Supervisors Resource Guide
- Definition of Work Study Student Employee
- Eligibility
- Continued Eligibility Requirements
- Earning Limit
- Job Descriptions
- Job Postings
- Interviewing and Hiring
- Criminal Background Check
- Holding More Than One Position
- Web Time
- Hardcopy Timecards
- Payroll Periods
- Department Reports
- Employment Verification
Student Employee Log-in and Access
- Username and Password
- Access
- Printing privileges
- Supervisor Expectations
- Student Expectations
- Scheduling Guidelines
- Orientation
- Training
- Work Absences
- Feedback
- Formal Evaluations
- Policy
- Terminations
Definition of a Work Study Student Employee
A Work Study Student Employee is classified as a temporary,
part-time employee of the college. Student employees are
limited to 20 hours per week while classes are in session and 40
hours per week during official break periods (funding dependent).
Wages for a Work Study student employee are covered 100% by the
students’ Work Study award through Financial Aid.
Eligibility
Work Study is awarded to eligible students as part of a financial
aid package which is based on financial need: the difference between
the cost of attendance and the student’s expected family
contribution (EFC). The current year’s FAFSA results dictate
what EFC is reported for the student. These funds are awarded
on a first come first serve basis and are limited.
Departments are encouraged to check if a student is eligible for
Work Study. Many students qualify for Work Study but are not
aware of the opportunity, and a department referral or student
within the coordinating degree program can often be the best match
for a department’s needs.
Continued Eligibility Requirements
- Work no more than 20 hours per week during the academic term
- Continue to meet the Standards of Satisfactory Academic Progress
- Maintain six or more credit hours of enrollment at all times
- Do not work during scheduled class times
Work Study eligibility can be altered or lost throughout the year for a variety of reasons. The most common situations resulting in an alteration are:
- The student failed to meet the requirements of the program as listed above
- The student declined the remainder of the Work Study award
- The student received additional financial aid (e.g. a scholarship) and no longer had sufficient unmet financial need as required by the program
- The student earned the full Work Study award amount
- The student graduated or transferred to another college
- The student’s EFC changed making the student no longer eligible for Work Study
Earning Limit
Every Work Study student employee has an "earnings limit," as
indicated on the student's Financial Aid Award Letter. This is the
maximum amount a student may earn as a Work Study employee (before
taxes) during the academic year. Once the student has earned
this maximum amount, the student’s position is finished for the
remainder of the academic year.
To calculate the number of eligible hours, follow this simple
equation:
Award Amount
Pay Rate Eligible Hours
_______________ ÷ ________
= _____________
(e.g. $4000) (e.g. 7.57)
(e.g. 528)
Depending on the funding status of the Work Study program and the
individual student’s financial aid status, earning limits can be
extended with additional Work Study money. To inquire about
extending a student’s award, contact the Work Study Coordinator.
Job Descriptions
An up-to-date job description is required for each student employee
of the college. Job descriptions should be on file with the
Office of Financial Aid and the home department. Supervisors
are encouraged to use the same job description for Work Study and
non-Work Study student employees.
Departments wishing to propose a position can do so by submitting a
Work Study Request Form. Proposed positions are reviewed
for pay rate consideration and appropriateness. Each
description must include the following:
- Job Title
- Department/Agency Name
- Contact Information
- Function/Description of Duties
- Minimum and Desired Qualifications
- Desired Work Schedule
- Signature of Department/Agency Supervisor
Per federal guidelines, a Work Study student employee can not
displace a regular employee. Replacement is interpreted as
displacement.
Job postings
Approved positions are posted in the Office of Financial Aid in
hard-copy form and on the
Work Study website. To ensure equal opportunity for all
students, positions must be posted for a minimum of one week.
Posted positions will stay open until the department indicates that
the position has been filled and requests the position be made
inactive.
Departments are welcome to advertise their open positions
independently beyond what is done through the Office of Financial
Aid. Examples of additional advertisement include flyers,
announcements during degree program orientations, and faculty
referrals/recommendations of qualified students.
Interviewing and Hiring
It is strongly suggested that departments formally interview a
student applicant prior to making a hiring decision. Eligible
students are instructed to present supervisors with a “Work Study
Referral Form” upon arrival. This form is relative proof to
the hiring department that the student is eligible for Work Study.
Please keep in mind that the Federal Work Study program operates
purely as a resource for students. The office does not
pre-screen, filter, or interview students prior to providing the
necessary forms and contact information for an open position.
To view a sample Work Study Referral Form, click here.
If a student is hired, the authorized department supervisor should
sign the “Work Study Referral Form” and instruct the student to
return to the Work Study Coordinator in Rhodes Hall 143.
Student employees who successfully finish the hiring process receive
a “Cougar Career Card” from Human Resources. This card is the
department’s signal that the student employee has satisfied the
hiring standards and practices of the college and can begin work.
Criminal Background Check
The college requires a criminal background check for all student
employees for all positions. Particular consideration is given
to positions involving sensitive information and/or vulnerable
populations (e.g. the elderly, children, animals, etc). The
cost of the criminal background check is covered by the Federal Work
Study program. The cost of more intensive background checks
(i.e. FBI fingerprinting) is covered by the hiring department.
As indicated on the Work Study Referral Form, the hiring of a
student employee is contingent on a background check satisfying the
hiring standards of the college.
Holding More Than One Position
Work Study students are not allowed to hold more than one Work Study
position unless authorized to do so by the Work Study Coordinator.
Special consideration will be taken to ensure the student is not
exceeding the maximum number of hours worked or negatively impacting
his/her academic requirements. Additional external employment
is the choice of the individual student.
Rehiring a Student
Because Work Study student employees are “temporary” employees of
the college, each student employee must be rehired to continue
working from one academic year to the next. Departments
interested in retaining a student employee from spring quarter into
summer quarter should sign a new Work Study Referral Form prior to
the start of summer quarter to ensure the student is eligible and
processed properly.
Payroll Processes
Web Time
The electronic payroll reporting system for the college, or Web
Time, is an efficient and accurate method for reporting work hours.
Newly hired student employees are automatically added to the Web
Time roster for the hiring department during the final stages of
employment authorization. To access the system, student
employees must use their employee username and password provided by
I.T.
The following tutorials are available for the Web Time system:
Supervisor Web Time Tutorial
Student Employee Web Time Tutorial
For questions or problems associated with Web Time, contact Sharon
Tenaglia in the Payroll Office at extension 5792 or
stenagli@cscc.edu .
Hardcopy Timecards
Green paper timecards are available for use by departments.
Paper timecards are to be turned in to the Payroll office in Rhodes
Hall 115. Departments are discouraged from using hardcopy
timecards on a permanent basis. The Web Time system assists
the college in our commitment to reducing paper waste and generally
decreases instances of timecard fraud.
Payroll Periods
| Pay Period | Due Date ** | Pay Day |
| 1st – 15th | 16th or next business day | Month’s end or prior business day |
| 16th – End of Month | 1st or next business day | 15th or prior business day |
** Late submissions are not guaranteed and likely will be held for
the following period.
Student employees are not allowed to stockpile work hours for one
large payout at the end of each quarter. Only one timecard for
each pay period is allowed, and hours worked during two separate pay
periods can not be reported on the same card. Incorrectly
completed timecards will be returned and may cause late payment.
Department Reports
A payroll report is provided to each supervisor detailing the
earnings for each student employee. The reports are best used
as a means for tracking individual student earning limits and
projecting how long remaining eligibility will last.
Supervisors should share such information with student employees and
make plans for a student’s departure upon completion of eligibility.
| Last | First | CID | Location | Pay Rate | Hrs Wrkd |
| Doe | Jane | 12345 | Financial Aid | $7.57 | 34 |
| Earnings | YTD | Award | Hours Left | Supervisor | |
| $257.38 | 450.75 | 4000 | 469 | Clayton Gibson | . |
Employment Verification
Student employees seeking employment verification must do so with
Human Resources in Rhodes Hall 115. Supervisors are not
allowed to provide student employees written verification of
employment. Such verification is often used for state or
federal purposes and much be processed by Human Resources.
Student Employee Log-in and Access
Username and Password
I.T. provides a generated username and password for student
employees. This information is sent via email to the
employee’s student email account and the email account of the
supervisor. The process of generating this information
typically takes 1-2 weeks post hire. The employee username and
password are needed for a student employee to log into any staff
computer and the Web Time system.
Example AUCF email
Subject: Notification of new employee Novel account creation
New Account Name: stuemployee
Novell eDirectory Context: .1.rh.fm.cs
Password: CS103444
Cougar ID: 0701027
Employee Type: Federal Work Study
Job Title: Federal Work Study/Student Worker
No Datatel security classes have been associated with job title:
Federal Work Study/Student Worker
Department: Enrollment Services, Financial Aid & Veteran Services
Building: RH Room: 137
Supervisor Email: stuemployee@cscc.edu
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Access
The security classification for Work Study student employees does not allow for access to the DataTel Colleague system.
Printing Privileges
Printing privileges are available for those students logging in with
their employee username and password. The employee and student
username and password are often the same, and college computers will
default to the student profile. To ensure the computer logs
the student in as an employee, following these instructions:
1) In the username field, enter a
period followed by the employee username followed by another period
followed by the word employee.
2) For the password, enter the
password associated with the employee account.
Example:
Username: .jdoe.employee
Password: 123456
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During Employment
Supervisor Expectations
- Provide a clear job description and expectations
- Provide necessary training, orientation, and feedback related to job duties
- Follow proper hiring procedure for the Work Study program and HR
- Serve as a role model for professional behavior
- Recognize and support the success of student employees
- Follow all applicable college policies related to part-time staff
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Student Expectations
- Fulfill the duties and responsibilities of the job description
- Maintain professional behavior and representation of the college
- Maintain appropriate confidentiality and avoid conflict of interests
- Work a consistent, reliable schedule
- Comply with department rules and policies
- No personal business or studying during work
- No work during class time
Scheduling Guidelines
- Students can work a maximum of 20 hours per week during the academic quarter
- Students can work no more than 8 hours per day including appropriate breaks
- Depending on program funding, students may be allowed to work over approved breaks anywhere from 20 to 40 hours per week
- Students are not to be scheduled to work during scheduled class times
- Supervisors are encouraged to take peak academic periods (i.e. mid-terms, finals, etc.) into consideration when scheduling student work hours
Orientation
Departments should provide an orientation for student employees
covering job duties, expectations, department rules, and policies
(e.g. dress code, call-off policy, etc). For some departments,
a signed work agreement between the student employee and the
department proves useful when covering basic office rules.
Unclear expectations and/or unclear rules can cause a variety of
issues.
To view a sample work agreement, click here.
Training
A well trained student employee can be a great asset to a
department. Each student employee should received training
related to specific job duties and department policies/procedures
(e.g. phone/email etiquette, database and filing system, knowledge
of department services). Department supervisors are encouraged
to send student employees to any additional training provided by the
office of Human Capacity Development or campus wide services such as
In-Service Day.
Work Absences
Working a consistent, reliable schedule is an expectation of all
student employees. Supervisors are encouraged to meet with
students to create a quarterly schedule that is regular and
structured. Students are to be held accountable for frequent
call-off’s, late arrivals, and any breach in department scheduling
policy.
In cases where a student employee is a no-call/no-show for three
consecutive shifts, the student can be terminated from the position
for “job abandonment.” Departments pursuing this course of
action should contact the Work Study Coordinator.
Formal Evaluations
Supervisors are encouraged to perform annual, formal evaluations
for student employees. The evaluation process is an important
component in measuring work performance, providing students a
realistic working experience, and determining which students will be
rehired from one academic year to the next.
To download the part-time staff
evaluation sheet, click here.
Disciplinary Process
Policy
Issues regarding a student’s poor performance should first be
discussed between the supervisor and student employee. If
needed, the Work Study coordinator will provide support and guidance
for both the student employee and employer in an effort to resolve
the issue. If disciplinary action is needed, the college’s
disciplinary action policy will be followed.
Disciplinary Action Procedure No. 3-32
(A) The purpose of employee disciplinary action is to correct
unacceptable employee behavior. This unacceptable employee
behavior may be disregard of college policy, failure to complete job
assignments, or other behavior unacceptable in the work environment.
The disciplinary action will generally be progressive: verbal
warning, written warning, time off without pay, and discharge. Any
of the progressive steps may be omitted depending on the nature of
the behavior.
(B) Discharge is generally, but not necessarily, preceded by
progressive and corrective
discipline. Behaviors upon which discharge may be based include, but
are not limited to, the following:
- (1) Illegally bringing or bearing firearms or other lethal weapons
on campus.
(2) Misuse or misappropriation of college equipment, materials, funds, or other
resources.
(3) Insubordination, defined as "a willful disregard of express or implied directions of the employer and/or refusal to obey reasonable orders."
(4) Falsification of college records.
(5) Conviction of any violent offense covered by division (D) of Section 3345.23 of the Ohio Revised Code which automatically effects discharge from the college except as provided in division (E) of that section.
(6) The unlawful possession or use of illicit drugs, a controlled substance, and/or alcohol on college property.
(7) The unlawful distribution of illicit drugs or a controlled substance.
(8) Violation of the college’s policies on Harassment, Sexual Harassment, or Sexual Misconduct.
(9) Failure to call or report to work for three consecutive, assigned working days (“no call-no show”).
(10) Assault.
For additional explanation of this policy see
Disciplinary
Action Procedure No. 3-32(C).
Terminations
In the event of unresolved or egregious disciplinary issues, a
student employee can be terminated from his/her position.
Supervisors are required to coordinate the termination process with
the Work Study coordinator and Human Resources. The proper
termination of an employee is necessary to document the termination,
maintain the rights of the employee, and ensure the student’s access
to college resources (e.g. Groupwise, DataTel, etc.) is
discontinued. Terminations will impact a student’s eligibility
for future student employment.
Campus Policies of Note
Affirmative Action Policy
Conflict of Interest Policy
Confidentiality Policy
Disciplinary Policy
Sexual Harassment Policy