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WPCC Federal Work-Study Handbook

2014-2015 Edition

Download a printable version (requires the free Adobe Reader software)

Introduction

This handbook has been prepared for the benefit of WPCC Federal Work Study students and their supervisors. It is meant to set forth guidelines and to clarify the working relationship between the student and the supervisor.

Overview

Federal Work Study (FWS) is a need-based, federally funded work program designed to help students meet the Cost of Education.

The WPCC Financial Aid Office will make every effort to match a student, based on course of study, talents, and knowledge, with the supervisor’s needs. WPCC faculty and staff understand that FWS students are students first, and supervisors will work around a student’s class schedule as much as the departmental needs allow.

Here are just a few benefits of being a FWS student at WPCC:

  • Experience for your resume and with the interviewing process
  • Letters of recommendation from supervisors
  • Opportunity to explore different career interests
  • Exclusion of earnings from future financial aid calculation

Descriptions of FWS Positions

There are two categories of FWS positions at WPCC. The first category, on-campus positions, involves such services as clerical support, faculty assistants, and maintenance workers. On-campus positions pay $7.35 per hour. The second category, community service positions at mostly off-campus locations, include reading tutors at local elementary schools through the America Reads Program, tax preparation assistance through the WPCC VITA program, and assistance at other community service centers in the area as needed. These community service jobs pay $8.35 per hour. Some community service work study positions require criminal background checks. For example: Reading Tutors are required to have a criminal background check completed by the Burke County Public School System before they begin work at a local elementary school.

Eligibility

Work study students must be eligible for financial aid! Students are awarded work study in addition to, or in lieu of, other financial aid programs by the Financial Aid Office based on the Free Application for Federal Student Aid (FAFSA). A student’s financial aid file must be complete in order to be considered for work study. Due to limited availability of positions, it is suggested that students interested in the work study program complete their FAFSA as early as possible. Eligibility must be met each academic year independently, so students must apply each year.

Students must also meet all other requirements for financial aid, including:

  • Enrollment in an eligible degree, certificate, or diploma program
  • Not in default on a student loan or owing a refund on previous financial aid received
  • Maintaining satisfactory academic progress. A copy of these standards is available in the Financial Aid Office.

Getting Started as a FWS Student

In order to be considered for employment, students must complete a Federal Work Study Application (Adobe PDF file – get the free Adobe Reader here) .

Students will apply to specific work study positions on campus using College Central Network. To apply for a work study position the student must complete a paper work study application in addition to submitting a cover letter and resume electronically through the College Central Network to the position they are interested in.

If a student meets all eligibility requirements, their application, cover letter and resume will be sent to the position supervisor with a referral form for an interview. If the student and supervisor decide that they are a good match for the position, the supervisor will complete the referral form, and the student will need to return to the Financial Aid Office to complete the following documents:

  • FWS Contract
  • Confidentiality Agreement
  • US Dept. of Justice I-9 form
  • Employee Withholding Allowance Certificate (NC-4 & W-4)
  • Certification of Employee Status (ESRR form)
  • Drug-Free Workplace Acknowledgement
  • You will need to provide WPCC with documents to establish both identity and employment authorization. A complete list of acceptable documents is available in the Financial Aid Office or on the back of the US Department of Justice I-9 form (Adobe PDF file – get the free Adobe Reader here). Acceptable documents include but are not limited to your driver’s license and social security card.

Once all required documents are received, WPCC uses the US Citizenship and Immigration Services’ E-Verify System to ensure the student is authorized to work in the United States.

Payroll Procedures

To ensure that you will be paid accurately and on time, please follow these guidelines. Download a Work StudyT imesheet (Adobe PDF file – get the free Adobe Reader here) which is to be submitted for payment of work-study wages.

  • Fill out your time report completely, legibly, and in pen. (NO PENCIL)
  • The pay period is one calendar month. DO NOT record multiple months on one time report.
  • Make sure you and your supervisor sign your time report.
  • You will be paid only for time worked. Report all time worked to the nearest quarter hour. For example: 8:10 (report 8:15) 8:05 (report 8:00). If you take a lunch break, please note this on your time report.
  • Initial any corrections on your time report.
  • Work study supervisors are responsible for turning in timesheets to the Business Office, so be sure that you give them plenty of time to turn it in before the payroll deadline. If a timesheet is submitted after the deadline, it will be processed with the next month’s pay period time reports.
  • If you are a reading tutor at a local elementary school, your supervisor must put the original timesheet in the mail ATTENTION to Carla Branch in the Business Office before the payroll due date.
  • Make a copy of your time report for your records before submitting it to your supervisor. It is your responsibility to make sure you have not exceeded the total amount of your contract and that you are working within your start and end dates.
  • Time reports are due in to the Business Office by noon on the date listed on the payroll calendar below.
  • Payday is the last working day of the month, unless otherwise stated in the college calendar.
  • Student may receive their paychecks by direct deposit. To sign up for direct deposit work study students must complete direct deposit paper work. Direct deposit paper work can be completed by appointment in the Human Resources Office, located in Moore Hall. To set up an appointment for direct deposit paper work with Human Resources please contact either: Anita Berry: (828) 448-3127 or Lisa Sessions: (828) 448-3126

*All students who do not opt to have their checks direct deposited into their bank will have their checks mailed from the Business Office on the scheduled pay day.

 

Time Sheet Pay Period/Due Dates

 

Month Pay Period Time Sheet Due Date Pay Day
July 2014 July 1 – July 31 August 5, 2014 August 29, 2014
August 2014 August 1 – August 31 September 5, 2014 September 30, 2014
September 2014 Sept 1 – Sept 31 October 3, 2014 October 31, 2014
October 2014 October 1 – October 31 November 5, 2014 November 28, 2014
November 2014 Nov 1 – Nov 30 December 5, 2014 December to be determined by the Office of State Controller
December 2014 Dec 1 – Dec 31 January 5, 2015 January 30, 2015
January 2015 January 1 – January 31 February 5, 2015 February 27, 2015
February 2015 February 1 – February 29 March 5, 2015 March 31, 2015
March 2015 March 1 – March 31 April 3, 2015 April 30, 2015
April 2015 April 1 – April 30 May 5, 2015 May 30, 2015
May 2015 May 1 – May 31 June 5, 2015 June 30, 2015
June 2015 June 1 – June 30 July 3, 2015 July 31, 2015

Responsibilities of Work Study Supervisors

  • Before allowing a student to work, make sure the student is authorized to work by having a current contract. (A copy of the contract will be sent to you)
  • Set up a schedule that does not interfere with the student’s class schedule, and make reasonable allowances for unforeseen scheduling problems due to class work.
  • Since work study students could be granted access to personally identifiable information in the educational records of other students, work study students must receive instruction that they cannot discuss confidential information with anyone accept you (the supervisor).
  • Fully explain all duties associated with the position and provide training if necessary. Make sure all duties assigned fall within the job description.
  • Inform FWS students of all special safety considerations pertaining to their work environment.
  • Monitor the number of hours your student works to ensure that they are working within the terms of their contract.
  • Assist students with completing time reports. You, the supervisor, will be responsible for turning the timesheet in to the Business Office by the deadline each month.
  • Provide a 15 minute break for every three hours worked.
  • If a student fails to complete assigned duties in a satisfactory manner, to show up at assigned times, or to conduct themselves in a responsible manner, it is your responsibility to counsel the student. If you determine termination is necessary, it is your responsibility to submit a Termination / Transfer Form to the Financial Aid Office.

Responsibilities of FWS Students

  • Complete a work schedule with your supervisor at the beginning of each semester.
  • You are not allowed to work over the maximum allowed hours per week as listed on your contract.
  • You should report for work as scheduled and on time. Your supervisor will be depending on you to work the hours that you are scheduled to work.
  • Personally contact your supervisor if you will be absent due to illness or for any other reason.
  • Act in a professional manner concerning confidentiality of student and college records that you may have access to as part of your job assignments.
  • Follow procedures and meet expectations set by your supervisor.
  • You are expected to dress and act appropriately. Remember, you represent WPCC in a professional setting.
  • TIME SPENT AT WORK SHOULD BE PRODUCTIVE TO THE DEPARTMENT, NOT USED FOR PERSONAL STUDY TIME.
  • Discuss any work-related problems you experience (schedule, job expectations, conflicts, etc.) with your supervisor.
  • Keep records of your total earnings, and make sure that you do not exceed your total award per semester as listed on your contract.
  • Regardless of your contract end date, if you are do not intend to register for the next semester or are graduating, your last day of classes will end your work study contract.
  • If you decide to quit your FWS job, you are required to give a notice to your supervisor and submit a Work Study Termination Transfer Form to the Financial Aid Office. The Financial Aid Office is under no obligation to locate another position for you if you quit your job.

WPCC Specific Policies

Supervisors and FWS students must comply with the following policies as established by the WPCC Financial Aid Office:

  • A FWS supervisor is responsible for turning in timesheets to the Business Office (not the student).
  • A FWS student may work during the summer semester if they are enrolled in at least one class and have remaining financial need, if work is available, and if sufficient FWS funds exist.
  • A student is not permitted to receive overtime pay. Work study employees are not eligible for paid lunch hours, vacations, sick leave, or holiday pay.
  • A student is permitted to work only between the dates listed on the FWS Contract.
  • A student must be paid only for hours actually worked. During a four- consecutive-hour work period, work study employees are entitled to one 15- minute break.
  • A student is not permitted to work in more than one department at one time.
  • Work study employees are covered by Workmen’s Compensation Insurance, but not by Unemployment Insurance. All work-related injuries should immediately be reported to Western Piedmont Community College Business Office. The student’s supervisor should also notify the Work Study Coordinator.
  • A FWS student is not permitted to work in the same department with a spouse.
  • Other students or friends are not permitted to congregate with FWS students at work.

How to Request a FWS Student

  • Obtain a FWS Request Form from the Financial Aid Office. A request form must be completed for each academic year, even if you have a returning FWS student.
  • Complete and return the request form to the Financial Aid Office. You will need a signature from your division dean.
  • If you would like priority consideration given to a returning FWS student, or other student, please indicate your choices on the request form.
  • Possible FWS students for your position will be referred to you for an interview. It is up to you and the student to determine if it will be a workable situation.

Employment Termination

Voluntary Termination

If student decides to quit a job, he/she should give at least two-week advance notice to the supervisor so that a replacement may be found. Student employees may voluntarily terminate their jobs at their own discretion.

Involuntary Termination

Supervisors may terminate a student for a number of reasons. Federal Work Study student employees may be terminated from their positions by the Supervisor for inability or unwillingness to comply with the requirements of the position. Some examples of violations that will result in termination with or without warning include, but are not limited to:

Termination with Warning:

  • Frequent tardiness
  • Repeated unexcused absences ◦ Scheduling conflicts
  • Discontinuation of the job

Termination without Warning:

  • Time Sheet falsification
  • Theft
  • Destruction of College property
  • Use of drugs or alcohol during or immediately prior to the work shift
  • Violation College policies
  • Violation of Confidentiality Agreement
  • Student receives funds that cause them to no longer be financially eligible.
  • Student is no longer making Satisfactory Academic Progress.
  • Federal Work Study earning maximum met.
  • Funds for the FWS program are depleted

Dismissal Guidelines and Repercussions

Supervisors may terminate a student’s employment for any reasons listed above. If a supervisor is not satisfied with a student’s performance and student’s actions or behaviors do not require immediate termination, the following steps should be taken:

Step 1 – Discuss problem with the student. This discussion will be considered a verbal warning and should inform student that they have demonstrated a standard of behavior that is unacceptable.

Step 2 – If the problem continues, provide the student with a written warning. Write the student a letter/email describing the problem, the previously held discussion(s), and a statement of consequences if the behavior is not corrected. (A copy of this letter/email should be forwarded to the Work Study Coordinator.)

Step 3 – If there is no correction of the behavior, the student’s employment should be terminated. The supervisor should notify the student and should complete both a Termination / Transfer Form, being sure to state the reasons that the employee was terminated.

If termination is necessary, the supervisor must submit a signed Termination / Transfer Form to the Financial Aid Office indicating the reason for termination. If possible once you, the supervisor have completed the Work Study Termination Transfer Form, review with the work study student who is being terminated and have them sign. Form must be completely filled out; however the student’s signature is not required but preferred.

Please note, problems such as dishonesty, theft, and violations of confidentiality call for immediate dismissal. Supervisors should contact the Work-Study Coordinator as soon as possible in such instances.

If a Work Study student feels he/she has been unjustly terminated, he/she may notify the Financial Aid Office.