Rules and Policies
Getting a Job
A student's primary resource in finding a
work-study job is the Work-Study Jobs section of the Work-Study
Web site. The student can search for both on- and off-campus
jobs. On-campus jobs are searchable either by department or by
job title. Off-campus jobs are searchable by organization. Each
job lists the department, job title, a brief description, a list
of desired qualifications, the pay rate, and contact
information. When a student finds a job listing of interest, he
or she should call or e-mail the contact person listed and
arrange for an interview. If the interview is successful, the
student may be hired for the position. If the student is not
hired, he or she should continue calling employers or ask for
assistance from the Financial Aid Office staff.
Once a Student is Hired
Authorization Form
Immediately upon being hired, the student and/or the
supervisor should notify the Student Financial Aid Office. The
student must contact the aid office to obtain all of the
necessary documents that must be completed prior to beginning
work. Once the student has successfully completed this paperwork
the aid office will send a Work-Study Authorization Form to the
student. This form needs to be completed and signed by both the
student and the supervisor. The Work-Study Authorization Form
will outline the number of hours the student is eligible to
work, the rate of pay, etc.
A student will not be issued a check by the Payroll Office
until an Authorization Form is received by the Financial Aid
Office; therefore, it is very important that the student turn in
the form immediately after being hired.
Payroll Forms
Before an employee is put on the payroll, he or she must
complete a Federal W-4 tax form, a State Form VA-4 tax form, an
Immigration and Naturalization Services (INS) I-9 form, a
Commonwealth of Virginia’s Policy on Alcohol and Other Drugs
Certification and a Division of Child Support Enforcement
Certification. The I-9 form is required by federal law before
anyone is hired in a new job. It proves identity and employment
eligibility.
Taxes
Tax forms--and taxes in general--can be very confusing to
both students and employees. Although the Federal Work-Study
Program receives funds from the Federal Government, income
earned through the Work-Study Program is not exempt from federal
or state taxation. Therefore, each student must complete state
(Form VA-4) and federal tax withholding (W-4) forms. Any
questions regarding payroll forms should be directed to the
Financial Aid Office or Payroll Department.
Confidentiality Agreement
Work-study student employees who handle private or sensitive
information in the performance of their jobs must be informed of
the University policy on confidentiality, and will be asked to
sign a confidentiality agreement. The signed agreement must be
kept in the Financial aid Office.
VCCS Ethic Agreement
Work-study student employees who are granted access to the
Virginia Community College System's local and wide area computer
systems will be required to complete this certification
statement.
Timesheets
All hours worked must be recorded on a Work-Study Employee
Time Sheet. Pay periods are two weeks long. If the student
begins working during the middle of a pay period, it is
important to enter the hours in the correct week on the
timesheet. The supervisor is responsible for approving the
hours; therefore, students are responsible for submitting their
time sheets when due to their direct supervisors in their
department. Signed times sheets are due in to the Financial Aid
Office by 10:00 a.m. on the date indicated on the work-study
payroll calendar. Late time sheets will not be processed until
the following pay period.
Checks
Checks are issued biweekly by the Payroll Office on the
Friday two weeks after the end of the pay period. Thus, any
student starting at the beginning of a pay period will not
receive his first check for four weeks. Checks are mailed to the
work study student’s mailing address. Students should ensure
that they keep their mailing address current with the College
Admission’s Office.
Wages, Benefits, etc.
Work-study students do not receive benefits such as sick or
vacation leave. However employers should offer student employees
a minimum thirty-minute lunch/dinner break if scheduled for six
or more hours.
Schedules & Breaks
When hired, the student and employer should establish a work
schedule which is convenient for both parties. To ensure that a
student meets, but does not exceed, his or her earnings limit,
it is best to divide the student's limit by the number of weeks
to be worked and the wage rate. The result will be the
approximate hours per week the student should work. The
Financial Aid Office will provide the student worker with their
wage rate and the average number of eligible employment hours
they may work each week. Once this schedule is established, the
student is responsible for working those hours. A new schedule
should be revisited at the beginning of each semester. Students
should not work more than twenty (20) hours per week, and should
not work over forty (40) hours per pay period. Work during
scheduled breaks is permitted if mutually agreed upon by the
student and supervisor. However, please remember that the income
earned during these vacation periods will count towards the
student's work-study award limit. If you work four or more hours
a day you are entitled to breaks and/or lunch.
Wages
The current wage rate is $8.00 an hour for on-campus
positions and $11.00 an hour for off-campus community service
positions.
Changing Jobs
The Financial Aid Office encourages students to remain in
their positions the entire academic year. We realize, however,
that school work is the student’s primary responsibility. Should
a conflict arise between classes and work schedule, or the job
does not allow sufficient time for studies, the student can
terminate his or her position, or transfer to a different
department. Students dissatisfied with their positions should
attempt to work out the difficulties with their supervisor
before requesting a transfer. The Financial Aid Office can
provide counseling for anyone experiencing difficulties. In the
event you decide to transfer you must give two weeks advanced
notice to your present supervisor.
Additional Work-Study Jobs
Supervisors and students alike are asked to implement a work
schedule that will ensure that students reach their earnings
limit by the end of the award year. For this reason, no student
may be employed in more than one department at any given time
without prior permission from the Work-Study Coordinator. Any
student desiring such authorization should contact the
Coordinator in person. Permission is granted if the student
cannot reach their award limit through his/her present job alone
or if the second position is more relevant to his career
interests.
Job Termination
Student-initiated
Students are expected, although not required, to work a
minimum of one semester before changing jobs. It is preferred
that students change jobs between semesters, if possible. A
student must give the supervisor two weeks notice when
terminating; however, it is acceptable for a supervisor and
student to agree upon a shorter period of notice. A student must
have the employer complete a Job Termination Form and an
Employee Performance Evaluation Form before leaving the job.
These forms must be received in the Financial Aid before the
student may obtain a new Authorization Form for another job.
Supervisor-Initiated
Supervisors may terminate a student's employment for any of
the following reasons: 1) the student is unable to perform his
tasks in an acceptable manner; 2) budget cuts require laying-off
a student, or 3) dishonesty or other activities requiring
immediate dismissal. If an employer is not satisfied with a
student's performance, the following steps should be taken:
- Discuss the problem with the student;
- If the problem continues, write the student a
letter/email describing the problem, the previously held
verbal discussion(s), and a statement of consequences if the
behavior is not corrected. (You may wish to give the student
a particular time frame in which to correct the problem.) A
copy of this letter/email must be forwarded to the
Work-Study Coordinator immediately; and
- If there is no correction of the behavior, the student's
employment should be terminated. The supervisor should
notify the student and should complete both a Job
Termination Form and an Employee Performance Evaluation
Form, being sure to state the reasons that the employee was
terminated. Problems such as dishonesty or theft call for
immediate dismissal from the Program. Supervisors should
contact the Work-Study Coordinator as soon as possible in
such instances.
When a poor evaluation and/or termination is received by the
Financial Aid Office, the Work-Study Coordinator will contact
the student and provide counseling regarding the situation. If a
supervisor initiates a termination for a non-negative reason,
such as budgetary constraints or the completion of a project,
the termination should be handled similar to a student-initiated
termination with the supervisor giving the student at least two
weeks notice. The Financial Aid Office will make every effort to
assist in placing a student terminated for such reasons.
Falsification of a time record by a student is a serious
offense. The consequences are:
- Immediate removal from the Federal Work-Study Program.
- The amount of Federal Work-Study awarded will be
cancelled and will not be replaced with any federal or
institutional assistance.
- A Termination Notice will be placed in the student's
file indicating the reason for removal.
- This matter will be referred to Student Affairs for
appropriate disciplinary action.
- Payroll will be notified of the correct hours worked.
- The Virginia State Police will be notified regarding a
possible criminal investigation.
- Since federal funds are involved the United States
Office of Inspector General must be contacted concerning the
offense.
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