1. Student Employment Updates
& Best Practices
Financial Aid Conference for Community Partners – December 8, 2016
Jenny Leigh Adler, Assistant Director – Student Employment

2. Student Employment Updates
Current & January 1

3. Effective Now Oracle Approvals
Effective now, Oracle Approvals (changes to status) for both work-study and student hourly jobs will need final approval by Student Employment Services (SES)
Compliance and consistency
Treating all employees across campus equitably
Preventing errors and future issues

4. January 1, 2017 Updates Minimum Wage Increase
Amendment 70 passed (Colorado $12 minimum wage)
Minimum wage increases from $8.31 to $9.30 effective Jan 1
Then increases $0.90 every year until reaches $12 in 2020
Immediate update
New Pay Rates effective Jan 1, steps have been removed and replaced with minimums and maximums (effective Dec 24th due to Oracle)
If minimum below $9.30, now $9.30
If at or above $9.30, stayed the same
Maximum stayed the same

5. January 1, 2017 Updates
Minimum Wage Increase

6. January 1, 2017 Updates Minimum Wage Increase (moving forward)
Redesigning the Pay Rate scale
Antiquated and has not been updated in years (decades?)
Researching other CO and peer institutions
Goal to have for

7. January 1, 2017 Updates Job Postings
Beginning January 1, all student job postings will need to be advertised on JobX
“Word of mouth/referral recruiting has been challenged as discriminatory” – Darin Mackender, Fisher Phillips
SES will be checking JobX when looking at Oracle new hire approvals to make sure the job had previously been listed

8. January 1, 2017 Updates Equifax
Beginning January 1, the University is using Equifax for ALL employee I-9 and SSA-1945s
Will no longer be taking these in paper form
Electronic format
No longer need copies of documentation
Training by HR
User guide
New Form I-9 coming Mid-January, will be updated by Equifax
Employees cannot be paid without an I-9 on file in Oracle

9. January 1, 2017 Updates
Equifax - Employees

10. January 1, 2017 Updates

11. January 1, 2017 Updates
Equifax - Employer

12. January 1, 2017 Updates
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17. January 1, 2017 Updates Oracle Approvals
Beginning January 1, Oracle Approvals for new hires that do not have an I-9 on file, will not be approved
Students who do not have an I-9 on file will not be able to be paid until said required form is on file
Helps prevent confusion and frustration of students who would not have been paid

18. Academic Year Update
“Request” Work-Study

19. 2017-2018 Academic Year Update “Merit” vs “Request” Work-Study
“Merit” work-study and “Merit” application – GONE!
Instead, students who are not initially packaged with work-study can do “Request” work-study on RAMweb
Students with paid “merit” prior year, should have a form of work-study awarded for next year (will happen in spring when financial aid packaging starts)
“Request” will include need-based and non need-based work-study
Based on what student is eligible for
“Request” will be available on RAMweb beginning of April (same as merit was)
Due to early FAFSA17, a majority students would be packaged at this point

20. Benefits of “Request” Work-Study
Academic Year Update
Benefits of “Request” Work-Study
No application, no essay, no certification to be done by employer
Should not “shut down” application due to traffic
Easier for student, employer, SES (everyone!)
Students can still call OFA or SES for “request” (but easier to do on RAMweb)
Work-Study Increases available for “Request” by student
Though some funding may be limited
Student can contact OFA or SES

21. “Request” Work-Study on RAMweb
Academic Year Update
“Request” Work-Study on RAMweb
Can select either option to access

22. “Request” Work-Study on RAMweb
Academic Year Update
“Request” Work-Study on RAMweb
Request Work-Study
Welcome Cam,

23. “Request” Work-Study on RAMweb
Academic Year Update
“Request” Work-Study on RAMweb
Welcome Cam,
Request Work-Study

24. “Request” Work-Study on RAMweb
Academic Year Update
“Request” Work-Study on RAMweb
Welcome Cam,
Request Work-Study

25. Work-Study Common Question

26. Why Does Work-Study Get Cancelled?
Work Study Question
Why Does Work-Study Get Cancelled?
Cost of Attendance (COA) or Budget
Reflects the average cost of attendance for a full-time student during the nine-month academic year
Includes such costs as: Tuition & Fees, Housing & Meals, Books & Supplies, Transportation, Other Educational Costs
Acts as a “ceiling” that financial aid (scholarships, grants, loans, work-study) can be awarded up to
Thus, some forms of aid may have to be reduced as additional sources are added

27. Why Does Work-Study Get Cancelled?
Work Study Question
Why Does Work-Study Get Cancelled?
Need
COA minus EFC = Need
Expected Family Contribution (EFC) – derived from Free Application for Federal Student Aid (FAFSA)
Cannot go over “need” with need-based work-study or grants
All work-study would count towards “need”
Forms of aid may have to be adjusted to not go over a student’s “need”

28. Best Practices

29. Best Practices Early Hiring
Background checks can be submitted as soon as you know who you plan to hire
Don’t have to wait until fall to submit background check if you know who you are hiring in the spring
Will help prevent “backlog” in fall start
I-9s and SSAs can also be submitted as soon as you know who you want to hire
Must occur after the background check has come back clear
“Candidate: An applicant for employment or volunteer position whom the university wishes to offer the position contingent upon successful completion of a background check” (CSU Policy: Background Checks, Policy ID#: )

30. Best Practices
Student Employee Hiring Checklist

31. Best Practices Oracle Approvals
Changes must occur at the start of a pay period
Pay periods begin on Saturdays
Departments must have a current MOU & Compliance Review on file
Work-study assignments only
Electronic 1718
Departments should NEVER terminate student assignments, only suspend
Departments must have posted opening on JobX
Part of January 1, 2017 update
Must have an I-9 on file in Oracle

32. Best Practices Annual Evaluations Need to be done every year
Protects the University and the employer if issues arise
Evaluations need to accurately reflect student’s performance
If there is an issue, it needs to be stated and documented in writing
Expectations need to be consistent across a department
Completed evaluations should be sent to SES to be added to student’s file
“Evaluation Form” available at guidelines

33. Best Practices Proof of Work-Study
Ask for proof of work-study from a student
Students can print or a verification of work-study from their Financial Aid Awards page on RAMWeb (if they have it)

34. Best Practices Proof of Work-Study
Ask for recent proof of work-study from a student
Financial aid awards can change (students are always notified when changes occur and advised to visit RAMweb)
Ram, Cam

35. Best Practices Proof of Work-Study JobX and Proof of Work-Study
Employers can see if job applicants have a work-study award or not in JobX
Cam Ram
Cam Ram

36. Best Practices Work-Study Reports
Work-Study Earnings by Department Report
Should be run every pay period
Displays students’ award amounts and amounts earned
Changes to work-study awards reflected in this report
Expense Distribution Report
Watch for from Payroll
Confirms pay for your student employees
Confirms what is billed to your Department’s account

37. Coming Soon

38. Coming Soon Other Items “In the Works”
SES has requested HR-IS to add Oracle rejection notes in the rejection s to the departments
Updating the Handbook
Working on updating the Student Employment section of the HR Handbook

39. TimeClock Plus Coming Soon
In April the University will switch non-student and student hourlies to the TimeClock Plus system.
HR is still on track for this implementation (even with emergency motion filed to bar FLSA Overtime Rule)
HR will provide trainings and user guides

40. Questions?

41. Please contact SES with future questions
Jenny Leigh Adler, Assistant Director
Karri White, Counselor
Jillian Zucosky, Counselor
Student Employment Services
Centennial Hall
(970)