Transcript Student Employment 101: The Big Picture!

STUDENT
EMPLOYMENT 101:
THE BIG PICTURE!
Barbara Cloutier
Assistant Director – Financial Aid Office
Student Employment Coordinator
Topics
• Types of Employment
• What is FWS?
• What is State Pay?
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Thoughts to ponder (budget, pay, time)
Job Posting
Interviewing
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Selection
Preparation
The Interview
Federal regulations/EEO
Student Employment
What is Work-Study?
• Department of Education “awards” Title IV funding to schools on or
around April 2 for the following school year. These funds are
allocated to three campus based (managed) programs:
 SEOG Grant
 Perkins Loan
 Federal Work-Study
Federal Work-Study, cont.
FWS Allocation
• Campus awards are generally level-funded. For 2014-15, the
total FWS Allocation for UW-Stout is $710,000.
• In January of each year, utilizing estimated numbers*, FAO
sends the Work-Study Allocation report to the Chancellor,
Provost, Vice Chancellor, FAO Director, PARQ, and Budget
Managers
• Budget Managers determine departmental allocations and
return information to FAO (by mid-February) for submission
to Accounting. Accounts starting with 145 are FWS dollars.
*Allocations per division are generally determined by previous years allocation and
spending.
Departmental FWS Allocations
So…
• Employer’s hire FWS eligible students to spend their
allocation of 145 funding for the fiscal year
• The Student Employment Coordinator/Financial Aid Office
is responsible for managing the FWS program
• Auxiliaries (departments that earn revenue) will see a split
in funding used: 70% 145 and 30% state funding (102,
128, etc.)
Federal Work Study eligibility
• Federal Work-Study is a Financial Aid Award,
therefore:
• The FAFSA (Free Application for Federal Student Aid) must be filed
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for the given academic year.
The student must “demonstrate need” per the FAFSA
The student must indicate that they are interested in work-study
(question on the FAFSA)
The student should file the FAFSA as early as possible: FAFSA is
available after January 1.
Never say never – if the student is eligible per the FAFSA, there is
potential to add it to the award. Call the Financial Aid Office!
State Payroll Eligibility
A FAFSA is not required for State Payroll Employment!
Thoughts to Ponder…
• What kind of student can you hire?
• What/where is your budget?
• 145 Work-study
• 102, 128, etc. state funding (default, splits, state payroll)
• Not sure? Check with your budget manager
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How many students can you hire?
• How much budget do you have?
• Funding for the AY covers July 1 through June 30 of the following year
• How much experience/skills does your student employee(s) need?
• Pay should be commensurate with skill level
• Minimum wage is $7.25
• If Work-Study: How much funding is the students awarded?
More thoughts to ponder:
• Are you an Auxiliary? (or Non-GPR)
• Auxiliary operations are self-supporting programs that provide services directly
or indirectly to students, faculty, or staff and charge fees related to the cost of
services. These services typically include food services, student housing, and
college stores. UW-Stout has a designated group of auxiliary activities, all
classified as Program Code 8. (UW-Stout Policy Manual: Establishment of Rate and Fee
Schedule
http://www.uwstout.edu/parq/upload/82-31.pdf)
• Auxiliaries pay their Work-Study students a “Split” (Federal Share):
70% from the 145 account, 30% from a designated State Pay account
Good to know stuff: Most University Campuses are required to use a Federal Share of at
least 20%, although programs that meet requirements can be paid 100%. Because
UW-Stout is considered a “Strengthening Institution”, we can use 100% of FWS allocation for
GPR accounts.
(Department of Education: http://www2.ed.gov/programs/fws/index.htm)
Budgets…
• Work-Study = 145
• Students must have an accepted Work-Study award to be
hired and paid from this budget
• Students are limited to earn the amount awarded for the
Academic year (Summer is a separate award)
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State Payroll = miscellaneous
•
102 and 128 accounts are most common
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131, 136, 105, 233, 402, 133, 144, 189…. (per
accounting)
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Default = a state pay account “attached” to Work-Study
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In case of earnings in excess of 145 budget or Student award
(Student must be paid) –MUST be a 102 Account (per
accounting) if NOT an auxiliary
What should I pay my student?
• Student wage range $7.25- $9.05
• Duties range from basic to complex work with varied levels of
supervision requirements. Supervisors will determine the starting
pay for a student in a given position based on experience,
responsibility, accountability, and scope of tasking. Review of work,
assignment of supervisory responsibility, and associated pay levels
are at the discretion of the supervisor.
• Paraprofessional Employee $8.20- $16.04
• Work consistently requires advanced, specialized knowledge, skills
or abilities, and/or required advanced managerial skills, and/or
requires past experience and extensive training and/or requires
other employee qualities that are in extremely limited supply. Large
portion of job responsibilities may be supervising other employees.
Work requires extensive independence and judgment and is
supervised on an infrequent basis. Employees are accountable for
work performed by others.
(UW-Stout Supervisor Manual - https://www.uwstout.edu/jobs/studentjobs/intranet/indexsupervisor.cfm)
What do I need to think about before I
determine wage?
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Budget
Number of employee’s needed
Do the math!
Skills required
Are skills/experience unique enough to require a higher
wage or paraprofessional rating?
• Competitive with other departments?
• Check with other areas for a similar position
• Ask FA for average wage on campus
Does the student have work-study?
• Ask the student:
• Did they file a FAFSA?
• A FAFSA is required to determine a student’s “need”, which is a determinate in
FWS eligibility. If they didn’t file the FAFSA, they are not eligible
• If yes: Did they receive/accept their Financial Aid Award
information?
• If they are confused, not sure… call the Financial Aid Office
• The Work Authorization
• Check the Award information on the Work Authorization
Good to know stuff:
 Award letters generation starts mid-June for the upcoming academic year (completed
FAFSA)
 New Freshman award letters generation in mid-March time frame (completed FAFSA)
Example
• You estimate that you need 2 students for 10 hours per week
through the academic year, starting with the first payroll of
the fall term. Because the students need minimal skills, you
plan to start them at minimum wage.
What will the students’ hourly wage be?
What is your estimated cost for the academic
year ?
Good to know : The wage range was created to allow supervisors flexibility to
determine their own starting wage, and the ability to incorporate raises per their
own criteria… as long as federal regulations and UW-Stout Policy is maintained.
• https://www.uwstout.edu/jobs/studentjobs/payrates.cfm
(hourly wage x # students) (hours per week x 2)
X
pay periods affected
($7.25 x 2) (10 x 2)
X
Pay periods affected
$14.50 x 20
X
Pay periods affected
$290.00
X
Pay periods affected (??????)
Student Payroll Schedule
Student Jobs webpage:
http://www.uwstout.edu/jobs/studentjobs/indexsupervisor.cfm
How many pay periods?
Academic year pay periods = 20
So: $290 x 20 = $5800
$5800 in estimated earnings
through May B
How much is in your 145
account?
Other things to think about:
• Finals week: will your students need flexibility in
scheduling? What are your needs?
• Winterm: Will your Student employees be working, or on
break? Will you need help over this period?
• Spring break: Will your employees be on campus and
available, or on break? Will you need help over this
period?
Understanding and communicating with your student
employee will be KEY in managing your budget!
Job Posting
To comply with Federal Regulations regarding the Equal
Opportunity Law (Equal Access):
All open Student employment positions MUST be
posted on Stout CareerLink!
Note: This does not include positions filled by continuing
student employees in your office/department.
Stout CareerLink
Stout Career Link is the central location for all
Student Jobs, including:
• On and Off campus part-time positions
• On campus positions include work-study and state
pay positions.
• Cooperative education experiences
• Graduate Assistantships
• Full-time opportunities for graduating students
Stout CareerLink
• Maintained by Career Services Office, including:
• Managing website, technology updates
• Approve and manage users, establish access
• On and off campus (part time) positions will be
approved by the Student Employment
Coordinator prior to being made “active”
Career Link
• Supervisor Access:
• Hiring managers/Supervisors must complete and submit the
“Access Request Form”
• Access and information about using Stout CareerLink is available on
the Student Employment page, under the tab marked “On-Campus
Employers”.
Stout CareerLink: Log-in
• Career Services will e-mail user name and
password information when Access is approved
(usually 1-2 business days).
• Keep e-mail in personal folder for easy access for future
job postings (per Career Services)
• Access to CareerLink is available immediately upon
receipt of information:
www.myinterfase.com/uwstout/employer/home.aspx
Stout CareerLink: posting your job
* Asterisked Items must be completed to make this a valid posting!
Job posting: The Job Description
• What will the Student’s responsibilities include?
• What skills are necessary for the Job?
• The absolute “musts” required for the position
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What skills are preferred?
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“nice to have”, not required, but helpful
Hours?
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Specific time frames needed?
Complete
Application?
Phone Call?
E-mail?
Building name, office number
Name if well recognized
Minimum of 5 days
Seriously
Student Employment Application
Link for the application is available on Stout CareerLink and
the Student Jobs webpage, under “Student tab”:
http://www.uwstout.edu/jobs/studentjobs/index.cfm
Also available on the job search page, in Stout CareerLink
Reviewing Applications
• Jobs should be posted for a minimum of 5 (five) business days.
• Job can be accessed and extended, if necessary
• Keep all valid applications in a common file –
• Work Study? Good time to determine eligibility if this is a factor for the
position
• Determine if incomplete applications will be accepted as is, or if you
will contact students for necessary information
• Set reasonable time lines for responses
• Send an e-mail confirmation to all applicants, letting them know you’ve
received their application
• Establish time line for the closing date of the position, give reasonable
estimation of next contact.
Job Interview preparation
• Review the Job Applications:
• Review for minimum qualifications, skills or unique history,
experience
• Review for errors and incomplete information
• Determine how many students to interview
• Prepare questions
Interview Questions: Keeping It Legal
Interview Questions must be:
• Pre-determined and asked of all candidates
• Non-leading and open-ended
• Based on job requirements
• Job-related
Interview
• Call or e-mail all applicants:
• Set up and confirm interview for “yes” candidates.
• Thank all other applicants for their interest, wish them good luck in
their job pursuit
• Make arrangements to conduct interviews undisturbed
• Stick to scheduled times
• Have prepared questions, job description and Student
application available
Selection
• Compare/contrast candidates and their skills as soon as possible after all
interviews are finished:
• Review notes and answer:
• Definitely hire
• Hire
• Maybe Hire
• Probably not
• Do Not Hire
• Tailor results if necessary, smaller size may require less variation
• Select candidates that you considered the best “fit”, call or e-mail them to extend the
job offer
• If accepted: schedule time to complete Work Authorization and hiring forms
• Once applicant (s) have accepted positions, contact all other interviewees
• Thank them for their time, wish them good luck in their job search. All applicants deserve respect
and professionalism
Resources
Student Employment Page – Information for
Supervisors (Intranet)
http://www.uwstout.edu/jobs/studentjobs/indexsupervisor.cfm
• Pay structure
• Supervisors Manual
• Student Employment Brochure
• Departmental Budgets
• Student Employment forms (HR)
Related EDGE Session:
Student Employment 102 - The Supervisor Survival Guide
(February 18)
This session will give current and/or potential student employers some insight into the
care, management, and mentoring of their student employee. Managing and
communicating with your millennial generation students. Federal regulations and
campus policies on Student Employment, and helpful management resources.
See you there!
Questions?
Barbara Cloutier
Assistant Director – Financial Aid Office
Student Employment Coordinator
715-232-1363
[email protected]
(Thanks!)