FEDERAL WORK STUDY PROGRAM CALIFORNIA STATE UNIVERSITY, EAST BAY

1. FEDERAL WORK STUDY PROGRAMCALIFORNIA STATE UNIVERSITY, EAST BAY WORKSHOP FOR ON CAMPUS ‘STATE’ FUNDED EMPLOYERS AND SUPERVISORS

2. INTRODUCTION • FWS IS JUST ONE TYPE OF FINANCIAL AID SPONSORED BY ED / CSAC (THERE ARE MANY FEDERAL / STATE AID TYPES), THAT ARE CONSIDERED ‘FINANCIAL AID’ • ELIGIBLE STUDENTS MUST HAVE SUBMITTED THEIR FAFSA BY MARCH 2ND (EACH YEAR) TO THE FEDERAL PROCESSOR • ELIGIBLE STUDENTS MUST HAVE ACCEPTED THIS AID TYPE IN MYCSUEB, MET ESTABLISHED LOCAL CRITERIA, COMPLETED THEIR FINANCIAL AID DOCUMENTS, AND BE ENROLLED FULL TIME

3. HIRING AUTHORIZATION FORM (eHAF) IS IN STUDENT’S HORIZON EMAIL • STUDENTS NEED TO RECEIVE A FWS HIRING AUTHORIZATION MESSAGE IN THE INITIAL WEEKS OF THE FIRST QUARTER FOR WHICH THEY HAVE RECEIVED A FWS ALLOCATION / EM • OUR SYSTEMS SELECT STUDENTS • eHAF’S SHOULD BE PRINTED BY THE STUDENT AND RETAINED BY THE HIRING DEPARTMENT

4. FINDING FWS POSITIONS • ELIGIBLE FWS STUDENTS SELECT AND VIEW POSITIONS FROM AACE ON THE ONLINE CBAY JOBS SITE—THEY REGISTER WITH AACE IN SA2300 OR ONLINE • FWS COMMUNITY SERVICE POSITIONS WILL ALSO BE LISTED ON THE CAMPUS FAO WEBSITE ON THE FWS PAGE • DEPARTMENTS MAY POST FLYERS OR JOB ANNOUNCEMENTS OUTSIDE THEIR OFFICE OR ON CAMPUS BULLETIN BOARDS FOR STUDENTS TO VIEW OR TAKE A COPY OF

5. WHAT SHOULD I DO? • EMPLOYERS SHOULD READ AND SUBMIT THE ‘FWS (ON CAMPUS) DEPARTMENTAL AGREEMENT’ BY JULY 30TH EACH YEAR FOR THE UPCOMING FISCAL YEAR ON EVERY DEPT ID THEY MIGHT USE FOR FWS • SUBMIT ELIGIBLE CREATIVE AND INNOVATIVE JOB DESCRIPTIONS AND FLYERS BY JULY 30TH ALSO

6. REMEMBER • FEDERAL WORK STUDY EMPLOYMENT IS LARGELY PAID FOR BY FEDERAL FUNDS, AND WE MUST ADHERE TO FEDERAL REGULATIONS REGARDING THE TYPE OF WORK ASSIGNMENTS A FWS STUDENT CAN DO • FWS STUDENTS CAN ONLY PERFORM JOB TASKS FOR A STATE GENERAL FUNDED OFFICE ON CAMPUS; AND NEVER FOR THE PERSONAL FAME OR FINANCIAL GAIN OF A SINGLE INDIVIDUAL (e.g. a professor or another student), ESPECIALLY IF THE WORK IS TO BE PUBLISHED AT A LATER TIME • FWS STUDENTS SUPPORT USUAL STATE OPERATIONS AND NEEDS, AND CANNOT DISPLACE / REPLACE THE WORK / JOB TASKS OF REGULAR STATE EMPLOYEES

7. NO CAN DO • THE TITLE ‘FEDERAL WORK STUDY PROGRAM’ IS A BIT OF A MISNOMER • FWS STUDENTS CANNOT ‘STUDY ON THE JOB’; OR SLEEP ON THE JOB; OR DO HOMEWORK ON THE JOB—TO DO SO WOULD BE AN ABUSE OF THE PROGRAM • EMPLOYERS SHOULD PROVIDE REAL, ACTUAL AND MEANINGFUL JOB TASKS FOR STUDENTS TO PERFORM (OR LET THEM GO); OR RISK HAVING THEM REMOVED FROM YOUR OPERATIONS • IN ALL FAIRNESS TO ALL CAMPUS OFFICES, DEPARTMENTS AND LOCATIONS—DO NOT RETAIN MORE THAN 25 FWS STUDENTS AT ANY ONE TIME IN THE FISCAL YEAR • FWS CANNOT BE USED TO REPLACE DISPLACED OR LAID OFF STATE EMPLOYEES, OR WORKERS ON STRIKE; THEY SHOULD SUPPORT YOUR USUAL STATE GENERAL FUNDED OPERATIONS AND JOB TASKS THAT NEED TO BE DONE IN YOUR AREA • FWS STUDENTS CAN NEVER BE ENGAGED IN THE SUPPORT OF ‘FUNDRAISING’ ACTIVITIES

8. EMPLOYER RESPONSIBILITIES • AFTER INTERVIEWING AND SELECTING A FWS STUDENT FOR YOUR AVAILABLE POSITION, REQUEST AND RETAIN THEIR FWS ‘eHAF’ IN YOUR OFFICE • PROCESS A STUDENT EMPLOYMENT ACTION FORM (SEAF), AND ATTACH A CURRENT JOB DESCRIPTION AND A COPY OF THE FWS eHAF—AND FORWARD THROUGH YOUR USUAL SIGNATORY CHAIN OF COMMAND (w/anything else that might be required in the ‘package’ like enrollment verification for the Payroll Office, or another copy of the JD (Job Description) if this is a ‘Change of Status’ appointment—for the Payroll Office) • WE HAND DELIVER APPROVED SEAF’S TO PAYROLL AS SOON AS THEY ARE PROCESSED—ALLOW THREE WEEKS FOR INITIAL PROCESSING OF A SEAF (YOUR OFFICE THRU PAYROLL) • YOUR STUDENT WILL NOT BE ABLE TO ENTER TIME IN OSPP UNTIL ALL PROCESSES WITHIN THE OFFICES INVOLVED ARE COMPLETE & THE STUDENT HAS SIGNED IN

9. REMEMBER • FWS SEAF’S NEED TO BE ROUTED TO ‘FINANCIAL AID’ FOR A FINAL FA APPROVAL PROCESS, AS STUDENT FINANCIAL AID PACKAGES ARE ALWAYS SUBJECT TO CHANGE • IF YOUR STUDENT NEEDS TO STOP WORKING, WE WILL INFORM YOU and COVER ALL EARNINGS IF YOU HAVE AN APPROVED HIRING FORM ON FILE IN YOUR OFFICE • WE ARE NOT RESPONSIBLE FOR EARNINGS ON STUDENTS WHERE YOU DO NOT HAVE AN eHAF AND THE STUDENT IS NOT ELIGIBLE, AND YOU ALLOW THEM TO WORK • SEAF’S CANNOT BE ‘BACKDATED’, USE THE DATE APPROVED ON THE eHAF PRINTED (OR A LATER DATE)

10. WHAT ELSE TO DO? • SEND YOUR NEWLY HIRED FWS STUDENT TO THE PAYROLL OFFICE, SA2600 TO COMPLETE “SIGN-IN” REQUIREMENTS, IF THEY HAVE NOT WORKED ON CAMPUS IN THE LAST SIX MONTHS • WORK WITH YOUR PAYROLL TECH IF YOU HAVE ANY PAY ISSUES IN A MONTH / PAY PERIOD • TRAIN, TEACH AND DISCUSS JOB TASKS AND EXPECTATIONS FOR SUCCESS WITH YOUR STUDENT; AND TREAT THEM LIKE A TEAM MEMBER IN YOUR WORK ENVIRONMENT • SUPERVISORS MAINTAIN INDIVIDUAL EARNINGS AND BALANCES FOR ALL FWS STUDENTS – VERIFY BALANCES BEFORE APPROVING TIME

11. AND . . . • MAKE SURE YOUR FWS STUDENT ASSISTANT RECEIVES ALL ESSENTIAL ‘INFORMATION SECURITY’, SAFETY AND SEXUAL HARASSMENT TRAINING; TO BE AWARE OF SAFETY AND SECURITY ISSUES ON THE JOB, AND TO UNDERSTAND THE CRITICAL IMPORTANCE OF CONFIDENTIALITY IN THE WORKPLACE. CHECK THE HR WEB PAGE FOR ONLINE TRAINING AVAILABLE.

12. ONLINE TRAINING MODULES • THERE ARE MULTIPLE ONLINE TRAINING MODULES FOR STUDENT ASSISTANTS ON CAMPUS • INFORMATION SECURITY VIDEO IS USUALLY AVAILABLE IN THE LIBRARY • CLARITY.NET SAFETY TRAINING IS BEING UPDATED / CHECK HR PAGE • FERPA / STUDENT ASSISTANT EMPLOYMENT GUIDE IS AT THE HR WEB PAGE

13. OSPP / EXCEL FWS TIME SHEET • TEACH YOUR FWS STUDENTS TO GO INTO MYCSUEB AND RECORD HOURS WORKED DAILY IN OSPP • TEACH YOUR FWS STUDENTS HOW TO GO ONLINE TO THE CAMPUS PAYROLL FORMS WEBSITE, AND USE THE FEDERAL WORK STUDY PROGRAM HOURLY EMPLOYEE TIME SHEET IF YOUR STUDENT IS PAID THROUGH THE FAO • STUDENTS AND SUPERVISORS SHOULD RETAIN COPIES OF ALL TIME SHEETS AND HOURS RECORDED IN OSPP • YOUR DEPARTMENT IS THE ‘DEPT OF RECORD’ FOR ALL ACTUAL HOURS WORKED AND TIME REPORTED IN OSPP RETAIN BALANCES ON ALL OF YOUR STUDENTS [Students can view any changes 24/7/365 in their MyCSUEB account] • OUR FWS WEB PAGE IS CURRENTLY AT: http://www.csueastbay.edu/csuh_students/workstudy/workstudy.html WHICH IS FOUND THROUGH ‘PROSPECTIVE STUDENT’

14. NEW PROCESSES ARE COMING • AS THE CAMPUS CONTINUES TO ROLL OUT NEW PROCESSES WITHIN THE CMS/PS/ORACLE ENVIRONMENT – STAY TUNED FOR CHANGES TO PREVIOUSLY ESTABLISHED PRACTICES VIA EMAIL / MASSMAIL • READ AND ADAPT YOUR INTERNAL PRACTICES TO KEEP UP WITH ANY NEW PROCESSES THAT OCCUR

15. NEED MORE WORKERS? • FORWARD COPIES (3) OF ALL OF YOUR FWS JOB DESCRIPTIONS TO THE FWS ADMINISTRATOR IN SA3405, TO POST WITH AACE BY JULY 30TH (IF YOU HAVE NOT ALREADY DONE SO), OR IF THEY CHANGE THROUGHOUT THE YEAR • POST COLORFUL FLYERS ANNOUNCING YOUR POSITION VACANCIES NEAR YOUR OFFICE DOOR FOR POTENTIAL FWS STUDENTS TO VIEW AND DISCOVER AND FIND YOU, OR ON CAMPUS BULLETIN BOARDS; OR POST THE ‘FWS JOBS HERE’ FLYER

16. RECONCILING YOUR STUDENT EARNINGS • APPROXIMATELY ONCE PER MONTH, DEPARTMENTS SHOULD REVIEW THE LATEST ‘HR COMP REPORTS’ AFTER PAYROLL ACTIVITY IS SUBMITTED • REVIEW REPORTS CAREFULLY FOR ALL FWS STUDENT EARNINGS SUBMITTED TO DATE, AND CORRECT MONTHLY ENTRIES • REPORT ERRORS IN WRITING TO YOUR PAYROLL TECH, AND COPY THE FWS ADMINISTRATOR IN PEMSA/FAO/SA3405

17. ALSO . . . • THE eHAF MAY BE THE ONLY NOTIFICATION THE EMPLOYER RECEIVES OF THEIR STUDENT(S) FWS ANNUAL ALLOCATION; YET IT MAY CHANGE THROUGHOUT THE FISCAL YEAR—ASK YOUR STUDENT(S) IF THERE HAVE BEEN ANY FA CHANGES; STUDENTS CAN ALWAYS GO TO EIC IF THEY HAVE QUESTIONS; STUDENTS CAN VIEW THEIR LATEST FINANCIAL AID INFORMATION ON THEIR MYCSUEB ACCOUNT IN THEIR STUDENT CENTER / VIEW FINANCIAL AID 24/7/365. • DO NOT ALLOW YOUR FWS STUDENT(S) TO OVEREARN THEIR FWS ANNUAL ALLOCATION.

18. FWS WAIT LIST/CHANGES • STUDENTS NOT INITIALLY SELECTED FOR FWS MAY REQUEST TO BE PLACED ON THE FWS WAIT LIST IN EIC (STARTING IN JULY). • THE DECISION TO ACTIVATE FWS WAIT LIST and/or INVITE ADDITIONAL NEW STUDENTS INTO THE PROGRAM – BY MID DECEMBER OR LATER.

19. MORE IS BETTER • STUDENTS MAY WORK IN MORE THAN ONE POSITION ON / OFF CAMPUS AT THE SAME TIME • SUPERVISORS MUST COORDINATE FWS EARNINGS AND BALANCES • DEPARTMENTS MAY PAY FWS STUDENTS ADDITIONALLY FROM NON-FWS FUNDS (LIKE TEMP HELP)

20. SOME DETAILS • WRITTEN MEMORANDUMS AMONG DEPARTMENTS / AGENCIES ARE ADVISED WHEN STUDENT HAS MORE THAN ONE POSITION DURING THE FISCAL YEAR • FWS STUDENTS MAY WORK UP TO 40 HOURS IN A WEEK, OR 8 HOURS/DAY—FUNDS PERMITTING (AVERAGE IS 7-10 HOURS/WEEK) -- $$$$$$$$ • FWS STUDENTS ALSO WORKING IN NON-FWS STUDENT ASSISTANT POSITIONS MAY ONLY WORK UP TO 20 HOURS/WEEK, INCLUDING THEIR FWS HOURS

21. REMINDERS • FWS STUDENTS MUST STOP WORKING IMMEDIATELY IF THEIR ENROLLMENT DROPS BELOW 6 UNITS/QUARTER, PLEASE NOTIFY THE FWS OFFICE IF YOUR STUDENT INFORMS YOU (GRADUATE UNITS MAY BE WEIGHTED; 4 = 6) • FWS STUDENTS SHOULD EARN THEIR AWARD EVENLY THROUGHOUT THE YEAR / QUARTER (50% BY 12/31 RULE) • FWS STUDENTS SHOULD NEVER EARN MORE THAN THEIR ALLOCATION, OR WORK ALL TERMS ALLOCATED IN THE BEGINNING OF THE YEAR

22. WHAT IS FWS COMMUNITY SERVICE? • PLACEMENTS DESIGNED TO IMPROVE THE QUALITY OF LIFE FOR COMMUNITY RESIDENTS, PARTICULARLY LOW INCOME INDIVIDUALS, OR TO SOLVE PROBLEMS RELATED TO THEIR NEEDS • FWS STUDENTS ACCEPTING CS POSITIONS ARE AUTOMATICALLY CONSIDERED FOR AN INCREASE IN THEIR FWS AWARD—FUNDS AND STUDENT NEED PERMITTING • CS CAN BE ON OR OFF CAMPUS—EMPLOYERS ARE APPROVED IN ADVANCE OF THE YEAR • FWS STUDENTS CANNOT WORK OFF CAMPUS IN ANY OTHER SITE (IF SITE IS NOT APPROVED BY EARLY JULY, WITH AN OFF CAMPUS APPROVED CONTRACT PROCESSED THROUGH FA/PEMSA/FWS OFFICE ONLY)

23. OTHER COMPONENTS TO FWS • AMERICA READS CHALLENGE • AMERICA COUNTS CHALLENGE • FAMILY LITERACY PROGRAMS • IT’S ALL FWS COMMUNITY SERVICE

24. PATIENCE • PLEASE HAVE PATIENCE WITH US AS WE CONTINUE TO SWITCH OUR STUDENT ADMINISTRATION SYSTEMS AND FINANCIAL AID DATA AND PROCESSES INTO THE NEW CMS/PS ENVIRONMENT; AND WORK WITH OTHER AREAS • TERMS, LANGUAGE AND PROCESSES ARE LIKELY TO CHANGE SLIGHTLY ON OUR END AND YOURS • WE CANNOT TELL YOU WHEN YOUR STUDENTS CAN ‘RETURN TO WORK’, OR FIND YOU ‘MORE STUDENTS’ AS THERE ARE MANY MORE FACTORS AND TECHNICAL PROCESSES BEHIND THE SCENES THAT CONTROL THE END RESULTS

25. ENROLLMENT INFORMATION CENTER aka EIC • SEND FWS ELIGIBLE STUDENTS TO EIC TO INQUIRE ABOUT THEIR FINANCIAL AID ISSUES OR CURRENT STATUS • SEND ANY FA STUDENT TO EIC OR THE LIBRARY LEARNING COMMONS IF THEY NEED ASSISTANCE IN COMPLETING THEIR ‘TO DO CHECKLIST’ IN MYCSUEB • STUDENTS CAN VIEW / PRINT PREVIOUS TIME SHEETS IN MYCSUEB / BALANCE

26. EIC • SEND YOUR FWS STUDENTS TO THE ENROLLMENT INFORMATION CENTER, CURRENTLY ON THE FIRST FLOOR OF SA BUILDING WITH ANY INQUIRIES • FA COUNSELORS ARE ON DUTY IN EIC PERIODICALLY – CHECK WITH EIC AS THE SCHEDULE CHANGES THROUGHOUT A YEAR • THE TECH SYSTEMS WILL SELECT ELIGIBLE FWS STUDENTS – THEY JUST NEED TO ‘WAIT’ UNTIL AN eHAF APPEARS IN THEIR HORIZON EMAIL ACCOUNT BEFORE THEY CAN PRINT IT AND GO TO WORK • THE LAST DAY THAT FWS STUDENTS CAN WORK FOR 12/13 IS: 6/16/13

27. QUESTIONS AND CONTACTS • ANY QUESTIONS? • BEST METHODS TO CONTACT US / ME: JAN GIOVANNINI-HILL FWS PROGRAM, CALIFORNIA CHAFEE GRANT / CNG PROGRAM, AND CAL GRANT / CSAC PROGRAMS 510-885-3357 jan.giovannini-hill@csueastbay.edu SA 3405 • WE APPRECIATE ALL THAT YOU DO FOR OUR STUDENTS!