1. Student Employment Coordinator Workshop
Hello and welcome to the Student Employment Coordinator workshop. This presentation is designed to guide you in the employment and supervision of student employees.
Your guide to the employment and supervision of student employees.

2. Goals and Objectives Student appointment types
What to expect from Student Employees
Role of Hiring Department/Supervisor
Role of Student Employment Office
Steps in Hiring a Student Employee
The goals and objectives of this presentation is to provide an introduction to and a greater understanding of: The three types of student appointments, what to expect from student employees, the role of the hiring department and supervisor, the role of the Student Employment Office and the necessary steps in employing a student employee.

3. Types of Student Appointments
Federal Work Study
Student Temporary Wage
Graduate Assistantships
There are three types of student work assignments: Federal Work Study, Student Temporary Wage, and Graduate Assistantships. We will cover each of these appointment types, during this session.
Please note: If a person is not attending classes, they cannot be employed as a Student Employee. The exception to this is the Summer. During the Summer, if a student attended in the Spring and is enrolled for the Fall, they can work as a student during the Student.
People cannot work a student and a non-student type of assignment simultaneously.

4. Federal Work Study Federal grant award
Enables students to earn money through employment
University is obligated to provide jobs
Financially advantageous to Students, Departments, and University
What is Federal Work Study? It is a federal grant that is awarded to eligible students, as part of their Financial Aid package. This allow students to work for money throughout the year, instead of taking out a loan and it does not have to be repaid. The University is obligated to provide job opportunities for students that are interested in working. This program provides a financial advantage for departments, because wages for Federal Work Study students, do not come out of their budget.

5. Federal Work Study Appointments
The Financial Aid Office determines eligibility
Domestic students only
Provided for an academic year.
Students that have been awarded the grant, must formally accept it
Paid an hourly rate and can work up to 20 hours a week.
Appointment forms, are only issued through the Student Employment office.
Federal Work Study funding is awarded for an academic year or for a semester. The Financial Aid department determines who receives the award and the amount they can earn, each academic year. Once a student has applied, been awarded and has accepted their Federal Work Study award, they can begin searching for a Federal Work Study position. If they don’t accept it timely, the offer may be rescinded. Federal Work Study students are paid an hourly rate and can not work more than 20 hours a week; however, the average Federal Work Study student works 7-10 hours a week. The Federal Work Study appointment form is only given to those students eligible for Federal Work Study and have completed the Federal Work Study orientation.
Monies not used by the end of the AY do not roll over
Summer is a separate application and is available on Financial Aid website April 1st each year.
International Students are not awarded FWS Funding.

6. Federal Work Study Orientation
All first time Federal Work Study students are required to attend an orientation before they start working.
The first time a student is awarded Federal Work Study, they are required to attend an orientation, offered by the Student Employment Office. We cover how many hours a week they can work, how to sign up for direct deposit, where to find their time sheets, appropriate work behavior, etc… We also take up the employment paperwork. Federal Work Study orientations are held during the first few weeks of the semester, in order to meet the deadline for hiring a Federal Work Study student. Federal Work Study students only have to attend this orientation once.

7. Student Temporary Wage
Open to all UNC Charlotte students.
Students paid through the department’s operating budget or grants.
Students are paid an hourly rate.
Limited to 20 hours per week.
Student Temporary Wage jobs are open to all currently enrolled degree seeking UNC Charlotte students. Funding for these positions are paid from the hiring department’s operational budget or from grants. Students are limited to 20 hours or less, per week. Student Temporary Wage students are paid an hourly rate, based upon their job classification.
During the AY, if a person is not attending, they cannot work as a student employee

8. Graduate Assistantship
Offered to only Masters and PhD candidate students.
Three designations for assistantships: Teaching, Research, and Administrative assistant.
Appointment must be approved by the Graduate School.
Paid a stipend twice a month.
Limited to 20 hours or less per week.
Graduate Assistantships are offered only to students that have been admitted to a Masters or PhD program. There are three types of assistantships; Teaching, Research, and Administrative. Students seeking an assistantships must contact their academic department or search the Graduate School website for available opportunities. Once a department has selected a candidate, they must complete the online appointment form called eGA, through the Graduate School for approval. Graduate Assistants are limited to 20 hours or less per week and they are paid a stipend twice a month, on the 15th and the last business day of the month.

9. Student Employee Responsibilities
Students are expected to:
Perform work assignments at an acceptable level.
Communicate with supervisors: assigned duties and responsibilities, absences, notify supervisor of changes in student status, changes in class schedule or academic status, etc.
Federal Work Study students are required to monitor work hours to ensure they do not earn more than their award amount.
Now that you are familiar with the three types of student appointments, I will briefly cover the primary responsibilities of each of the functional participants, beginning with students. First and foremost, students are expected to perform work assignments at an acceptable level. On-campus employment is a convenient work option and students should treat this job as they would any other. Students should make every effort to communicate with their supervisors when they have questions or concerns regarding the following: assigned duties and responsibilities, any changes in their class schedules, or any other work-related matters.
Due to students being paid for the previous month, the information in Banner is at least 1 month behind.

10. Hiring Department/Supervisor Responsibilities
Monitor work hours to ensure Federal Work Study students do not earn more than their award amount.
Train students and set expectations for the required work.
Be available to students for questions.
Be open to students and encourage them to communicate.
It is the responsibility of the Hiring Department or Supervisor to: monitor work hours to ensure that Federal Work Study students do not earn more than their awarded amount, train students and set expectations for the work required, be responsive to student inquires, and to encourage open communication so that students feel comfortable when discussing any concerns or when recommending any suggestions. Again, Banner information is at least 1 month behind. Departments will be held responsible for any overages.

11. Student Employment Office
The Student Employment Office is here to facilitate the hiring process for students.
Reviews and approves all paperwork concerning student employment assignments.
Serves as a central point of reference for employment questions and issues.
The role of the Student Employment Office is to facilitate the student employment process. This is accomplished by posting available job openings and the timely processing of all employment paperwork. Effective July 1, 2015 dept. coordinators will create and submit postings in NinerTalent to the SEO for final approval and posting to the job site. While the SEO does not actually place students in jobs, it does serve as a central point of reference. Furthermore, it is also a resource for hiring departments in addressing student employment issues.

12. Special Considerations
‘Students’ first and ‘employees’ second.
Sensitivity to the academic calendar necessary when scheduling
Academics should take priority.
Paid to work, not to study
Although students are expected to treat this job like any other, please keep the following special considerations in mind. It is important to remember student employees are students first, and employees second. Therefore, hiring departments must afford appropriate considerations to the respective class schedules of their student employees. When preparing work schedules, supervisors are expected to be sensitive to the academic calendar, for example: during exam periods, holidays, and class breaks, etc. Academic work should take priority; however, paying students to study and excessive absences to do school work or activities should not be accepted. Please remember that none of us would be employed if it were not for the students.

13. Posting a Position
All positions are now required by law to be advertised, including: Student Temp, Federal Work Study, GA, and Temp appointments.
Effective July 1, 2015, jobs will be posted in NinerTalent. Classroom training is currently being held. Online video and manual will also be available.

14. Posting Tips Complete posting online
Student Temporary Wage jobs can be posted at any time during the semester.
Federal Work Study jobs have deadlines for posting.
Federal Work Study Pool
Please remember the following tips when posting your jobs. Complete the posting online. Student Temporary Wage jobs can be posted at anytime during the semester. However, Federal Work Study jobs must be posted within designated time frames as established by the Student Employment Office. FWS must fall within the perimeters of the academic session. Be specific on job duties and make note of any special requirements. Make sure that you provide student with the best method of contact and be sure to follow-up with them when they do. Please notify the Student Employment Office immediately when your positions have been filled. Otherwise, you will continue to receive inquiries from interested students.
FWS Deadlines: Post August 1 for Fall and December 1 for Spring
Can review postings in the Federal Work Study Pool v. Posting individual jobs
Pool created by SEO; All FWS are sent a link; All coordinators are sent User ID and Password.
Pros: Only FWS can apply
Cons: Very Generic
Individual Postings by Departments:
Pro: Very Specific
Cons: The system(s) cannot prevent students w/o FWS from applying. Often students “think” they have funding because they filled out the FAFSA. (127; only 7 had FWS)
Wording is in the posting and disqualifying questions are being added; system will not kick out; Students may still “think” they have funding and answer questions incorrectly.
Ask students to show either their FWS Award Letter or a Screen Shot of their Financial Aid Screen that lists “Federal Work Study” as part of their Financial Aid Package.

15. Employing a Student
To ensure that the University is compliance, to prevent re-work, and to ensure that students are paid in a more timely manner, here are the steps you should follow when hiring students:
Identify a student either through a posting or applicant pool.
Make Offer
Student Completes and Submits I-9 and Subsequent Hiring Documents to Human Resources
Student Receives and Returns to Hiring Department with Verification Card (Domestic-Yellow Card from HR) (International- Blue Card from ISSO)
Hiring Department sets Start Date and Completes and Submits EPAF or Federal Work Study appointment form.

16. Employing a Student (Continued)
In order to prevent multiple trips to Human Resources, please direct your newly hired domestic students to the following information prior to their visit to HR:  
Complete Electronic - I9
Complete and bring the Hiring Packet to King 222, along with the required I-9 verification documents.
I-9 Verification Documents
If you have an unexpired US Passport or a Permanent Resident Card, you only need to bring one of these documents.  If you do not have one of these documents, you will need to bring: an unexpired government issued photo ID (i.e. Student ID, Drivers License, or Military ID) and a work authorization document (Social Security Card or Birth Certificate)
Please Note: International students need to be instructed to contact the ISSO to either attend an orientation session or schedule a time to initiate the hiring paperwork process. 

17. Interviewing Students
Describe job duties and expectations.
Discuss hours of availability.
Ask if they have past work experiences.
Show them where they will be working.
Follow-up with those students you interview.
Now that you have received numerous inquires, you will need to being interviewing. Use this time to determine if the student will be a good fit for your unit. Describe job duties, job expectations, and your office dress code. Additionally, discuss hours of work availability, especially if work may be required during exam or break periods. Find out if they have any relevant prior work experiences. Make sure that you include a tour of the facilities and introduce them to their expected work station. Finally, let your candidates know when you expect to make a decision, so they can plan their job searches accordingly.

18. I-9 Verification
All students must complete an I-9 and employment packet prior to the start of their employment.
This is in compliance with Federal Law.
Ask for the Verification card. The card is yellow if completed in the Student Employment Office.
Students on a F-1 or J-1 visa status must complete their packet in the International Student/Scholar Office. Their card is blue.
It is the responsibility of the hiring department to verify that all student employees have completed the employment paperwork before permitting them to work. The I-9 requirement is in accordance with Federal employment laws. Begin your initial verification efforts by asking the student if they have worked on campus before, or ask them to present their blue or yellow I-9 verification card, indicating when the I-9 was completed. All students with F-1 or J-1 visa status must complete their I-9 in the International Student/Scholar Office.

19. Returning Student Workers
Will already have a Verification Card
What to do when there had been a year or more break
Requesting a new card
Returning student workers who have worked on campus will already have a Verification Card.  If they have not had a year or more break in service, all the department needs to do is submit the EPAF or Federal Work Study Appointment Form.  If they have had a year or more break, they will need to complete a new I-9 and hiring packet before they begin working. If they have lost their Verification Card, they may visit Human Resources to obtain a new one.
If a student completes the hiring process and doesn’t go to work; their paperwork will be purged after 1 year, they will need to complete the process again.

20. Completing Federal Work Study Appointment Forms
New Federal Work Study students turn in their employment packet and receive their appointment form in orientation.
Returning Federal Work Study students pick-up their appointment form
Students present their Federal Work Study appointment form to the Hiring Official
Hiring Official completes ‘Employing Department’ portion and returns form to Student Employment Office.
Once you have extended an offer and the student has accepted, you will need to complete the appointment paperwork. New Federal Work Study students will receive their appointment forms once they have completed an orientation session. Returning Federal Work Study students will need to pick up their appointment forms from the HR Main Desk prior to beginning work. When Federal Work Study students present their appointment form, the top section will be pre-filled by the student and the Student Employment Office. The Hiring Official will complete the ‘Employing Department’ section and return the form to the Student Employment Office in a timely manner.
At this time, FWS forms remain to be paper and are only issued by the SEO
Students are sent information at the end of July.

21. Electronic Personnel Action Form EPAF
The STW form replaced by EPAFs (Electronic Personnel Action Form) for STW Hourly Reappointments and New Hires.
Can make any type of changes, (Rate, Fund, etc…)on initial reappointments via an EPAF.
Changes made after the initial new hire/reappointment will be made on paper. (Rate, Fund, Termination)

22. EPAF (Continued)
Request Access:
Contact: LaTonja Miller, Financial Services Security
EPAF Instruction Manual:
Contact: Jared Waugh, HRIS

23. Completing Student Temporary Wage Forms
Student Temporary Wage appointment forms for Stipend Payments can be found on the Student Employment webpage:
The Hiring Official or Departmental Coordinator completes the Student Temporary Wage form and submits it to the Student Employment Office.
To complete a Student Temporary Wage appointment form, the Hiring Official will need to print the form from the Student Employment webpage. For easy access to this form, you may pause the presentation, click on the link and bookmark this page for future use. They must verify if the student has an I-9 on file, by asking the student to present their I-9 Verification card. If the student has not completed their employment paperwork, they cannot begin employment until this requirement has been satisfied. Refer these students to the I-9 and hiring packet links and direct them to Human Resources or the International Student/Scholar Office, Once the I-9 verification date has been obtained, the Hiring Official or Departmental Coordinator must complete the entire appointment form (or EPAF) and submit it to the Student Employment Office, within 3-5 days of the start date.
Stipend Payments are for students who are serving on boards or offices (SGA, CAB, etc…) They are also used in cases where the $ is a part of a compensation package (Resident Hall Advisors)

24. Other Forms Selective Service Registration form
Federal/State Tax Withholdings form
Student Profile
Confidentiality Agreement
Patent Agreement
Other forms included in the employment packet are: the Selective Service Registration Compliance for (military draft), the Federal and State Tax Withholdings forms, Student Profile, and Confidentiality Agreement.
Direct Deposits are now done electronically.

25. Direct Deposits Completed in Banner Self Service Employee Tab
Pay Information Link
Establish or Change Direct Deposit Enrollment

26. Social Security Cards
International Students, new to the United States, cannot apply for a Social Security card until they have been in SEVIS for 10 days and have secured employment on campus.
Students on an F-1 or J-1 visa, that are new to the United States, must meet the following two criteria in order to apply for a social security card. First, they must have been in the SEVIS database for at least 10 days. Second, they must have secured on-campus employment, before beginning the application process. In order to apply for a Social Security number, the student will need to obtain a letter from the Student Employment Office and ISSO, once they are hired. Letters will only be issued based on the student’s appointment (eGA or EPAF)
A report is generated each week showing any active employees that don’t have SSN in Banner; If they are foreign nationals, the HR Compliance Officer generates the letter needed for the SSA and sends the letter to the ISSO for their signature; The ISSO contacts the student when the letter is ready for pick up in their office.

27. Training Set aside time for training Procedures/processes in writing
Ask questions and monitor work
Correct work immediately
When your student employee initially reports for work, you should set aside some time to provide training. It is helpful if you have your office or departmental policies and procedures in written format for future reference purposes. Once training has been provided, ask the student if they have any questions and monitor their work progress on a daily bases. Initiate corrective actions, if necessary.

28. Pay Scale Freshman $7.25 -8 Sophomore $8-9 Junior $9-10 Senior $10-11
5th Year $11-12
Pay should be commensurate with education and experience. The scale will cover most, if not all student jobs on campus. Pay increases should be a reward for good performance. The idea is to bring students in when they are freshman and each year as they perform well and come back with more experience, they are rewarded with pay rate increases. SEO can only approve up to $1 per year.
Or, take out the Freshman, Sophomore, etc…Look at $7.25 to $8 per hour as the range for a student with little to no relevant experience. $8-$9 as the range for a student with relevant experience, etc…
SEO to reduce number of job titles and come up with a more comprehensive pay scale.
When submitting budget requests they should ask for a pay rate that falls within the ranges.
STW and FWS $12 per hour or under
Grads on STW appointment $15 per hour or under

29. Feedback Offer frequent feedback. Develop a rapport with student (s).
Encourage questions and open communication.
To assure consistent and effective work performances, offer frequent feedback, both positive and negative (as necessary). Develop a rapport with your student employees to ensure that constructive feedback is not misinterpreted as criticism. Encourage questions and allow opportunities for students to express possible problem areas and/or concerns.

30. Web Time Entry The University utilizes Web Time Entry.
Hourly Student Temp Wage and Federal Work Study employees , record their time via WTE.
However, they cannot access their time sheet, until their work assignment has been set up in Banner, done via an EPAF for STW and appointment form for FWS.
Late submissions will cause the student not to be paid on time.
More information about Web Time Entry can be found at:
All Federal Work Study and Student Temporary Wage hourly employees must complete time sheets. This process is done through Banner Self Service and is known as Web Time Entry. Since employees can only access their time sheet once their work assignment has been entered into Banner, the department or office must complete the appointment form and submit it to the Student Employment Office. Failure to submit the appointment form in a timely manner, will result in the student not being paid on time. Appropriate electronic or paper action should be submitted prior to/or no later than 3 business days after the students time sheet, but not before they have completed the I-9 and hiring packet process and have shown their Verification Card. More information about Web Time Entry can be found on the Finance Web site. For easy access to this form, you may pause the presentation, click on the link and bookmark this page for future use.
If a student cannot see their time sheet by the 1st day of the month following their begin date, have them to submit a paper time sheet to the Payroll Office.

31. Paychecks
Federal Work Study and Student Temporary Wage employees are paid on the 15th of each month for hours worked in the preceding month.
Graduate Assistants are paid on the 15th and the last business day of the month.
Student Temporary Wage employees earning a stipend (fixed payment or lump sum) are paid on the last business day of the month.
Federal Work Study and Student Temporary Wage hourly employees are paid on the 15th of each month for hours worked in the preceding month. Graduate Assistants are paid on the 15th and the last business day of the month. Employees on a Student Temporary Wage work assignment, that receive a stipend, are paid on the last business day of the month. Please adhere to established Payroll submission due dates to ensure timely payment for your student employee(s). Please note: students that are paid by stipend payments must be approved by the Student Employment Office prior to hiring.
Stipends: Part of Compensation Package like Resident Hall Advisors or Serving in office like SGA President
FLSA: Should be hourly and account for time unless exempt, students are not exempt employees

32. Separating a Student
Discuss any potential termination of a student with the Student Employment Office
Discuss problem areas with the student, prior to initiating corrective or disciplinary actions.
If the problem continues, you may initiate termination action.
Submit the Federal Work Study Change Memo or Student Temporary Wage form, to the Student Employment Office, indicating effective end date and attach the required evaluation form.
If you are considering the separation of a student that has violated departmental rules or procedures, please make sure that you adhere to the following guidelines. Before you begin any termination actions, please contact the Student Employment Office to discuss the underlying circumstances. It is important to remember that disciplinary actions must be consistent for students with similar circumstances or work behaviors. Once an violation has been discussed with the student, outline a course of corrective action. If the problems persist and all corrective avenues have been exhausted, you may submit the termination paperwork, along with the evaluation form, to the Student Employment Office.

33. Evaluations
Upon completion of the employment assignment, an evaluation of the student’s performance may be completed and submitted to the Student Employment Office.
The evaluation is helpful to provide information for references.
When is an Evaluation Required?
Upon completion of the employment assignment, you may complete an evaluation on your student employee’s work performance. It is very helpful for the Student Employment Office to have this information on file so that we may respond to the many request received for employment verification and reference information. An evaluation is required if you are terminating a student employee for any reason.

34. Other Changes
Status - If a student has withdrawn from school, they must be terminated as a student employee.
To maintain their employment they must be transferred to a SPA Temporary work assignment.
Salary - Rate changes are initiated by the department through a Student Temporary Wage form or a Federal Work Study Change Memo.
Rate changes will be effective the first business day of the month following the approval date.
Pay rates cannot be retroactive.
Submit Rate Changes at the beginning of the Fall and Spring Semesters.
If a student has withdrawn from school, they must be terminated as a student employee. If you have the funding available, you can transferred them to a SPA Temporary work assignment to maintain their employment. Rate changes must be submitted on a Student Temporary Wage form or a Federal Work Study Change Memo. Please note that the effective date for all rate changes will be the first business day of the month in which the request was received.

35. Other Changes
Fund number Add/Change – Submit a Student Temporary Wage appointment form or Federal Work Study Change Memo indicating old and/or new fund number.
Name changes – Student must submit new social security card with new name.
Address changes – can be done by the student, by simply logging into 49er Express or Banner Self Service.
If you need to add an additional fund number or change an existing one, please submit the Student Temporary Wage appointment form or the Federal Work Study Change Memo to initiate that request. To change or correct a student’s name on their paycheck, they must present a Social Security card verifying the correct name. Students can log into 49er Express or Banner Self Service, to change their address and this will update the University’s system.

36. Classified Materials
Please ensure that your student employees are aware of FERPA guidelines.
For those that handle sensitive information, implement some security precautions, such as:
Know what your student employee is working on.
Make sure that they are aware of UNC Charlotte’s Code of Responsibility:
Ensure that they understand what information can and cannot be given out and what they could possibly expect in the way of requested information.
Give the student employees a chain of command to follow, when they are not sure if they should give out any information.
If you currently employ or will employ a student that will be handling confidential and sensitive information please make sure that they are also aware of FERPA guidelines. You may also need to implement some security precautions, such as: Knowing what your student employee is working on. Making sure that they are aware of UNC Charlotte’s Code of Student Responsibility Ensuring they understand what information can and cannot be given out and what they could possibly expect in the way of requested information. Give the student employees a chain of command to follow when they are not sure if they should give out any information.

37. FERPA FERPA (Family Educational Rights and Privacy Act)
Is to protect the privacy of student information, and this protection is achieved by controlling access to and disclosure of students' "education records," as that term is defined in FERPA
Please see University Policy 402, Student Education Records (FERPA):
The primary purpose of FERPA (Family Educational Rights and Privacy Act) is to protect the privacy of student information, and this protection is achieved by controlling access to and disclosure of students' "education records," as that term is defined in FERPA.  Faculty, staff, students, and administrative officers at UNC Charlotte are required by FERPA to treat education records confidentially, unless a legal exception applies, or the student provides written consent to disclose.  For additional information, please see Policy Statement #69- Student Records and FERPA Guidance and Resources. As a point of interest, if you have not attended FERPA training, please visiting the Office of Legal Affairs website to view PowerPoint presentation on FERPA

38. Appointments and Reappointments End Dates
Creating appointment and reappointment forms, for the academic year.
FWS end date: May 16th
STW end date: May 31st
Graduates end date: May 31st
Special Note: Academic Year appointments are separate from Summer Appointments
There are far less resignations and terminations than reappointments. It is easier on the department and on the Student Employment Office.
Please note that the last day for FWS to work is the last day of the academic year.
For all other student employees the last day they can work is always 05/31

39. Who to Contact
Financial Aid Office determines eligibility for Federal Work Study
Payroll Office sets up and manages the Web Time Entry Process
Jim Rodgers handles NonStudent Temp Appointments
Jared Waugh is contact for EPAF’s
Graduate School is the owner of the eGA system and experts on graduate assistantships
Questions about the different areas should be directed to the appropriate office/person

40. Contact Information
If you have any questions about this presentation or about student employment, please contact Teresa Shook, University Student Employment Coordinator at
or or come to the Student Employment Office at 222S King.
If you have any questions about this presentation or about student employment in general, please contact Teresa Shook, Temporary Employment Coordinator at or or come to the Student Employment Office at 200A King.