Welcome Supervisors!

Work-Study…What is that?  The purpose of the Federal Work-Study (FWS) Program is to provide meaningful part-time employment to students who need the earnings to meet their educational expenses.  The program is intended to help student offset their cost of their program, it is not to replace or perform services which would otherwise be preformed by regular employees.  The program is designed to provide experience in developing skills, creativity and responsibility in preparation for the job market.

Coordination Financial Aid State of Oregon COCC Policy & Procedures Department of Education Federal Relgulations Human Resources Payroll Students Department CAP Center Remember that this program is designed to remain in compliance with laws, regulations, policy, and procedures of many people and entities.

Student Eligibility How does a student become eligible for work-study?  1617 FAFSA – answer YES!  Be a COCC student  Be awarded WS  Accept the WS offer  Be enrolled in classes  Meet SAP standards  Not exceeding maximum credits for their degree Not every student that applies and is eligible for WS will receive it!

Allocations Allocations – an amount of funding that departments have to spend on work-study student(s)....“pot of money”  Departments may not receive their requested amount due to reduced funding 1112 – 88 allocations 1213 – 97 allocations 1314 – 109 allocations 1415 – 112 allocations 1516 – 96 allocations 1617 – 87 allocations (departments requested 107)  Allocations are given out each year in increments of $3600 $1200 per term for a fall, winter, and spring $900 per term for summer, fall, winter, and spring

So you want to hire... Get your job descriptions online with PeopleAdmin!  Description(s) must be on filed and approved, with the WS Coordinator for adherence to pertinent federal regulations set by the Department of Education. See page 5 in your handbook for the list.  Corrections will be requested soon!  Please notify the Coordinator if you update the description or need to add a new description. May 20 – 1516 positions will be removed May summer jobs due June 6 – 1617 summer jobs will go live September 5 – 1617 fall jobs due September fall jobs will go live

Application time! I wonder what happened….did they get my application… Student are instructed:  To apply online at  Create an account with Vitae  Apply for any and all jobs that they find interesting  Now they wait... and wait... and wait...  Please close your positions or put application deadlines  Communicate with students that are selected for a “pool”

Interview Process Give the student the opportunity to show their potential!  Meet with them face to face – Remember to “Move in Workflow” each student application you are considering to “Interview Pending”  Interview questions should be open ended to provide an opportunity to discuss their skills  Watch questions that pertain to “protected classes”  Treat each applicant the same  Take the time to determine compatibility Feel free to have Human Resources look over your interview questions. It is always better to be safe than sorry.

Hiring Your Student Now that you have completed all your interviews, it is time to select your student worker(s).  Move the applicant(s) in PeopleAdmin to “Recommend for Hire”  Background checks are completed by HR  If no discrepancies are found HR will you  Offer the position to the student and discuss a date to begin working  Do not forget to create a “Hiring Proposal” in PeopleAdmin Now you are off and running!!!

Payroll Paperwork You are not off the hook yet! The student’s first day of work should be considered as an “Orientation Day”.  Office introduction and a review of job duties  Send the student to HR to complete: Employee Payroll Information W-4 I-9 (Make sure the student is aware to bring their ID along) Confidentiality Agreement

Training and Orientation Once the student returns, have them complete:  Work-Study Orientation This orientation is their student worker handbook. It is basic knowledge of how the program works, payroll and their rights as a COCC Work-Study Employee. It is important for them to complete!  Preventing Harassment in the Workplace and on Campus All COCC Employees are required to complete, even work-study students. They need to print out the certificate for you to keep in their student file. I do NOT need a copy.

The Referral Contract The Referral Contract is an agreement of employment between your department and the student. Student Information and Signature Student name printed COCC ID number I understand and agree to work for the below named department. I also understand that it is my responsibility to maintain a record of time worked and submit my hours worked during any pay period by the appropriate payroll deadlines. I further understand that this contract will expire on the below date and the Work-study Coordinator may terminate it at any time. I hereby certify that I have read this statement and fully understand the expectations of my employment. I have completed the online Federal Work-Study Orientation. I have completed the online training Preventing Harassment in the Workplace and on Campus. Student signatureDate Deborah Lehto NEW! Student Signatures x x

The Referral Contract Joe Smith Financial Aid1234 Mary Jacob x x Office Assistant 1 x x  Job title needs to reflect the approved title on the job description  Contract amount is the dollar amount your department will be using of the student’s award

The Referral Contract Supervisor needs to sign the contract. Without the signature the contract is invalid.

Keeping It All Straight  Sometimes it is difficult to remember what paperwork needs to be completed and what order. The Requirements Checklist was designed to help supervisors keep on track. Do not hesitate to use it! All forms are available online

Keeping It All Straight Always keep track of your student workers hours.  If allocations by department and student are exceed, the overage will be charged back to your department.

Responsibilities  Establish a working schedule each term. Students cannot work during their regular scheduled classes. They may work if the class has been cancelled or let out early but collect documentation. I will ask for this documentation when auditing timesheets. (FSA Handbook Volume 6-42)  Conduct an informative orientation  Maintain a student personnel file  Keep copies of job descriptions, checklist, referral contract, timesheets, certificates, warnings and terminations.  Evaluate student job performance  Must be completed after 90 days from first day of work

Responsibilities  Safety and Security Keys, prox cards or FOBS should not be given to work-study students. In a few cases, supervisors will need to assign one to them. Contact Campus Services to assist you with this. Do not assign a master day Do not give them your keys Limit their access  ID badges Badges must be worn at all times, especially when entering another building. Badges are available at the Information Booth. Federal regulations state that all work-study students must be supervised!

Responsibilities  Discuss with your student worker items such as: Confidentiality Dress codes General expectations Attendance and punctuality Timesheets and payroll procedures Mandatory reporting Appropriate behavior and language Remember that you are building good working habits. If you do not clearly state your expectations from the beginning, do not hold the student responsible. Be a good, mentoring supervisor!

Responsibilities  Timesheets  Once Payroll receives paperwork from HR, the student should see an electronic timesheet for each position  When supervisors sign the timesheet, they are certifying that the student performed the work  Submitted at the end of each month.  If timesheet is not visible, submit a paper timesheet and contact payroll  No payroll advances or fringe benefits  No overtime  Paychecks available the 15 th of each month at Boyle Education Center

Terminations  Student initiated They may terminate their contract at anytime. It is customary to give 2 weeks notice.  Supervisor initiated Unsatisfactory performance or behavior must be discussed with the student  Allow time for the student to correct the issue.  If the student is unable to correct this issue, written first warning that includes expectations, current performance/behavior. Create a deadline and consequences if issue is not corrected.

Terminations  Coordinator initiated At any time for the following reason but not limited to:  SAP standards  Maximum credits  No enrollment  Reduced funding Regardless of who is terminating the contract, complete the Job Termination Form or send me an with the requested information.

Additional Training PeopleAdmin  Our expert, Christa Gunnell with HR, will be offering the following sessions: Learn how to post, open, close or edit your job descriptions May 23, 20168:30 – 10:00 amMazama 205 May 26, 20162:00 – 3:30 pmMazama 205

Thank You For Listening That’s all folks! Deborah Lehto Federal Work-Study Coordinator Boyle Education Center