Federal Work-Study Employer’s Guide

Introduction
Hiring
Job Titles, Pay Levels & Increases
Payroll
Monitoring
Supervision
Transfers
Job Titles and Levels

** INTRODUCTION **

The Federal College Work-Study Program is a federally funded financial aid program which provides employment opportunities for students who need money to meet educational expenses. Work-Study is awarded as part of the student's overall financial aid package and is based upon financial need.

Certain stipulations exist regarding the type of employment a student can accept. Positions are generally limited to those offered by public or private non-profit organizations. Federal College Work-Study funds cannot be used to pay for work which is religious, political, or which is performed for the benefit of a private individual. Because of this, a student can be paid for general office work but cannot be paid for typing a dissertation or assisting with private consultation. Students cannot be hired to replace regular employees and all hiring practices must comply with existing civil rights regulations.

** HIRING **

The process of hiring a student through the Federal College Work-Study Program begins with you, the potential employer, assessing your needs. Once you have determined the number of students that you will require, fill out an application, have it authorized by your Department Head or Division Chairperson, and return it to the Financial Aid Office by the corresponding deadline. These applications are supplied by the Financial Aid Office prior to each specific work period. To participate in the summer program, your application should be in by the last week of March ; for the academic year, applications have to be in this office by the last day of classes . Late applications will not be considered until all approved applications have been filled.

After the deadline has passed, the Financial Aid Office reviews all requests for student workers, prioritizing need based on the number of students who have indicated a desire to participate in the program. Each site is then notified of the number of students that they are authorized to hire. Students will only be allowed to accept positions which have been authorized in advance by this office.

Due to the fluctuation in the number of Work-Study participants, it is a common occurrence for the Financial Aid Office to reduce requests for workers. Work sites which have been reduced, will be considered for additional employees as students become available. Occasionally the Financial Aid Office will assign a student employee in lieu of a position which was not authorized for direct hire. If you have concerns or questions please contact the Work Study Coordinator at ext. 9513. A written appeal for reconsideration may be submitted directly to the Director of Financial Aid.

Each returning student who has successfully held a Work-Study position at this campus and has been awarded Work-Study for the upcoming period will be provided a list of all approved positions. It will then be the responsibility of the student to apply for a position, while the supervisor has the responsibility of hiring his/her staff. Students who have been awarded Work-Study, and who are eligible to interview, will have a Student Employment Authorization in their possession. This form is the official notice of eligibility to participate in the program. No student can begin employment until after this authorization has been properly completed and all other paperwork is returned to the Financial Aid Office. The Financial Aid Office reserves the right for final approval.

Incoming freshmen, transfers, and returning students who have never participated in Federal College Work-Study, will be offered opportunities in entry level positions here at the University. These positions will be based upon the skills of the student, and the needs of the University as determined by the Financial Aid Office. Students who have not successfully completed their entry level position will also be considered for employment based upon the needs of the institution. As a supervisor, it is your job to interview and hire the right student;the Financial Aid Office will only screen potential student workers. If you do not feel the student is qualified for your position please tell them to return to the Financial Aid Office and I will place them in a different position.

** Job Titles, Pay Levels & Increases **

Wage rates are determined by the skills that are necessary to perform the job. All positions at the University of Maine at Presque Isle are evaluated based upon specific criteria and fall into one of four levels. You will find a brief description of pay levels and corresponding wage rates below. The Financial Aid Office reserves the right to determine which pay level a job title will be assigned.

Level I
Base Pay Rate: $6.75
Maximum Rate: $7.35

Employee performs routine or repetitious duties. In some cases specific knowledge and skill is required to perform assigned duties. Routine supervision of the employee is required.

Level II
Base Pay Rate: $7.05
Maximum Rate: $7.65

The duties include some proficiency in an area(s) that requires advanced knowledge or experience. This proficiency is acquired from a significant period of work or educational experience. The employee requires moderate supervision and training.

Level III
Base Pay Rate: $7.35
Maximum Rate: $7.95

Duties require proficiency in areas demanding advanced knowledge, ability and skill. The employee requires minimal direct supervision and uses independent judgment.

Level IV
Base Pay Rate: $7.65
Maximum Rate: $8.25

Duties require expertise in areas demanding highly advanced knowledge, ability and skill. The employee requires no supervision and very often supervises other employees.

A student who successfully completes a minimum of 150 hours during a specific year, and receives a positive evaluation, is eligible for a step increase of 20¢/hour. This increase will be applied when your students return to work for the next year. For the purpose of this policy a year begins the day after May Commencement and ends on following Commencement day. These step increases are limited to three in a student's college career, and can be carried from one position to another.

Questions regarding pay levels should be directed to the Financial Aid Office.

** Payroll **

Student payroll is processed on a bi-weekly schedule. The workweek begins on Sunday and ends on Saturday, with two weeks in each payroll period. Supervisors are responsible for making sure that all time which is submitted for payment was actually worked. As an employee of the University of Maine at Presque Isle, you are responsible for approving your student employees time into the PeopleSoft Time and Labor System. You will access this site through the UMS home page at http://www.maine.edu/ . On this web site you will select the link ‘PeopleSoft Access', which will direct you to the PeopleSoft login screen. This is where you will be asked to enter your University of Maine System ID and password. If you are having problems accessing PeopleSoft, please contact Computer Services at extension 9626.

The student time entry system at the University of Maine at Presque Isle, allows for the recording of time in “clock time sequence” as recommended by the Department of Education. The PeopleSoft Time and Labor System refers to this method of time recording as Punch Time Entry and consists of recording the students start and ending times as appropriate. The students time entry record will need to be available the first day of work, so please make sure you, the supervisor, and the student complete and return to the Financial Aid Office, all of the necessary requirements for their employment. Students cannot begin working until all employment requirements are satisfied.

Make sure that you get in the habit of approving your time daily . It is not appropriate for you to wait until the end of the pay period to approve time – by doing so, you run the risk of looking back dates the student has inputted for two weeks (which in turn will take more time). It is your responsibility as the employer to make sure that the approving of your students is complete. If you do not approve your student's time in the appropriate time frame, the student will have a delay in their pay for an entire pay period.

** MONITORING **

In order to comply with the statues and regulations governing federal aid programs, it is necessary to monitor your student employee's earnings. Each student who is awarded Work-Study will have a limited amount of money available to earn each program period, (fall, spring, and summer semesters). This limit will be stipulated in the student's award notice and Employment Authorization form. If a student exceeds his/her allotment, chances are good that he/she will be placed into an over-award situation. When this happens, a student's aid package may be adjusted and repayment of other forms of aid requested.

In order to assist you in monitoring student employee's earnings, a printout is generated after every payroll is processed. This report indicates the amount of money available as of the last payroll. This does not take into consideration the hours that the student has worked since that time.

This delay is caused by payroll processing and is unavoidable. You may want to develop your own method of monitoring. Please be aware that if you allow your student employees to work in excess of their allotment, your department will bear liability for all earnings over their award.

During the academic year, when classes are in session, students cannot work over 20 hours per week . If students work during a vacation or are participants in the summer program, they can work a maximum of 40 hours per week. Supervisors who allow students to work in excess of these limits are responsible for their wages.

** SUPERVISION **

It is the responsibility of all supervisors to provide adequate supervision and training to student employees. Many of our students have had little or no formal work experience; therefore, the positions that they hold while attending this University could have a large impact in determining if they will be hired after graduation. It is in the students' best interest that they be provided with a realistic view of life in the working world. Students should be made aware that as supervisors you will enforce all guidelines and that you will take action on any infraction.

Supervisors are asked to work closely with their student employees, taking into consideration the students' classes when arranging their work schedule. Federal regulations require the monitoring of students' schedules to insure that your student staff will not be working at times they should be in classes. A regular work schedule should be established and adhered to. All expectations regarding performance, job and work schedule should be discussed thoroughly with your student workers' prior to the start of employment.

If a student employee is performing in such a manner that requires disciplinary action, please notify this office immediately . As a supervisor, you should enforce all guidelines and take appropriate action when your employees are not performing as expected. This includes terminating employees. The policy for terminating student employees is as follows: Students are allowed ONE written warning. If after the warning, the student continues his/her substandard performance, terminate the employment arrangement. The Financial Aid Office will make every effort to locate a replacement employee for you. If you issue a warning to one of your employees, please document it and notify the Financial Aid Office .

Work-Study is a learning opportunity for the student, as well as a limited resource for the University. If you cannot or will not provide adequate supervision and enough work for the student to do, your work site will not be considered for future placements.

** TRANSFERS **

Students will be allowed to transfer from one site to another only if the original supervisor is in complete agreement. Supervisors should be aware that if you allow your student employees to transfer, there is no guarantee that you will receive another student employee. Students who request a transfer should complete a Job Transfer Authorization, have it signed by their current supervisor, and then submit it for final approval to the Financial Aid Office. Transfers should not be used as a disciplinary tool. If a student is performing in a manner that requires disciplinary action, please do not transfer in order to avoid your responsibilities as supervisors.

Students may be allowed to work additional work sites only if their original site does not allow them the opportunity to earn all of their allotment. Individuals interested in an additional site should contact the Financial Aid Office prior to making arrangements with other supervisors.

Requests for transfer will not be considered until after the first Monday in October.

If you have questions regarding student employment, please contact the Financial Aid Office located in 232 Preble Hall, or call ext. 9512.

** JOB TITLES and Levels **

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