Work-Study On-Campus Supervisors Regulatory Training 21-22

Work-Study On-Campus Supervisors Regulatory Training 21-22

Additional information for each slide will be in the slide notes if you need a more detailed explanation

Review regulatory training (Here! You made it!) Annual Supervisor Requiremen ts New and Returning* Review the program calendar and website resources Review Jobx Training Complete the new supervisor request form if you are new to the program Pass your annual* quiz When the above is complete, obtain access to Jobx and get to hiring!

Federal WorkStudy Program FWS is a Title IV financial aid program that provides parttime employment opportunities to students who demonstrate financial need Students must apply for FWS by submitting a Free Application for Federal Student Aid (FAFSA), or by requesting it through our WS office if they demonstrated financial need and funds are available At the start of each fiscal year, students are notified of their FWS eligibility as part of their year-specific financial aid package. FWS is awarded on an annual basis, students reapply and requalify each year Employer wage match is 30%, OSSA will pay 100% of student's up-front wages per pay period, after reconciliation

Federal WorkStudy Program Employment can be on-campus (with offices, departments, professional schools, auxiliary services) or off-campus with approved non-profit community service agencies. Both remote and in-person per the supervisor's preference FWS is supported by a combination of federal, state, and institutional funding and is subject to the regulations imposed by all three FWS helps defray the cost of higher education by enabling students who are disproportionally affected by poverty or other outstanding circumstances to earn a steady paycheck and reduce/minimize loan debt

Carolina Works (CW) provides a work-study opportunity to economically-disadvantaged students who do not meet the financial need level required to join the FWS program CW operates under the same structure as the FWS program, is overseen by the same staff, and uses the same technical/logistical systems Supervisors who qualify for FWS can also participate in the CW program and can hire both sets of students for the same jobs Students' participation is mutually-exclusive between FWS and CW programs Employer wage match is 50%, OSSA will pay 100% of student's up-front wages per pay period, after reconciliation OSSA creates invoices for wage share through the CBM system Carolina Works

Work-Study Programs Work-study award amounts may be revised/reduced (due to a student receiving undeclared funding); hiring supervisors will be notified of any update via a weekly report and students should report outside funding to supervisors upon receipt Students are assigned an hourly wage rate set by the employer and are paid on a biweekly basis via direct deposit Notifications will be sent to the student & supervisor once the student nears their award limit Earnings in excess of the award amount become the responsibility of the hiring department All FWS and CW positions must receive approval by the Office of Scholarships and Student Aid (OSSA) and be posted to the JobX database to ensure eligibility. Positions are required to provide students with

Fall Semester Eligible Work Periods Work may begin on the first day of the first payroll following summer work-study operations and must stop on/before the last day of fall exams for Fallonly positions and students who are not enrolled in the Spring term Winter Break Work between semesters is ONLY ALLOWED for students enrolled in both Fall & Spring classes who are employed in a WS position for Fall & Spring Spring Semester Work may start on the first day of spring classes for Spring-only students and must stop on/before the last day of spring exams for all Fall & Spring and Spring-only positions Summer Terms FWS funding is not available for Summer CWS program funding remaining at the end of Spring can be used to fund a summer work-study program. Notifications are released in mid Spring if funding is available Student Breaks Students may work during intra-semester breaks provided a registered supervisor is present when student is working University Holidays Work IS NOT permitted during university holidays when departments are closed. If the department is open and a registered WS Supervisor is present, students can work during university holidays on a voluntary basis Students must be actively enrolled to work

Only (a) full-time, permanent, faculty and staff, (b) approved nonprofit community service partners, and (c) temporary employees with an employment expiration date later than the end of the student’s employment term may supervise students through the WS program Supervisor Eligibility and Changes Graduate students and part-time employees are not eligible to be WS Supervisors The primary supervisor must be registered on JobX as the position manager. An unlimited number of other supervisors can register as secondary supervisors We strongly recommend having a one or more secondary supervisors for times when the primary supervisor is unavailable (e.g. ill, in meetings, on vacation). If the primary supervisor is absent and no secondary supervisor is listed, students can not work If a WS supervisor leaves, we must be notified to be able to communicate with the department and update Jobx. Notify WS by email right away and have the new supervisor complete the new supervisor request form

Eligible Jobs Students may hold only one WS position at a time but may be simultaneously be employed in other non-WS positions Students are part-time employees and are not permitted to work more than 20 hours per week. 1012 hours per week is average Driving is not permissible as part of a FWS job– this includes state vehicles and personal vehicles Studying is strictly prohibited while on the job: workstudy is not a form of paid study time Students are required to document their attendance, usually through a sign-in/sign-out protocol involving the TIM system. Supervisors are required to verify that the student was working during recorded times

Job Classification In compliance with federal regulations, OSSA has established a Job Classification System (JCS) to assist supervisors with determining equitable compensation based on job requirements The JCS differentiates among knowledge, skill level, ability, and recognizes the wide array of job responsibilities The JCS permits supervisors to equitably classify students based on the level of complexity of the job and qualifications of the individual student across the entire WS program We have embedded a tool on the job posting page to help you determine a fair compensation rate for your WS student. Simply select the options that are most representative of your WS student, and we will use that information to suggest a fair compensation rate.

Pay Rates and Levels Level 1 ( 7.25- 8.30) No experience/previous training required; Position performs routine tasks with minimal responsibility; Position may require demonstrated ability to successfully interact with the public; Student employee works in a well-supervised setting/takes little-to-no independent action Level 3 ( 10.05- 11.80) Moderate to substantial experience, technical knowledge, or previous training/certification necessary; Student employee possess high level of competency with specialized skill and readily demonstrates independent judgment, decisionmaking ability, and/or the ability to work responsibly with little-to-no direct supervision; Previous work experience at a lower Level 2 ( 8.30- 10.05) Little or moderate experience, technical knowledge, or previous training is necessary; Special instruction may be necessary for some aspects of position; Student employee must demonstrate ability to learn new tasks and work independently with moderate/limited supervision Level 4 ( 11.80- 13.55) Level 3 scope plus position requires an individual who possesses substantial experience, advanced technical knowledge, and previous training/certification; Student may be expected to manage technologies/equipment, research, analyses, publications, instruction, or other special projects or activities of significant scope ; Student may work with extremely limited

Documentation Hired WS students must complete all required payroll forms with the hiring department’s HR Representative/Shared Services Center & submit their employment verification form to their supervisor before they can begin working Hired WS students are housed under the hiring department’s number for payroll purposes but the WS account is used as the funding source Required payroll forms include NC-4, W-4, Direct Payroll Deposit Authorization, and Electronic I-9 Employment Eligibility Verification All WS employees must use Kronos Time Information Management (TIM) System and complete the training here before their first

Halfway Point, Get a snack, take a walk. Look at this cute picture of our work-study mascot Huey

Complete WS training and provide all requested documentation to HR prior to beginning work Establishing a work schedule with supervisor Reporting to work on time and complete tasks on time/as assigned Student Responsibiliti es Notifying the supervisor of any absence or derivation from the established schedule due to illness, emergencies, or valid academic conflicts (e.g. office hours, advising appointments) Refraining from prohibited activities: studying on the job, misreporting hours worked, working over limits, failing to perform job duties, etc. Refraining from discouraged activities: personal calls, texts, e-mails, & social media updates Notifying the supervisor of any changes to their WS award

Supervisor Responsibiliti es (1/2) Not discriminating based on race, color, gender, national origin, age, religion, creed, disability, veteran status, sexual orientation, gender identity, gender expression, and other protected areas Verifying that any new WS job does not replace an existing position Ensuring the student is properly hired through JobX and processed with departmental HR Collecting & retaining certification that the student-employee completed mandatory WS training and any department-specific training Ensuring that WS students do not engage in work before the hiring/payroll process is complete with HR

Keeping accurate records of all hours worked by the WS student and ensuring overages do not occur Ensuring a primary and/or secondary supervisor is available to students for sign-in, sign-out, supervision, instruction and emergency assistance any time a student is working Supervisor Responsibiliti es (2/2) Providing sufficient training to empower students to accomplish the requirements of the position Presenting and clarifying job expectations and departmental requirements Treating the student as a professional staff member and encouraging open and honest communication with the WS student Providing ample work to ensure students are busy and not engaging in prohibited activities (e.g. studying) during their shift Providing regular feedback regarding job performance and formal evaluations at least once per semester Ensuring that the WS student remains in compliance with federal, state, institutional, and program regulations

When should I post my positions? When will students start to apply? EARLY JULY

Hiring and Wages We strongly recommend that you set up the appointment between the student and your HR Representative/Shared Services Center and do so prior to the anticipated first day of work Once your HR Representative/Shared Services Center has approved the student, the student is cleared for employment with the University, Students may begin work on the first day listed in our program calendar if all steps are complete. Please do not let your students begin work before this time! Students will receive biweekly paychecks for hours worked approximately 12 days after the end of the pay period, around 14 days after the end of the pay period, wage disbursement information is sent to the WS team At this time, the WS team will begin reconciling student earnings. The WS team will contact students and their supervisors if one of the following conditions is true: A student’s total earnings is within 550 of their FWS award A student’s total earnings have exceeded their FWS award If the student’s earnings exceed their award, supervisors will be required to submit a PAAT entry for the overage and either convert the student to departmental funding or end their employment.

During the 2019-20 academic year, supervisors only requested to release 8 students for performance issues, but many more students were terminated due to studying abroad, changing positions, graduating early, or student-requested termination Students who fail to meet job duties can be removed from their positions at the Supervisor’s discretion if the following conditions are met: Student Termination Documentation of the student’s performance issue(s) and attempts to correct the issue(s) must occurs before students are terminated. This should involve meeting with the student to discuss expectations of the position and how the student is not meeting them as well as a performance improvement plan You must consult with your departmental HR to ensure you have followed all required protocols for termination and the student must be notified in writing/email of their termination prior to any action being taken Supervisors terminating an employee should complete the termination request form found here and review the training regarding termination procedures under supervisor resources. Students are at-will employees.

Supervisor Termination Because the WS program is contingent on external funding federal and internal, we are required to meet established guidelines in order to maintain eligibility. Failure to meet requirements by one supervisor can negatively impact program eligibility & funding for all participants. As such, OSSA reserves the right to take any and all actions necessary to ensure the continuation of the WS program Any supervisor that allows a student to earn more than their allotted award will be evaluated for suitability to continue participation in the WS program Departments/supervisors with repeat violations may not be eligible to participate in the WS program in future aid years Any department that fails to meet their responsibility in paying for excess or unauthorized wages will be removed from the WS program

Before your Jobx Training Review the Program Calendar and add Key Dates to you Calendar Download the Work Schedule Planner to track/monitor student hours, balances, and academic breaks Review the UNC hiring checklist and additional resources here

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