WORK-STUDY PROGRAM GUIDELINES AND RESPONSIBILTIES

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Hilary Price
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1 GENERAL PROGRAM INFORMATION: WORK-STUDY PROGRAM GUIDELINES AND RESPONSIBILTIES Work-Study placements are awarded for one year. Applicant placement is determined by work history, knowledge and skill sets, assessed financial need, and timeliness in submission of application information. Work-study employees must reapply each year for consideration to continue on the Work-Study Program. All Work-Study Applications are submitted online. Instructions for re-application are distributed at the beginning of the new hiring cycle. Incoming students are allowed to work up to a maximum of 8 hours per week. Returning students are allowed to work up to a maximum of 10 hours per week. (Hours per week are dependent upon the assigned position.) International students are allowed to work more than 10 hours per week since they are only allowed by law to work for the school. Employment in the Dining Services area may allow for hours above the maximum. All placements and assignment changes are made through the Work-Study Office. If you do submit a change request, maintain your scheduled hours/job until you receive written approval from the Work-Study Coordinator stating that your request has been granted. Two weeks notice should be given when requesting to drop work-study. AWARDED HOURS / WAGE AMOUNT: The employment agreement specifics the amount awarded. Your awarded hour / wage amount may not be exceeded. An additional week of hours is awarded per semester to prevent overage. You may end the semester or year under your award. You will be notified if you approach the total of you award, and will be relieved of your duties for the remainder of the semester. WORK-STUDY COORDINATOR S RESPONSIBLITIES: The Work-Study Coordinator will monitor the hours submitted and enter corrections. The Coordinator processes payroll every other week. The Work-Study Coordinator will also counsel with the supervisors in regard to their workers. When a supervisor has a worker who is not performing in a satisfactory manner and nothing else can be done by the supervisor to improve the situation, a letter may be written by the supervisor to the Work-Study Coordinator giving details of the worker s performance. A recommendation for work-study probation or suspension may be made. In such a case, the Work-Study Coordinator will review the student s work and counsel the student. The Work-Study Coordinator will make an evaluation to determine the cause of the unacceptable work pattern and notify the student employee accordingly. STUDENT RESPONSIBLITIES AND ATTENDANCE: Your assigned supervisor will train you in the specific work area responsibilities. They will monitor your work habits, performance, and reliability. You must report to your work area and adhere to the work schedule agreed upon with your supervisor. Failure to attend to your work schedule will result in disciplinary action. Repeated absence will result in suspension and dismissal. If there is necessary reason for you to miss an assigned shift, you must notify your supervisor well in advance before the shift. Your supervisor will need to make arrangements to cover your vacant shift, and may work with you to make up the missed hours. If you are unable to work due to illness, you are required to notify your supervisor before your schedule shift or as soon as possible. If you are physically unable to do this, please have your RA or Resident Manager call for you. Even if you are working an early shift, you must call in. Please be sure to discuss with your supervisor on how they wish to be notified if you are unable to work due to illness. 1

2 If you cannot locate your supervisor, report to the Work-Study Coordinator s office and let him/her know your problem. The Work-Study Coordinator will be able to help you contact your supervisor. Supervisors are allowed the maximum flexibility regarding work scheduling. They can permit make-up work before or after your absence or not at all. If needed, your supervisor may adjust your weekly scheduled hours to support special events (such as peak need for food services, physical plant emergencies, and TA requirements). BREAK TIME AND MEAL POLICIES: You are expected to take a meal period if working more than six (6) hours at a time. Meal periods should be at least 30 minutes in length. You must clock out when you reach 6 consecutive hours worked. If you work four (4) consecutive hours you are entitled to a 15-minute on the clock break. Your supervisor will set the time of the break. There may be a day that you don t receive one, if things are busy you may not be able to go; this is determined by the work load for the department. Any shift less than four hours is not eligible. On the clock break periods are not mandatory, rather they are allowed by the University. EMPLOYEE EVALUATION: Successful performance in your current position is a major factor in determining your future in areas such as continued placement, job assignment, and references. The purpose of the evaluation process is to give you feedback on your job performance, to make sure you know what is expected, clarify any questions you may have about your job, and discuss ways that your job requirements can be modified to increase your productivity. It should also serve as a method of improving communications between you and your supervisor. You will have a written evaluation at least once per semester. Your supervisor will schedule this review with you. PROBATION / SUSPENSION: If you are placed on probation, your supervisor and the Work-Study Coordinator will closely monitor your work habits. While on probation you cannot make a job change request; you must stay in the current assigned job. The only request that will be accepted is to be removed from the program. Supervisors may send a written letter to the Work-Study Coordinator requesting a student placed on probation be removed from work-study probation. If you are placed on probation during the last half of the semester, the probation may roll over to the next semester you are enrolled has a student. When necessary, a student working will be suspended from the program. Such suspension means that you will be dismissed from work-study immediately and not be allowed to work for the remainder of the semester, or the next semester you are enrolled as a student. Application may be permitted following this period. ON THE JOB DRESS/APPEARANCE AND CONDUCT: Guidelines, set forth in the Student Handbook, regarding dress and appearance are to be followed at all times when at your particular Work-study assignment. In addition, at no time should open toed sandals or flip-flops be worn while you are performing your assigned duties on Work-Study. This is especially true if you are assigned to work in the Food Service areas, Housekeeping, Groundskeeping, Plumbing, Electrical, Inventory, Vehicle Repair, Heating and Air Conditioning, or driving campus vehicles of any sort. Exceptions may be made if you are assigned to work in an office. CHECK WITH YOUR SUPERVISOR If you arrive to your work place in inappropriate attire, your supervisor will likely instruct you to go and change clothes, then return directly to your work place. Non-compliance with these instructions will result in disciplinary consequences. If you have children, at no time are your children allowed to accompany you in your work place. Please arrange appropriate childcare during your scheduled work shifts. 2

3 JOB ASSIGNMENTS: If you wish to be considered for placement to an alternate position you will need to complete an Assignment Change Request. You are not to approach supervisors in request to work for them. If a supervisor contacts you to request you specifically for their area, they also must complete an Assignment Change Request. Your current supervisor may decline to release you until a replacement worker is trained. The Work-Study Coordinator will determine and finalize all job assignments. All Assignment Change Requests must be submitted to the Work-Study Coordinator. DROPPING WORK-STUDY: If you desire to drop from work-study, you must stop by the Work-Study Coordinator Office and complete a REQUESTING FOR WITHDRAWAL form. If you drop, you will be expected to give a notice to your supervisor, and have the supervisor sign the withdrawal form. The request is not official until you receive a written notice from the Work-Study Coordinator. If you drop in the last half of the semester, you may not be able to work the following semester. Students graduating or planning to transfer schools should notify the Work-Study Coordinator Office as early as possible. DISCIPLINARY PROCEDURE The following procedure is established to process disciplinary action against work-study students who display unsatisfactory performance. It is designed to encourage faithful work attendance, good stewardship, commitment, and a conscientious work ethic. Supervisors are allowed flexibility regarding the administration of this procedure. When a work-study student does not perform satisfactorily or meet the attendance guidelines according to the employment agreement he/she signed, the following will occur: 1. The supervisor is to meet with the student to discuss the unacceptable work performance or attendance as a verbal warning. An attempt is to be made to correct the student s inappropriate work habits. The supervisor is to use a Work-Study Disciplinary Form to document the meeting and record all information. The supervisor will then submit the completed form to the work program coordinator, who will complete his/her part and file the original copy in the student s work file. At this time, the coordinator will send a letter to the student notifying him/her that the verbal warning has been recorded. 2. If unacceptable work performance or attendance continues, the supervisor will meet with the student a second time. The supervisor is to follow the same procedure as with the first meeting. The supervisor will complete a Work-study Disciplinary Form as a first disciplinary write-up. The work program coordinator will place the student on probation at this time and send a letter to the student notifying him/her of the disciplinary action. 3. If unacceptable work performance or attendance still continues, the supervisor will meet with the student a third time. The supervisor will complete a Work-study Disciplinary Form as a second disciplinary writeup. The work program coordinator will suspend the student from the Work-Study Program at this time. Supension will last for at least one full semester. 4. The student will be notified in writing by the coordinator of the disciplinary action. Copies will be sent to the supervisor, financial aid, student accounts, and the assistant to the Dean of Students. IF ANY OF THESE DISCIPLINARY STEPS ARE TAKEN IN THE LAST HALF OF A SEMESTER, THE RESULTING ACTIONS MAY BE CARRIED OVER TO THE FOLLOWING SEMESTER. 5. The student may appeal this decision by submitting a Work-Study Program Appeal Form to the work program coordinator. The appeal will be taken to the Financial Aid Work Program Committee who may decide to accept or reject the appeal. If accepted, the FAWPC will outline any special conditions to be implemented. If rejected by the Financial Aid Work Program Committee the decision of the work program coordinator will remain in force. 3

4 Three Time Clock Options should be visible: 1) Clock IN/OUT 2) View Supervisor Status 3) View TimeCard Status To record your time, select Option 1) Clock IN/OUT. Time Clock Terminal Instructions Enter your Employee ID at the Employee ID prompt. The current time that you are entering will be displayed. Press A for Accept, C for Cancel, or O for a mistake, and make sure that you press enter to complete the record. You must make an entry on the time clock whenever you begin and end a shift. Please remember to clock out for breaks, and back in when you return from your break. If you do not complete the process, your record will be incomplete and you will have to submit a manual correction. Option 2) View Supervisor Status will display your Weekly and Semester Goal. (for Work-Study Employees) Option 3) View TimeCard Status will display your current time record. Corrections: This record shows each time that you have clocked in and out during the current pay period. Reviewing this option is the best way to determine if you have clocked in properly, and to see if you have any entry errors. Manual Time Correction Slips are available if you make an entry error, or to report your time if you are unable to access the time clock. Correction slips must be signed by your area supervisor and be submitted to the Work- Study/Payroll Office by the end of the day on Mondays. Work-Study Program Time Record Information The following is a list of rules the business office will be following concerning the acceptance of time by Work-Study Employee. Every Work-Study Employee is responsible for knowing and following these requirements. The work week begins on Sunday and ends on Saturday. 1. Student employees must use the time clock whenever possible. (Only those workers who have made arrangements with the supervisor and the Work-Study Coordinator are exempt from this regulation.) It is the employee s responsibility to report their time correctly. 2. Timecard correction slips must include the following information: 1. reason the time was not reported through the time clock 2. correct time and date (including AM or PM) 3. supervisor s signature 4. worker s ID number 5. department you work in 3. Hours worked must be reported daily unless the student has permission from his/her supervisor and the Work-Study Coordinator to turn time in weekly. All hours must be submitted to the Work- Study Coordinator s Office by the end of the day on Mondayday. Failure to turn in your correction slips on time may cause you to be removed from the Work-Study Program. 4

5 4. Work-study Employees will receive a printed timecard in their mailbox each week. These are to be reviewed carefully for errors or omissions. 5. Any student caught falsifying his/her time is subject to disciplinary procedures. Yellow Time Correction Forms are located outside the Work-Study Coordinator s Office. The OOPS (O) key on the timeclock will send a notice to the Work-Study Coordinator that you have made a mistake clocking in/out, but it will not tell him what the correct entry should be. You must see him, or submit a correction to him with the necessary information. HOW TO CHECK YOUR GOAL: The goal tracking is updated weekly. The dates of the current workweek are entered and the computer will update the hours you work during those dates. In order to check your weekly and semester goal in the time clock please follow the steps listed below. Step 1: Arrow down the choices on the time clock monitor and pick the Option #2 View Supervisor Status. Hit enter, and then type in your ID number and hit enter again. Your goal will come up on the screen. Below is a listing of each column title and what they represent. If you have more than one job then it will list the goals for each one. Remember that you must meet each goal separately for each of the jobs you have. GOAL: This is your weekly goal and what you are expected to work each week. USED: This is what you have worked for the current workweek. BALANCE: This is the difference between your weekly goal and what you have worked so far for the workweek. If you are punched in and are reading this and have not punched out, it will not include those hours. SEM GOAL: This is your final semester goal to reach; it will be your weekly goal times the number of workweeks in the semester. When you make a change in your weekly goal, this number will change to reflect your weekly goal change. USED: This used column is what you have worked to date for the semester. It will include any time card errors that you have turned in. BALANCE: This balance column is what you have left to work in your final semester goal. When you are finished, use the GO TO MENU key to return to the main screen. Please be sure to do this before you walk away from the time clock. PLEASE DO NOT CLOCK IN TO CHECK YOUR GOAL..THIS WILL MESS UP YOUR GOAL AND IS HARD TO GET CORRECTED if you follow the steps listed above you will be able to keep track of your goal. HOW TO CHECK YOUR TIME CARD: In order to check your time card in the computer you can choose the option: VIEW TIMECARD STATUS. This will list all time that is current what you have not been paid for yet.it will also list any errors that you have. Any old time card errors (errors from previous pay periods) will be listed first. To see if you have an error, look under the column title time out. If there are listed, then you have failed to clock out on that date and need to turn in a time card correction form signed by your supervisor. 5

6 TIME CONVERSION CHARTS Minutes Decimal Minutes Decimal Standard Time Military Time :00 AM :00 AM :00 AM :00 AM :00 AM :00 AM :00 AM :00 AM :00 AM :00 AM :00 AM :00 NOON :00 PM :00 PM :00 PM :00 PM :00 PM :00 PM :00 PM :00 PM :00 PM :00 PM :00 PM :00 MIDNIGHT When you receive your printed timecard, your total time worked will be in hours and decimals. For Example: If you worked a total of 3 hours and 25 minutes, it will show on your time card has Military time is also used; the above chart will help you convert your time card into regular time. 6

7 N O T I C E / W A R N I N G TO: FROM: RE: All Students on the Work-Study Program Chris Rolph, Vice President of Business CHEATING ON THE TIMECLOCK DATE: November 15, 2007 It is truly a sad day that this memo must be written to the students on the college Work- Study Program here at JBC. Due to what appears to be an increase in the number of students clocking in and then not reporting for work, a warning must be issued. This is simply a willful dishonest act which will not be tolerated. If upon collection of the appropriate evidence, a student is found cheating in this manner, the student will be removed from the work program immediately. After the publication of this notice, THERE WILL BE NO SECOND CHANCE IN THIS MATTER!! A student removed for cheating will not be considered for re-employment for at least one year and then, only if a formal letter requesting reinstatement is submitted and approved. 7

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