Lincoln University Office of Career Development www.lincoln.edu Lincoln University Office of Career Development Student Employment Program Supervisor’s Orientation Mission: Lincoln University, the nation’s first degree-granting Historically Black College & University (HBCU), educates and empowers students to lead their communities and change the world.  

Student Employment Program Administered by the Office of Career Development. Provides part-time employment opportunities for students to assist in offsetting the cost of their education. Jobs are available on-campus with University departments and off-campus with community service organizations. www.lincoln.edu

Types of Student Employee Programs Federal Work Study (FWS) Community Service Employment (FWS) Institutional Work Aid (IWA) Grants and Sponsored Programs (GSP) www.lincoln.edu

Defining Federal Work Study Federally funded program based on financial need. Has community service component that provides service to the community. Positions off-campus and include fields as health care, recreation, child care, social service organizations, tutoring, etc. Determined eligible by FAFSA form and EFC. www.lincoln.edu

Defining Federal Work Study Must file FAFSA and submit all required documents by priority deadline date. Awarded by the Office of Financial Aid. FWS Award included on student’s Official Award Letter. www.lincoln.edu

Posting Student Employment Positions Step 1 of 2 Complete Job Vacancy Announcement Form (can be found on our website) Form contains information such as: Title Department Code Number of Students desired for Position Supervisor’s Name Phone Extension Office Location www.lincoln.edu

Posting Student Employment Positions Step 2 of 2 Complete Student Employee Job Description Form (can be found on our website) Be specific in your details when completing the “Brief Job Summary” section, as well as the “Skills and Abilities Required” section. This form is needed for any position being posted and must be submitted with Job Vacancy Announcement Form. www.lincoln.edu

FWS Job Placement Procedures Student must complete an Application Packet. Students are instructed to view available job opportunities on the Student Employment webpage and select positions of interest. Students must contact the Supervisor to arrange an interview and must show award letter confirming they’re eligible for FWS. www.lincoln.edu

IWA/GSP Job Placement Procedures Student must view IWA and/or GSP job opportunities on our web page and select positions of interest. Student must visit the department or contact the hiring supervisor for an interview. Supervisor must complete a Personnel Action Request Form (PARF) (contact Ms. Upsher-Nixon for forms) for each student they choose to hire and forward either the Budget Office (IWA) or Grant Accountant (GSP) for approval. www.lincoln.edu

FWS Job Placement Procedures Supervisor MUST provide the student with a Request to Hire Student Employee Form (can be found on our website) if they choose to hire the student. Student must bring the to the Office of Career Development. approved PARF form and Request to Hire Student Employee Form Student must complete Student Employee Application Packet and sign a Student Employment Contractual Agreement. www.lincoln.edu

Important Points to Remember Students are notified on award letter if they have FWS funds. Be sure to ask for their award letter before you begin interviewing the students to confirm they have FWS funds. Posting employment positions is a two step process: 1) department must submit a completed Job Vacancy Announcement Form, 2) and Student Employee Job Description Form. It is important that positions are listed in the appropriate sections (FWS, IWA, GSP) on Job Vacancy Announcement Form. Make sure Department Code is correct! Incomplete or partially complete forms will not be accepted and will be returned back to the Department. Vacancy announcements will not be posted if the Job Description Form is not attached upon submission. IWA and GSP job placement students 1) do not have to present an awards letter, 2) contact Supervisor immediately to schedule an interview 3) PARF must be signed by the appropriate budget office before a Request to Hire Student Employee Form can be completed. www.lincoln.edu

Student Employment Contractual Agreement Student will receive their Student Employment Contractual Agreement after all processes are complete. Student must receive their contract before starting their job assignment. Supervisors must request a copy of the student’s contract before allowing them to start work. If a student starts working without receiving his/her contract, the student may not get paid for the hours worked. www.lincoln.edu

Salaries/Hourly Rates Pay rate for all FWS positions is $7.25 per hour. Salary for IWA/GSP vary and are based on skill level of position and/or amount allocated in budget Pay rate for all FWS Community Service positions (off-campus) is $10.00 per hour. Students are not eligible for overtime pay. www.lincoln.edu

Maximum Award and Weekly Hours Maximum award is the maximum amount you can earn each semester. Number of hours authorized to work per week are based on award amount. Maximum award and authorized hours are indicated on Student Employment Contractual Agreement. Monies not earned in the Fall semester will not be carried over to the Spring. Both supervisor and student should keep track of student earnings and the student must stop working once you’ve reached your maximum award. www.lincoln.edu

Important Points to Remember Students cannot begin work until they have received their contractual agreement. Supervisor must request a copy of student’s contract before students begin work. Students who begin work before receiving a contract, may not get paid for hours worked. Pay rate for all FWS positions is $7.25 per hour. The number of hours a student can work is based on maximum award amount. Students should not exceed maximum award amount. Supervisors should keep track of students earnings to avoid exceeding maximum award amount. Student earnings can be tracked in Paycor. www.lincoln.edu

Tracking Hours & Time Card Reports Students must clock in and clock out to track hours using Paycor. Paycor login email is sent to students after they receive their Student Employment Contract. It is suggested that supervisors should also require students to complete the Bi-Weekly Time and Attendance Report (can be found on our website) to verify hours against Paycor time. Supervisors must approve students’ time in Paycor. Paycor credentials are the same as your regular employee login credentials. www.lincoln.edu

Tracking Hours & Time Card Reports The Payroll Department has a calendar of when time must be approved by to pay your students. Contact Latania Smith at ext. 7420 to get a copy of the Student Payroll Calendar. The schedule is also posted on the Lincoln University website at: http://www.lincoln.edu/sites/default/files/pdf/fiscal-affairs/business-office/payroll/2018-Payroll-Calendar.pdf If a student has questions regarding their payroll check they should consult with their supervisor and not the Office of Career Development. www.lincoln.edu

Payroll Students are paid bi-weekly via direct deposit. A student may not receive a payroll check if they did not complete the process to receive their Student Employee Contractual Agreement. They must have also completed all withholding tax and direct deposit forms. www.lincoln.edu

Suspensions/Terminations Students may be suspended or terminated from their job assignment and/or the Student Employment Program for the following reasons: Involuntary termination from two (2) positions. Exceeding maximum award. Abuse of time clock system or clocking in when not at work and falsification of hours worked. Failure to report to hiring department within 3 days of scheduled start date. Violations of confidentiality of University records. Unacceptable office conduct and/or removal of office supplies. Excessive tardiness or absences. Failure to abide by the Student Employee Code of Conduct. www.lincoln.edu

Contact Information and Website www.lincoln.edu For additional information regarding the Student Employment Program contact: Office of Career Development Wright Hall, Room 317 Or visit the Student Employment website for more info at: http://www.lincoln.edu/departments/career-services/student-employment-program Mr. Ralph Simpson Ms. Sandra Upsher-Nixon Director Program Assistant T: 484-365-7588 T: 484-365-7102 F: 484-365-8097 F: 484-365-8097 Rsimpson@lincoln.edu Supshernixon@lincoln.edu