Federal Work Study
Training
Crisencia Brown –OPS, Work Study
Miranda McMillian –Assistant Director, Work Study
Sherron Sloan – Associate Director, OFA
Work Study
• Federal Work-Study (FWS) is an employment program that
provides students with demonstrated financial need the
opportunity to work while attending college.
• FWS provides employers with financial support to help pay
wages.
• FWS pays a percentage of the students’ wages:
– 75% paid from Work-Study Funds
– 25% paid from School Funds
Federal Allocation I Earnings
1,800,000.00
1,600,000.00
1,400,000.00
1,200,000.00
1,000,000.00
800,000.00
600,000.00
400,000.00
200,000.00
2013-2014
2014-2015
2015-2016
2016-2017
Students Employed
FA Timeline
• Students Awarded: April ’18
• Students Accept Award: May- Aug’18
• Students Search/Interview/Hiring
• May – Aug’18
• Payroll Ready
• New hire paperwork complete: Aug 1, 2017
• First day of Fall is Aug 28New h re p p
k co plete: Aug 1, 2017
• 5 to 7 days for students to be payroll ready
• Department reps to run report to determine who is ready
Departments
Work Study - Stakeholders
Process Overview
Student
• Apply for financial aid by completing the FAFSA
– Free Application for Federal Student Aid (FAFSA.ED.GOV)
• Accept awards online through my.fsu.edu
• Receive Authorization email from OFA with form attached
• Search positions (New Process)
• Complete Authorization form
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Award Amount
Time Period
Job Description
Budget Code
Students Responsibilities
• Ready to work
• Follow rules of the workplace (dress code, courtesy)
• Set a schedule and stick to it
• Call/contact when sick or late
• Report time every pay period accurately and by the HR/Payroll
deadline
• Keep track of time worked/award earned
• New worksheet to allow students/supervisors to track earnings
Supervisor Responsibilities
• Have student complete hiring process with departmental HR/Payroll rep
• Allow student to start work only after verifying that they have been hired
in the system
• Provide clear expectations to the student
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Dress code
Responsibilities
Daily tasks/assignments
• Verify the student’s schedule does not overlap with class schedule
• Verify time worked by HR/Payroll deadline
• Keep track of time worked/award earned
• New worksheet to allow students/supervisors to track earnings
Hiring Process
• New Hire
• Wizard form/Paper (not-online)
• I-9
• Social Security card
• Driver’s license
• Returning students
• Authorization form
• Epaf
Common Issues
• I-9: Incomplete or inaccurate
• Missing documents
– Social Security card/Driver's license
• Missing information on Authorization form
• Epaf – missing or incomplete
• Late timesheets
Resolution
• Complete I-9 at its entirety
• Include copies of SSC and Driver's license in the
packet
• Make sure all of the forms are attached before
turning in
• Complete Authorization form at its entirety
• Submit correct information to prevent delays
• Avoid compliance issues by turning in timesheets on
time
Submitting Payroll Papers
• Methods of Delivery
– Student drop-off • Desk or FSU FWS Dropbox
• Electronic to FSU Dropbox
• No Email – Not secure
FSU OFA Follow-up
• Internal Tracking Spreadsheets
• Comments on File
• Communication to Department AND Student
if information missing/paperwork on hold
Document Tracking Worksheet
Policies
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It's suggested students can work no more than 20 hours per week
Employers should consider student's academic progress and adjust work schedule
if needed
During semester breaks/vacations, students may work up to 30 hours per week if
work schedules have been approved by the supervisor
Students may work only one FWS job at a time
Students can be FWS and OPS but combined hours cannot exceed 40 in any week
Students not earn more than their FWS award
Rate of pay should be based on responsibilities/experience.
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Starts at 8.10 - Florida Minimum Wage
Students may work during the fall and spring semesters only- Summer Work Study
employment is not available
•••••••••••••••
Job Search (Current)
• Excel Job List – OFA maintained with minimal
information
• Students must contact department
• Department interview/hire students
• Department completes Authorization form
Job Search (Coming Soon)
• FSU HR Online Job Listing
• Department creates position listing
• Students can search job openings online
• Student applies for specific job openings online
• After reviewing applicants, department will
proceed through the hiring process
New Work Study Job Portal
New Work Study Job Portal
Positive Improvements
• Departmental control over job description
• More room to detail job responsibilities
• Skills required
• Schedule
• Department control over interview/contact process
• Department now contacts students who have applied
• Students gain Experience
– Real World Application process
– Online submission of Authorization form/resume
Categories
• Job Categories – Pick one!
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Administrative
Creative Services
Customer Service/Hospitality
Education/Teaching
Financial Services
Communications, Marketing, Public Relations
Research
Scientific or Laboratory
Technology
Job Listing - What to list
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Responsibilities
Qualifications
Schedule
Background Check (if Required)
FSU FWS Online Job Listing Workflow
• Creates Job Listing
Department
• Reviews/Approves Job Listing
OFA
Recruiter
• Goes up on FWS site for students to review
Job Listing
Posted
Rollout Plan
• Departments create Job listings: *tentatively June 15
onward
– Open Lab sessions to be scheduled
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Job portal available to students: July 17
FA communicate readiness to department reps
Training Sessions: TBA
Department completes positions: July 10-18
All initial positions posted: July 15
Additional Initiatives: Worksheet to
Track Earnings
Additional Enhancements/
Initiatives
• FSU Career Center Experiential Learning Certificate
– http://www.career.fsu.edu/ECP
– Offers structure
– Measures growth
– Documents progress
– ca eer fsu. du/ECP
– h ttp://ww .career.fsu.edu/ECPttp://www.career.fsu.edu/
EC
OFA Email/Listserv
• OFA work study email
– [email protected]
– Will reach multiple people in OFA
• Listservs
– FWS Supervisors – Please sign up!
– FWS Students - We'll sign them up :)
– CLSP Supervisors
– CLSP Students
What to do now
• Start thinking about your Job descriptions
– Category
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Responsibilities
Qualifications
Schedule
Background check
• Sign up for FWS Supervisors Listserv
Contact Information
• FSU Office of Financial Aid
– UCA Suite 4400
– Tallahassee FL 32306-2430
– Website : financialaid.fsu.edu
• Workstudy: financialaid.fsu.edu/types-aid/federalwork-study
– FSU
Dropbox https://dropbox.fsu.edu://financialaid.fs
u.edu/types-aid/federal-work-study
Contact Information
• Phone numbers/emails
– Students – 850-644-0539
– FSU Departments:
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Miranda – 850-645-7926 / [email protected]
Crisencia – 850-644-5441/ [email protected]
Sherron – 850-644-5874 / [email protected]
General FA email - [email protected]