Developing a Career-Building Student Employment Program Cathy Patella Director of Financial Aid Wells College EASFAA President

Agenda The Past – How Student Employment was administered by the FAO. Why the Change – Factors that caused the College to review its current program The Present – How Student Employment is administered today. The Future – What future developments are in progress.

In the Past - Philosophy Student Employment was considered a financial aid program where students could earn money on campus to help pay for their educational costs. Employ as many students as possible. Wells is in a rural location with few outside job opportunities.

Role of the FAO - Budget Budget – Consultation between FAO and VP & Treasurer. FAO determined how many positions they had to assign. Students paid minimum wage. Standard job 8hrs/wk for a total of $1600. Only Resident Advisors earned more.

Budget Developed two work-study programs: FWS and Wells College Student Employment (WSE) Program. Model the WSE program to shadow the FWS program with the exception of no need students can work under the WSE program.

Role of the FAO- Assignments FAO assign students to all jobs on campus. Exceptions: RAs and Tutors Departments were given the opportunity in the spring to request their current employees back for the upcoming year. Departments requested new positions through the FAO Office. Students completed a job application request form.

Assignments FAO assigned jobs to students based on financial need. Students received job assignments in their mailbox upon their return to campus.

Role of the FAO - Document Tracking Job Application W-4 Form NYS Payroll Disclosure Form LS59 (Notice and Acknowledgement of Pay and Pay Day) I-9 Citizenship Form Accept/Decline Response

Role of the FAO - Payroll FAO processed student payroll every two weeks. Paychex is the college employment payroll system. Main job of our student workers and one 10 month employee. Timesheets calculated manually, no electronic service. Maintain direct deposit forms.

Payroll Monitoring of over earnings done by the FAO. Students notified of job earnings used at the end of the fall semester. In the spring supervisors notified of all potential over earners. Increases in job awards depended on budget limitations.

Role of the FAO – Job Creation Very few new on-campus jobs were created due to time constraint of the FAO. Exception: Community Service Jobs created to comply with federal regulations. 25% of our time spent on student employment.

Why Change - Economic Climate 2008 saw the beginning of our economic downturn or great recession. College began to review all programs for cost-saving measures.

Political Climate President’s Obama’s 2013 budget plan was laced with proposals important for college students, including doubling the number of federal work-study jobs over the next five years. The current administration finds value in expanding the current FWS program.

What Studies Say 22% of first yr undergraduate students plan to work 1-10 hrs/wk 30% expect to work 11-20 hrs/wk 25% plan to work 20 hrs/wk Rates even higher among first generation students and among Hispanic and African- American students (Noel-Levitz, 2008)

What Studies Say Studies dating from the 1970s to today, have indicated that student interaction with the campus community in peer relationships and in activities that create a sense of belonging – have the effect of increasing student retention. (Jacoby and Garland, 2004; Tinto, 1975)

Assessing Our Program 2008-2009 College employed 78% of its enrolled full-time students. FAO would literally “beg” offices to take students to fulfill the mission of employing as many students as possible on campus. Students were coming into the office and requesting, “I want a job where I can do my homework.” Isn’t that’s why its called work study. FWS funds covered only 20% of the total student employment budget. Students under earning on average 20%.

What we Discovered Program did not reinforce retention efforts. Viewed as an entitlement program. Did not emphasis helping students build their skill set or develop strong work ethics. Supervisors indicated the difficulty in providing valuable work experience w/ the # of students assigned to them. Very little feedback given to students. Very little student participation in the program.

New Philosophy The Wells College Student Employment Program is to provide quality jobs where students are fully engaged and learning while on the job. The Student Employment Program should reflect a more realistic life experience meaning jobs are not guaranteed, but are competitive and must be earned.

New Philosophy Emphasize the role student employment has in building and retaining enrollment. Demonstrate how student employment can better prepare students for the post collegiate working world.

Three Tier Approach Financial Aid Office – determines who is eligible and informs all related parties of federal compliance regulations. Office of Career Services and Experiential Learning – maintains student employment center web page, works w/ supervisors, assigns student workers, training and assessment. Payroll Office – process bi- monthly timesheets and payroll and maintains direct deposit information. Career Services Payroll Financial Aid

New Job Assignment Process Supervisors and Career Services work together on budgetary needs. Career Services report to the Academic Dean. Supervisors still have the ability to request in the spring returning students employed in their departments. Job Fair – supervisors advertise their openings, schedule job interviews. Notify career services of new student workers. Returning students notified of next year’s job decisions before they leave campus in the spring.

Job Assignments New students sent a job application in early June. Attend a Job Fair at one of the Wells College Warm-Ups. Receive their job assignment in the first week of August before they arrive.

Supervisor Changes Job Development. Eliminated some jobs, defined current jobs and skills more clearly, and created tier jobs of advancement. Orientation. Communicate expectations and explain how student jobs contribute to the larger goals of the institution. Feedback. Supervisors are asked to evaluate workers annually. Evaluations sent to Career Services Office.

Supervisor Changes Training. Attend summer orientation workshops developed by the Career Services Office i.e. interviewing and evaluation techniques. Monitor Job Earnings. Over/Under earnings report available on the web.

Career Service Changes Help students find campus jobs that relate to their interests and skills. Demonstrate to students how their campus job can best be incorporated into their resume. From campus jobs to internships. Expand student options that will benefit them upon graduation.

Career Services Changes Maintain the Student Employment Center on the Web. Design training programs for students such as “My First Office Job.” Design training programs for supervisors related to interviewing and evaluating techniques. Main administrator for the Student Employment Program.

Office of Experiential Learning and Career Services Student Employment Experiential Learning

Financial Aid Changes Receive job assignments on returning students before renewed packages sent out in June. Career Services collects the necessary documents, we are recorders only. Work with Career Services on complying with federal regulations for the FWS program. Does not do a bi-monthly payroll anymore. Payroll Office now responsible.

Budgetary Changes 78% of students enrolled fulltime were employed FWS funds covered 20% of overall student employment budget. 20% under earned their job award. 63% of students enrolled fulltime were employed FWS funds covered 25% of overall student employment budget. 20% under earned their job award 2008-2009 2011-2012

College Outcomes Students begin a relationship with the Career Services Office in their first year of college. Students learn no matter how small or insignificant their task may seem, campus jobs exist and contribute to the larger goals of the department and the college as a whole. Students and supervisors learn better interview skills. Students learn that hard work and commitment can grow into job advancement.

College Outcomes Staff and faculty become supportive mentors and often are seen in the role of “the surrogate parent.” Relationships continue beyond graduation. Students connect with other students working in their departments. Some departments have T-shirts. Help form an identity on campus. Student Employment Program that complements the college’s academic program.

Future Changes Timesheets recorded electronically Career Services developing a document tracking model Students can review job earnings at any time Expand the budget for more off-campus job opportunities