- Contact Career Services Office:
Phone: (585) 389-2878
Fax: (585) 389-2458
Work Study is a form of federal financial aid, which comes with many regulations for its use. Only students who have shown a demonstrated need for this form of assistance and have completed all paperwork before beginning employment are eligible for Federal Work Study. Students who have received this form of aid are given preference in hiring decisions as long as paperwork is filled out correctly and completely.
Some departments have a budget to hire students who do not qualify for work study. The hiring process is the same, but the search for students is not restricted to only those who qualify for work study. If you are unsure if you have non-work study funds available, please check with your administrator.
Proper Forms: The first step is to complete an On-Campus Student Employment Job Description form and return it to the Career Services Office. Because of New York State fair labor practices laws, it is important that all job openings for students be posted with Career Services. Career Services posts all on-campus jobs on its NazLink website. Departments with large student worker needs can create their own accounts and post their hiring needs directly to NazLink. If you are interested in this option, please contact Career Services.
Timing: Most student job openings and placement occur at the beginning of the academic year. Career Services plans an annual Part-time Jobs Fair for the Sunday prior to the first day of classes. Fall openings should be posted 1 month before the first day of classes. For spring semester, list openings immediately after the New Year. Nazareth also employs students in the summer. Summer student job openings should be posted with Career Services during the month of April to give students a reasonable opportunity to apply for them. Please note, you may not hire a graduating senior for summer student employment unless that student is beginning a graduate program at the college or is still attending classes. At any time during the year when an opening occurs, Career Services welcomes new listings and will bring them to the attention of students continuing their search for part-time employment.
Interviewing Students: Potential student workers have been instructed to attend the Jobs Fair in the fall and to check for job listings on NazLink each semester.
- Check student class schedules to be certain that they will be available when you need them. Students may never be employed at times when they should be in class.
- Inquire about student FWS eligibility and the number of hours per week they may work.
- Students approved for Federal Work Study should have received a yellow card at the job fair stating the approximate number of hours per week they may work this academic year. In case of questions about eligibility, call the Financial Aid Office at 389-2310.
- We ask that you make hiring decisions promptly and notify both students and Career Services when jobs have been filled.
Reference Checks: Many of our student workers handle sensitive information, are responsible for collecting fees, and may be responsible for other activities requiring honesty, maturity and integrity. It makes sense to check the references for such critical student workers before giving them this responsibility. Supervisors should also feel free to contact the Vice President for Student Development to determine if a student has a disciplinary record.
Managing Your Students
Some students are confused about Work Study because it is listed as a form of financial aid. They may not realize that they will receive a paycheck, have taxes deducted from it, and have to fill out time cards and payroll forms accordingly. Further, they may not understand that like all other jobs, this one comes with expectations that must be met for continued employment. You should explain as clearly as possible what the student's responsibilities are, providing a written job description if possible. In addition you should explain any other expectations you have with regard to dress, telephone etiquette, office behavior, reporting to work on-time, etc.
Attendance/Studying While at Work: No student may work during scheduled classes. Needing to study for an exam or to write a paper are not acceptable excuses for missing work. It is recommended that students not work more than 12-15 hours per week to help maintain this balance. Some supervisors allow students to study while at work, when all other responsibilities have been met. This is an individual supervisor's decision.
Terminating a Student Worker: From time to time a student worker may not be fulfilling his/her job responsibilities. It is vitally important that you make your expectations of student workers clear at the beginning of the school year and point out any deficiencies right away. It is advisable that you document such a discussion with a student in writing, keeping a copy for your records. In the event that the student's job performance does not improve, the student may be advised that his/her services are no longer needed by your office and he/she can be directed to Career Services to look for any open positions. You should inform the Payroll Office that this student no longer works for you and then list your job opening with Career Services using the on-campus student employment job description form.
Terminating a student worker is a serious business, but a supervisor should not be expected to continue to employ a student who is tardy, insubordinate, unqualified, or who simply does not appear to work his/her scheduled hours. In this litigious day and age, however, a paper trail documenting the behaviors in question would go a long way toward insuring that every effort was made to give a student the opportunity to succeed. In fact putting together a written job description that can be shared with student workers at the beginning of their employment is advisable. Remember that employment under Federal Work Study is not just a campus job but is part of a student's financial aid package.
Along similar lines, the end of the school year is an excellent time to review your student workers' performance. Should you decide that a student has not performed well enough to be retained for the following year, you should set-up a meeting with the student and advise him/her of the need to seek other employment for the fall. It would be wise to document this discussion by following up with a letter to the student with a copy retained for your files.
When departmental budget requests are completed each January, requests are made for a number of hours of student labor for the coming fiscal year. These hours may be requested as Federal Work Study or Regular Campus Employment (not subsidized). Note that no FWS subsidy is available in summer, so any hours needed to support your department in the summer months must be requested as regular campus employment. For the academic year, your department may request all FWS subsidized hours or a combination of FWS and regular campus employment. Typically, regular campus employment hours are requested when a specific skill set is needed that is so unusual that the hiring department needs to be able to hire any student available with those skills (for example computer skills or foreign language skills). In most cases, Federal Work Study hours should be requested so that the college can take advantage of the subsidy and the students with the greatest financial need will be hired.
You should keep track of how quickly your student worker hours are being depleted to avoid overspending your budget. No student wants to be laid off in the middle of the spring semester because the department he/she is working for has depleted its budget. By the same token circumstances arise when the number of hours budgeted is insufficient. Alert your supervisors when you realize this is so and by how much you may overspend your allotted hours. Your department director should contact the Controller to advise of the impending shortfall. In such a circumstance it may be wise to increase your departmental budget request for work study during the next budget cycle.
Students Running Out of Work Study Hours: Students approved for Federal Work Study may only earn a certain amount through the program. At the beginning of the school year, such students are given a yellow card with an average number of hours per week they may work. This number is an average, assuming the student works 15 weeks in each semester. During some weeks students may work more than the stated amount, if they work less in other weeks. A student who skips working in the Fall semester may work twice as many hours in the Spring semester without going over the stated total amount. Many students have more than 1 work study job and fail to keep track of their hours adequately. For this reason financial aid tracks student progress toward the maximum amount and will notify students that they are running low on hours in the spring semester. When a student uses his/her full allotment of work study hours, the student can either stop working or, if your department has regular campus employment money available, be converted to regular campus employment for the remainder of the school year.
Approving Student Time Cards Via NazNet: Every two weeks your student workers will submit their hours for your approval via the college NazNet system. You must review their hours and approve or reject them in a timely fashion, no later than noon on Monday of pay week, in order for students to be paid. Please be sure to check that students have actually worked the hours that they claim. Honest mistakes can occur in recording these hours, but a student who deliberately reports hours they did not work should be terminated from work study employment. If you suspect that a student has deliberately falsified his/her hours, please contact the office of safety and security so that a report can be filed and an investigation conducted if warranted. Students who deliberately falsify their hours may be prevented from working on-campus.
The payroll office has provided below the detailed procedures for approving student timecards via NazNet.
Should a student in your department forget to enter their hours on the appropriate timecard in NazNet by the deadline for that pay period, please DO NOT allow them to add those hours to the next payroll's NazNet timecard. The college is required to maintain accurate records of the actual dates and times students work. In such an instance, have your student worker complete a paper timecard (available in the Payroll Office) after they verify that the hours in question were never entered on NazNet. Any students who are unsure if their hours were reported correctly can check the "Time History" link in their NazNet account.
- When the employee/student has completed and signed off on their timecard, you will receive an e-mail from "Datatel User" stating that their time entry is ready for you to review.
- To review and approve, you will need to access NazNet.
- Log In (contact User Support at x2111 if you have not had your username and password setup).
- Click on NazNet for Staff (even if you're Faculty).
- Click on Time approval (for supervisors) - (bottom left of screen).
- The next screen will list the names of the employee or employees under your supervision. DO NOT APPROVE ON THIS SCREEN. A Checkmark in the review entry box indicates that the student employee has made entries to their timecard but it does not necessarily mean they have completed it. You will know they have completed it when you either receive the e-mail from Datatel User or see they have signed their timecard on the next screen.
- If you have several employees, you may want to uncheck the review boxes for those employees whose timecard you know is not ready for approval. Also uncheck the review box if the employee has started to enter hours for the next pay period (the student may appear twice, once with hours from this pay period, a second time with hours for the next pay period).
- After checking all those students whose hours you wish to review, hit Submit. On this screen, you will review the hours making sure time worked has been recorded accurately.
- If you need to view the actual Time In and Time Out, check the box to do this (below the timecard section) and hit Submit.
- Also on this screen, just above supervisor decision, is where it will indicate whether or not the employee has signed their timecard as complete. If you supervise several student employees, you may want to ignore the Datatel e-mails and just check here for the student's "signature". (Contact User Support if you wish to filter out these automatic Datatel e-mails.)
- Supervisor Decision is near the bottom of page; this is where you approve or reject the student's timecard. Click on the drop down box to approve or reject. If employee has not yet signed their timecard as complete, just hit submit without approving or rejecting and move on to the next timecard. You should contact this student and have him/her complete their timecard right away to assure they will get paid. If you have chosen to approve, just hit submit and you are done approving the hours for this student for this pay period.
- Should you need to reject the timecard, it will be necessary for you to enter an e-mail subject and supervisor comments. Hit submit. This will generate a Datatel e-mail to the employee. After they make any necessary adjustments, they will re-submit to you at which point you will follow the above steps to approve.
- You can access a timecard that has already been processed by clicking on Employee history (for supervisors), checking the box for employee you wish to review, choosing the appropriate year and pay period, and hitting submit after each step.
- If at any point, you have any problems or questions, please feel free to contact Mary Stansfield at ext. 2040 or David Drollette at ext. 2039.
Student Paychecks: All students are encouraged to have their checks direct deposited into their own accounts. Students who don't use direct deposit ordinarily pick up their checks at the Student Payroll Office in Smyth Hall. The Financial Services Office will cash student checks up to $50 and there is an ATM on-campus in the Shults Center for students to withdraw direct deposited funds from their accounts.
FORMS EMPLOYERS WILL NEED
- On-Campus Student Employment Job Description Form - Available in the Career Services Office This form is used to advertise any openings available in your department. It can be used for either Federal Work Study or regular campus employment opportunities. The best time to post such opportunities is prior to the start of classes in the fall, in early January for the spring semester, and early April for summer student employment. (Note: Departments with large student worker needs can create their own accounts and post their hiring needs directly to NazLink. If you are interested in this option, please contact Career Services.)
- Work Authorization Form - Available in the Student Payroll Office As described above, this form is completed each time a student is hired. Students continuing to work for your office in the summer will need to fill out a new work authorization form in May to do so.
- Confidentiality Guidelines Form This form may be used by you to reinforce the necessity that students take care when handling confidential documents and information.
FORMS STUDENTS WILL NEED
- Free Application for Federal Student Aid (FAFSA) - Available in the Financial Aid Office In order to qualify for Federal Work Study, students need to file a Free Application for Federal Student Aid (FAFSA) each year before April 15th. If students do not file the FAFSA or if family circumstances change dramatically, someone who was FWS eligible last year may not continue to be eligible in the present year.
- Work Authorization Form - Available in the Student Payroll Office The supervisor and the student complete this form together to certify that the student has been hired. Pay special regard to the department number to which this student's wages should be charged and to your indication of whether you expect this to be Federal Work Study or regular campus employment. Keep the yellow copy for your files and have the student take the other copy to the Payroll Office in the basement of Smyth Hall.
- I-9 Form - Available in the Student Payroll Office Federal statute requires that workers satisfactorily complete and document an Immigration and Naturalization Service I-9 Form before any work hours are logged. The I-9 form is normally completed only once. There are a variety of documents that can be presented to establish identity and employment eligibility to work in the United States. Foreign students may work on campus but are never eligible for Federal Work Study.
- Tax Forms - Available in the Student Payroll Office These forms (federal/state), necessary to set up any employee's payment records for proper income tax deductions, are completed by students when they are first hired at the Payroll Office. Again, these forms are normally completed only once, unless a student decides to change withholding status.
- Direct Deposit Form - Available in the Student Payroll Office All students are encouraged to have their paychecks direct deposited. If a student loses or misplaces their paycheck, there is a $35.00 charge for issuing a stop payment.
- Work Study Eligibility Card - Available in the Career Services Office This yellow card indicates the number of hours a student can work each week through the Federal Work Study program. It should be shown to potential supervisors as proof of eligibility for the work study program.
Work Study Timeline
End of Spring: Talk with your returning workers to see if they are interested in working for you next year. If so, request a copy of their class schedule for fall scheduling purposes.
Early July: Call your returning workers to be sure they still plan to work for you. If FWS eligibility is in question, confirm with the Financial Aid Office (389-2310).
Mid-Summer: Determine your student employment needs for the year and provide Career Services with a listing of openings indicating time slots available, using the On-Campus Student Employment Job Description Form. Note whether Federal Work Study is required. (Note: Departments with large student worker needs can create their own accounts and post their hiring needs directly to NazLink. If you are interested in this option, please contact Career Services).
Late August: Plan to attend the On-Campus Jobs Fair to recruit new student workers for your office. The fair usually takes place on the Sunday before the first day of classes. Call Career Services (389-2890) if you have not received an invitation to the fair.
September: First week of classes is prime job hunting time for new students seeking employment. To recruit them effectively you should do the following:
- Attend the On-Campus Jobs Fair. Gather schedule, contact and work study information from as many students as possible.
- Interview prospective student workers during the first week of classes and make offers by the end of the first week.
- Complete a work authorization form for each student hired. Forms are available in the Payroll Office in the basement of Smyth Hall.
- Have each student take the work authorization form - white copy - to the Payroll Office. You retain the yellow copy.
- Suggest that each student bring photo ID and original Social Security Card or passport to Payroll, in order to fill out W-4 form and INS I-9 forms.
- When all positions have been filled, contact Career Services so no more students will be referred to you. If you still need student workers, advise Career Services so that your position can remain posted and any available students can be sent to you.
Note: Students will not be paid until the work authorization form and payroll forms are completed.
Your returning workers should do the following during the first week of classes:
- Fill out a new work authorization form with your signature/department code and take it to the Payroll Office. A new form needs to be filed each academic year.
- Notify the Payroll Office if their withholding status has changed or if they have changed banks or accounts for direct deposit.
Note: Incomplete paperwork means waiting another two weeks until the next payroll to be paid.
November: Monitor FWS and Campus Employment lines on monthly departmental budget reports to be sure that these budget items are not being consumed at an excessive rate.
December: List anticipated spring semester job openings with the Career Services Office using the On-Campus Student Employment Job Description Form. (Note: Departments with large student worker needs can create their own accounts and post their hiring needs directly to NazLink. If you are interested in this option, please contact Career Services.)
Prepare budget request for student hours for next academic year. If your department requires additional student worker hours, request them and provide appropriate justification.
January: Interview applicants for Spring positions during the first week of classes. Workers continuing from fall semester have no required paperwork. New hires should follow the same hiring procedure as Fall.
February: Monitor FWS and Campus Employment lines on monthly department budget reports closely through end of academic year.
March/April: List summer job openings with the Career Services Office using the On-campus Student Employment form. Please note that all summer job openings must be listed with Career Services for at least 4 weeks before the end of the spring semester. Doing so will insure that Nazareth students get first priority for summer employment before any other persons are considered. Only regular campus employment is available during summer - no FWS funding.
May: Federal Work Study ends with Saturday of graduation weekend.
June 30: Fiscal year ends. Unspent funds for student employment are NOT carried over to the new year. Overspending on student employment may require written justification.
Summer: Contact Career Services regarding any changed student employment needs. The Office maintains a list of students seeking work.