1. Federal Work Study Training
Crisencia Brown –OPS, Work Study
Miranda McMillian –Assistant Director, Work Study Sherron Sloan – Associate Director, OFA

2. Work Study
Federal Work-Study (FWS) is an employment program that provides students with demonstrated financial need the opportunity to work while attending college.
FWS provides employers with financial support to help pay wages.
FWS pays a percentage of the students’ wages:
75% paid from Work-Study Funds
25% paid from School Funds

3. Federal Allocation I Earnings
1,800,000.00
1,600,000.00
1,400,000.00
1,200,000.00
1,000,000.00
800,000.00
600,000.00
400,000.00
200,000.00

4. Students Employed

5. FA Timeline Students Awarded: April ’18
Students Accept Award: May- Aug’18
Students Search/Interview/Hiring
May – Aug’18
Payroll Ready
New hire paperwork complete: Aug 1, 2017
First day of Fall is Aug 28New h re p p
5 to 7 days for students to be payroll ready
Department reps to run report to determine who is ready
k co plete: Aug 1, 2017

6. Departments

7. Work Study - Stakeholders

8. Process Overview

9. Student Apply for financial aid by completing the FAFSA
– Free Application for Federal Student Aid (FAFSA.ED.GOV)
Accept awards online through my.fsu.edu
Receive Authorization from OFA with form attached
Search positions (New Process)
Complete Authorization form
Award Amount
Time Period
Job Description
Budget Code

10. Students Responsibilities
Ready to work
Follow rules of the workplace (dress code, courtesy)
Set a schedule and stick to it
Call/contact when sick or late
Report time every pay period accurately and by the HR/Payroll deadline
Keep track of time worked/award earned
New worksheet to allow students/supervisors to track earnings

11. Supervisor Responsibilities
Have student complete hiring process with departmental HR/Payroll rep
Allow student to start work only after verifying that they have been hired in the system
Provide clear expectations to the student
Dress code
Responsibilities
Daily tasks/assignments
Verify the student’s schedule does not overlap with class schedule
Verify time worked by HR/Payroll deadline
Keep track of time worked/award earned
New worksheet to allow students/supervisors to track earnings

12. Hiring Process New Hire Returning students
Wizard form/Paper (not-online)
• I-9
Social Security card
Driver’s license
Returning students
Authorization form
Epaf

13. Common Issues I-9: Incomplete or inaccurate Missing documents
– Social Security card/Driver's license
Missing information on Authorization form
Epaf – missing or incomplete
Late timesheets

14. Resolution Complete I-9 at its entirety
Include copies of SSC and Driver's license in the packet
Make sure all of the forms are attached before turning in
Complete Authorization form at its entirety
Submit correct information to prevent delays
Avoid compliance issues by turning in timesheets on time

15. Submitting Payroll Papers
Methods of Delivery
Student drop-off -
Desk or FSU FWS Dropbox
Electronic to FSU Dropbox
No – Not secure

16. FSU OFA Follow-up Internal Tracking Spreadsheets Comments on File
Communication to Department AND Student if information missing/paperwork on hold

17. Document Tracking Worksheet

18. Policies
It's suggested students can work no more than 20 hours per week
Employers should consider student's academic progress and adjust work schedule
if needed
During semester breaks/vacations, students may work up to 30 hours per week if work schedules have been approved by the supervisor
Students may work only one FWS job at a time
Students can be FWS and OPS but combined hours cannot exceed 40 in any week
Students not earn more than their FWS award
Rate of pay should be based on responsibilities/experience.
– Starts at Florida Minimum Wage
Students may work during the fall and spring semesters only- Summer Work Study employment is not available

19. •••••••••••••••

20. Job Search (Current)
Excel Job List – OFA maintained with minimal information
Students must contact department
Department interview/hire students
Department completes Authorization form

21. Job Search (Coming Soon)
FSU HR Online Job Listing
Department creates position listing
Students can search job openings online
Student applies for specific job openings online
After reviewing applicants, department will
proceed through the hiring process

22. New Work Study Job Portal

23. New Work Study Job Portal

24. Positive Improvements
Departmental control over job description
More room to detail job responsibilities
Skills required
Schedule
Department control over interview/contact process
Department now contacts students who have applied
Students gain Experience
Real World Application process
Online submission of Authorization form/resume

25. Categories Job Categories – Pick one! Administrative Creative Services
Customer Service/Hospitality
Education/Teaching
Financial Services
Communications, Marketing, Public Relations
Research
Scientific or Laboratory
Technology

26. Job Listing - What to list
Responsibilities
Qualifications
Schedule
Background Check (if Required)

27. FSU FWS Online Job Listing Workflow
Creates Job Listing
Department
Reviews/Approves Job Listing
OFA
Recruiter
Goes up on FWS site for students to review
Job Listing Posted

28. Rollout Plan
Departments create Job listings: *tentatively June 15 onward
– Open Lab sessions to be scheduled
Job portal available to students: July 17
FA communicate readiness to department reps
Training Sessions: TBA
Department completes positions: July 10-18
All initial positions posted: July 15

29. Additional Initiatives: Worksheet to Track Earnings

30. Additional Enhancements/ Initiatives
FSU Career Center Experiential Learning Certificate
Offers structure
Measures growth
Documents progress
– ca eer fsu. du/ECP
– h ttp://ww EC
.career.fsu.edu/ECPttp://

31. OFA Email/Listserv OFA work study email Listservs FA -FWS@fsu.edu
Will reach multiple people in OFA
Listservs
FWS Supervisors – Please sign up!
FWS Students - We'll sign them up :)
CLSP Supervisors
CLSP Students

32. What to do now Start thinking about your Job descriptions
Category
Responsibilities
Qualifications
Schedule
Background check
Sign up for FWS Supervisors Listserv

33. Contact Information
FSU Office of Financial Aid
UCA Suite 4400
Tallahassee FL
Website : financialaid.fsu.edu
Workstudy: financialaid.fsu.edu/types-aid/federal- work-study
FSU
Dropbox
u.edu/types-aid/federal-work-study

34. Contact Information
Phone numbers/ s
– Students –
FSU Departments:
Miranda – /
Crisencia – /
Sherron – /
General FA - FA