Financial Aid Student Employment Programs: FWS SSE

1. Financial Aid Student Employment Programs:FWS & SSE Hiring Department Administrative Training 2010-2011 Academic Year Training 2 1    

2. Agenda Spending Authority (Fall/Spring) Two Student Employment Programs Review of FWS/SSE Processing Differences Decentralized Coordinated Process Role of each area, including hiring departments Contacts

3. Spending Authority - USFSP Each VC/Dean area is allocated spending authority for fall/spring FWS funds – notification sent during summer When USFSP receives the spending authority, each Vice Chancellor will determine which departments have priority to fill FWS positions. FWS spending authority cannot be exceeded – VC/Dean area is accountable for overages. 3 Example: VP area receives $150,000 in SA allocation. The VP then works with the Executive Team to sub-allocate the funds to each of their respective hiring units based on the priority needs of our campus. Each hiring unit must then determine how many students they can hire with their portion of the SA allocation. I will give an example during the Role of Hiring Department SectionExample: VP area receives $150,000 in SA allocation. The VP then works with the Executive Team to sub-allocate the funds to each of their respective hiring units based on the priority needs of our campus. Each hiring unit must then determine how many students they can hire with their portion of the SA allocation. I will give an example during the Role of Hiring Department Section

4. Two Financial Aid Student Employment Programs Federal Work Study (FWS) Awarded to students for fall & spring Need based financial aid program Federal and institutional funds Spending authority allocations USF Summer Student Employment (SSE) Awarded to students for summer Need based financial aid program Institutional funds No summer spending authority allocations 4    

5. Federal Work Study (FWS) Part-time student jobs during fall & spring semesters – maximum 20 hrs/week - federal and institutional financial aid requirements Note: A student cannot work 15 hours one week, and 25 the next. Students awarded funds based on eligibility for financial aid – 2010-2011 FAFSA by 3/1/10 and other requirements Maximum award $4,500 Students must accept FWS award and maintain active enrollment in at least 6 USF credit hours, or FWS award will be canceled or reduced 5 Federal Work Study (FWS) - is awarded to students for fall and spring semesters- maximum award $4,500 - Federal and institutional (from the state financial aid fee) funds are combined to fund the program. Federal and institutional guidelines apply. Students must accept their FWS award by the end of the 1st week of fall classes, Students must be appointed to a job no later than the 3rd week of classes, or the FWS award is cancelled. Beginning Monday, August 10th, students can accept and stop by financial aid for the “Purple Sheet”. I’ll talk more about that in the student section of this presentation. Federal Work Study (FWS) - is awarded to students for fall and spring semesters- maximum award $4,500 - Federal and institutional (from the state financial aid fee) funds are combined to fund the program. Federal and institutional guidelines apply. Students must accept their FWS award by the end of the 1st week of fall classes, Students must be appointed to a job no later than the 3rd week of classes, or the FWS award is cancelled. Beginning Monday, August 10th, students can accept and stop by financial aid for the “Purple Sheet”. I’ll talk more about that in the student section of this presentation.

6. USF Summer Student Employment(SSE) Part-time jobs during summer semester-maximum 20 hrs/week Separate application sent in late March (just before summer registration begins) to qualified students working FWS during spring Students awarded funds based on eligibility for financial aid –maximum award $2,250 On-campus positions only Students must be enrolled at least 6 USF summer credit hours to qualify for funds 6 Summer Student Employment (SSE) – is awarded to students for summer semester-maximum award $2,250 - USF financial aid fee funds. Students employed in FWS positions during the spring semester are notified of the separate application process. Students must enroll at least half-time in USF classes and work to earn funds up to the maximum award amount. There is no SA allocation; students with SSE awards can be employed by hiring departments, but earnings cannot exceed SSE award amount. Summer Student Employment (SSE) – is awarded to students for summer semester-maximum award $2,250 - USF financial aid fee funds. Students employed in FWS positions during the spring semester are notified of the separate application process. Students must enroll at least half-time in USF classes and work to earn funds up to the maximum award amount. There is no SA allocation; students with SSE awards can be employed by hiring departments, but earnings cannot exceed SSE award amount.

7. Review of FWS/SSE Processing Differences FWS FWS requires receipt of Spending Authority (SA) Allocations prior to advertising Must closely monitor SA allocation Student award & eligibility SSE SSE requires completion of Summer Student Employment Request form detailing hours/week Must closely monitor Student award & eligibility

8. How Many Students Can I Hire? Each hiring unit must then determine how many students they can hire with their SA allocation. For instance, a hiring unit that receives $9,000 in SA Allocation can choose to divide that money according to the rate of pay and number of hours at which they would like to hire students.

9. 2 FWS Hiring Scenarios: You are notified that you have $9,000 allocation (Spending Authority to hire students) Allow both to work 18.75 hours/week at $7.50/hour 18.75 hours X 32 weeks X $7.50/hour = $4,500 each student Hire 3 continuing students and allow 1 to work $4,480 and the other 2 to work $2,160 (1 over both Fall & Spring and 2 Fall Only) Allow 1 student (with 1 year of experience) to work 16 hours/week at $8.75/hour 16 hours X 32 weeks X $8.75 = $4,480 Allow 2 students (with 2 years of experience) to work in fall only 15 ½ hours/week at $9.00/hour 15 ½ hours X 16 weeks X $9.00 = $2,160 $2,160 X 2 students = $4,320 Total for all students: $4,480 + $4,320= $8,800 (within $9,000 allocation) Hire 2 new students and allow each of them to work and earn $4,500.

10. Two Student Employment Forms “Purple Sheet” for Fall/Spring Summer Student Employment

11. Student Employment FormsSummer-Only Financial Aid Verification SSE Only: Student brings the Completed SSE Request to Financial Aid to approve/deny request. For approved awards, financial aid determines the amount and awards student immediately. Student prints out approved SSE award from OASIS, and provides it to the hiring department as proof of eligibility.

12. Coordinated Process Involving: University Scholarships and Financial Aid (USFAS) in Tampa USF St. Petersburg Office of Financial Aid Vice Chancellor/Dean Area Career Center Hiring Department Human Resources Payroll – Tampa Student

13. USF Tampa USFAS (University Scholarships and Financial Aid Services)

14. Role of USFAS Manage FWS funds and ensure compliance with federal requirements Recommend spending authority allocations for VP/Dean areas to AVP for Enrollment Planning and Management   Award funds to qualified students Adjust & Cancel FWS awards 14 Manage FWS and SSE funds to ensure compliance with federal and state requirements FA must manage FWS funds to ensure compliance with regulations for federal financial aid programs and specific regulations for FWS funds. FA must annually complete a fiscal operations report to continue to receive funds for the following year. This report requires that total fiscal year FWS expenditures be reported and must balance exactly. To comply with these requirements, a number of review processes have been established to monitor FWS expenditures throughout the year.   The SSE program was created to assure funding for summer jobs for students and to allow better tracking and reporting of the FWS funds by limiting usage to fall and spring semesters, since summer crosses two fiscal years. FA manages funds allocated from the state financial aid fee, some of which are used to meet the required matching funds for the FWS program.   Cancel FWS awards: Cancel FWS awards not accepted by students by 1st week of fall classes Cancel FWS awards for students who accepted, but did not get a job and be appointed by the 3rd week of classes. Provide 2009-2010 Student Employment Pre-approval Form (Purple Sheet) To ensure eligibility, FA provides the Purple Sheet to the student verifying eligibility for student employment. The hiring department should complete the form, make a copy for department records, and forward the signed copy with the student to Human Resources for hiring. Manage FWS and SSE funds to ensure compliance with federal and state requirements FA must manage FWS funds to ensure compliance with regulations for federal financial aid programs and specific regulations for FWS funds. FA must annually complete a fiscal operations report to continue to receive funds for the following year. This report requires that total fiscal year FWS expenditures be reported and must balance exactly. To comply with these requirements, a number of review processes have been established to monitor FWS expenditures throughout the year.   The SSE program was created to assure funding for summer jobs for students and to allow better tracking and reporting of the FWS funds by limiting usage to fall and spring semesters, since summer crosses two fiscal years. FA manages funds allocated from the state financial aid fee, some of which are used to meet the required matching funds for the FWS program.   Cancel FWS awards: Cancel FWS awards not accepted by students by 1st week of fall classes Cancel FWS awards for students who accepted, but did not get a job and be appointed by the 3rd week of classes. Provide 2009-2010 Student Employment Pre-approval Form (Purple Sheet) To ensure eligibility, FA provides the Purple Sheet to the student verifying eligibility for student employment. The hiring department should complete the form, make a copy for department records, and forward the signed copy with the student to Human Resources for hiring.

15. Role of USFAS (cont’d) Monitor continued student eligibility & adjust FWS awards when necessary Manage and reconcile FWS/SSE expenditures Report FWS expenditures to the U.S. Department of Education 15 Manage and reconcile FWS expenditures Financial aid is responsible for managing, reconciling and reporting FWS expenditures. As part of this process, bi-weekly reports are run to monitor payroll expenditures and SA allocation utilization by the VP areas, and to report to the provost’s office. Unauthorized FWS expenditures – Unauthorized FWS expenditures will be charged back to a hiring departments account. Students appointed to FWS positions must have an FWS award FWS charges without or in excess of FWS award – Students must have an FWS award showing in OASIS to be appointed to FWS positions and paid from FWS funds. In addition, students cannot be paid FWS in excess of the amount of their FWS award. Retroactive Expenditure Transfers will not be approved beyond one payroll period, for FWS students who are not correctly appointed. Hiring departments must closely monitor payroll to ensure that a newly appointed/reappointed FWS student is being paid from the FWS account. Departments can run bi-weekly payroll reports to ensure the accuracy of FWS student workers. No FICA taxes or Overtime- Problems with Dual Appointments – FWS funds cannot be used to pay either FICA taxes or overtime pay. For this reason, students should not be dual appointed to FWS and temporary employment positions. The hiring unit that employs the student in the temporary employment position will be charged for any overtime and for FICA taxes. Manage and reconcile FWS expenditures Financial aid is responsible for managing, reconciling and reporting FWS expenditures. As part of this process, bi-weekly reports are run to monitor payroll expenditures and SA allocation utilization by the VP areas, and to report to the provost’s office. Unauthorized FWS expenditures – Unauthorized FWS expenditures will be charged back to a hiring departments account. Students appointed to FWS positions must have an FWS award FWS charges without or in excess of FWS award – Students must have an FWS award showing in OASIS to be appointed to FWS positions and paid from FWS funds. In addition, students cannot be paid FWS in excess of the amount of their FWS award. Retroactive Expenditure Transfers will not be approved beyond one payroll period, for FWS students who are not correctly appointed. Hiring departments must closely monitor payroll to ensure that a newly appointed/reappointed FWS student is being paid from the FWS account. Departments can run bi-weekly payroll reports to ensure the accuracy of FWS student workers. No FICA taxes or Overtime- Problems with Dual Appointments – FWS funds cannot be used to pay either FICA taxes or overtime pay. For this reason, students should not be dual appointed to FWS and temporary employment positions. The hiring unit that employs the student in the temporary employment position will be charged for any overtime and for FICA taxes.

16. Role of USFAS (cont’d)Student Eligibility Requirements for FWS/SSE  Degree seeking Enrolled at least half-time – USF classes Minimum of 2.0 USF CGPA to be awarded funds Meet financial aid eligibility requirements Apply (FAFSA) each year by March 1 for next academic year Maintain satisfactory academic progress (SAP) Have financial need as measured by the FAFSA & the financial aid cost of attendance U.S. citizen or eligible non-citizen 16 Turn it over to Katie....Turn it over to Katie....

17. USF St. Petersburg Office of Financial Aid, Scholarships, and Veterans Services

18. Role of USFSP Office of Financial Aid  Review spending authority and provide oversight to plan for FWS spending at USFSP. Monitor departmental expenditures and report periodically report to VC areas. Monitor payroll reports Provide Student Employment Pre-Authorization (Purple Sheet) OR Summer Student Employment Authorization to Students 18 Turn it over to Katie....Turn it over to Katie....

19. USF St. Petersburg Career Center

20. Role of Career Center Advertise student employment job openings to campus via web-based job listing service USFSP: Recruit-A-Bull Refer students to hiring departments to apply for jobs   Assist departments in filling student employment vacancies 20 The Career Center offers a comprehensive menu of career counseling and job search services. We help students clarify their interests, skills, and work values, so they can make an informed decision about a career and academic major. We also help students develop real-world work experience through part-time jobs, internships and cooperative education, and find full-time professional employment at graduation. This slide highlights the Role of the Career Center with regard to the Federal Work Study and Summer Student Employment Program. When students receive either award, they are instructed to go to the Career Center website and create a Recruit-A-Bull account in order to identify vacant positions. Thus… We advertise your FWS & USF Summer Student Employment job openings through Recruit-A-Bull You can also pull resumes of students with awards and contact them for an interview Through this process students are referred to you to apply for your available openings. And while most of the time this process works well, there may be occasions when you need additional assistance in finding a student to fill your vacancy. When this happens, please contact The Career Center and our Student & Employer Relations Coordinator who is responsible for the Student Employment programs will assist you.The Career Center offers a comprehensive menu of career counseling and job search services. We help students clarify their interests, skills, and work values, so they can make an informed decision about a career and academic major. We also help students develop real-world work experience through part-time jobs, internships and cooperative education, and find full-time professional employment at graduation. This slide highlights the Role of the Career Center with regard to the Federal Work Study and Summer Student Employment Program. When students receive either award, they are instructed to go to the Career Center website and create a Recruit-A-Bull account in order to identify vacant positions. Thus… We advertise your FWS & USF Summer Student Employment job openings through Recruit-A-Bull You can also pull resumes of students with awards and contact them for an interview Through this process students are referred to you to apply for your available openings. And while most of the time this process works well, there may be occasions when you need additional assistance in finding a student to fill your vacancy. When this happens, please contact The Career Center and our Student & Employer Relations Coordinator who is responsible for the Student Employment programs will assist you.

21. Advertising Your Job(s) Post your vacancies on “Recruit-A-Bull” via the Career Center website www.stpete.usf.edu/career/ View your job listing online, use posting as job description, and students can self-refer resumes to you When position is filled, make job posting inactive and “report a hire” in Recruit-A-Bull 21 This slide is included to remind you that: It only takes a few minutes to list your vacancy online, via the Career Center website using Recruit-A-Bull Once the vacancy is posted, you can view your job listing online and use the listing as your job description for appointment/audit purposes You must contact the Career Center when the position has been filled and/or use the “Report a Hire” function within Recruit-A-Bull. This is so you don’t have students contacting you after jobs that have already been filledThis slide is included to remind you that: It only takes a few minutes to list your vacancy online, via the Career Center website using Recruit-A-Bull Once the vacancy is posted, you can view your job listing online and use the listing as your job description for appointment/audit purposes You must contact the Career Center when the position has been filled and/or use the “Report a Hire” function within Recruit-A-Bull. This is so you don’t have students contacting you after jobs that have already been filled

22. Recruit-A-Bull 22 This is the “splash page” to the Career Center’s website. To establish an account in the web based recruiting program click on “Recruit-A-Bull” or click on “here” for more information.This is the “splash page” to the Career Center’s website. To establish an account in the web based recruiting program click on “Recruit-A-Bull” or click on “here” for more information.

23. Job Description Requirements Have a job description for each student employment position Use Recruit-A-Bull to post jobs & use their job posting as a record of the job description (*if it contains required elements) Job posting must be completed to include critical job description elements and must be attached to appointment paperwork before funding will be released for position Job descriptions are an audit requirement 23 Listed on this slide are three items that the Workgroup felt were important to call to your attention to concerning Job Descriptions: First, federal guidelines from the Department of Education emphasize that there needs to be a position description for all FWS jobs. The second point clarifies that Student Employment should be treated as all other USF employment and follow guidelines for making the position equally accessible to all qualified candidates. Recruit-A-Bull is the job listing service for both Federal Work Study (FWS) & USF Summer Student Employment (SSE). The next bullet addresses the fact that funding for the position will not be paid until/unless a copy of the advertisement & position description is attached to the appointment paperwork. The final bullet explains that the job description is subject to audit. Listed on this slide are three items that the Workgroup felt were important to call to your attention to concerning Job Descriptions: First, federal guidelines from the Department of Education emphasize that there needs to be a position description for all FWS jobs. The second point clarifies that Student Employment should be treated as all other USF employment and follow guidelines for making the position equally accessible to all qualified candidates. Recruit-A-Bull is the job listing service for both Federal Work Study (FWS) & USF Summer Student Employment (SSE). The next bullet addresses the fact that funding for the position will not be paid until/unless a copy of the advertisement & position description is attached to the appointment paperwork. The final bullet explains that the job description is subject to audit.

24. Components of Job Descriptions Employer information Job title Purpose/primary function of the student’s job Duties and responsibilities Qualifications Job Category General Support Specialists and Technicians Reference(s) to departmental policies Wage range for job category Primary and alternate supervisors 24 This slide was included to provide you with a listing of some of the components that should be included in your position description. These were summarized from federal guidelines associated with the FWS program and would be reviewed in the event of an audit. The first one, “Employer Information” refers to the name of your section, department, college, etc. along with address, mail point, and telephone. The remainder are self-explanatory. Most of you are very familiar with writing position descriptions, but should you need assistance, you can contact HR Service Consultant. You can view a sample job description in the Handbook, Appendix A. Appendix B shows an example of a job posting which can also be used as a job description. This slide was included to provide you with a listing of some of the components that should be included in your position description. These were summarized from federal guidelines associated with the FWS program and would be reviewed in the event of an audit. The first one, “Employer Information” refers to the name of your section, department, college, etc. along with address, mail point, and telephone. The remainder are self-explanatory. Most of you are very familiar with writing position descriptions, but should you need assistance, you can contact HR Service Consultant. You can view a sample job description in the Handbook, Appendix A. Appendix B shows an example of a job posting which can also be used as a job description.

25. Job Description (cont’d)if using job posting as it appears in Recruit-A-Bull 25 This slide and the next slide break down the components of the job posting as it will appear once entered into Recruit-A-Bull. In order for the job posting to also qualify as the job description, the highlighted fields must be included: Hours per week Wage/Salary Job Start Date (date they will begin work, could be begin date of appointment period) Job End Date (date they end work, could be end date of appointment period) Linked Contact (Supervisor) (must list both primary and any alternate supervisors) Job description (must include purpose of job and list of duties/responsibilities) Qualifications Next slide… This slide and the next slide break down the components of the job posting as it will appear once entered into Recruit-A-Bull. In order for the job posting to also qualify as the job description, the highlighted fields must be included: Hours per week Wage/Salary Job Start Date (date they will begin work, could be begin date of appointment period) Job End Date (date they end work, could be end date of appointment period) Linked Contact (Supervisor) (must list both primary and any alternate supervisors) Job description (must include purpose of job and list of duties/responsibilities) Qualifications Next slide…

26. Job Description (cont’d)if using job posting as it appears in Recruit-A-Bull 26 First Name, Last Name (of supervisor, not job posting contact) Address (must include full street and campus mail point address for supervisor) First Name, Last Name (of supervisor, not job posting contact) Address (must include full street and campus mail point address for supervisor)

27. Job Description (cont’d)if using job posting as it appears in Recruit-A-Bull 27 Job Category (must be one of these three: General Support, Reading Tutors/Community Service, or Specialists and Technicians Position Type (Part-time, On-campus (FWS)) Applicant Type (Federal Work Study)Job Category (must be one of these three: General Support, Reading Tutors/Community Service, or Specialists and Technicians Position Type (Part-time, On-campus (FWS)) Applicant Type (Federal Work Study)

28. Assigning Jobs All FWS/SSE jobs must be made reasonably available to all eligible students To the maximum extent practicable, FWS/SSE jobs must complement and reinforce student’s educational program or career goals The employment of FWS/SSE students must not result in the displacement of employed workers

29. Pay Range Guide General Support $7.50– $9.00 Specialists and Technicians $8.50 – $12.00 29 Hiring departments will establish the hourly rate of pay using the three categories and Pay Range Guide highlighted on this slide, and included in your Handbook. An example of how to establish the hourly rate of pay. First, write the position description. Second, match this up to the generic position description associated with on of the three categories under the Pay Range Guide, to establish your pay range. Advertise your vacancy. Establish the hourly rate based on the student’s experience and skill sets, as determined from the USF Application for Employment, or resume, and the interview. Hiring departments will establish the hourly rate of pay using the three categories and Pay Range Guide highlighted on this slide, and included in your Handbook. An example of how to establish the hourly rate of pay. First, write the position description. Second, match this up to the generic position description associated with on of the three categories under the Pay Range Guide, to establish your pay range. Advertise your vacancy. Establish the hourly rate based on the student’s experience and skill sets, as determined from the USF Application for Employment, or resume, and the interview.

30. General SupportPay Range $7.50 - $9.00 per hour Clerical duties such as filing, record keeping, operating office machines, typing, etc. General receptionist duties such as answering phones, scheduling appointments, referrals, etc. General duties such as desk duties, assisting students, security, facilities maintenance, running errands, operating equipment, etc. Courier duties such as mail sorting, pick-up, loading, etc. General physical labor such as moving furniture, set-up, delivery, outdoors, etc. A position is considered to fall within this category if it is considered a general support role and requires minimal to no experience. A position is considered to fall within this category if it is considered a general support role and requires minimal to no experience.

31. General Support – USFSP Pay Scale Guide Salary Scale: $7.50 – New Hire $7.75 -  One (1) year experience at USFSP with prior acceptable work record from department $8.00 – Two (2) years experience at USFSP with prior acceptable work record from department $8.25 -  Three (3) years experience at USFSP with prior acceptable work record from department

32. Specialists and TechniciansPay Range: $8.50 - $12.00 per hour Specialized office support and customer service duties that require complex processing and communication skills. Computer skills such as upgrading equipment, database management, use of specialized software programs, etc. Laboratory skills such as preparing/performing laboratory experiments, cleaning equipment, preparing solutions, use of specialized machinery/technology, etc. Research skills such as collecting information, using specialized software programs, advanced data entry, etc. Please see page 6, “Federal Guidelines for Types of Work Students Can and Cannot Perform” for a detailed list of work type exclusions. A position is considered to fall within this category if it is considered to serve a specialized function which also involves more specialized training. Positions in this category require experience and/or specialized skills which demand greater on-the-job problem solving and attention to detail. A position is considered to fall within this category if it is considered to serve a specialized function which also involves more specialized training. Positions in this category require experience and/or specialized skills which demand greater on-the-job problem solving and attention to detail.

33. Specialists and Technicians –USFSP Pay Scale Guide Salary Scale $8.50 – New Hire $8.75 – One (1) year experience at USFSP with prior acceptable work record from department $9.00 - Two (2) years experience at USF SP with prior acceptable work record from department $9.25 – Three (3) years experience at USFSP with prior acceptable work record from department 

34. Pay Increases for Returning Student Workers No mid-year pay increases are permitted Beginning of Academic Year Only i.e. every Fall a returning student can be considered for a raise Recommended raise increment for returning student workers should not exceed $0.25 Remember that increases in pay will need to be factored into your total departmental allocation being used up more quickly. 34 Due to budget constraints and in the spirit of equity and fairness, raises should only be considered at the beginning of an academic year. The maximum increment for year-to-year raises of returning students is $0.25.Due to budget constraints and in the spirit of equity and fairness, raises should only be considered at the beginning of an academic year. The maximum increment for year-to-year raises of returning students is $0.25.

35. USF St. Petersburg Hiring Department

36. Hiring Department Responsibilities DO’S Ensure 20 hours maximum hours worked/week Have student document continued eligibility between fall and spring semester (new printouts of Spring Award and Class Schedule) Prepare/Certify payroll Pay Distribution Code: 64366 for all FWS students. DON’TS Schedule work during class hours (even if professor has cancelled class) Allow student to work overtime Allow students to work in jobs that are religious in nature, related to partisan or non-partisan politics or that benefits a private individual. 36 Ask for class schedule and any changes to schedule, when they occur Eligibility can be verified in OASIS / Banner Ask for class schedule and any changes to schedule, when they occur Eligibility can be verified in OASIS / Banner

37. Hiring Department Responsibilities DO’s Timely submission of timesheets following established FWS pay periods – no alternate pay schedules Pay and reconcile FWS earnings biweekly Monitor student’s FWS award amount for reductions Monitor the FWS spending authority for your department Complete an evaluation for each FWS employee: available on the Human Resources Forms page. DON’TS Allow a student to type a dissertation or assist with private counseling. Allow a student to work for a instructor if it is ONLY for the benefit of the instructor, and doesn’t contribute to the university or to the professor’s official duties for USF. 37 Only prepare/certify hours worked (payroll adjustments can be submitted, if necessary) Timesheets should be completed in pen, not pencil (penciled hours can be easily altered) Review/verify hours before signing timesheet (look out for hours logged for holidays; white-out, weekend hours, etc) Now I will turn it over to HR to discuss the various reports that can be run. Only prepare/certify hours worked (payroll adjustments can be submitted, if necessary) Timesheets should be completed in pen, not pencil (penciled hours can be easily altered) Review/verify hours before signing timesheet (look out for hours logged for holidays; white-out, weekend hours, etc) Now I will turn it over to HR to discuss the various reports that can be run.

38. Interviewing and Selecting Student Workers Interviewing - Review the Quick Reference Guide for: recommendations on interview preparation information to include during the interview steps to follow after the interview. Selecting Establish Department Expectations (form available in Quick Reference Guide) Utilize FWS Work Performance Evaluations (form available on HR Forms page.

39. Appointing the FWS Employee for the Hiring Department Making an FWS appointment is a multi-part process Attach to appointment papers: OASIS Award printout Copy of the position description/job posting Purple Sheet Document in the remarks section of the appointment form that you have: Verified appropriate enrollment (through review of the OASIS class schedule print-out on file in your department) and Verified the existence of a sufficient FWS award (through the OASIS award print-out) 39 Verify that the student actually has an FWS/SSE Award sufficient to cover the period of employment at the established wage rate. This is verified through: Accepted Award - A printout of the student’s award screen showing “Accepted” Federal Work Study. Purple Sheet - The Office of Financial Aid provides a 2009-2010 Student Employment Pre-Approval Form (the Purple Sheet) to the student verifying eligibility. Schedule of Classes – This will provide you with a way of scheduling the student. It must be contained in the Offer Letter and on the Appointment Status Form that the student is a FWS/SSE employee Verify that the student actually has an FWS/SSE Award sufficient to cover the period of employment at the established wage rate. This is verified through: Accepted Award - A printout of the student’s award screen showing “Accepted” Federal Work Study. Purple Sheet - The Office of Financial Aid provides a 2009-2010 Student Employment Pre-Approval Form (the Purple Sheet) to the student verifying eligibility. Schedule of Classes – This will provide you with a way of scheduling the student. It must be contained in the Offer Letter and on the Appointment Status Form that the student is a FWS/SSE employee

40. FWS New Hires Prepare job description/pay range Advertise job by posting in Recruit-A-Bull Screen/interview/hire Appoint new hire Create Offer Letter Attach OASIS FWS printout Attach job posting printout Attach Purple Sheet Inactivate posting & “Report a Hire” Returning Appointments Log-in to Recruit-A-Bull account Update all relevant fields Make the “Post Start Date” and “Post End Date” same date This alerts the Career Center you are not advertising job Print job posting for use as job description Reappointment paperwork should include: ASF Updated job posting OASIS FWS award print-out Purple Sheet

41. SSE New Hires Advertise job by posting in Recruit-A-Bull Screen/interview/hire Complete student’s Summer Student Employment Request Form Create Offer Letter Attach OASIS SSE Award printout Inactivate job posting and “Report a Hire” Returning Appointments No changes in Recruit-A-Bull are needed Complete student’s Summer Student Employment Request (SSE) Form Complete ASF Form Attach OASIS SSE printout

42. Careers Job Description in CAREERS – very basic. Use the same title as the job description in Recruit-a-Bull New employee must fill out application at employment.usf.edu and include Birthday and Social Security Number Notify HR of job title and employee’s name

43. Key Points to Remember FWS employees are regular employees Hiring Department is responsible for: establishing the work expectations with the FWS employee (dress, timeliness, phone etiquette, etc) ensuring employee is eligible each semester for student employment preventing over-expenditures and is financially accountable USF is subject to continued federal and state audits for student employment funds 43

44. GEMS Report (FWS Balances By Department) 44 - This report is usually updated after RSA Check and payroll has posted - This report is usually updated after RSA Check and payroll has posted

45. RSA Report (fund 28000)(FWS Balances By Student) 45 - This report is usually updated after RSA Check and payroll has posted - This report is usually updated after RSA Check and payroll has posted

46. FWS/SSE Student Employment Process Checklist Use the helpful checklist (available in the Forms section of your Quick Reference Guide for Hiring Departments).

47. USF St. PetersburgHuman Resources

48. Role of HR Ensure compliance with laws, rules, policies Advise hiring departments on appointments Maintain and provide appointment data Create active employment record in GEMS 48 This can be read from the slide. The slide is basically self explanatory.This can be read from the slide. The slide is basically self explanatory.

49. FWS/SSE Employment Policies Students hired under the FWS, or SSE are also University employees with all the accompanying rights and responsibilities EEO Sexual harassment Americans with Disabilities Act Career employee displacement Nepotism Social Security card Work hours and schedule 49 All of these policies are documented in detail in the FWS handbook located on the HR website. EEO: The Equal Employment Opportunity statement basically states that USF is committed to providing a work and study environment free from discrimination on the basis of race, color, sex, age etc. Sexual Harassment: USF strives to provide a work and study environment free from sexual harassment and discrimination. The University prohibits this type of behavior and any complaints regarding this type of behavior should be officially filed with the University. Americans with Disabilities Act: Basically states that USF will not discriminate against anyone on the basis of disability and will provide reasonable accommodations for its disabled employees. Career Employee Displacement: FWS employment must not displace regular employees or impair existing service contracts. Nepotism: The University prohibits nepotism. FWS employees may not work in a department where a direct "supervisor/subordinate" relationship would exist between a student and a member of his/her immediate family or a relative. Social Security Card: All FWS employees must have a Social Security card issued by the Social Security Administration, and must complete state and federal tax withholding forms prior to beginning employment. Work Hours and Schedule: FWS employees may not work during scheduled class times and FWS employees may not be excused from class in order to work during scheduled class times. The student must give the supervisor a print out of his/her class schedule from OASIS so that the supervisor can verify that the employee is not working during classes. FWS employees may not work more than a total of 20 hours per week while classes are in session (including finals week) during the fall and spring semesters and the summer sessions. FWS employees may work up to 40 hours per week during official academic break periods as defined by the University’s official Academic Calendar, when classes are not in session (excluding finals weeks), provided they are registered for 6 undergraduate hours or 5 graduate hours for the upcoming academic term.All of these policies are documented in detail in the FWS handbook located on the HR website. EEO: The Equal Employment Opportunity statement basically states that USF is committed to providing a work and study environment free from discrimination on the basis of race, color, sex, age etc. Sexual Harassment: USF strives to provide a work and study environment free from sexual harassment and discrimination. The University prohibits this type of behavior and any complaints regarding this type of behavior should be officially filed with the University. Americans with Disabilities Act: Basically states that USF will not discriminate against anyone on the basis of disability and will provide reasonable accommodations for its disabled employees. Career Employee Displacement: FWS employment must not displace regular employees or impair existing service contracts. Nepotism: The University prohibits nepotism. FWS employees may not work in a department where a direct "supervisor/subordinate" relationship would exist between a student and a member of his/her immediate family or a relative. Social Security Card: All FWS employees must have a Social Security card issued by the Social Security Administration, and must complete state and federal tax withholding forms prior to beginning employment. Work Hours and Schedule: FWS employees may not work during scheduled class times and FWS employees may not be excused from class in order to work during scheduled class times. The student must give the supervisor a print out of his/her class schedule from OASIS so that the supervisor can verify that the employee is not working during classes. FWS employees may not work more than a total of 20 hours per week while classes are in session (including finals week) during the fall and spring semesters and the summer sessions. FWS employees may work up to 40 hours per week during official academic break periods as defined by the University’s official Academic Calendar, when classes are not in session (excluding finals weeks), provided they are registered for 6 undergraduate hours or 5 graduate hours for the upcoming academic term.

50. Employment Policies, cont. Breaks Fair Labor Standards Act (FLSA) Conflicts and complaints Reappointments Leaves Workers compensation Dress codes Dual employment 50 Breaks: While breaks are not required, the supervisor should not unreasonably deny a paid fifteen-minute break during a shift of four hours or longer. FLSA: The FLSA prohibits employers from accepting voluntary services from any paid employee. Once an employer/employee relationship has been established between an FWS employee and his/her department, he/she is to be compensated for all hours actually worked. Conflicts and Complaints: If conflicts arise between FWS employees and their employers, the employing unit shall make every effort to satisfactorily resolve the issue. Unresolved complaints arising from employment or termination issues may be filed in accordance with the University rule. Reappointments: An FWS employee is not guaranteed continued employment from one semester to the next. The supervisor may end the appointment at any time. Leaves: FWS employees are not eligible for paid leaves such as vacation, paid holidays, disability leave, funeral leave, sick leave, or jury duty. The student may arrange excused absences with their supervisors, but these days off will be unpaid. Dress Codes: Employers may require dress codes when they are reasonable and related to the purpose or function of the employing unit. If uniforms are required, the employing unit shall provide them at no extra cost to student employees. Dual Employment: Students may be employed simultaneously through the FWS program and as hourly student OPS employees. Although the employee may not work more than 20 hours a week in an FWS job, the employee could have a concurrent hourly student OPS appointment for up to 40 hours. Example: 20 hours as FWS in one dept. and 20 hours as OPS hourly in another dept = 40 hours total.Breaks: While breaks are not required, the supervisor should not unreasonably deny a paid fifteen-minute break during a shift of four hours or longer. FLSA: The FLSA prohibits employers from accepting voluntary services from any paid employee. Once an employer/employee relationship has been established between an FWS employee and his/her department, he/she is to be compensated for all hours actually worked. Conflicts and Complaints: If conflicts arise between FWS employees and their employers, the employing unit shall make every effort to satisfactorily resolve the issue. Unresolved complaints arising from employment or termination issues may be filed in accordance with the University rule. Reappointments: An FWS employee is not guaranteed continued employment from one semester to the next. The supervisor may end the appointment at any time. Leaves: FWS employees are not eligible for paid leaves such as vacation, paid holidays, disability leave, funeral leave, sick leave, or jury duty. The student may arrange excused absences with their supervisors, but these days off will be unpaid. Dress Codes: Employers may require dress codes when they are reasonable and related to the purpose or function of the employing unit. If uniforms are required, the employing unit shall provide them at no extra cost to student employees. Dual Employment: Students may be employed simultaneously through the FWS program and as hourly student OPS employees. Although the employee may not work more than 20 hours a week in an FWS job, the employee could have a concurrent hourly student OPS appointment for up to 40 hours. Example: 20 hours as FWS in one dept. and 20 hours as OPS hourly in another dept = 40 hours total.

51. Terminating the FWS Employee Future termination date is input with original appointment Appointments may be terminated early Unauthorized absences Refusal to work Falsifying information Inability to perform tasks Violations of student code of conduct or USF policy Exhaustion of FWS or SSE funds 51 Appointments may be terminated early for any of the following reasons: (see reasons listed on slide) At this time the Payroll Department will discuss the payroll side of the Federal Work Study process.Appointments may be terminated early for any of the following reasons: (see reasons listed on slide) At this time the Payroll Department will discuss the payroll side of the Federal Work Study process.

52. FWS/SSE Student

53. Role of Student Apply for the FAFSA by the USF Priority Processing Date of March 1st of every year. Verify FWS/SSE eligibility to Hiring Department Fall/Spring: Complete a “Purple Sheet” (Student Eligibility Form) with Financial Aid for Fall/Spring Summer: Complete a SSE eligibility form (Summer Student Employment) and bring to hiring department to complete. Print out a copy of the OASIS FWS/SSE Award (for both hiring department and HR). Print out a copy of the OASIS Schedule of Classes for each semester of employment (for the hiring department to create work schedule and verify enrollment). Search Recruit-A-Bull database in the Career Center for job listings after August 1st. Apply for the FAFSA by the USF Priority Processing Date In order to qualify for Federal Work Study or for Summer Student Employment, a student must apply for the FAFSA prior to MARCH 1st of every year, and considered to have “financial need” according to the FAFSA. Verify FWS/SEE eligibility with the Office of Financial Aid (BAY 105) via a “Purple Sheet” Student must verify eligibility for student employment with the Office of Financial Aid prior to employment in any department on campus. The Office of Financial Aid will provide a 2009-2010 Student Employment Verification Form (Purple Sheet) to the student to provide to hiring department.   Accept FWS/SSE award on OASIS New: Student needs to accept student employment and print out a copy of the OASIS award screen to provide to Hiring Department.   Provide Schedule to Hiring Department New: Student needs to provide a copy of semester class schedule to hiring department following drop/add week (1st week of classes). FWS employees are responsible for notifying their Supervisor if there has been a change in their FWS award amount.   Search Recruit-A-Bull database in the Career Center for job listings Students are directed to the Career Center to search for available positions on campus, beginning Monday, August 10th.. Apply for the FAFSA by the USF Priority Processing Date In order to qualify for Federal Work Study or for Summer Student Employment, a student must apply for the FAFSA prior to MARCH 1st of every year, and considered to have “financial need” according to the FAFSA. Verify FWS/SEE eligibility with the Office of Financial Aid (BAY 105) via a “Purple Sheet” Student must verify eligibility for student employment with the Office of Financial Aid prior to employment in any department on campus. The Office of Financial Aid will provide a 2009-2010 Student Employment Verification Form (Purple Sheet) to the student to provide to hiring department.   Accept FWS/SSE award on OASIS New: Student needs to accept student employment and print out a copy of the OASIS award screen to provide to Hiring Department.   Provide Schedule to Hiring Department New: Student needs to provide a copy of semester class schedule to hiring department following drop/add week (1st week of classes). FWS employees are responsible for notifying their Supervisor if there has been a change in their FWS award amount.   Search Recruit-A-Bull database in the Career Center for job listings Students are directed to the Career Center to search for available positions on campus, beginning Monday, August 10th..

54. USFSP Contacts Financial Aid-Erin Dunn, edunn1@mail.usf.eduCareer Center, Barry McDowell, mcdowell@mail.usf.eduHuman Resources, Karen Talamantezkarental@mail.usf .eduPayroll-Tampa, Shelly Ford, sford@admin.usf.edu

55. QUESTIONS? 55