This tutorial contains information regarding the Work-Study program. Please review all the information carefully. After you have completed the tutorial you will be instructed to take a quiz. At the end of the quiz, please print your confirmation page, sign it and submit a copy of it to the Student Employment (SET) window at UH-150 when you are ready to submit your Work Authorization and “Terms of Employment” form to complete the hiring process. You may not begin working until you have completed the entire hiring process.
The Work-Study tutorial will provide information and instructions on the following topics:
In order to be eligible to participate in the Work-Study programs, you must meet the following criteria:
THE WORK-STUDY PROGRAMS
Work-Study is a federally funded program that provides part-time job opportunities for students who are eligible to participate in need based financial aid programs. Work-Study students work in on and off-campus positions to help offset a portion of their educational expenses. Work-Study at CSUSB provides opportunities for students to secure academic or career-oriented jobs, and develop job skills.
Work-Study also provides opportunities for students to work in local school districts and public agencies as tutors through the America Reads and America Counts programs. Interested students need to complete an America Reads/Counts tutor application and be accepted into the program. If approved, you will be required to enroll in ESEC 545 or Math 499 at CSUSB and complete a background check.
AMERICA READS/COUNTS
The America Reads and America Counts programs provide an opportunity for students who need financial assistance to earn a portion of their college expenses through part-time employment. Students will provide tutoring to children Kindergarden-6th grade in reading and Kindergarden-9th grade in math. Tutors will be placed in local school districts or public agencies.
If you are interested in participating in the America Reads or America Counts programs, it will be necessary to follow the procedures below before being hired and placed in a school district/agency:
1. Complete an application for the America Reads and America Counts program which can be found at the Financial Aid Office website
2.Once the application has been received and approved, you will be notified that you have been selected to participate in the America Reads or America Counts program.
To become a reading tutor, register for the ESEC 545 class offered by CSUSB. The ESEC 545 class provides tutor training for students to work with low literacy and at risk adolescents in reading. Topics include literacy methods, multicultural issues, learning disabilities and use of educational software.
If you are interested in becoming a math tutor, register for Math 499 offered by CSUSB. Math 499 (Teaching Mathematics) provides individualized instruction in the methods and materials for the teaching of mathematics.
During the first two weeks of classes, the SET Coordinator will conduct a class visit. The Coordinator will provide you with information regarding the background clearance, hiring and placement process. A new award letter will be placed on your MyCoyote Portal with an America Reads or America Counts award.
After the second session of the class, the SET Coordinator will provide the tutors with a contact list of the participating employers to begin the interview process. You will be instructed to contact the designated school district/agency to arrange an interview. It will be necessary to take Work-Study award to the interview. If selected for employment, you may begin the background check.
By state law, in order to be employed with a school district, one is required to complete and pass a total criminal background check (Live Scan), a drug screen and TB test. You will receive an Institutional Grant to cover the expenses. The background clearance takes approximately two weeks to complete. If you do not complete the background check or do not get placed, the Institutional Grant will be rescinded.
Step 5 : Work Authorization and Terms of Employment
1. Contact the Student Employment Team (SET) to determine your eligibility to participate in the tutor programs prior to securing employment
2. Eligible students will be given a Work-Authorization and Terms of Employment to take to the interview
3. Both student and supervisor are required to complete, sign and return the Work-Authorization and Terms of Employment to the SET before you begin to work
WORK AUTHORIZATION AND TERMS OF EMPLOYMENT
The Work-Authorization and Terms of Employment are an agreement between you, the Financial Aid Office and the hiring department or agency. Your Work-Authorization permits you to work under the Work-Study program. It also provides you and your supervisor with the amount of your Work-Study allocation (award) and the conditions of your employment. In order to participate in the Work-Study program, you must adhere to all the provisions cited in your Terms of Employment. Failure to adhere to these conditions could result in termination from the program.
LOCATING A JOB : On and Off-Campus
CSUSB offers a variety of on and off-campus positions. Job postings can be viewed at the Financial Aid Office website the student employment link, click on Jobs and select the division or agency of interest. The SET must first determine your eligibility to participate in the Work-Study program before you may contact employers and arrange an interview.
If you are selected for employment through the Work-Study program, it will be necessary to follow the steps below in order to complete the hiring process:
Step 1 : You and your supervisor must complete and sign the Work Authorization, Terms of Employment and Confidentiality Access and Compliance Form. This form is required for all student placements. Complete the Compliance Form.
Step 2 : Bring the following items with you to the Student Employment window at UH-150. The hiring process cannot be completed without all of these items.
a. Work Authorization and Terms of Employment
b. Work-Study tutorial acknowledgement form
c. Un-laminated social security card
d. State driver’s license, ID or Coyote One Card
e. Confidentiality Access and Compliance Form
Step 3 : Complete the appropriate tax forms (SPAR or EAR) and I-9.
Step 4: After all of the above steps have been completed and the SET has verified your eligibility to participate in the program, you are now “hired” into the system and may begin to work.
| New and Continuing Work-Study Participants | September 30, 2009 |
| America Reads/Counts Tutors | Open Until Filled |
If you have not completed the hiring process by your deadline above, we will assume you are not interested in participating in the Work-Study program. Your award will be cancelled and offered to another student who is waiting on a list for consideration. If you wish to be reconsidered for Work-Study at a later date and funds are still available, it will be necessary to complete an application for the Work-Study Waiting List on the Financial Aid website at: http://finaid.csusb.edu
The Work-Study Waiting list is available on the Financial Aid Office website for students who were not originally awarded with Work-Study funds. If you wish to be placed on the waiting list for potential Work-Study, please visit the site. Your application will be process and placed on the waiting list in the order received. Priority will be given to students who meet the minimum qualifications that are established by the hiring department or agency.
SUMMER EMPLOYMENT
Summer employment is available to eligible Work-Study students. Students may work up to a maximum of $900 during the summer session based on a $4500 Work-Study award or 20% if less than $4500. Summer employment begins after July 1st. Please contact your hiring supervisor if you are interested in participating in summer employment at CSUSB.
PAY SCALE
The pay rate for Work-Study on-campus employment is determined by the Wage Guide Table. The Guide is available on the Financial Aid website under Applications and Forms. Work-Study students provide a valuable contribution to CSUSB in the services that they perform in various departments throughout the university. In return for their services, students are paid an hourly wage. In order to conform to the State of California, the current minimum hourly wage rate is $8.00. Newly hired Work-Study students normally begin at the minimum of the range.
The pay rate for Work-Study off-campus employment is determined by the employing agency. Pay rates usually correspond to the wage scales for the existing labor market and the skills and duties required for the position. The starting rate of pay must be approved by the Work-Study Coordinator.
TIME REPORTING
Time sheets are usually due on the day prior to the last working day of the payroll period. A time sheet should be an accurate listing of the actual time and dates worked. You should also be sure to complete all information requested on the form and sign it. Your supervisor must verify that the hours were actually worked and you must be paid for all hours worked.
Work Study is a federal program. Reporting false information on the time sheet has the same kind of consequences as mis-representing on a federal form … potential fines of up to $10,000 and potential imprisonment for up to 10 years. In addition, there could be consequences from the University. Be careful, be accurate and be honest! Information to be checked on the time sheet includes:
PAYMENT
Work-Study students are paid around the 10th of each month. Monthly paychecks will be available for pick-up at the Bursar’s Office or your paycheck can be directly deposited to your bank account. The calendar below link the pay periods and paydays during the 2009/2010 academic year.
Direct deposit is available to Work-Study students. It enables you to receive your Work-Study paychecks directly to your bank account. If you are interested in direct deposit, a Direct Deposit Enrollment Authorization form needs to be completed and submitted to the Payroll Office at Sierra hall Room 103. Direct deposit forms may be downloaded through the California State Controller's Office site, and may take up to 45 days to process.
Work-Study wages may be garnished only to pay any cost of attendance that the student owes to school or that will become due and payable during the period of the award.
Requests for pay rate adjustments must be submitted by your supervisor. If your supervisor requests to change your pay rate, they will need to submit the Work-Study Change/Termination Form. All requests must be pre-approved by the SET Coordinator. Your supervisor will need to provide a brief description of your new job responsibilities and justification for the new pay rate. Both you and your supervisor must sign the request. If approved by the SET Coordinator, the new pay rate will become effective the first working day of the following pay period.
If you are interested in transferring to another Work-Study position, you must first make an appointment with the SET Coordinator. The Coordinator will consider your request and make a decision based on your reason for the transfer. If you have been released from your current position, you will need to bring verification of termination from your current employer when you meet with the Coordinator. Under no circumstances will you be referred to another position to begin the hiring process until the SET Coordinator has approved the transfer. If approved, the transfer will go into effect the first working day of the following pay period.
JOB RELATED PROBLEMS
Occasionally, job related problems occur between a supervisor and student worker. When such situations arise, the following steps are to be taken per the Student Employment Policy:
Step 1: The problem should first be discussed between you and your supervisor in an attempt to resolve the problem.
Step 2: If the issue is not fully resolved at this meeting, you may schedule a meeting with the Work-Study Coordinator.
Step 3: The Work-Study Coordinator will confer with both parties and make suggestions to resolve the conflict. This may include a meeting between you, your supervisor and the Work-Study Coordinator.
Step 4: If a solution has not been reached at this stage, a formal non-academic grievance can be filed. Information regarding the grievance procedures.
Prohibits employers (including schools) from accepting voluntary services from any paid employee. Any student employed under the Work-Study program must be paid for all hours worked.
No student will be denied work or subjected to different treatment under the Work-Study program on the grounds of race, color, national origin, handicap, or sex and CSUSB will comply with the provisions of the Civil Rights Act of 1964.
As a Work-Study participant, you are required to complete an annual evaluation of your experience in the Work-Study program. The evaluation process allows the SET to evaluate your experience in the Work-Study program. Your comments and suggestions will be used to improve the quality of our program.
In addition, your supervisor will also be asked to complete an evaluation on your job performance. This information will be used in determining your continued eligibility to participate in the Work-Study program.
Students employed in areas that handle student records must adhere to the Privacy Act of 1974. Student records are privileged information and are not to be released to outside agencies. Information regarding the Family Educational Rights and Privacy Act of 1974 (FERPA)
In addition, you will be required to complete and submit a Confidentiality Access and Compliance Form. CSUSB has the responsibility to protect sensitive and employee data and maintain confidentiality of that data under the Information Practice Act (IPA) and Title 5 of the California Code of Regulations. CSUSB must take the necessary measures to protect confidential employee personal information. In order to protect the privacy of individuals, it is necessary that the maintenance and dissemination of personal information be subject to strict limits. This form is required for all placement.
Student injuries should be reported immediately to their supervisor (MPP) and Human Resources (HR). If it is determined that the student should go to the Health Center for treatment, they need to state whether or not they were working at the time of their injury. The Health Center will determine how to process the student.
Each student employee should be oriented to their specific position and job duties, as well as to the overall department, including job functions, departmental policies, their work schedule and expectations.
Providing an orientation for a new student worker to your area can reduce problems in the future. In addition to the specific job duties, an orientation might include the following:
Each student worker should be reminded about the importance of confidentiality and be required to complete a confidentiality form. The completed form should be retained for your records. A student employee that violates this policy will be subject to disciplinary action, including termination.
FERPA is a federal law that guarantees the confidentiality of student records. Student Employees must not, under any circumstances, release student information to anyone (including parents and employers), unless they have been instructed to do so by their supervisor.
All student employees who work on campus must read and sign an agreement not to violate the confidentiality of any student or the institution. Students should be cautioned not to discuss student information with family or friends and to not check into student records, unless required as a function of their job. Any student employee who violates any portion of this policy will be subject to disciplinary action, including termination.
As a member of the Student Employment Program, it is essential that student employees respect the diversity that every individual brings to the institution. A student will not be denied opportunity for employment, education or be subject to discrimination in any project, program, or activity because of race, color, religion, national origin, sex, age, sexual orientation, handicap or disability, disabled veteran, Vietnam era veteran or protected veteran status. Any student employee who violates any portion of this policy will be subject to disciplinary action, including termination.
As a member of the Student Employment Program, it is essential that students understand this sensitive issue. Sexual harassment is a form of discrimination that is both reprehensible and unlawful. No member of the college community shall engage in sexual harassment of any kind. Any student employee who violates any portion of this policy will be subject to disciplinary action, including termination.
The institution is dedicated to providing a safe and healthy workplace for its employees. Therefore, the college recognizes that one of the most important obligations to its employees is to maintain a completely alcohol-free and drug-free workplace. Illegal use or influence of drugs/alcohol is prohibited. The unlawful manufacturing, distribution, dispensation, possession or use of controlled substances is strictly prohibited. Any student employee who violates any portion of this policy will be subject to disciplinary action, including termination.
All students and student supervisors should be familiar with the Student Conduct Code. If a student employee is found to be in violation of the Student Conduct Code, the supervisor and/or Student Employment Office may file a complaint.
Students should establish a work schedule with their supervisor that does not interfere with their classes and one to which they can commit.
Student workers must be provided with a half-hour break after 6 hours of work.
Most students work in areas where they are free to use restroom facilities at their convenience. In situations where students aren't free to take periodic comfort breaks without some work coverage being provided, supervisors must arrange such reasonable coverage.
Telephone training should be provided by the supervisor and should include the proper way to answer the telephone, placing a caller on hold, transferring a call, and taking a message. Students should limit use of the phone for personal calls and may not make long-distance personal calls from work. Students should limit use of their cell phone during work hours for only urgent issues.
Until your student employee is well trained, you may want him/her to simply turn over difficult situations to you or a more experienced co-worker for handling. Please advise your student worker of your expectation.
It is up to individual departments to communicate what constitutes appropriate dress. Business casual dress is generally appropriate for most departments on most days, although certain activities may warrant something more formal or more casual. Although we understand that our students may not have the funds to purchase new clothes to wear to work, modest, clean and appropriate dress is expected.
Orientations vary from institution to institution, but including some or all of the areas listed above will help the student employee to be successful on the job.
The Work-Study Rules are rules from the Federal regulations governing the Federal Work-Study program. These rules also appear on your “Terms of Employment” document. You accepted the job and the benefit of the Work-Study program under the condition that you comply with the rules. They are pretty straightforward and simple, but they must be followed:
Rule #1 - Do not work in excess of your Work-Study Allocation.
Your Work-Study Allocation (also called an “award”) appears on your Award Letter and Work-Authorization. You are responsible for monitoring your remaining allocation. Do not work over this allocation.
Rule #2- Do not work instead of going to a scheduled class .
If your class is cancelled or excused early, you may work if your supervisor permits you to work. You may not skip class to work and be paid under the Work-Study program. You and your supervisor must agree upon an acceptable work schedule, which permits you to attend all classes. Repeated violations of this rule can result in termination from employment with the Work-Study program.
Rule #3 - No authorized overtime, holidays or during on-campus closures.
Do not work more than 8 hours in a single workday or more than 20 hours in a single work week. Federal rules prohibit payment of “overtime” or “holiday” pay. Repeated violations of this rule can result in your termination from employment with the Work-Study program.
Rule #4 - Do not work six hours or more without an unpaid thirty minute break.
Do not work more than six (6) hours in a single workday without taking a minimum of 30 minutes break - unpaid. You must report the time you stop working and the time you return to work on your time card. Repeated violations of this rule can result in your termination from employment with the Work-Study program.
Rule #5 - Your permission to work as a Work-Study student worker ends on the last day of the academic year or if funds are exhausted by the student and/or program.
You must cease working on the last day of the academic year. It is the end of the award year. Any portion of your award or “Allocation” you have not earned is lost. Do not continue working. If you have used your entire award or if program funding exhausts, you must cease working.
Rule #6 - Your permission to work as a Work-Study student worker ends when you graduate, if you are academically dismissed from the University, subject to disciplinary action, drop below six (6) units (half time) or become subject to a "Hold" from the EOP office or the Academic Services Office.
Do not continue to work as of the date any of these situations apply to you. You must cease working immediately. Do not continue working thereafter, unless you have received written authorization to do so from the SET.
You may print a copy of this tutorial to reserve as your Student Handbook