Transcript FEDERAL WORK STUDY PROGRAM CALIFORNIA STATE …

FEDERAL WORK STUDY
PROGRAM
CALIFORNIA STATE UNIVERSITY, EAST BAY
WORKSHOP FOR ON CAMPUS
‘STATE’ FUNDED
EMPLOYERS AND SUPERVISORS
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
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
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
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
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
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
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
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)
WHAT ELSE TO DO?
SEND YOUR NEWLY HIRED FWS STUDENT TO THE
PAYROLL OFFICE, SA2600 TO COMPLETE “SIGNIN” 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
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.
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
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’
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
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
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
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.
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.
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)
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
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
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)
OTHER COMPONENTS TO
FWS
AMERICA READS CHALLENGE
AMERICA COUNTS CHALLENGE
FAMILY LITERACY PROGRAMS
IT’S ALL FWS COMMUNITY SERVICE
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
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
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
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
[email protected]
SA 3405
WE APPRECIATE ALL THAT YOU DO FOR OUR STUDENTS!