OFFICE OF SCHOLARSHIPS & FINANCIAL AID SFA Training Series Work Study

Agenda Awarding Before Hiring Hiring Process Maintaining CWS You should know 09/10 changes

Awarding SFA makes the award. CWS can be Federal or Texas funded. WS award typically $4,000. Award can be adjusted down (ex. Scholarship). Students have 6 weeks to gain employment. Some awards can be increased (based on student aid package).

Before Hiring Check with your Business Administrator. Setup a Texas and a Federal position. Place student in either according to Work Authorization form. Determine the responsible employment personnel responsible for processing and maintaining. Determine positions needed, hourly pay, and how many hours per week, etc.

Hiring Process Steps to hire covered by Jazel Borja. Once hiring paperwork has been completed, attach forms to initiating EPar and submit to workflow. Official 1 st day is August 17 th. An end date is needed of June 17, 2010 on EPar. Utilize correct position number (Federal or Texas)

Maintaining CWS It is the department’s responsibility to keep a running balance on student’s earnings. If the student goes over their award, the department is responsible for 100% of the overage. SFA will send out notices once student reaches $ threshold. Notify SFA if student is below half- time and cease employment.

You Should Know Students are eligible for pay raises after 4 months of employment up to 10%. Students can work up to 20 hours per week while school is in session and up to 40 when outside of the academic session. Students are only allowed to work a maximum of 8 hours per day and must take a 30 minute break if they work more than 6 consecutive hours. Only 1 position allowed at a time.* Cannot replace full time staff. CWS positions are not benefits eligible. Layout expectations on day 1. Students are allowed to transfer or self terminate.

09/10 Changes Texas & Federal College Work Study will cover 100% of student’s earnings within their award. Every student must have a performance evaluation and termination notice on file with SFA at the end of their employment. Attn: Chris West (2010)

Questions Please!

COLLEGE WORK-STUDY WORKSHOP Walk-In Hours: Monday-Thursday 9-11a, 2-4p Regular Office Hours: Monday-Friday 8a-5p 106 Student Service Ctr. 1 (Bldg 524) Mail Code: office fax

HOW TO HIRE A WORK-STUDY STUDENT Username/password Complete your account profile Post a CWS position View the applicants Hire a Student

Please keep in mind Take note of your Job ID number Your posting is NOT live until approved Pay rate (minimum wage $7.25*) Offer flexible schedule if possible Preview the job to see what the students’ view Check your privacy options

To Re-Hire For Re-Hiring a prior student, please re-post the job and have the student apply online. To re-post an existing posting, click view/edit posting, Job ID, Re-Post this Job

Hire Confirmation Form Form is printed by Employer Employer and Student sign this form The student will bring this form to UCS UCS keeps this form

The Authorization Form Form is printed by the employer Employer signs and gives the form to the student Student brings the form to UCS (along with the Hire Confirmation Form) to authorize work and to calculate the hours based on award UCS and student sign the form Student returns The Authorization Form to the employer Employers attaches The Authorization Form to an E-Par along with a Personal Data Form Those forms are sent to your Department Business Administrator  Scholarships and Financial Aid  Human Resources Student can begin work on the date appearing on the Authorization Form signed by UCS