Work Study Supervision Guidelines
Jackie Springer
Financial Aid Program Specialist
[email protected]
253.589.5638
Work Study Supervision Guidelines
TABLE OF CONTENTS
1
PURPOSE ............................................................................................................................................. 3
2
SUMMARY ......................................................................................................................................... 3
3
OVERVIEW ........................................................................................................................................ 3
5
4.1
Tips for Interviewing ............................................................................................................... 4
4.2
All Work Study Student must be approved through FAO ....................................................... 4
4.3
Responsibilities Upon Hiring Student Employees ................................................................... 4
ENSURING PERFORMANCE ............................................................................................................. 5
5.1
Student Not Performing Satisfactorily ..................................................................................... 5
5.2
Can I fire a student? ................................................................................................................. 5
5.3
Can a Work Study student be laid-off? .................................................................................... 5
6
TIMESHEETS ....................................................................................................................................... 5
7
APPENDICES ....................................................................................................................................... 6
7.1
Division V Office Guidelines .................................................................................................. 6
7.2
Student Availability Sheet ....................................................................................................... 8
REFERENCES .............................................................................................................................................. 9
Work Study Supervision Guidelines
PURPOSE
The purpose of this document is to provide guidelines for supervisors hiring and monitoring
Work Study students. A protocol is needed to adequately provide a professional experience for
the student as well as language for employers to abide by State and Federal regulations.
Work Study (Federal and State) is a program that is available to eligible college students
to help them pay for college. The Work Study program provides funds that are earned
through part-time employment to assist students in financing the costs of postsecondary
education. By participating in the program, students also gain great job experience and
have a chance to see if the program of study they’ve chosen matches their expectations.
This pamphlet is basic guidelines for supervisors to use when hiring or supervising Work
Study students.
1
2
SUMMARY

purpose

summary

overview

tips for interviewing

responsibilities once a student is employed

ensuring performance

completing timesheets
OVERVIEW- Why is it important……
Work Study program helps students earn money for college while gaining valuable work
experience, often in jobs related to their academic and career goals. Work Study
experiences provides low-and middle-income students the opportunity to help themselves
pay for college while they are attending — rather than defer the cost in the form of added
debt when they graduate. The program serves undergraduate and graduate students.
Without Work Study, many of these students might not be able to attend college at all.
College Work Study students often gain experience in fields directly related to their
studies. This results in improved persistence, higher on-time graduation rates, and better
job opportunities upon graduation. Employers benefit by gaining access to a welleducated and highly motivated pool of workers. In a larger sense, they and the state also
benefit from the collective workforce experience students gain — experience that will
contribute to sustained future economic growth. This guide will help supervisors stay in
compliance with federal and state regulations to make this experience worthwhile.
Work Study Supervision Guidelines
4. Interviewing & Hiring Responsibilities4.1
Tips for Interviewing
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Prepare an accurate description of job duties to attract the most appropriate
candidates
Explain your expectations for the position during the initial interview so the
student can assess his or her ability and interest in performing the work.
Provide the student with information on what skills will be acquired while
working in the job.
Explain any special work requirements, such as safety issues in a hazardous work
environment or legal issues in working with children.
Outline causes for termination.
Outline personnel rules and procedures, such as setting work hours or calling in
sick.
Show the student where the work will be performed and introduce the student to
the key people with whom he or she will be working.
4.2 All Work Study students must be approved to work through the
Financial Aid Office (FAO) prior to working.
Financial Aide documents must be filled out by the supervisor and sent back to the FAO
for processing. Make copies of all documentation that requires your signature for your
records. This documentation will also indicate a student’s start/stop time and rate of pay.
The FAO will contact the supervisor with further instructions.
4.3 What are my responsibilities once the student employee starts work?
As a supervisor, you are responsible for the following:
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Providing adequate and reasonable supervision for the student employee;
Ensuring that the student employee does not work more than an average of 19
hours per week while in school and no more than 40 hours during breaks;
Ensuring that total earnings do not exceed the amount for which the student is
eligible, that the student does not start work before the start date listed on the
award letter, and does not work beyond the end date. If you are uncertain about
those dates, contact the Financial Aid Office for assistance;
Notifying the Financial Aid Office of any changes in the student’s employment,
such as changes in wage rate or job title, promotion, and termination;
Attesting that wages were paid to the student by submitting the time sheet; and,
following all state and federal regulations.
Work Study Supervision Guidelines
5.
Ensuring Performance
What if a student is not performing satisfactorily?
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Point out the problem and take corrective measures right away;
To prevent performance problems, clearly outline your expectations;
Document all updates and necessary changes into your standard Work
Study procedures manual.
Each time you sign the time sheet to verify hours worked, you also are
verifying that the work was performed satisfactorily.
5.1 Can I fire a Work Study Student employee for performance problems?
Yes. However, if possible, first offer the student a chance to correct the problem.
You may want to apply your normal performance-review procedures to student
employees, or modify your standards by reviewing performance more often. A
review every three to six months seems to work best. If you do fire a student
employee, inform the Financial Aid Office of the reason, preferably in writing. This
will help the college counsel the student for future positions.
5.2 Can a Work Study Student employee be laid-off?
Yes, if necessary. However the student may take another job and not be available
later.
6. Completing Timesheets
Where do I get time sheets and how do I complete and submit them?
The timesheet is a record of hours worked and wages paid. Timesheets are available
through the Time and Leave Reporting system in the CPTC website. After a student has
been approved through the Financial Office they will inform Human Resources to create
a pin number for the student which supervisors will need to fill out the student’s
timesheet. The Student ID and pin numbers will be necessary to complete and submit the
timesheet to the designated Financial Aid officer.
Time worked must be recorded into the TLR by the supervisor directly responsible for
monitoring the student’s work. If students work beyond their eligibility, it may be
charged against your current operating budget; and, you will not be reimbursed for hours
over the amount indicated in the award letter. In addition, the student’s financial aid may
be revised downward to compensate for the additional money earned.
Work Study Supervision Guidelines
7.
APPENDICES
7.1 Guidelines
Work Study Standard
Attendance: It is expected that you show up for each scheduled shift, on time, and stay
for the entire duration of that shift.
If you are going to be late you must call at least a half an hour ahead of time to inform the
office so that necessary arrangements can be made. For planned absences one week
notification is required on a formal request off form, for unplanned absences 24 hour
notification is requested.
If you fail to call and notify of a tardiness or absence once, you will be given a verbal
warning, the second time you will receive a written reprimand, and the third time can
result in termination. Each of these offenses will be documented.
Office Etiquette and Dress Code: This is a professional education facility and as such
it is required to dress and act in an appropriate manner.
(Etiquette)
DO
Return borrowed items where they came from
Clean up any messes or unorganized areas
Throw your trash away
Be kind, courteous, and respectful to everyone
you encounter including other office staff
Take care of personal hygiene at home
Keep in mind others needs while assisting with
questions
Ask when you have questions
Seek out additional tasks when none are
assigned
Be proactive in preventing the spread of germs
Keep cell phone off or on silent
Bring any new ideas to the table
Be an open communicator to your direct
supervisor and all office staff
Be respectful to personal property
DON’T
Sit on the floor or desks at any time
Placing your feet on office furniture
Eat while assisting a customer
Take your shoes off
Answer your personal phone during your shift
or make personal phone calls
Chewing gum loudly (smacking, popping, etc)
Leaving the office without proper
communication
Foul or offensive language
Have frequent personal visits or bring children
to work
Work Study Supervision Guidelines
(Attire)
DO
Groomed appearance
Comfortable dress shoes
Business Attire
Clothing that fits
DON’T
Denim (Except Fridays, but without holes,
tears, etc)
Any athletic apparel (including sweatpants and
shoes)
Flip flops
Revealing clothing (no cleavage, no tank tops,
no crack, no undergarments showing, no
midriff, no too short skirts, no clothing that
reveals any under garments)
Shorts or cut-offs
Offensive statements on tops or bottoms
Attitude: It is expected that you show up for each shift ready to work, focused on the
task at hand, have an open mind with a positive attitude. This position requires patience,
understanding, and the ability to adapt to a diverse working environment.
If a situation arises that you are not comfortable working with particular individuals it is
our duty to address such issues and work through them.
Purpose: The Work Study position is designed to not only assist you in your personal
professional development, but also to aid the office staff in a way that is productive to our
division goals. You will mainly be working with Continuing Education but if at any moment
there is no specific task assigned it is your duty to seek out additional ways to assist in
the office any way you can.
Duties: (Sample of Duties)
 Assisting students and staff with various questions and tasks
 Answering phone calls, taking messages, and returning calls
 Track class enrollment and update CE manager
 Prepare class folders for instructors for upcoming classes
 Calling students to update them about various class changes
 Posting signs for the division
 Retrieving office mail and distributing outgoing mail
 Compiling instructor evaluations
 Submitting a weekly report
 Communicating with all office staff
 Comply with college expectations, policies, and guidelines
 Ensure that recycling is taken out daily
 Assisting with other various office tasks as assigned
I,
have read, understood, and will comply with all Work Study
standards. If at anytime I fail to meet these set standards I understand that it could result in
termination of my opportunity to work in this office.
Potential Work Study Signature
Interviewer (s) Signature
Date
Date
Work Study Supervision Guidelines
You are responsible for contacting potential employers and completing interview process.
7.1 Availability Sheet
Name: ________________________
Phone Number: __________________________
Student Availability
Monday
Tuesday
Wednesday
Thursday
Additional Skills
2nd Language?
Microsoft Office Skills?
WPM?
References:
1.
2.
3.
4.
http://www.cptc.edu/index.php/campus_services/fi
nanci aid/types_of_financial_aid/
http://www.hecb.wa.gov/sites/default/files/SWSstu
denthandbook.pdf
http://www2.ed.gov/programs/fws/index.html
http://www.finaid.wwu.edu/studentjobs/students/re
sources/ws_faq.php
Friday