Your guide to the employment and supervision of student employees.

Student appointment types What to expect from Student Employees Role of Hiring Department/Supervisor Role of Student Employment Office Steps in Hiring a Student Employee

Federal Work Study Student Temporary Wage Graduate Assistantships

Federal grant award Enables students to earn money through employment University is obligated to provide jobs Financially advantageous to Students, Departments, and University

The Financial Aid Office determines eligibility Domestic students only Provided for an academic year. Students that have been awarded the grant, must formally accept it Paid an hourly rate and can work up to 20 hours a week. Appointment forms, are only issued through the Student Employment office.

All first time Federal Work Study students are required to attend an orientation before they start working.

Open to all UNC Charlotte students. Students paid through the department’s operating budget or grants. Students are paid an hourly rate. Limited to 20 hours per week.

Offered to only Masters and PhD candidate students. Three designations for assistantships: Teaching, Research, and Administrative assistant. Appointment must be approved by the Graduate School. Paid a stipend twice a month. Limited to 20 hours or less per week.

Students are expected to: Perform work assignments at an acceptable level. Communicate with supervisors: assigned duties and responsibilities, absences, notify supervisor of changes in student status, changes in class schedule or academic status, etc. Federal Work Study students are required to monitor work hours to ensure they do not earn more than their award amount.

Monitor work hours to ensure Federal Work Study students do not earn more than their award amount. Train students and set expectations for the required work. Be available to students for questions. Be open to students and encourage them to communicate.

The Student Employment Office is here to facilitate the hiring process for students. Reviews and approves all paperwork concerning student employment assignments. Serves as a central point of reference for employment questions and issues.

‘Students’ first and ‘employees’ second. Sensitivity to the academic calendar necessary when scheduling Academics should take priority. Paid to work, not to study

All positions are now required by law to be advertised, including: Student Temp, Federal Work Study, GA, and Temp appointments.

Complete posting online Student Temporary Wage jobs can be posted at any time during the semester. Federal Work Study jobs have deadlines for posting. Federal Work Study Pool

To ensure that the University is compliance, to prevent re-work, and to ensure that students are paid in a more timely manner, here are the steps you should follow when hiring students: Identify a student either through a posting or applicant pool. Make Offer Student Completes and Submits I-9 and Subsequent Hiring Documents to Human Resources Student Receives and Returns to Hiring Department with Verification Card (Domestic-Yellow Card from HR) (International- Blue Card from ISSO) Hiring Department sets Start Date and Completes and Submits EPAF or Federal Work Study appointment form.

In order to prevent multiple trips to Human Resources, please direct your newly hired domestic students to the following information prior to their visit to HR: Complete Electronic - I9Electronic - I9 Complete and bring the Hiring Packet to King 222, along with the required I-9 verification documents.Hiring Packet I-9 Verification Documents If you have an unexpired US Passport or a Permanent Resident Card, you only need to bring one of these documents. If you do not have one of these documents, you will need to bring: an unexpired government issued photo ID (i.e. Student ID, Drivers License, or Military ID) and a work authorization document (Social Security Card or Birth Certificate)

Describe job duties and expectations. Discuss hours of availability. Ask if they have past work experiences. Show them where they will be working. Follow-up with those students you interview.

All students must complete an I-9 and employment packet prior to the start of their employment. This is in compliance with Federal Law. Ask for the Verification card. The card is yellow if completed in the Student Employment Office. Students on a F-1 or J-1 visa status must complete their packet in the International Student/Scholar Office. Their card is blue.

Will already have a Verification Card What to do when there had been a year or more break Requesting a new card

New Federal Work Study students turn in their employment packet and receive their appointment form in orientation. Returning Federal Work Study students pick-up their appointment form Students present their Federal Work Study appointment form to the Hiring Official Hiring Official completes ‘Employing Department’ portion and returns form to Student Employment Office.

The STW form replaced by EPAFs (Electronic Personnel Action Form) for STW Hourly Reappointments and New Hires. Can make any type of changes, (Rate, Fund, etc…)on initial reappointments via an EPAF. Changes made after the initial new hire/reappointment will be made on paper. (Rate, Fund, Termination)

Request Access: access access Contact: LaTonja Miller, Financial Services Security EPAF Instruction Manual: Contact: Jared Waugh, HRIS

Student Temporary Wage appointment forms for Stipend Payments can be found on the Student Employment webpage: The Hiring Official or Departmental Coordinator completes the Student Temporary Wage form and submits it to the Student Employment Office.

Selective Service Registration form Federal/State Tax Withholdings form Student Profile Confidentiality Agreement Patent Agreement

Completed in Banner Self Service Employee Tab Pay Information Link Establish or Change Direct Deposit Enrollment

International Students, new to the United States, cannot apply for a Social Security card until they have been in SEVIS for 10 days and have secured employment on campus.

Set aside time for training Procedures/processes in writing Ask questions and monitor work Correct work immediately

Freshman $ Sophomore$8-9 Junior$9-10 Senior$ th Year$11-12

Freshman$7.25 – 8 Sophomore$8-9 Junior$9-10 Senior$ th Year$12-15

Offer frequent feedback. Develop a rapport with student (s). Encourage questions and open communication.

The University utilizes Web Time Entry. Hourly Student Temp Wage and Federal Work Study employees, record their time via WTE. However, they cannot access their time sheet, until their work assignment has been set up in Banner, done via an EPAF for STW and appointment form for FWS. Late submissions will cause the student not to be paid on time. More information about Web Time Entry can be found at: time-entry

Federal Work Study and Student Temporary Wage employees are paid on the 15 th of each month for hours worked in the preceding month. Graduate Assistants are paid on the 15 th and the last business day of the month. Student Temporary Wage employees earning a stipend (fixed payment or lump sum) are paid on the last business day of the month.

Discuss any potential termination of a student with the Student Employment Office Discuss problem areas with the student, prior to initiating corrective or disciplinary actions. If the problem continues, you may initiate termination action. Submit the Federal Work Study Change Memo or Student Temporary Wage form, to the Student Employment Office, indicating effective end date and attach the required evaluation form.

Upon completion of the employment assignment, an evaluation of the student’s performance may be completed and submitted to the Student Employment Office. The evaluation is helpful to provide information for references. When is an Evaluation Required?

Status - If a student has withdrawn from school, they must be terminated as a student employee. To maintain their employment they must be transferred to a SPA Temporary work assignment. Salary - Rate changes are initiated by the department through a Student Temporary Wage form or a Federal Work Study Change Memo. Rate changes will be effective the first business day of the month following the approval date. Pay rates cannot be retroactive. Submit Rate Changes at the beginning of the Fall and Spring Semesters.

Fund number Add/Change – Submit a Student Temporary Wage appointment form or Federal Work Study Change Memo indicating old and/or new fund number. Name changes – Student must submit new social security card with new name. Address changes – can be done by the student, by simply logging into 49er Express or Banner Self Service.

Please ensure that your student employees are aware of FERPA guidelines. For those that handle sensitive information, implement some security precautions, such as: Know what your student employee is working on. Make sure that they are aware of UNC Charlotte’s Code of Responsibility: Ensure that they understand what information can and cannot be given out and what they could possibly expect in the way of requested information. Give the student employees a chain of command to follow, when they are not sure if they should give out any information.

FERPA (Family Educational Rights and Privacy Act) Is to protect the privacy of student information, and this protection is achieved by controlling access to and disclosure of students' "education records," as that term is defined in FERPA Please see University Policy 402, Student Education Records (FERPA):

Creating appointment and reappointment forms, for the academic year. FWS end date: May 16 th STW end date: May 31 st Graduates end date: May 31st

Financial Aid Office determines eligibility for Federal Work Study Payroll Office sets up and manages the Web Time Entry Process Jim Rodgers handles NonStudent Temp Appointments Jared Waugh is contact for EPAF’s Graduate School is the owner of the eGA system and experts on graduate assistantships

If you have any questions about this presentation or about student employment, please contact Teresa Shook, University Student Employment Coordinator at or or come to the Student Employment Office at 222A King.