Office of Financial Aid|

 WORK STUDY ORIENTATION

2008/2009 ORIENTATION  - FRIDAY AUGUST 22ND

UNIVERSITY CENTER Room 122 (above the dining area)

CHOOSE 1:30 OR 3:00 SESSION

For:  All students with a work-study award or interest in having work-study. 

Get information about how to find a work-study job, work-study requirements and scholarship opportunities.  Find out how to get an award if you don't have one.

When:  This annual meeting is a 1-hour fast-paced important information session. 

Attendance is taken for scholarship purposes.  If you have already attended a work-study orientation attending more than one will not increase your scholarship eligibility but may provide you with valuable information.   If you cannot attend, you can help your scholarship chances by completing the on-line training modules (see below).

SCHOLARSHIPS

SCHOLARSHIPS

SCHOLARSHIP OPPORTUNITY FOR WORK-STUDY STUDENTS!

Student Employment Excellence Award (SEE Award)

Students who are hired into work-study positions have an opportunity to qualify for this award through excellent job performance and participation in other work-study activities.  Students who attend Work Study Orientation and/or complete on-line training (information below)  in addition to receiving an excellent evaluation at the end of the year will be given additional consideration when qualifying for the scholarship.  Students must also request work-study on their FAFSA for the upcoming year, attend fall semester and plan to participate in the work-study program.  Scholarship recipients from the current year will be notified during the upcoming summer and presented with their certificates during the first week of class.   

No special application is required.  All students who hold work-study jobs in the current school year will be considered for next year's scholarships.  The best way to qualify is to be an excellent, responsible employee and attend or complete the other optional activities.  Students who complete on-line training must forward their completion notification emails for each module to lturner@ius.edu for credit.  Scholarships are awarded to students who hold both on-campus and off-campus positions.  Students entering their 2nd, 3rd, 4th or graduate years at IUS who held a work-study job in the previous year are eligible for consideration.  Scholarships generally range from $100 to $500 per student and are non-renewable fall semester awards.  This scholarship opportunity will continue as long as funds are available, though actual award amounts may fluctuate.

Graduating?  Please notify the Work Study Coordinator at lturner@ius.edu.  If you received an excellent evaluation for your work-study position you will receive a certificate of recognition and a letter of recommendation that you can list on your resume.

Work Scholar Housing Assistance Program

This program is for First-Generation Freshman or Sophomore students living on campus and provides a $1200 housing credit at the beginning of each semester in exchange for 10 hours per week of work on-campus.  Submit an application to the Financial Aid office by August 1st.  Students must also have submitted a valid FAFSA.  More information on this pilot project is available in the Financial Aid office and will be available on-line as it develops.

WORK-STUDY TRAINING

NEW TRAINING OPPORTUNITIES FOR STUDENT EMPLOYEES

Work-study students have two opportunities for work-study training and information:

1.  Work-Study Orientation:  an information session is held each year just before fall semester begins, during the Fresh Fusion event.  Continuing students with a work-study award are notified and invited to attend as well as new students with an interest in work-study.  Attendance will be taken for scholarship purposes.  No other orientation is offiered during the year.

2.  ON-LINE TRAINING:  an opportunity to improve work skills through a free on-line training series offered through USA Funds.  Students who complete any or all of the six modules may forward their completion notification emails to their supervisor and to lturner@ius.edu for scholarship purposes.  The following modules are offered:

• 001 Workplace Time-Management Skills 0607 Academic Year (30 minutes)
• 002 Dealing with Difficult Situations 0607 Academic Year (30 minutes)
• 003 FERPA and Confidentiality 0607 Academic Year (45 minutes)
• 004 Effective Communication Skills 0607 Academic Year (30 minutes)
• 005 E-mail and Telephone Etiquette 0607 Academic Year (30 minutes)
• 006 Business Etiquette and Office Culture 0607 Academic Year (30 minutes)

To begin training, go to http://usafunds.elogiclearning.com and follow the link under "First-Time Users" to register.   Enter 00181700 for the School Code.  Be sure and note your user ID and password for future sessions.  Select the "Student-Employee" category and follow the links to begin training

Having trouble registering?  Try again from one of the student computers in any of the labs or public areas on campus, or from home.  If your computer has the Mozilla Firefox browser software you can use this instead of Microsoft Internet Explorer to reach this site also.  If you still have trouble please notify us.

Why Work Study?

• Jobs are flexible and employers work with your school schedule, so if you have a big test coming up, you don't have to worry about losing your job if you call in and need a day off.
• It's a regular job. You turn in a time sheet and get a paycheck every two weeks that you can use for your regular life expenses.
• You get work experience and build a resume and job references you will need when seeking regular employment.
• You don't have to count your income on your FAFSA the following year, so it won't reduce any aid you qualify for in the future.
• You keep your student loan debt down by working instead of borrowing.
• Studies show that students in the work-study program are more likely to finish their degree than students who are not involved on campus or in the community in any way.
• You get a chance to provide a valuable service to the university or the community, and you get PAID for it!

SUMMER WORK-STUDY

Summer work-study is awarded first to eligible, currently working work-study students continuing to attend IUS in the Summer.  Students must identify themselves by the priority date of May 1 to receive an award.  Any additional funds will be award to eligible students in order of their request.  To request Summer work-study e-mail the Work-Study Coordinator at lturner@ius.edu.

STATE SUMMER WORK STUDY PROGRAM

Indiana's State Student Assistance Commission of Indiana (SSACI) has a summer work-study program for students who qualify.  Students must be Indiana residents who have received and used either a Higher Education or 21st Century grant in the previous academic year and be enrolled as a full-time undergraduate student in the upcoming academic year, working on their first degree.  Students must apply to be included in the program.  To apply, visit www.ssaci.in.gov and follow the links to register.  Students may work for any of the eligible employers listed on the website, may work up to full-time, and do not have to attend summer classes to participate.  This program is separate from the Federal Work Study program.

 EMPLOYER RESPONSIBILITIES

ALL WORK-STUDY FORMS ARE AVAILABLE THROUGH THE FINANCIAL AID FORMS LINK.

IN THIS SECTION

1. How to Hire a Work-Study Student
2. How to Manage a Work-Study Student - Scheduling, Monitoring and Training
3. Year-end Procedure:  Job Termination, Fall Re-Hire and Summer Hire
4. BECOMING A WORK-STUDY EMPLOYER
5. WORK-STUDY BASICS

1. WRITE A JOB DESCRIPTION: All work-study jobs must have a job description on file that includes particular information about the job. Use the Work-Study Job Description/Announcement Form and fax it to Career Services and Financial Aid (see form). For advice about where to set the hourly wage contact the work-study coordinator or Payroll, or view other job postings on the Career Services website.

2. POST YOUR JOB ON LINE: Post open work-study positions through Career Services by faxing a copy of your job description form to them. Fax it also to Financial Aid so they can enter it in the job database. You can view all current listings through Career Services' website. All jobs must be made available to all work-study students to comply with federal regulations, so even if you know who you want to hire you must post your job and receive applications from interested students. You may find another student to hire! Closing or reposting a position - Call or e-mail IUS Career Services to close or re-post a listing or re-fax the job description to Career Services to re-open a position.

3. RECEIVE STUDENT APPLICATIONS: Have interested students fill out an application for the position (we prefer you use the form provided on our website): Students MUST have a work-study award to apply. They should attach their financial aid summary to their application as proof, and those you want to hire or interview should bring a copy of their class schedule and two forms of ID with them (Drivers license and Social Security Card). This is for your benefit only so that you dont try to hire someone ineligible for work-study or who is not available when needed do not fax this information to financial aid. If hired the student will need their ID to complete employment paperwork at Human Resources. If a student you want to hire does not have work-study they can request an award via e-mail or by stopping by the financial aid office. Not all students are eligible. Do not hire them until they can provide a copy of their award summary showing a work-study award. WORK SCHOLARS APPLICANTS: If you are interested in hiring a student through the Work Scholar Program STOP HERE and contact the work-study coordinator for help. Read below for more information.

4. REQUEST AUTHORIZATION: Once a work study student is selected for hire, fax their application to Financial Aid after completing the bottom portion. Note whether or not you want the job listing pulled from the website. By federal regulation a completed application must be on file for each work study student. DO NOT SEND STUDENTS to Financial Aid to pick up their authorizations. The authorization must be sent directly to you for signature. After we receive the application, the Work Study Coordinator will verify eligibility, increase the students work-study award if possible, generate the authorization and fax it to you for your signature. Once you receive the authorization, review the information for accuracy, sign it and fax it back to the Work Study Coordinator. You can now hire the student. The dates and limits needed for the hire are on the authorization.

5. HIRE THE STUDENT(S)/COMPLETE PAYROLL PAPERWORK Have the student complete the following forms, all available at: www.ius.edu/HR/current/forms.cfm State WH-4 form Background check (only if required HR has form in office) I-9 Employment Eligibility Verification form (with copies of IDs) Certificate of Residency (for Kentucky residents) Personal Profile form Hourly Temporary Position form Submit the paperwork to IU Southeast Payroll, at Human Resources. Once the background check comes back clear (if required) you will be notified that the student can begin work. If not required they can begin as early as the start date on the authorization. If you are on campus, complete the e-Doc process for the student. (Payroll can help you with this.) The employee class and beginning and ending dates are on the authorization, as well as the wage and your accounting line. The e-doc coding automatically charges 25% of the students salary to your account and the remaining 75% to the work-study account. Off-campus employers do not have to worry about this step. Undergrads - Salary plan: WSU, Job code: 000250 Grad students - Salary plan: WSG, Job code 00251 Position type - hourly HIRING A WORK SCHOLAR - Students in the Work Scholar program

1. SET UP A WORK SCHEDULE: Work study students are not permitted to work more than 20 hours in any given week when school is in session. For students attending less than full-time, exceptions can be made provided the students academics are not suffering as a result. Students can work up to but never more than 40 hours per week when school is not in session, including spring and Christmas break, provided the student is returning to school after the break. Most awards are only enough for about 10 hours per week. Students may not work past the end date stated on the students authorization.

2. MONITOR THEIR EARNINGS: Students and Agencies are responsible for monitoring a students earnings. Students gross earnings can never exceed their work study allotment for the year. Summer is treated separately (see below). A tracking sheet is available to help you and the student with this. Requesting increases: Students with additional eligibility will automatically be given an award increase upon hire, up to the maximum possible, eliminating the need to request additional funds. Students with two or more positions: If you do not have enough work to use the students entire work-study award in your department or agency the student can earn the rest of it through a second position. The student and employers must agree on how to split the students award and the work-study coordinator must be notified so a new authorization can be created and the award split. Payroll will also be notifed about the change. Simply e-mail me with the limit you would like reserved for your position, based on their earnings per week. Splitting a student's hours between two positions: If you want to hire your student for two different jobs out of two different accounts you can note this on the authorization and set it up that way through Payroll. Exceeding the earnings limit: If you inadvertently work the student past their allotment, Payroll will notify the work-study coordinator and we will try to give the student an increase. However, increases are not likely and if not possible the student will be switched to a regular hourly worker. All earnings over and above the students limit must be charged 100% to the department or agency.

3. DON'T WASTE WORK-STUDY DOLLARS: Because this is a limited fund we request that employers do not use up our total work-study allotment by having students work hours or do projects that are not necessary, just to help the student earn more or use up their allotment. Even though it costs the employer very little, wasting work-study funds costs other students jobs and other employers cannot benefit from hiring a work-study student. Also - it's against federal regulations. Of course, employers cannot allow students to submit a time sheet with hours that were not spent working. At the employers discretion and approval only, students may sometimes be able to do homework or other personal business while at work when circumstances allow. Students can never claim hours for pay they have not actually worked. As we approach summer semester we may run out of work-study funds until we get past June 30. Current employers and students will be queried mid-spring semester to see what summer needs are, and any remaining funds will be shared among this group first.

4. SUBMIT TIME SHEETS CORRECTLY: Students must fill out their time sheets properly and completely. Time sheets turned in without your department or agencys account number, the student ID, or with missing or incorrect information may be returned to you for completion, delaying the students paycheck. Our payroll department cannot take time to correct time sheets. Late time sheets may not be processed until the following pay period. Please train your work study students well on this issue. Students should use the yellow ½ sheet form, available at Human Resources. Time sheets are due by 5 pm on the last Friday of the pay period. A schedule is available at Human Resources.

5. TRAIN YOUR STUDENT WELL: Just as with any other employee, departments should communicate clearly their expectations to the student before the student is hired and the student should be properly trained for all responsibilities. We also recommend you require your student to complete our on-line training modules for student employees. By doing so they may qualify for a scholarship and will be more apt to treat their job with professionalism. For many students this is a first job and their work experience is part of their education, so don't be shy about correcting unacceptable performance or behavior.

1. DISMISSING A WORK-STUDY STUDENT: Though the nature of the position requires some flexibility with the students school schedule, departments are not expected to tolerate poor performance or consistently poor attendance. Students can and should be corrected/retrained, sometimes disciplined and if necessary fired if they do not meet expectations. Work-study students are expected to work while on the job - not study, surf the Internet, text or make personal calls. Some jobs are conducive to study at the employer's discretion. if you have to dismiss a student please notify the financial aid work-study coordinator and Payroll immediately.

2. PERFORMANCE REVIEW: Whenever possible enourage your work-study student with positive feedback. With new students, plan an evaluation talk after the first 30 days to make sure expectations are understood and being met. At the end of Spring semester you will be sent via e-mail an employee evaluation. Students receiving excellent evaluations who have also either attended an orientation or completed on-line training will be considered for a scholarship the following year.

3. YEAR-END JOB TERMINATION Do not allow the student to work past the end date noted on the authorization. Students must be "terminated"at the end of the academic year and summer through HRMS as of the last day they can work, unless you have previously terminated the student for another reason. Payroll will terminate agency jobs. Use the following reason codes: End of casual employment: for students working to the end of the year. Work study limit reached: for students who have exhausted their work-study eligibility. Students who withdraw from school are ineligible for work study as of the withdrawal date. Departments will be responsible for any wages earned after that date. Terminate using the end of casual employment code. All other options use as appropriate for students leaving prior to the end of the term.

4. SUMMER WORK STUDY AWARDS Summer work study awards are managed as a completely separate award and job. Unused work-study from the academic year cannot be carried forward. As long as work-study funds are low, students will no longer be automatically packaged with work-study awards for summer. They must request it. Students must be enrolled and attend at least one summer session for a total of at least 6 credit hours. Continuing students with existing jobs will be given priority when awarding Summer Work Study but the remaining budget, if any, will be allotted to all eligible students requesting aid in order of the request date. Departments who know they will need work-study help in the summer must contact the Work-Study coordinator to be sure an allotment of funds can be saved for their use during the summer. Hiring and Authorization follows the same process as for the academic year. E-docs use the same codes as you used for the academic year. The Summer Work Study code is ONLY for students hired under the State program. Do not use this code unless instructed to do so by HR or Financial Aid.

REHIRING YOUR STUDENT FOR THE SUMMER

1. Students continuing the same job they had in the academic year must be terminated and rehired using the summer beginning and ending dates.

2. A new authorization is required for the summer. Notify the Work Study Coordinator in Financial Aid (preferably by e-mail) if you want to re-hire someone for Summer to see if they can have an award and to request an authorization.

REHIRING STUDENTS FOR FALL IS EASY Employers wishing to rehire their student for the following year must e-mail the work-study coordinator with their request. Include any changes in payrate or account #. If the student qualifies for work-study an authorization will be prepared before the first day the student is eligible to work and faxed to the employer for signature. The student does not need to complete any paperwork but may need to do a background check if they have new responsibilities that now require a background check. The student must also note any changes to their address or phone on the authorization. The job does not need to be reposted with Career Services for re-hires. Only for new hires or new positions must a job announcement be filed. If the student is getting a raise the employer can note the increase on the authorization along with any other changes before signing and faxing back. The job description should not be changed unless all students hired for this job would be paid at the higher rate.

 1. SUBMIT AN APPLICATION. Currently at IU Southeast only non-profit agencies, government or educational facilities are eligible to participate in the work-study program. IU Southeast departments are already set up and do not need to apply to participate. Schools wishing to participate in the America Reads program must contact Career Services. Agencies wishing to apply must complete the "Employer Work-study Agreement" form available on our website and submit it to the IU Southeast Financial Aid office. The application process could take a few weeks so apply as quickly as you can. You do not have to be located near the school, nor in Indiana, to participate. Our students live and work in all surrounding counties and we have work-study agencies in all of them.

2. READ AND FOLLOW ALL PROCEDURES LISTED ABOVE 

3. READ AND FOLLOW THE WORK STUDY BASICS, LISTED BELOW

1. Work study award recipients are students who have requested and received a Federal Work Study award. Students are allowed to earn up to the amount of their award.

2. Work-study employers have applied and been accepted into the work-study program at IU Southeast.

3. Employers can save significant money by hiring work study students since 75% of their hourly wage is covered by the federal government (America Reads program pays 100%).

4. RESTRICTIONS: certain restrictions of the federal work-study program include but are not limited to:

1. Student workers cannot displace a regular worker or fill a regular position

2. Student workers cannot work in positions that support a specific political party, candidate or issue

3. Student workers cannot work in positions that support a particular religion.

4. Student workers cannot earn over-time pay, therefore they cannot work more than 40 hours per week and should work no more than an average of 20 hours per week when school is in session.

Go To Work-Study FAQs|

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