1. CREATING COMPLIANT JOB DESCRIPTIONS FROM SCRATCH AUGUST, 2016

2. WHY STANDARDIZE? Set Clear Expectations

3. WHY STANDARDIZE? Help frame interview questions, hiring decisions equitable compensation plans and performance management.

4. WHY STANDARDIZE? For the student employee’s protection, too

5. WHY STANDARDIZE?  A job description will help you ensure that the position qualifies under the FWS program regulations.  It also provides students with the information they need to determine whether they qualify for the job, whether the job is related to their educational or career objectives, and whether the job is of interest to them.  Most importantly, and for all of these reasons, it establishes a record to which all parties can refer.

6. THE REGULATIONS  FWS employment must not displace employees (including those on strike) or impair existing service contracts.  FWS positions must not involve constructing, operating, or maintaining any part of a building used for religious worship or sectarian instruction.  The Fair Labor Standards Act of 1938, as amended, prohibits employers (including schools) from accepting voluntary services from any paid employee. Any student employed under FWS must be paid for all hours worked.

7. WHAT MUST BE INCLUDED?

8. From the Federal Student Aid Handbook:  name of the position;  classification of the position (e.g., reading tutor 1, reading tutor 2, laboratory assistant, library technician 1 or 2, etc.);  name and address of the student’s employer (the school, public agency, nonprofit organization, etc.);  department or office in which the student will be employed;  location where the student will perform his/her duties;  name of the student’s supervisor;  purpose/role of the position within the organization;  duties and responsibilities associated with the position and how they relate to the purpose/role;  rates of pay for the position (cross-referenced to the wage rates appearing in the school’s policies and procedures manual);  general qualifications for the position and the specific qualifications for the various levels/rates of pay associated with the position;  the length of the student’s employment (beginning and ending dates);  procedures for determining a student’s rate of pay when a position has multiple rates; and  evaluation procedures and schedules.

9. WHAT MUST BE INCLUDED? From the Federal Student Aid Handbook:  name of the position;  classification of the position (e.g., reading tutor 1, reading tutor 2, laboratory assistant, library technician 1 or 2, etc.);  name and address of the student’s employer (the school, public agency, nonprofit organization, etc.);  department or office in which the student will be employed;  location where the student will perform his/her duties;  name of the student’s supervisor;  purpose/role of the position within the organization;  duties and responsibilities associated with the position and how they relate to the purpose/role;  rates of pay for the position (cross-referenced to the wage rates appearing in the school’s policies and procedures manual);  general qualifications for the position and the specific qualifications for the various levels/rates of pay associated with the position;  the length of the student’s employment (beginning and ending dates);  procedures for determining a student’s rate of pay when a position has multiple rates; and  evaluation procedures and schedules.

10. WHAT MUST BE INCLUDED?  Name of the position  Almost always included  Examples: Laboratory Assistant, Circulation Assistant, Physics Tutor, Stage Crew  Name and address of the student’s employer (the school, public agency, nonprofit organization, etc.)  This is included in Handshake  Department or office in which the student will be employed  Easy to incorporate into the title, the Handshake job posting, and the FWS Voucher

11. WHAT MUST BE INCLUDED?  Name of the student’s supervisor  Required on the FWS Voucher  Duties and responsibilities associated with the position and how they relate to the purpose/role  Required field in Handshake  Rates of pay for the position (cross-referenced to the wage rates appearing in the school’s policies and procedures manual)  Easy to incorporate into Handshake; required on the FWS Voucher

12. WHAT MUST BE INCLUDED?  General qualifications for the position and the specific qualifications for the various levels/rates of pay associated with the position  Needs to be more than “eligible for work-study”  The length of the student’s employment (beginning and ending dates)  Easy to incorporate into Handshake; required on the FWS Voucher  Evaluation procedures and schedules  Almost NEVER included!

13. FOCUS ON QUALIFICATIONS What are “good” qualifications?

14. FOCUS ON QUALIFICATIONS “The ideal candidate will have excellent communication skills, be organized and self-motivated, be persistent, have a willingness to learn, and be proficient with Microsoft Word, Excel, and Access. Social media experience a plus.”

15. FOCUS ON QUALIFICATIONS “Laboratory assistants must have taken CHEM 1001 and received a grade of B- or higher. In addition, must be proficient with standard lab technology, and able to take direction well in a fast-paced environment.”

16. WHAT HAPPENS IF MY JOB DESCRIPTION FAILS TO COMPLY? If your job description is found to be noncompliant with the previously mentioned federal regulations, the job does not qualify as a work-study job. Therefore, you cannot pay the student work-study funds until the situation is rectified.

17. WHAT HAPPENS IF MY JOB DESCRIPTION FAILS TO COMPLY? If a work-study voucher is accompanied by a noncompliant job description, it will be rejected and the supervisor or FWS coordinator will be contacted.

18. WHAT HAPPENS IF MY JOB DESCRIPTION FAILS TO COMPLY? SFS will be periodically auditing FWS vouchers throughout the year to ensure they include all required features and are compliant with the FWS program.

19. WHAT HAPPENS IF MY JOB DESCRIPTION FAILS TO COMPLY? You can help the University of Virginia keep work-study going by maintaining 100% compliance with all FWS regulations!

20. DOES THIS DESCRIBE YOU?

21. RESOURCES FOR UVA DEPARTMENTS http://sfs.virginia.edu/internal/fwsadmin