The Federal College Work-Study Program is a "self-help" financial aid program which enables the College to place eligible students in special jobs which are generally funded 75 percent by the federal government and 25 percent by the College. The primary purpose of this program is to offer financial assistance to students who show a documented need for such aid to attend college. The College Work-Study Program also provides the opportunity for students to work in community service-related fields when appropriate. These are defined as services designed to improve the quality of life for community residents, particularly low-income individuals, or to solve particular problems related to their needs. Emphasis in these jobs is placed on direct contact with the individuals being served.
In addition to allowing students to earn funds to help defray personal and college-related expenses, the College Work-Study Program also provides the opportunity for students to obtain actual work experience, often in an area which is related to their curriculum. Studies have shown that working during college has a positive impact on the students' career choice and attainment as well as the level of professional responsibility reflected early in their career. In addition, work-study students develop positive relationships with other college students, faculty, and staff. The student's supervisor may become a valuable reference for post-graduate employment. The supervisor may complete a "Student Employee Performance Appraisal" to be retained in the student's financial aid file for this purpose.
Once the student has been awarded work study, he/she completes a form entitled "Application for College Work Study" which outlines job preferences and specific work skills. At the start of the school year, he/she will receive a job assignment notice indicating when and where he/she should report. If the student is not able to work the job originally assigned, a reassignment shall be arranged. Upon successful assignment, the student and supervisor must complete the required Referral Form and I-9 employment form. The student must also complete the federal W-4 form and either a New York State IT-2104 or an IT-2104-E. All forms must be returned to the Financial Aid Office and the information entered into the payroll system before the first paycheck can be issued. Time cards will then be mailed to the department coordinator. In the event that the student does not report by the specified deadline of the original assignment, that assignment will be cancelled.
It is the student's responsibility to set up a work schedule with the supervisor, taking into consideration his/her class schedule. The average work-study position is approximately six-and-one-half hours per week at the current prevailing federal minimum wage. There is no paid credit for missed time, sick time, or meal breaks. According to NYS Labor Law, Article 5, an employee is required to take a 30-minute unpaid lunch break after a six-hour work span.
As a student employee, you are expected to respect your work-study position as you would a "regular" job and to conduct yourself in a professional, businesslike manner. The following rules apply:
The following guidelines have been established if disciplinary measures are required:
In the case of an accident on the job, the student must report this to his/her supervisor immediately and report to the campus Health Center. The campus Human Resources/Payroll Office must also be notified so that a worker's compensation report can be filed. This is authorized under Chapter 1050 of the Laws of 1955 by the State of New York.
Time cards are to be filled out in ink, kept current, and remain in the supervisor's possession at all times. They are to be signed and dated by both the student and supervisor prior to submission to the Payroll Office for processing of payment. The student and supervisor must initial any changes. Student payroll checks will be available, according to the payroll calendar, in the Student Accounts Office, located on the second floor of the Agriculture Science Building. Time cards must be submitted on time to insure payment according to this schedule. If payroll checks are scheduled to be issued during a break, students may leave a self-addressed, stamped envelope in the Student Accounts Office for forwarding.The student must notify both the Financial Aid and Records offices of any change in name or address. The earnings from a College Work-Study position are reported to both the federal and state governments, so the student will receive a W-2 statement annually.
It is the student's responsibility to review his/her paycheck stub to determine the remaining amount of his/her work-study award. If the student has earned close to his/her award limit, he/she should check with the Financial Aid Office to inquire about the possibility of increasing this amount. If work-study funds are not available, the student will be informed of other options and will receive financial aid counseling, if desired. A student may not earn more than his/her award limit unless prior approval is granted by the Financial Aid Office. Conversely, if a supervisor consistently does not have enough work available for the student to maintain his/her assigned hours, the student should also report this to the Financial Aid Office.
If any questions arise regarding any of the preceding procedures, please contact the Financial Aid Office located on the second floor of the Agriculture Science Building, or call (607) 587-4253.
As the work-study coordinator for your department, you are responsible for developing the position descriptions, preparing the annual department allocation, and presenting the request for an individual student employee. These tasks are completed each spring for the upcoming school year. All correspondence with the Financial Aid Office regarding the College Work-Study program will be directed through the individual department's coordinator. Therefore, if the need arises for an additional work-study allocation, this request will be the responsibility of the department coordinator.
As a supervisor, you are responsible for training the work-study students which have been assigned to you. It is your right to expect the students to respect their work-study position as they would a "regular" job and to conduct themselves in a professional manner. These responsibilities are outlined for the student in the Student Employee Section. However, the following tips for supervisors are suggested:
Coordinators are responsible for overseeing that the student's timecard is correctly completed and submitted to the Payroll Office on the due date to be processed for payroll.
The late submission of a timecard will result in the delay of the student's paycheck until the next pay period. Incorrect timecards will be returned to the coordinator. Do not allow a student to work without an authorization, even if the student has worked for you previously and assures you that he/she is eligible. The average student works approximately six hours per week. This allows students to gain knowledge about their position while still allowing ample time for academics.
Campus policy dictates that a student employee may not work more than 20 hours per week during the academic year or 40 hours per week in a summer work-study position. Exceptions to this rule may be made at the discretion of the College Work Study Program Coordinator.
If a problem arises with a student employee, the following steps should be taken:
The student should first be given an oral warning. Supervisors are encouraged to keep notes of dates and items discussed during these warnings. Most situations can be handled within the department between the student and the supervisor.
If these oral warnings are not successful in correcting the situation, it is the supervisor's responsibility to determine whether to dismiss the student. Notify the College Work-Study Coordinator in writing of the reasons for the dismissal and provide the student with a copy.
In the situation where a student chooses to leave the position, we will be requesting that he/she give the supervisor a one-week notice. If the need for the services which this student provided remains, please contact the Financial Aid Office to request a replacement.
As a work-study supervisor, you may be requested to serve as a reference for the student's post-graduate employment. For this purpose, and to further prepare the student for his/her career, you may complete a performance appraisal for each employee. The completed form will be retained in the student's financial aid file.
Outstanding student employees are recognized on an annual basis through our "Student Employee of the Year" award program. Nomination forms for this award will be mailed to each department in February, followed by a reception for the nominees held during the spring semester.
If any questions arise regarding your rights and responsibilities as a student employer or any of the preceding procedures, please contact the Financial Aid Office located on the second floor (main entrance) of the Agriculture Science Building or call (607) 587-4253.