Student Employment Updates & Best Practices Financial Aid Conference for Community Partners – December 8, 2016 Jenny Leigh Adler, Assistant Director – Student Employment

Student Employment Updates Current & January 1

Effective Now Oracle Approvals Effective now, Oracle Approvals (changes to status) for both work-study and student hourly jobs will need final approval by Student Employment Services (SES) Compliance and consistency Treating all employees across campus equitably Preventing errors and future issues

January 1, 2017 Updates Minimum Wage Increase Amendment 70 passed (Colorado $12 minimum wage) Minimum wage increases from $8.31 to $9.30 effective Jan 1 Then increases $0.90 every year until reaches $12 in 2020 Immediate update New Pay Rates effective Jan 1, steps have been removed and replaced with minimums and maximums (effective Dec 24th due to Oracle) If minimum below $9.30, now $9.30 If at or above $9.30, stayed the same Maximum stayed the same

January 1, 2017 Updates Minimum Wage Increase

January 1, 2017 Updates Minimum Wage Increase (moving forward) Redesigning the Pay Rate scale Antiquated and has not been updated in years (decades?) Researching other CO and peer institutions Goal to have for 2017-2018

January 1, 2017 Updates Job Postings Beginning January 1, all student job postings will need to be advertised on JobX “Word of mouth/referral recruiting has been challenged as discriminatory” – Darin Mackender, Fisher Phillips SES will be checking JobX when looking at Oracle new hire approvals to make sure the job had previously been listed

January 1, 2017 Updates Equifax Beginning January 1, the University is using Equifax for ALL employee I-9 and SSA-1945s Will no longer be taking these in paper form Electronic format No longer need copies of documentation Training by HR User guide New Form I-9 coming Mid-January, will be updated by Equifax Employees cannot be paid without an I-9 on file in Oracle

January 1, 2017 Updates Equifax - Employees

January 1, 2017 Updates

January 1, 2017 Updates Equifax - Employer

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January 1, 2017 Updates Oracle Approvals Beginning January 1, Oracle Approvals for new hires that do not have an I-9 on file, will not be approved Students who do not have an I-9 on file will not be able to be paid until said required form is on file Helps prevent confusion and frustration of students who would not have been paid

2017-2018 Academic Year Update “Request” Work-Study

2017-2018 Academic Year Update “Merit” vs “Request” Work-Study “Merit” work-study and “Merit” application – GONE! Instead, students who are not initially packaged with work-study can do “Request” work-study on RAMweb Students with paid “merit” prior year, should have a form of work-study awarded for next year (will happen in spring when financial aid packaging starts) “Request” will include need-based and non need-based work-study Based on what student is eligible for “Request” will be available on RAMweb beginning of April (same as merit was) Due to early FAFSA17, a majority students would be packaged at this point

Benefits of “Request” Work-Study 2017-2018 Academic Year Update Benefits of “Request” Work-Study No application, no essay, no email certification to be done by employer Should not “shut down” application due to traffic Easier for student, employer, SES (everyone!) Students can still call OFA or SES for “request” (but easier to do on RAMweb) Work-Study Increases available for “Request” by student Though some funding may be limited Student can contact OFA or SES

“Request” Work-Study on RAMweb 2017-2018 Academic Year Update “Request” Work-Study on RAMweb Can select either option to access

“Request” Work-Study on RAMweb 2017-2018 Academic Year Update “Request” Work-Study on RAMweb Request Work-Study Welcome Cam, 830-000-000

“Request” Work-Study on RAMweb 2017-2018 Academic Year Update “Request” Work-Study on RAMweb Welcome Cam, 830-000-000 Request Work-Study 2017-2018

“Request” Work-Study on RAMweb 2017-2018 Academic Year Update “Request” Work-Study on RAMweb Welcome Cam, 830-000-000 Request Work-Study 2017-2018

Work-Study Common Question

Why Does Work-Study Get Cancelled? Work Study Question Why Does Work-Study Get Cancelled? Cost of Attendance (COA) or Budget Reflects the average cost of attendance for a full-time student during the nine-month academic year Includes such costs as: Tuition & Fees, Housing & Meals, Books & Supplies, Transportation, Other Educational Costs Acts as a “ceiling” that financial aid (scholarships, grants, loans, work-study) can be awarded up to Thus, some forms of aid may have to be reduced as additional sources are added

Why Does Work-Study Get Cancelled? Work Study Question Why Does Work-Study Get Cancelled? Need COA minus EFC = Need Expected Family Contribution (EFC) – derived from Free Application for Federal Student Aid (FAFSA) Cannot go over “need” with need-based work-study or grants All work-study would count towards “need” Forms of aid may have to be adjusted to not go over a student’s “need”

Best Practices

Best Practices Early Hiring Background checks can be submitted as soon as you know who you plan to hire Don’t have to wait until fall to submit background check if you know who you are hiring in the spring Will help prevent “backlog” in fall start http://www.hrs.colostate.edu/background-checks/background-checks.html I-9s and SSAs can also be submitted as soon as you know who you want to hire Must occur after the background check has come back clear “Candidate: An applicant for employment or volunteer position whom the university wishes to offer the position contingent upon successful completion of a background check” (CSU Policy: Background Checks, Policy ID#: 3-6004- 004)

Best Practices Student Employee Hiring Checklist

Best Practices Oracle Approvals Changes must occur at the start of a pay period Pay periods begin on Saturdays Departments must have a current MOU & Compliance Review on file Work-study assignments only Electronic 1718 Departments should NEVER terminate student assignments, only suspend Departments must have posted opening on JobX Part of January 1, 2017 update Must have an I-9 on file in Oracle

Best Practices Annual Evaluations Need to be done every year Protects the University and the employer if issues arise Evaluations need to accurately reflect student’s performance If there is an issue, it needs to be stated and documented in writing Expectations need to be consistent across a department Completed evaluations should be sent to SES to be added to student’s file “Evaluation Form” available at http://www.ses.colostate.edu/employment- guidelines

Best Practices Proof of Work-Study Ask for proof of work-study from a student Students can print or email a verification of work-study from their Financial Aid Awards page on RAMWeb (if they have it)

Best Practices Proof of Work-Study Ask for recent proof of work-study from a student Financial aid awards can change (students are always notified when changes occur and advised to visit RAMweb) Ram, Cam 830000000

Best Practices Proof of Work-Study JobX and Proof of Work-Study Employers can see if job applicants have a work-study award or not in JobX Cam Ram Cam Ram

Best Practices Work-Study Reports Work-Study Earnings by Department Report Should be run every pay period Displays students’ award amounts and amounts earned Changes to work-study awards reflected in this report Expense Distribution Report Watch for email from Payroll Confirms pay for your student employees Confirms what is billed to your Department’s account

Coming Soon

Coming Soon Other Items “In the Works” SES has requested HR-IS to add Oracle rejection notes in the rejection emails to the departments Updating the Handbook Working on updating the Student Employment section of the HR Handbook

TimeClock Plus Coming Soon In April the University will switch non-student and student hourlies to the TimeClock Plus system. HR is still on track for this implementation (even with emergency motion filed to bar FLSA Overtime Rule) HR will provide trainings and user guides

Questions?

Please contact SES with future questions Jenny Leigh Adler, Assistant Director Karri White, Counselor Jillian Zucosky, Counselor Student Employment Services Centennial Hall (970) 491-5714 StudentEmployment@colostate.edu