hire a student and sent to Michelle Veladota as an attachment for approval Approved job description received back from Michelle Veladota Contact Angela Hyldburg at ahyldburg@champlain.edu to post approved job description to JobSpot (only if you do not already have a student to fill the position) Create a job requisition in Workday Request each student s College ID # when interviewing, and check Work-Study eligibility using Informer report at (instructions in FWS Handbook) Informer is only accessible to employees of the College and can only be used when on campus; Offcampus employers need to contact Michelle Veladota for verification of student eligibility and award amounts. Request copy of student s class schedule, and set up work schedule making sure there are no overlaps. Keep copy of class schedule on file to refer to if student asks for additional shift. Students may not work during scheduled class time even when classes are dismissed early or cancelled. Hire student into Workday Watch for from Workday confirming that the student may begin working; no student may work until this is received Create a simple policy/procedures manual for your students (sample in FWS Handbook) Train students Review and submit students hours in Workday each week. See Payroll Schedule for noon deadlines [ K drive/workstudy folder] Monitor student s hours. If a student has multiple jobs, work with the student to be sure he/she does not exceed the award limit If a payroll date is missed, paper time sheets are no longer available. Contact Jackie Greer at jgreer@champlain.edu for assistance. Fill out an Evaluation form for each student employee at the end of each semester Responsibilities Student Responsibilities / FWS Agreement The following is the content of the FWS Agreement students sign in Onboarding:

8 8 Federal Work-Study Student Agreement As a Federal Work-Study student employed by Champlain College or one of its non-profit campus partners I agree to: Provide the required ID (see table on p. 20) for completion of the federal I-9 Form prior to my first day of work. Complete all Onboarding forms and processes prior to my first day of work. Begin working only after I receive the Student May Begin Working confirmation from Workday. Accurately fill out time entry at the end of each shift worked. Include time in and out for meals and breaks other than the permitted 15 minutes per every four consecutive hours worked. Monitor my FWS award against earnings to ensure I do not exceed award amount. Comply with my supervisor s office policies, the rules and regulations in Champlain College s FWS Handbook, Champlain College Policies and Standard of Conduct. I understand that: If found responsible for fraudulent activity within the FWS Program, I will be subject to disciplinary action which could include the following based on the individual case: loss of FWS eligibility for the remainder of my time at Champlain College, dismissal from the College, and/or legal prosecution. Student employees are a vital part of the operation of most departments. Both on- and off-campus offices are reliant on the services students contribute just as they depend on the work performed by regular staff. I will always perform my duties conscientiously, responsibly, and in accordance with the written job description. FWS positions are real jobs; they are not a time to do homework.

9 9 Supervisor Responsibilities/Contract Champlain College Federal Work-Study Supervisor Contract August 25, 2014 May 1, 2015 As a Federal Work-Study/Part-Time Student Employee Supervisor, I understand and agree to: comply with the policies and procedures outlined in Champlain College s Federal Work-Study Handbook and all state and federal employment regulations. verify that each student employee has completed OnBoarding prior to the first day of work. This includes completion and submission of all forms and processes in Workday, submission of required ID to the ESC, and receipt of the Workday Student May Begin Working confirmation . only allow a student to begin working when I have received the Student May Begin Working confirmation from Workday. monitor, verify, and approve my student employees time entry in accordance with the Payroll Schedule. only submit/approve time entry for the specific hours that I can verify the student has worked. contact students prior to Workday being locked for the pay period when a student has not submitted hours worked. I will direct these students to submit hours worked immediately. notify students who do not submit time within appropriate pay periods that they may lose their jobs if they do not submit time worked according to the Payroll Schedule. terminate students who violate this policy on a recurring basis. be responsible for any hours a student works prior to the confirmation from Workday, and understand that my departmental budget or my organization (if I am an off-campus employer) will be charged for those hours. (The expectation is that the student will not be allowed to work prior to confirmation.) inform each student that they cannot work more than their Federal Work-Study award each semester. ask my students if they have additional FWS jobs and work with them to assure they do not go over their award limit. participate in FWS Supervisor training each year before I employ students. adequately train students for the work they need to accomplish. allow students to work only within the contracted time o Full Year: August 25, 2014, through May 1, 2015 o Fall Only: August 25, 2014, through December 12, 2014 o Spring Only: January 12, 2015, through May 1, ensure that the work being done by my students matches the job descriptions used in the hiring process. complete an Evaluation Form for my student employees at the end of the academic year to encourage and assist in real-life training.

10 10 immediately report any student misconduct issues to the Federal Work-Study Program Manager in the Office of Financial Aid. I understand that: When a student does not enter time in accordance with the Payroll schedule and time worked needs to be submitted for multiple pay periods, the student will not be paid through FWS funds but through my departmental budget as accurate verification of time worked becomes questionable. If I allow students to work and not submit time in accordance with the Payroll Schedule on a recurring basis, the issue will be addressed with my supervisor. I may lose the privilege of employing Federal Work-Study students if I fail to comply with the FWS regulations, policies, and procedures. If I repeatedly do not verify and submit my students worked hours in a timely manner, my departmental budget will be charged for the time worked. Supervisor: Please Print Name Clearly Signature Telephone Number Off-Campus Supervisors: Address Date Off-Campus Supervisors: Organization Please return this completed contract to Michelle Veladota in the Office of Financial Aid. Scan and to: veladotam@champlain.edu fax to intercampus mail: Box 9, or mail to: Champlain College, PO Box 670, Burlington, VT Questions regarding this contract should be directed to Michelle at or veladotam@champlain.edu.

11 11 Workday Instructions and Tutorials Workday has built in instructions and tutorials that are easy to access. Currently, Canvas is experiencing an issue with their public courses. They are working hard on a resolution. In the meantime, please make sure you are first logged in to canvas from the Faculty & Staff page on the web. You will log in with your normal username and password. Next log in to Workday to view the training modules. Click on the blue button in the upper left corner. Choose All About Me from the drop down. Click on Employee Training. Click on Workday Training from the drop down.

12 12 Click on Modules in the upper left corner. Scroll through your options to choose a topic. Questions not answered on this website should be directed to Katie LeClair in HR&OD at kleclair@champlain.edu. Hiring Process Employing FWS Students / Departmental Budgets / Off-Campus Share In order to hire a FWS student, the supervisor s department must have funding available. Verify funding with your Director or Dean. Departmental budgets (or off-campus organizations when applicable) will be charged for time worked if a student is allowed to: begin working prior to receipt of confirmation stating that the student may begin working work over the awarded amount Off-campus organizations are responsible for 32.65% of student earnings unless the student is a math or reading tutor of an elementary school student. There is no contribution for these math and reading tutors as the federal government covers these FWS students at 100%. Training for FWS Supervisors All FWS supervisors are required to complete training each year prior to hiring students. New supervisors should contact Michelle Veladota, the FWS Program Manager. Sessions are scheduled

13 13 throughout the summer and at the beginning of the fall semester. The Supervisor Contract is completed at training and must be done each year. Job Creation / Job Description -- FWS and Part-Time Student Employee Positions 1. Write and submit a job description using the template included in this handbook (also stored on the K drive in the Workstudy folder). Enter the major components of the position. Submit the completed form to the FWS Program Manager at veladotam@champlain.edu. 2. Descriptions should be created for the tasks you need completed and must be an accurate reflection of the job. 3. It is the FWS Program Manager s responsibility to assign a pay rate, level, standard job title, and job number and return the finalized form to you. You will need the job number and level when you create a job requisition and hire a student in Workday. 4. A list of all approved student job descriptions is posted on the K drive in the Workstudy folder for your reference. 5. When attempting to hire into a position, if there are no qualified applicants for the level of tasks described, a new job description must be written and submitted to the FWS Program Manager so that a fair and equitable pay rate may be assigned. No student may be hired into a position unless they are qualified for all that the job description entails. Supervisors may want to write several job descriptions requiring varying degrees of skill and experience to save time later in the hiring process. 6. Jobs may be randomly monitored by the FWS Program Manager to assure that the job description on file matches the actual work being done. 7. HR&OD will only confirm the standard job title when a student uses the information on a resume.

14 14 Student Employee Job Description # [To be completed by the supervisor and submitted to Michelle Veladota, Federal Work-Study Program Manager, for approval. veladotam@champlain.edu ] [To be completed by the supervisor.] Supervisor: Department: Position Type: Federal Work-Study Part-Time Student Employment [To be completed by the Work-Study Program Manager] Job #: Job Level: Pay Rate: Standard Job Title: Student Employee Level: [To be completed by the supervisor.] Posted Job Title: Description: Required Qualifications: How to Apply: Approximate Hours per Week: Shifts Available: Job Location:

15 15 Student Pay Rates Federal Law and College policy dictate that those who perform equal work must receive equal pay. The Student Pay Schedule was established as a guideline for pay rates for all student employees. Only jobs of a highly technical nature are paid at Levels 5 and 6. Starting salaries are based on the requirements of the job and the experience of the student. A student with no past experience is not eligible to be hired into a mid- to high-level position and should be assigned a Level 1. Promotions may only be made after a student has worked one academic year in a position. Mid-year promotions and/or raises are not permitted. The Student Pay Rate Schedule is reviewed each year and adjusted based on changes to the minimum wage Student Pay Rate Schedule Standard Job Title Pay Rate Student Employee Level 1 $9.15 Student Employee Level Student Employee Level Student Employee Level Student Employee Level 5 (highly technical positions only) Student Employee Level 6 (highly technical positions only) Student Off-Campus Tutor Level 3 (Reading/Math) Student Off-Campus Tutor Level 4 (Reading/Math) Student College Tutor Level Student College Tutor Level Posting Jobs Online to JobSpot Supervisors need to post all open student positions to JobSpot, Champlain College s online job board, by ing an approved job description to Angela Hyldburg in Career Services at ahyldburg@champlain.edu. Angela posts all jobs into the system. Positions already being filled by students returning to jobs are not posted. Informer Report for Supervisors / Verifying Student Award Amounts When a student applies for a job, the supervisor will need to ask for the student s ID. Use the ID to run an Informer report to confirm that the student is eligible for FWS and to view the amount of the award. Informer can only be accessed from on-campus. Off-campus supervisors will need to contact Michelle Veladota at veladotam@champlain.edu to check eligibility and award amounts. If you are a College employee and do not have Informer access, please contact Michelle Veladota at veladotam@champlain.edu. Informer Report Process Ask the student for his/her ID

16 16 Go to Use your network login Click on Financial Aid Scroll down to the bottom of the page Choose Work Study ID Lookup Enter the student s ID Click Submit If the student has been awarded, you will see a report like this: Smith John Fall/spring awards Total year award The Term Amount column shows the fall and spring amounts The Award Amount column is the total for the year SA.ACTION code may show a C [cancelled], D [declined], P [Pending], or A [Accepted] o Cancelled or Declined = student no longer has a FWS award o Pending = student has not yet been hired into any job o Accepted = student already has at least one job If no report comes up when you click the Submit button, the student does not have a FWS award. If you or the student believes that the student should have an award based on the previous year, contact Michelle Veladota or the Office of Financial Aid to review the file. SA.Action code shows student s status Calculating Number of Hours a Student May Work The number of hours a student may work per week for you varies depending on the award amount, pay rate, number of weeks remaining in the semester/year and the number of jobs the student works. It is recommended that the student not exceed 20 hours per week from all combined jobs. However, over College breaks a student may work a maximum of 37.5 hours per week. No student may work in excess of 37.5 hours per week at any time. The following chart may be used for planning purposes keeping in mind that all numbers are based on the a specific award amount and 30 weeks in an academic year or 15 weeks in a semester. The chart reflects the number of hours a student is eligible to work at specific pay rates. If the number of weeks remaining varies from the basic chart, or the award amount is different, you can use the formula that follows the chart.

17 17 Average Number of Hours a Student May Work Student Contract Amount # of Weeks/ Academic Year Pay Rate Hours per Week Student Contract # of Weeks/ Hours per Week Amount Semester Use the following calculation for varying number of weeks, award amount, or rate of pay not included on the chart (to use this, you must know the student s remaining award balance if the student has already been working): Award amount / number of weeks remaining / rate of pay = available hours per week Example: $1000 remaining award / 13 remaining weeks / $9.15 hourly rate = 8.4 hours per week. If a student is working more than one job, the hours the student may work cannot exceed the hours per week in this calculation between all positions. It is the responsibility of both the supervisors and the student to track earnings to prevent the student from exceeding the award amount. All overages are charged to the supervisor s departmental budget or the organization if an off-campus employer. Creating Job Requisition In order to hire a student into your position, you will need to create a requisition in Workday. This is your first step in the Workday process. You will need your approved job description to complete this section. There is a tutorial in Workday for this process. Under Workday Training Documents look for Manager Self-Service. Choose Student Requisition and Hiring Process (work-study and part-time student workers). Any questions regarding this process should be directed to Katie LeClair at kleclair@champlain.edu Hiring When you decide to hire a specific student, you will need to complete the Hire process in Workday. Under no circumstance should a new applicant be created when in Workday. All students are in the system. The student most likely has a job already set up and the process is slightly different. There is a

18 18 tutorial in Workday for this process. Under Workday Training Documents look for Manager Self-Service. Choose Student Requisition and Hiring Process (work-study and part-time student workers). If you still cannot find the student s name, please contact Katie LeClair at Your approved job number is required for hiring. When you complete the Hire process, a notification is automatically generated to the FWS Program Manager who will verify the information that you entered. The hire is either approved, sent back to you for revisions, or denied. If approved, the student s file moves to Payroll to be assigned a Pay Group. This generates an auto- to the student containing a link to Onboarding. You will also receive a notification of the progress. If the hire is denied, a comment stating the reason for denial is added to Workday, and you will receive an automatic notification from Workday. If revisions are required (ex. level or pay rate is incorrect), a comment stating what needs to be updated is added to Workday and an automatic notification from Workday will go to you. You will need to go into Workday to make the corrections and re-submit the Hire. Onboarding Onboarding is located in Workday and consists of all payroll paperwork and processes that must be completed by each student once hired. No student may begin working until all steps have been finalized. Onboarding is required each year. When a supervisor hires a student in Workday, an automatic is generated to the student s Champlain account (from noreplychamplainworkday@champlain.edu) with a link to the Onboarding site. New students receive a temporary password. Once the account is established, the student will log in with his/her Champlain network username and password. Onboarding allows the electronic completion of all paperwork required to be employed in the United States, Vermont, and at the College. Students who delete the Onboarding in error can go to the college portal and under Links that require Log In and click on Workday. Network username and password are required to log in. The completion of the Onboarding process enables HR&OD to open an account for a student in Workday where the student will enter time worked. For specific instructions for completing Onboarding, please click on this button: Overview of Steps to complete in Onboarding : Enter contact information Enter personal information Complete W-4 Complete I-9 Add emergency contacts Upload photo Add payment elections (Direct Deposit) Review documents and sign off on each item

19 19 A student should not be given a final schedule to work until the Student May Begin Working notification has been received by student and supervisor particularly in those cases when your student works in a location other than your office. This will help to eliminate unauthorized time worked. Any unauthorized hours will be charged to the supervisor s departmental budget or institution if an offcampus position. Students will receive the once all Onboarding is completed, including presenting I-9 ID to the ESC. Federal regulations and College policy dictate that all Onboarding and I-9 ID verification must be done before the student begins working. Supervisors are responsible for enforcing this regulation with their students. When a supervisor permits students to begin working prior to the receipt of the confirmation in violation of the regulation, the supervisor s departmental budget (or the off-campus organization when applicable) will be charged for the time worked. Students must be paid for all time worked. Supervisors who repeatedly allow students to work without the completion of Onboarding could lose the privilege of supervising students. ID Required for Federal I-9 Form The Federal I-9 Form is required by the federal government to establish both identity and employment authorization. New students and those who have not worked at Champlain College within the past 365 days must present specific original ID for the completion of the Federal I-9. The ID must be brought to campus and presented to the ESC on the first floor of Perry Hall at the time Onboarding is completed. ID cannot be presented prior to the completion of the Onboarding paperwork. Students should review the I-9 ID requirements that follow before leaving home so that the ID necessary for the College to verify identity and employment authorization can be brought to campus. No student may begin working until eligible, original, unexpired ID is verified by the ESC in Perry Hall. Note that one form of ID from List A is all that is required. However, choosing ID from List B requires that you also bring ID from List C. No copies or faxes can be accepted.

20 20 FORM I-9 LISTS OF ACCEPTABLE DOCUMENTS All documents must be UNEXPIRED Employees may present one selection from List A or a combination of one selection from List B and one selection from List C. LIST A LIST B Documents that Establish Both Documents that Establish Identity and Employment Identity Authorization OR 1 U.S Passport or U.S. Passport Card 1 Driver s license or ID card issued by a State or outlying possession of the United States provided it contains a photograph or information such as name, date of birth, gender, height, eye color, and address. 2 Permanent Resident Card or Alien Registration Receipt Card (Form I-551) 3 Foreign passport that contains a temporary I-551 stamp or temporary I-551 printed notation on a machinereadable immigrant visa. 4 Employment Authorization Document that contains a photograph (Form I- 766) 5 For a nonimmigrant alien authorized to work for a specific employer because of his or her status: a. Foreign passport; and b. Form I-94 or Form I-94A that has the following: 1) The same name as the passport; and 2) An endorsement of the alien s nonimmigrant status as long as that period of endorsement has not yet expired and the proposed employment is not in conflict with any restrictions or limitations identified on the form. 6 Passport from the Federated States of Micronesia (FSM) or the Republic of the Marshall Islands (RMI) with Form I-94 or Form I-94A indicating nonimmigrant admission under the Compact of Free Association Between the United States and the FSM or RMI 2 ID card issued by federal, state or local government agencies or entities, provided it contains a photograph or information such as named, date of birth, gender, height, eye color, and address. AND LIST C Documents that Establish Employment Authorization 1 A Social Security Account Number card, unless the card includes one of the following restrictions: 1) NOT VALID FOR EMPLOYMENT 2) VALID FOR WORK ONLY WITH INS AUTHORIZATION 3) VALID FOR WORK ONLY WITH DHS AUTHORIZATION 2 Certification of Birth Abroad issued by the Department of State (Form FS-545) 3 School ID card with a photograph 3 Certification of Report of Birth issued by the Department of State (Form DS-1350) 4 Voter s registration card 4 Original or certified copy of birth certificate issued by a State, county, municipal authority, or territory of the United States bearing an official seal 5 U.S. Military card or draft record 5 Native American tribal document 6 Military dependent s ID card 7 U.S. Coast Guard Merchant Mariner Card 8 Native American tribal document 6 U.S. Citizen ID Card (Form I-197) 9 Driver s license issued by a 7 Identification Card for Use of Resident Canadian government authority Citizen in the United States (Form I-179) For persons under age 18 who are unable to present a document listed above: 10 School record or report card 8 Employment authorization document 11 Clinic, doctor, or hospital record issued by the Department of Homeland Security 12 Day-care or nursery school record

21 21 FWS Contract Dates Contract dates begin on the first day of classes and extend to the last day of final exams in the spring semester (or last day of final exams in the fall if the student is a December graduate/not returning to the College in the spring). Supervisors should be aware that any earnings reported outside of the contract dates will be charged to departmental budgets or billed to off-campus organizations when applicable Full Year: August 25, 2014, through May 1, 2015 Fall Only: August 25, 2014, through December 12, 2014 (if a December grad or not enrolling for the spring term) Spring Only: January 12, 2015, through May 1, 2015 On the Job Training Students Each office should provide training and a policy and procedure manual for student employees. The manual should explain the basic duties of the position as well as provide a list of the employees working within the office. It is the responsibility of each supervisor to be sure that students understand what is expected and how the work is to be accomplished. Students should never hesitate to ask supervisors for clarification of duties or the manner in which they are to be completed. A sample office policy and procedures manual is included in this handbook starting on page 35. Payroll Schedule / Work-Study/Part-Time Student Employment Pay Period Pay Date Time Entry Available for Pay Period (Starting Date) Time Entry Locked for Pay Period (12 p.m.) 08/24/ /06/2014 9/12/2014 8/24/2014 9/8/ /07/ /20/2014 9/26/2014 9/7/2014 9/22/ /21/ /04/ /10/2014 9/21/ /6/ /05/ /18/ /24/ /5/ /20/ /19/ /01/ /7/ /19/ /3/ /02/ /15/ /21/ /2/ /17/ /16/ /29/ /5/ /16/ /1/ /30/ /13/ /19/ /30/ /15/ /14/ /27/2014 1/2/ /14/ /29/ /28/ /10/2015 1/16/ /28/2014 1/12/ /11/ /24/2015 1/30/2015 1/11/2015 1/26/ /25/ /07/2015 2/13/2015 1/25/2015 2/9/ /08/ /21/2015 2/27/2015 2/8/2015 2/23/ /22/ /07/2015 3/13/2015 2/22/2015 3/9/ /08/ /21/2015 3/27/2015 3/8/2015 3/23/ /22/ /04/2015 4/10/2015 3/22/2015 4/6/ /05/ /18/2015 4/24/2015 4/5/2015 4/20/ /19/ /01/2015 5/8/2015 4/19/2015 5/4/2015

22 22 Time Entry / Submitting Time Time worked should always be entered at the end of each shift. It should never be entered prior to completion of shifts, nor should it be done days later. Federal regulations are very strict regarding workstudy time tracking. No student may be paid for time not worked (including holidays) or for time conflicting with class schedules. It is of the utmost importance that accurate hours worked are entered and approved by the supervisor. Time entry allows a supervisor to monitor students time worked on a daily basis and approve or reject entries at the end of each week. Students should never wait to enter time because they are having trouble getting into Workday. Always get help immediately by first talking to your supervisor. If the issue remains unresolved, contact Jackie Greer at or at jgreer@champlain.edu. Never accumulate hours beyond a pay period. Always resolve the issue immediately. Accumulating hours could mean that you will go over your allotment and the supervisor s budget would be charged. This could be a serious issue for your supervisor. Falsification of time entry by a student can lead to loss of work study for the remainder of the student s enrollment at Champlain, actions taken by the Conduct Review Board, dismissal from the College, and possible legal prosecution depending on the circumstance. In order to avoid any misunderstandings, students should take the time to enter all hours into Workday at the end of each shift. Students should submit hours in a timely manner according to the Payroll Schedule. Supervisors must take time to review the hours, approve, and submit to Payroll each week. Submitting hours beyond the deadline will mean the student will not be paid in the current pay period and will have to wait for the next pay period in two weeks. Always monitor the Pay Schedule to assure you are paid on time. For additional instructions regarding time entry and approval, go to the Workday tutorials (see page 11 for finding tutorials) and look for the following under Employee Self-Service: Time Approval Supervisors will receive an auto-generated from Workday when a student submits hours. The includes a link to the student s time entry. Supervisors must review the time entered and, if correct, submit. Although submission is required by 12 p.m. on the Monday prior to payday, students are reminded to submit time each week via an they receive. If you, as a supervisor, do not receive an requesting you to approve your student s hours, contact the student to ask that they go into Workday to Submit the time they have entered. This keeps student earnings on track and your budget safe from being charged for overages. Students who do not enter their hours worked in a timely manner could lose the privilege of receiving a work-study award. Class Schedule / Work Schedule Students are not allowed to work during scheduled class time. Supervisors are advised to ask students for a copy of their class schedules to avoid any conflicts with the student s work schedule. Students are not permitted to work during cancelled class times or when classes are let out early.

23 23 Meal Periods / Break Time Supervisors must allow a 30-minute meal break for any student employee who works more than six consecutive hours in a day. This break is unpaid. A 15 minute break after four consecutive hours of work is recommended and is paid. This break cannot be added to a meal break or taken at the beginning or end of a shift. Break time may not be accumulated. Limitations on Hours Worked It is recommended that students work no more than twenty hours per week except through semester breaks. During academic breaks, students may work up to 37.5 hours per week (full time). In some situations, students may work part-time for multiple departments. When this is the case, it is the joint responsibility of the supervisors and the student to ensure that the sum of all of the hours worked in every department does not exceed 40 hours in any one week. If in error a student should work over the 40-hour limit, the student must be paid time and one-half. This is in compliance with state and federal law. Paper Timesheet / Late Time Entry Submission Paper timesheets are no longer accepted for late time entry. All time must be accurately entered on the correct date into Workday. When a student misses a payroll submission date, supervisors will need to contact Jackie Greer in Payroll so that she can temporarily reopen a closed pay period in Workday for the student to enter time correctly. This process should occur rarely. It is expected that all time will be entered within the correct pay period. Monitoring Earnings / Work-Study to Payroll It is the responsibility of each department or division to establish internal controls to ensure that the department s budgetary limitation and the student s FWS award are not exceeded. Although the student is also required to monitor earnings against the award amount, it is ultimately the responsibility of the supervisor to oversee as it is the supervisor s departmental budget (or organization if this is an off-campus position) that will be charged if the student earns over the award amount. It is important to determine if the student employee has additional positions in other departments so that all supervisors can coordinate the student s available hours. Please note that your student may run out of work-study funds during the year. The best way to prepare for this is to create a student employee (non-work-study) position at the beginning of the semester. This will mean the student will have two positions reporting to you. If a department has funding for part-time employment, once the student runs out of funds they can start entering time on the non-work-study position. If you have questions about this process, please reach out to Katie LeClair or Jackie Greer. Semester Awards Students may not earn over their fall semester FWS award in the fall semester. If a student does not use all of his/her fall eligibility within the fall semester, the remaining portion may be carried over and used during winter break (if enrolled in a minimum of six credits spring) or in the spring. Champlain does not have funding at this time to provide summer FWS.

24 24 FWS and Study Abroad Students who are studying abroad are not eligible for work study in the semester they are abroad. Use of the entire award in one semester must be approved in advance by the Office of Financial Aid. Not all students have the financial eligibility to do this. Professionalism on the Job The following information is meant to give students an idea of what is expected on the job. Individual offices may have additional guidelines that must be followed. Students should always feel comfortable speaking to supervisors regarding these guidelines. Proper office etiquette is an important aspect of professionalism on the job. There are some very simple rules for getting along with other people in an organizational context. Just as living in a society requires us to follow a set of conventions (unwritten but well understood expectations) and rules, observing appropriate social behavior within the work environment ensures congeniality, team respect and an enjoyable day-today working experience. While most etiquette remains unwritten, this does not excuse lack of observance. There will always be boundaries of respect for others that will require our attention. Punctuality Being punctual is very important as your supervisor relies on your dependability and presence to deliver quality service. It shows that you respect the time of your supervisor and other student workers, and in turn it will compel them to respect your time too. Remember that you are part of a team and your absences or tardiness will result in your co-workers having to perform additional work and may also compromise the office s quality of service. Be sure to discuss the policy in your particular office regarding tardiness. There are instances when it could mean dismissal from the position. Attendance You are responsible to notify your supervisor when you will be out due to illness as soon as the situation permits. You are responsible for your own schedule once the shift has been set. Any changes or revisions you would like to make to your work schedule must be approved by your supervisor in advance. If you are struggling with challenges due to your classwork or personal issues, please have a conversation with your supervisor before this becomes an issue for you or the office you are working in. If you plan to terminate your employment, please give your supervisor two weeks notice. Appropriate Work Apparel Most offices have a dress code. However, if your office does not define a dress code, then it is up to you to wear appropriate clothing. It is a good idea to dress in a way that commands respect from your supervisor and surrounding faculty, staff, students, and visitors to the College. The manner in which you dress can influence the trust that your supervisor places in your abilities. If you are raking, mowing, planting, setting up facilities, or working in a storage area, you will not be expected to wear office style clothing. Please check with your supervisor regarding special requirements for safety as well as appropriateness of clothing for special events. It is important to discuss the dress code in a particular office prior to accepting a position as there may be restrictions regarding what you may wear due to the clientele the office serves. Please be respectful of these requirements. Failure to adhere to dress codes established by your supervisor will be cause to dismiss you for that day. Repeated abuse of the policy can be cause for termination. Please discuss any concerns with your supervisor.

25 25 Cell Phone Use Cell phone use during your shift is prohibited without the express permission of your supervisor. If you are seen using your cell phone without prior permission, you may be asked to leave it with your supervisor until the end of your shift. Social Interaction Many offices today are set up in cubicles and you may overhear the conversations of others. It is important to keep what you hear confidential and not discuss things outside of the office environment. Refer to the Confidentiality Statement (found on p30) in this Handbook for the specifics or discuss this with your supervisor (you signed this form in Onboarding). If you are unsure if something you have heard or seen is confidential, always speak to your supervisor for this determination prior to sharing with others. When a college employee is involved in a business conversation with other employees, business contacts, or students and their families, it is important to keep your comments to yourself unless you are asked for input. If you have a different answer to a question being addressed, talk to your supervisor in private to resolve any confusion about the issue. Keep interruptions of those around you to a minimum. When possible, keep track of your questions and approach your supervisor with a list of questions instead of interrupting for each one. If your supervisor or co-worker is on the phone but you need to ask a question, don't linger at their desk. Check back later or leave a quick note in front of them asking them to call or see you when they are done. If someone is having a work-related conversation, don't interrupt. Check back later. Standing and listening to business discussions that do not concern you may be interpreted as rude. Refrain from being loud. For those without an office door to close, the most frequent complaint made is about noise from other people in the work environment. Keeping your voice down should be a priority in all work interactions. We understand that you will have friends on campus that may stop by to visit or for assistance in your working space. Please keep your social visits to a minimum (less than five minutes). Conduct yourself in a professional manner at all times. Try to be cheerful with your co-workers and in any public contact you may engage in. It makes a great first impression, and you never know when a contact for a future position may show up. Remember that you are working on a team, and you are expected to be a team player. Sometimes you will be asked to do tasks that you might not enjoy or find challenging like filing, data entry, working in cold weather, or cleaning up after an event. It is important to realize that housekeeping duties are a part of any job you are likely to have in the future. Help out while maintaining a positive and respectful attitude.