Introduction

The purpose of the Federal Work Study and Regular Campus Employment Program is to stimulate and promote part-time employment of undergraduate, graduate or professional students who are in need of earnings to pursue courses of study at Drew University. This employment, whenever possible, should complement and reinforce the educational program or career goals of the student.

The following is information on the rights and responsibilities of everyone involved in the Federal Work Study and Regular Campus Employment programs. This handbook was developed to assist students, faculty and administrators in understanding not just the generalities of the programs, but the specific responsibilities involved. Please refer to this source of information when questions or difficulties arise. If you have any further questions, the Federal Work Study Program is administered through the Office of Financial Assistance. For on campus positions, placement is handled by the Student Employment Office. Both offices are located in Tilghman House, second floor. Placement for off campus positions is handled by the Career Planning and Placement office located in the University center.

Eligibility

Federal Work Study and Community Service eligibility is based on financial need which is determined through the processing of a financial aid form. If a student is eligible, it will be included in his/her financial aid package. If a student did not receive FWS and believes that he/she may be eligible, he/she should contact the Financial Assistance office for instructions on filing an appeal. When a student returns the signed financial aid award notice to the Financial Assistance Office, they are asked to specify as to whether they accept the FWS/Regular employment award or not. This is done by indicating with a check mark in the first or second column of the award notice that he/she either accepts or rejects their award.

In addition, the students are sent a second form that confirms their intention to accept or not accept their award. The Employment Form asks specific information about the students skills, qualifications and past experiences. This information will assist the Student Employment Office in referring a student to a position that best suits their needs. THIS IS NOT A GUARANTEE OF EMPLOYMENT. Both forms are then returned to the Office of Financial Assistance. Eligibility for any student employment begins the summer prior to enrollment in any of the three schools and ends with graduation.

Job Descriptions

To comply with federal regulations, campus departments who will be requiring student help during the year must submit to the Student Employment Office a Job Description for each new position available. This will describe in detail the job qualifications, the location, the length of employment, the grade level and the pay rate. In addition to comply with the American with Disabilities Act, July 1993, job descriptions must include the percentage of time spent doing specific tasks i.e., walking standing, sitting, lifting, etc. This will be a helpful tool for Drew to use in referring students to suitable positions.

The job description has several purposes. It will provide the information needed to explain the position to students and will help them select the type of employment closest to their educational or career objectives. The job description will also help the Office of Financial Assistance, the student, and the supervisor determine the number of hours of work required at the specified wage rate to meet the students financial need. It also provides a written record for both the student and employer (department) of the specific duties and responsibilities of the position.

Placement

The Student Employment Office is responsible for assisting students with placement. After reviewing the departments’ needs, along with the employment form submitted by the student, this office will then match the most qualified student to the particular position available. When a decision is made, the student will be notified by mail in the summer of a particular job opportunity, advising them of the name of the department and the supervisor to whom they must contact regarding an interview. Supervisors will also be notified of potential job applicants. An interview should then be scheduled between the student and the employer to determine if the student’s skills and class schedule are compatible. Interviews will continue to be scheduled until a match is made.

The Student Employment Office will refer students to the hiring supervisor in order of priority. The order is as follows:

A. Returning students who have been trained at least one semester by an employer and are returning to the same position have first priority.

B. Those students who have been awarded work (FWS or regular employment) as part of their financial aid package and who have not worked previously are given priority over anyone else, except returning students, for the first 3 weeks of the fall semester.

In regard to summer employment, the following procedures to determine eligibility are followed:

A. Determine the upcoming academic year need by deducting the family contribution (from the Financial Aid Form) from the appropriate budget. If student need is greater than $0 for the upcoming academic year, then the student has need for the summer. Net earnings are then added to the upcoming financial aid award package as an additional resource.

B. Returning students must have filed the FAFSA and University Supplement by the end of the fiscal year (June 30) and have been eligible for financial assistance the previous academic year.

The following priority guidelines are utilized for referring students to departments for placement:

A. Students classified by the Office of Financial Assistance as having the most financial need and other students who are returning to the same job held the previous summer.

B. Other students classified by the Office of Financial Assistance as having need, not returning to a previously held position.

C. Non Drew working students and others.

Payroll Procedures

Once a student has been hired for on campus employment, the supervisor of the department will send, via E-Mail, to the Student Employment Office, a Placement Form. Once this is received, the Student Employment Coordinator will review the students records to determine what documentation may need to be completed; i.e., W-4, I-9, USED Verification. Once a student’s documentation is complete, the Student Employment Coordinator will transmit via E-Mail a Clearance Form to the Payroll department and to the Department for which the student has been hired. This is necessary to put the student on the University payroll. The name of the student, the rate of pay, the account number of the department to be charged, and the maximum allowable earnings of the student are to be included on the form. A copy of the Clearance Form will remain on file in the Student Employment Office. The W-4 form is sent to the payroll department. You can fill out our job placement form online.

New students (a student who has never previously worked for the university) MUST complete a W-4 tax withholding statement and an I-9 form. (This is in accordance with federal regulations, specifically the Department of Immigration) The I-9 form must be completed in the presence of a counselor. Accurate completion of this form is imperative because I-9 forms are subject to audit at any time. It is then retained in the Student Employment Office. Two forms of identification are required. One form is a valid driver’s license, valid passport or original birth certificate and a social security card. If presenting a passport, it is not necessary to have any other form of identification. If the student does not have a driver’s license (because they do not drive), a Drew University ID is acceptable. This exception is made ONLY if they do not have a license. Once a clearance form has been received by the Payroll Office the student is ready to begin work, NOT BEFORE.

Payment is generated by time sheets on a bi-weekly schedule. This time sheet must be filled in every day by the student. The student will indicate the time they started, the time they ended and the total hours worked for the day. At the end of the week, they total up their hours. Students are not paid for meal breaks or holidays. For instance, if a student worked from 9am to 4 pm and took an hour for lunch, the total hours he/she worked would be 6. Every two weeks the student would sign his/her time sheets and then give them to their supervisors for verification and signature. The time sheets are then delivered or mailed to the Payroll Office by the supervisor for payment. Evaluations are made on a bi-weekly basis by the supervisors of the student’s work as part of the verification process. If time sheets are not received by the payroll office on the Friday before the payroll date, the student will not be paid until the following payroll period.

Students maximum allowable earnings are monitored by the Student Employment Office in accordance with federal regulations. The Student Employment Office receives a bi-weekly report from the student payroll office called the Limit Against Earnings Report from which it monitors the maximum allowable earnings and the hourly time limits for each student. When a student has reached or exceeded the limit on their earnings as set by the Office of Financial Assistance, he/she is notified via E-Mail immediately. A copy is sent to the employer and the Office of Financial Assistance. If the student is close to his/her limit, he/she must come to the Student Employment Office and petition for an increase in earning limits. This office will determine whether the student’s FWS funds can be increased or place the student on regular employment, if it is feasible. If the student has exceeded the limit he/she must discontinue work IMMEDIATELY!

If a student works at more than one job on campus, he/she will receive only one check for the one or more jobs. If a student did not receive a paycheck or there is a discrepancy in the check received, the student or the supervisor should contact the Student Employment Office or the Payroll Office. Paychecks are mailed to the students every two weeks from the payroll office.

Any student whose financial aid application has been selected for verification by the U.S. Department of Education, State of New Jersey or by Drew University will not be allowed to work and will not be cleared until all documentation is complete and cleared with the Financial Assistance Office.

Evaluations

Once a year (or at the end of an assignment), evaluation forms are sent to all supervisors of student employees. This is a means of rating the progress of each student.

The students are judged on quality and quantity of work in addition to reliability, punctuality, and attendance. The evaluation should be discussed with the student and should include comments, praises, or criticisms in a constructive manner that will encourage further development. The supervisor will note if he/she wishes to rehire the student for the following year. These evaluations are submitted to the Student Employment Office to be kept on file. They are often referred to when off campus job opportunities arise, and they are a source of reference for the potential employer.

Absences

Supervisors should be notified immediately if a student cannot maintain the scheduled hours. If a student knows in advance that he/she cannot work, he/she should notify the supervisor at least 24 hours in advance. If a student is ill, he/she should call their supervisor as early in the working day as possible. If circumstances arise that require a period of time off, a student should arrange it in advance. PLEASE NOTE: permission to be absent from work is a request and must be approved by the supervisor. Repeated absence or tardiness can be cause for termination.

Termination of Employment

If a department is considering termination of a student because of unsatisfactory job performance, there are procedures that should be followed. Supervisors should fill out a review of each student’s job performance at the bottom of the time sheet indicating good, fair or poor performance. It is at this time that the student should be counseled and documented. If the problem should continue, a second discussion should take place and be documented; the student is then placed in a probationary period of employment. If there is no evidence of improvement within a specified amount of time, the student should be terminated. The Student Employment Office should be copied on all letters to students concerning job performance. The office should be notified immediately with a written explanation of why this action has been taken and should include the performance evaluation. If a supervisor has any questions regarding the termination procedures, please call the Student Employment Office.

Any student who is experiencing difficulty with a supervisor should first discuss the issue with the supervisor. If the student feels the problems are continuing, he/she can contact the Student Employment Office for guidance.

Any student who believes he/she has been discriminated against while employed has the right to register a complaint and seek re- evaluation of his/her grievance. Refer to the DREW UNIVERSITY STUDENT HANDBOOK for additional information.

Resignation

If a student wishes to resign from his/her FWS position, he/she must give his/her supervisor two weeks notice and notify the Student Employment Office and the Financial Aid Office. The prompt notification will enable the department to request and locate a replacement.

Grade Levels

There are four grade levels to define the specific skill requirements of campus employment. They are as follows:

A. Level I - A position that requires the use of a few definite procedures, little judgment, working under direct supervision, involves little choice as to method of performance, no prior experience required.
B. Level II - A position that requires a variety of duties ranging from routine to moderately difficult involving the application of prescribed standard procedures or involving increased training. Proficiency and technical knowledge as well as an ability to make decisions requiring some use of judgment are required.
C. Level III - Under direction performs duties requiring greater proficiency or technical knowledge. Should use initiative within guidelines and display the ability to work without supervision.
D. Level IV - Under little or no direction, performs duties requiring the greatest of proficiency and technical knowledge. Uses initiative within guidelines and has experience working in that particular office or related field. May have supervisory responsibilities.

Hourly pay rates are set by the University on an annual basis and take into consideration the federal minimum wage guidelines and the assigned grade levels. Wages begin at $7.25 per hour for grade level I, $7.60 per hour for grade level II, $8.10 for grade level III, and $8.60 per hour for grade level IV.

New Jersey Right-to-Know Training

The State of New Jersey regulations mandate that every student working with hazardous materials must take the NJ Right-to-Know training. This must be completed within (30) days of employment. A sign-off sheet is sent to each supervisor from the Student Employment Office, stating the name of the student working in their department. The supervisor must note if the student will or will not handle such materials, sign and return it to the Student Employment Office.

The names of students that require training are submitted to Facilities Operations. It is their responsibility to contact the students to schedule training. At the completion of training the student, the department supervisor and the training coordinator must sign a certification form.

In the event the Student Employment Office has not been notified that students who are working with such materials have not completed the necessary training process, their paychecks (for the hours they worked for that specific department) will be withheld at the payroll office. The Student Employment Office will monitor each and every case and exercise every means to see the students complete the necessary training.

Budgets

The Student Employment Office will interact with the Controller’s office on a monthly basis to review department Federal Work Study allocations. This is used as a check to insure departments are within their Federal Work Study budget. Based on quarterly reports from the Controller’s Office listing expenditures to date, the Student Employment Office will advise any department who may be nearing their limit and advise them to pursue the matter with their Supervisor and to appeal in writing to the Controller’s Office for a possible increase to the budget. Additional meetings are held in July, to determine department allocations for the next year.

Monitoring Earnings and Hourly Limitations

The Student Employment Office receives on a bi-weekly basis a report called the Limit Against Earnings Report. This report assists the office in tracking each individual on work study by indicating the award limit, earnings to date, and the balance remaining of their award. This report is generated by the Payroll office after the calculation and distribution of student payroll checks for each time period. At this time, the Payroll Office generates a list of those students who exceeded the 20 hour limit to the Student Employment Office. An E-Mail memo is then transmitted to the student, the department supervisor, and the Office of Financial Assistance reiterating the specific policies about hourly limitations. If a student is approaching their limit in FWS money, the student employment coordinator will check to see if the FWS can be increased. If it can be, the student will receive an award letter notifying them that their FWS has been increased and they can continue working. If there is no room in the student’s financial aid package allowing for an increase then the coordinator will check to see if the department the student is working for has a regular employment budget. If they do and they have enough money left, the student will be switched to regular employment. If they do not, the student must stop working immediately and a letter will be sent to them and their supervisor notifying them of this.

Surveys and Statistics

During the course of the academic year, in order to place federal work study students who are not working and wish to be employed, it is necessary to conduct a survey of all departments that have student employees. They are requested to notify this office of how many students they have working at that particular time, how many are federal work study students, and if there is a possibility another job slot could be opened.

Another survey is conducted among the students given federal work study who are still not working requesting them to notify the office as to whether they continue to be interested in employment, are not interested in employment, or are working off- campus. If they are still interested, they are immediately referred to any new positions that are available. The student employment office maintains a list of current job openings as well as a list of prospective employers.

Supervisors of student employees are requested to advise this office of the grade levels in their department and how many students are in each level. This information gives the office an idea of salary ranges for each department.

Community Service-Reading Tutors

The Community Service Program provides services to students that are designed to improve the quality of life for community residents or to solve particular problems related to those residents’ needs. These services range from health care, child care, literacy training, education (tutoring), and recreation. In addition Community Service includes students that have disabilities and are enrolled at our school. America Reads Challenge (Reading Tutors Program) provides opportunities for FWS students to tutor pre-school age children and children in elementary schools. The FWS students must undergo a brief training period prior to their assignment. Students interested in working in these positions should contact the Career Planning and Placement Office.

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