1. Work Study Supervisor’s Workshop- 2012 University of Idaho – Student Financial Aid Services

2. Introductions: Tom Valles, Associate Director, SFAS tvalles@uidaho.edutvalles@uidaho.edu Ph: 885-6312 Beth Knickerbocker, TRS II, SFAS kknicker@uidaho.edukknicker@uidaho.edu Ph: 885-6312 DeeDee Bohman, TRS II, SFAS deedeeb@uidaho.edudeedeeb@uidaho.edu Ph: 885-6312 Chen Chen, Specialist, Student and Temporary Employment cchen@uidaho.edu Ph: 885-3737 cchen@uidaho.edu

3. Work Study Basics: New to the system? Call 885-6312 to obtain user access or email us at: finaid-workstudy@uidaho.edu Once active, your Work Study information is viewable on Vandalweb (Work Study Management System). Typical Work Study awards are $2000 for the year. All job postings are electronic. Students can view and select Work Study jobs on the web. Current jobs can be “rolled” into next year starting 3/1/12 This PowerPoint available on the web.

4. Work Study Student Responsibilities: Students need to file their FAFSA by the February 15 th priority deadline each year. Students need to select a position via the web: www.uidaho.edu/finaid/workstudywww.uidaho.edu/finaid/workstudy click on Work Study Job Directory. Students can pick up their Work Study Job Referral form at the fall Orientation sessions (7) or at Student Financial Aid Services (SFAS) starting August 20, 2012. Students need a Work Authorization Card and I-9. Go to page 5 of the following link to see acceptable forms of ID: www.uidaho.edu/humanresources/forms/tempemplforms.aspx Students need to follow through in delivering paperwork to employer. Students need to notify supervisors and SFAS of changes (resigning, declining portion of Work Study award, changing jobs).

5. Work Study Supervisor Responsibilities: Check the Work Study Management System for updates. Once a student is assigned to your area: 1. You must see the student’s Work Authorization Card. 2. Use information on the Work Study Referral Form to complete the EPAF. Please note: the Employee Class Codes have changed: NO MORE “ST” for Work Study Use: “SI” for IWS and “SF” for CWS 3. The Suffix codes will start at 02 and increment by 1 for each reassignment for the year (not 02, 12, 22, etc.) 4. Sign the Referral and complete all information before returning it to Financial Aid Office. Failure to return the Referral promptly will delay EPAF approval. 5. Supervisors, please complete and route all paperwork back to SFAS promptly (Referrals, cost transfers). Fax referrals to: 885-5592

6. Work Study Supervisor Responsibilities: (Continued) 6. Be sure no overtime or holiday hours are charged to Work Study students. 7. Students need to be enrolled full-time and intend to enroll next term if planning to work over Christmas break. 8. Keep track of earnings. All authorized users of the Electronic Job Request system can view balances under “Job Requests” then click “View this Job.” 9. When making payroll adjustments, always use current pay rate and adjust hours to match pay totals. 10. Please promptly terminate the Work Study EPAF once the student has earned their award.

7. How We Connect Work Study Students to Jobs Students select open positions online (unless declined by department). Department requests a specific student. Assignments are contingent on number of WS awards, number of students on the Job Request Form and hiring history. Rolled over jobs for 1213 will be active for Vandal Friday viewing/selection. Student awarding starts 03/27/12 for the 12/13 academic year.

8. Work Study Forms Electronic Job Request Form (EJR)- supervisors/delegates complete job specifics in the Work Study Management System once- then roll over jobs each year. Job change form: needed anytime a student changes jobs. Terminate old EPAF then fax a copy of Job Change to 885-5592 to reopen your position. Download Change forms at: www.uidaho.edu/finaid/workstudy www.uidaho.edu/finaid/workstudy

9. Electronic Job Request The EJR form is web-based and accessible to all UI employees, however SFAS has to grant user access to the system. Students cannot be hired in your area until SFAS has authorized EJR. The person who creates the EJR will appear as the “supervisor” on the printed Work Study Referral. We will need that signature on the referral to process the EPAF.

10. Electronic Job Request If departments have personnel changes, supervisors need to email our office at: finaid-workstudy@uidaho.edu to let us know who they want authorized to submit EJR’s. Delegate approval is required when applicable. Please include job number when notifying financial aid of any changes. User authority: System users are granted access according to the functions they perform for Work Study students.

11. Electronic Job Request Form- Access and User Levels There are three authority levels for the EJR system… 1. Request Authority- can create job requests for new students-mostly supervisors. Should also initiate roll over positions from year to year. 2. Approve Authority-proxy for the primary delegate or does the EPAFs for your department. 3. Primary Authority- receives the requests from supervisors and will approve or decline them. These could be delegates or supervisors, or if there is only one primary person of authority in any given area. Also approves all roll over positions.

12. Requesting a Specific Student Student must be awarded Idaho Work Study (IWS) or College Work Study (CWS). Student must respond to the supervisor request on the web. Department can request or deny a student for your Work Study position.

13. Electronic Job Request Process Login to BANNER Web - Click on “Work-Study Management.”

14. Electronic Job Request Process Here you can: Look at all job requests. Request a new WS job. View the Work Study Job Directory for your area. E-mail the Financial Aid Office.

15. Electronic Job Request Process Requesting a job? Just fill in the blanks! The drop-down boxes will pre- load information for you. System will not allow submission of job if key elements are left blank (like the job description).

16. Electronic Job Request Process New Request form- continued. Here you Request/Deny students and submit the job.

17. Electronic Job Request Process When a job is submitted, approval is required by the delegate (or person authorized to approve). This person will receive an email for every job submitted so they know when a job is waiting for review/approval.

18. Job Request Form- What Delegates Will See This will be the view that approvers see when logging into “Jobs Pending your approval.” Just click on “View this job” to see details.

19. Job Request Form- What Delegates Will See Delegate’s view- continued. Scroll down to review all fields, then approve, decline or delete this job.

20. Job Request Form- What Delegates Will See The view after a delegate approves a request. Once a job receives final authorization, it can only be updated by the financial aid office.

21. The Rollover Process To maintain access, the person who established the 1112 job needs to be the one to roll it over to 1213. Job balances are viewable to the person who submitted the job. Communication is important to confirm WHO is rolling the job, and that it gets rolled once. Click “Work-Study Management

22. The Rollover Process A new job number will appear once the job is rolled over.

23. The Rollover Process It is VERY important to look at the “rolled” student information before you “Submit” rollover. Be sure to review and update your student request/deny entries for 1213. Failure to update these can prevent prospective student workers from seeing your posting.

24. The Rollover Process Once the rollover is submitted, the delegate will receive an email notification. Next, click on Review/Approve Pending jobs.

25. The Student View Once you request a student and they “accept” their award- this is what they see when they log into the Work Study Job Directory for the first time. They do need to “confirm” their selection once they choose it.

26. Community Service We are required to spend 7% per year on community service jobs. Does your job meet the definition of community service? http://www.students.uidaho.edu/default.aspx?pid=15031 http://www.students.uidaho.edu/default.aspx?pid=15031 Are your facilities/services open to the general public and do they improve the quality of life for community residents? Typical examples: day care, tutorial services, recreation, early childhood education. If your college or department DOES meet the Community Service definition, please indicate “yes” on your Job Request and Referral Forms.

27. Scheduling Hours Set the hourly pay rate based on TH guidelines and skill level of the student. Divide the award amount by the hourly rate for the total hours available to work. If the student plans to work finals week, divide total hours available to work by 32; if not working during finals week divide by 30. Students should limit hours to 20-30 during no-class periods (Christmas or Spring break).

28. Pay Rates & Increases Pay Rates are based on students skills & experience, NOT award amounts or balance remaining. The minimum wage is $7.25 hr. Use TH Pay Ranges for job classifications. Pay rate is NOT based on the hours the student has time to work. Avoid large increases. Be consistent on pay raises. We recommend that offices establish a policy on raises.

29. Human Resources Checkout the HR web site for valuable resources: http://www.uidaho.edu/humanresources/supervisorsofstudentandtemporaryem ployees.aspx http://www.uidaho.edu/humanresources/supervisorsofstudentandtemporaryem ployees.aspx Click on: Forms and Files- select category listing then select Student and Temporary Employment Forms Available forms include: 1. New Hire Orientation Checklist 2. Interviewing 3. Improper interview questions 4. Wage Scale 5. Progress Assessment Form 6. And many more!

30. Wage Scale for Student and Temporary Positions Pay Grade 1; Pay Range: $7.25- $10.00+DOE/ Hour Entry level, non-skilled positions. Employees are trained by the employing department and usually work under direct supervision. Duties are generally routine/repetitious and may include light physical effort. Please note: Positions requiring arduous physical work, even if unskilled, should be given a wage commensurate to the amount of effort required. Pay Grade 2; Pay Range: $8.00 - $12.00+DOE/Hour Requires knowledge or 3 months + of experience or some academic and/or technical skills. Duties are routine but require some judgmental decisions and responsibilities. Employees have less supervision once duties are learned. Employee may eventually train/lead activities of other employees. Pay Grade 3; Pay Range: $9.50 - $13.00+DOE/Hour Requires a combination of some related education or advanced technical skills AND some related work experience in order to meet the requirements of the position. Supervision can be minimal and work is varied, requiring a high level of initiative and judgment in work/assignments. Employee may train/supervise/lead/coordinate activities of other employees. Pay Grade 4; Pay Range: $13.00- No upper limit/Hour Positions in this class may require a Bachelor’s degree, Master’s Degree or Ph.D. OR require independent performance, decision making and accountability AND at least a year of comparable full-time work experience. Employee may independently oversee a program, service or project and supervise other employees with a high level of accountability for outcomes.

31. Interviewing & Orienting Student Employees Emphasize: this IS a real job! Explain job duties and responsibilities. Encourage students to ask questions. Explain pay/hour limitations for WS award. Communicate expectations of work performance, dress code, unacceptable behavior. Communicate the need to follow through with all paperwork to ensure prompt payment for hours worked.

32. Checking Work Study Balances Current balances appear in the Work Study Management system under: Job Requests- View This Job then scroll down to see student balances. Award changes: whenever award amounts change, students are sent a revised award notice. Low balance email: sent to supervisor and students when they have 10% or less of their award remaining.

33. What about overages? Work Study Overages will be billed to your TH Budget via the cost transfer form. Do not send cost transfers to the budget office without SFAS signatures. Please process promptly to assist with year-end closeout/compliance. Please terminate WS EPAF once you get the cost transfer paperwork (if you have not done so already).

34. Termination Information Supervisors may fire a Work Study for reasons similar to any other employee. Students can usually be reassigned. Once positions are terminated, the web automatically reopens the position. Serious infractions by a student may result in removal from the program. Use the Human Resource tools to assist you. http://www.uidaho.edu/humanresources.aspx

35. Time Sheets Work Study students will use the UI Portal as other employees do. Keep any paper timesheets for 3 years. Be aware of payroll deadlines to submit electronic time sheets. If students worked for you, they have to be paid. Be sure students submit time sheets for every period worked-don’t hold any. Make sure adequate controls are in place to verify hours reported.

36. In Closing All 12-13 jobs end May 10, 2013. Nominate outstanding student employees for ‘Student Employee of the Year.” Praise good employees! There are many free and low cost ways to praise your workers.

37. Thank you for attending! Please direct any financial aid questions to: finaid-workstudy@uidaho.edu or: finaid-workstudy@uidaho.edu Human Resources- cchen@uidaho.edu cchen@uidaho.edu We welcome your suggestions on how we can improve the Work Study program. We look forward to serving you in 2012/2013