In the case of Colorado No-Need Work-Study, all of the above requirements apply, plus the student must be classified as a resident of Colorado for tuition purposes.
Institutional Employment
One hundred percent of the funding for institutional employment comes from the employing department's operating budget. The individual hired must be a current student at Fort Lewis College. There is no requirement that the student demonstrate need through the FAFSA, as there is for work-study jobs. The student must be paid no less than minimum wage and no more than $11.00 per hour according to the provisions of the Student Employment Pay Plan and must also meet I-9 form requirements (above) prior to beginning work.
Standard Student Employment Pay Plan
All departments or offices at Fort Lewis College that employ students are required to adhere to the provisions and conditions of the Standard Student Employment Pay Plan. The employer may hire the student at any level and at any step within the level. We urge the supervisor to adhere to the step progression concept allowing for seniority and merit incentives. The maximum pay rate allowed is $11.00 per hour. The Supervisor may not commit a higher rate to the student. The Student Employment Coordinator in the Office of Financial Aid will automatically disallow any pay rate in excess of $11.00 per hour. An exception to this rule is if an employer is using discretionary grant money to pay their student employee.
The chart below is designed to help estimate the number of hours a student can work per week to meet their annual work-study allocation. It assumes that the student will work for two terms, not including Thanksgiving, Christmas Break and Spring Break. The standard yearly maximum work-study award is $2,500.
|
Work Study Conversion Chart
|
|
Award
|
Weeks per
School Year
|
|
Hourly Wage
|
Hours per Week
|
|
$2,500
|
÷ 30
|
= $83.33
|
÷ $7.75
|
= 10.75
|
|
$2,500
|
÷ 30
|
= $83.33
|
÷ $8.75
|
= 9.52
|
|
$2,500
|
÷ 30
|
= $83.33
|
÷ $9.75
|
= 8.55
|
|
$2,500
|
÷ 30
|
= $83.33
|
÷ $11.00
|
= 7.58
|
This plan is not applicable over the summer, but any student who will continue during the school year (September-April) will be subject to the pay rate structure, even if it requires a decrease in pay from the summer rate. The student employee must be advised of this before beginning work in the summer.
The student who continues in the same job and performs satisfactorily may receive a seniority (step) increase at the end of the academic year. The supervisor is given the authority to withhold the seniority increase based on an unsatisfactory evaluation. The pay plan will be reviewed on an "as needed" basis.
The pay rate structure is as follows:
STANDARD STUDENT EMPLOYMENT PAY PLAN CHART
Level 1 - Entry level and/or positions that do not require substantial skill, extraordinary responsibility or significant independent judgment. The consequence of error is not critical. Duties are routine, simple and governed by standardized procedures. The position is closely supervised. No previous experience, specific skill or education is required.
| Step 1 |
Starts at $7.02/hour |
| Step 2 |
Starts at $7.25/hour |
| Step 3 |
Starts at $7.50/hour |
| Step 4 |
$7.75/hour |
Level 2 - Job duties are more complex and varied. The position does not require close supervision and does require that the employee begin to make some decisions. The employee must possess skills obtained through prior training or education.
| Step 1 |
Starts at $8.00/hour |
| Step 2 |
Starts at $8.25/hour |
| Step 3 |
Starts at $8.50/hour |
| Step 4 |
$8.75/hour |
Level 3 This level involves skilled positions with more complex duties that involve a substantial degree of responsibility and independent judgment. Employees are capable of performing duties with minimal supervision and must take initiative regularly. Characteristics that support assignment to Level 3 include: 1) planning and coordination of multi-faceted duties; 2) duties are hazardous; 3) position includes extensive public contact; 4) position is a senior lead-worker that may be responsible for training lower level positions.
| Step 1 |
Starts at $9.00/hour |
| Step 2 |
Starts at $9.25/hour |
| Step 3 |
Starts at $9.50/hour |
| Step 4 |
$9.75/hour |
Level 4 - These are highly skilled, advanced level positions. Job duties are complex and can be specialized and varied. Employees are given instructions and are expected to establish work priorities based on departmental goals, procedures and timetables. Employees at this level will make recommendations, act independently, use initiative, and make decisions regarding work assignments. Employees must have related coursework or previous work experience and the ability to establish working relationships with college personnel and the public.
| Step 1 |
Starts at $10.00/hour |
| Step 2 |
Starts at $10.25/hour |
| Step 3 |
Starts at $10.50/hour |
| Step 4 |
$11.00/hour |
Supervisor Responsibilities
The supervisor's main responsibilities are: to interview and hire, complete the employment contract and return it to the Office of Financial Aid, establish a reasonable and flexible work schedule with the student, clearly explain duties, responsibilities and expectations to the student before they begin working; provide necessary training, monitor hours the student works, maintain current student employment records, submit accurate and completed time sheets to the Office of Financial Aid by the submission deadline each month, complete and submit periodic written evaluations of the students performance, follow required termination procedures if applicable, determine the number of student employees that will be required the following year and initiate timely planning accordingly.
Employment Contract
WORK STUDY STUDENTS
Students must obtain their Employment Contract from the Office of Financial Aid. The student gives the Employment Contract to their supervisor, who fills out the contract. The supervisor and the student sign the completed contract. The completed, signed contract is returned to the Office of Financial Aid when the student is hired and before the student begins working. No student will be allowed to begin work until the Office of Financial Aid has received this completed and signed contract. Students' work-study awards will be rescinded if they fail to obtain their contract before census date in September.
INSTITUTIONAL STUDENT EMPLOYEES
The supervisor who hires students paid from departmental funds initiates the contract approval process by completing and signing the Contract Authorization Request Form or "CARF". The supervisor sends the completed CARF to the Office of Financial Aid. The Office of Financial Aid will confirm student identity and eligibility as required by Immigration and Naturalization Service and return a copy of the completed CARF to the employer. The student may begin working when the supervisor receives the copy of the completed CARF back from the Office of Financial Aid.
INTERNATIONAL STUDENTS
International students enrolled as full-time students must have a "valid for work" social security card before they begin working. To apply for a social security card the student must take a letter from the Office of Financial Aid requesting a card and proof of enrollment to Social Security Administration. The student must bring their social security card, passport, copy of I-20 and I-94 to the Office of Financial Aid before they begin working.
Interviewing and Hiring
The student seeks employment on a self-referral basis, independentally arranging for interviews with supervisors. Supervisors should understand the department's short and long term student employment needs and skills required of prospective employees. Many students have considerable potential but little work experience. Jobs are part of their educational process and may even complement their academic work. Supervisors can help students learn valuable job skills that will serve them well when they embark on careers. Carefully matching qualifications with job requirements provides the best possible employment experience. A structured interview is important to ensure that the student employee is suited for the job.
The supervisor explains the student employee's rights and responsibilities once the student is hired. The pay rate may be committed and communicated to the student according to the specifications of the pay plan when the student is hired, but the student may not begin working until their contract has been approved by the Office of Financial Aid.
Work Schedule
The supervisor and the student establish a work schedule taking into consideration the student's class and vacation schedules. The supervisor ensures that the student agrees to adhere to the work schedule. The student's work schedule may be revised each trimester to conform to their new class schedule.
Students paid through work-study funding may not earn more than half of the yearly award prior to the end of the fall trimester. Conversely, the unused portion of the fall award is added to the winter term eligibility.
Full-time students should not work more than 20 hours per week except during vacation periods. The student may not work for pay after the last day of the award period, which is the last day of winter trimester finals if awarded work-study for the school year or the last day specified on the CARF if paid through institutional funds.
Confidentiality
Student employees accessing staff, faculty, administrator and/or student records must know the provisions of the Family Education Rights and Privacy Act of 1974 (FERPA) confidentiality and information disclosure law. Violation of the right to confidentiality is serious and could result in liability to the institution. Supervisors must inform student employees of the requirements of the law. Supervisors should contact Fort Lewis College Registrar's Office for additional information about FERPA if necessary. We strongly suggest that you require your student worker to sign a "Confidentiality Contract".
Benefits
Supervisors are responsible for insuring that students are not offered fringe benefits such as retirement, overtime, vacation, sick leave or paid holidays. Student employees are covered by Worker's Compensation while on the job.
Withholding
Supervisors make sure that students complete the Employee Withholding Allowance Certificate (W-4 form), which is available at the Office of Financial Aid or Human Resources Office. All student employee wages are subject to taxation. The W-4 must be completed, signed and submitted to the Payroll Clerk, 140 Berndt Hall.
Time Sheets
The supervisor is provided with web timesheet instructions for both the supervisor and the student. It is the supervisor's responsibility to train student employees on this process and notify students of deadline dates.
Supervisors are responsible for verifying the accuracy of hours reported. The person signing as the supervisor must have direct knowledge of the hours worked as they appear on the time sheet. These time sheets are official records and as such, are subject to scrutiny through audits and program reviews from institutional, state and federal regulatory agencies. The supervisor is accountable and will be held personally responsible for the accuracy of these records.
The student should submit his or her time sheet to the supervisor by the last working day of each month. The supervisor must approve their student's timesheet on webopus by the 5th day of each month. Students whose time sheets are not submitted or approved by the deadline will be required to wait an additional month for their paycheck.
Pay Information
Paydays are the 15th of each month; when the 15th falls on a weekend, payday is the Friday before. Students may sign up for direct deposit at the Payroll Office at 140 Berndt Hall.
Students must complete a Check Distribution Form at the Cashier’s Office (140 Berndt Hall) before leaving Fort Lewis College if they will not be able to pick up their paycheck on the designated pay day. The Check Distribution Form allows the pay check to be mailed to the student at their home address. If the final pay check is to be applied to an outstanding Fort Lewis College bill, the student must also report to Room 140 Berndt Hall to complete a Power of Attorney which allows Fort Lewis College to apply the pay check (or a portion of the pay check) to the student’s bill.
Evaluations
The supervisor is strongly encouraged to complete a Student Employee Evaluation Report for the student at least once per academic year. This assists both the supervisor and the employee communicate ongoing job performance expectations.
Termination
Violations of confidentiality, insubordination, poor work performance, habitual tardiness and absence without prior notice or approval are some circumstances that justify terminating a student's employment. If the student is not performing in a satisfactory manner, supervisors should discuss problems with students and attempt to provide assistance in an effort to improve the student's work performance. Supervisors must clearly explain their expectations and give students the opportunity to ask questions and receive clarification.
If the supervisor continues to be dissatisfied with the student's work, the student may be placed on probation for two weeks. The basis for placing the student on probation must be documented in writing. It should be discussed with the student and one copy placed in the student's personnel file, a second copy given to the student, and the third copy sent to the Student Employment Coordinator in the Office of Financial Aid. This document must include performance expectations with a timeframe for accomplishment clearly stated. If the student fails to perform satisfactorily during the probationary period, the supervisor may terminate the student's employment. In all cases of probation or termination, the notification must be in writing.
Planning for Next Year
Determine your anticipated student employment needs for the next academic year. The Office of Financial Aid mails out a Job Description Form each spring. The employer completes the form and submits it to the Office of Financial Aid by a specified deadline date. Historically there have been more positions requested than eligible students to fill them. Therefore, it is important not to request more students than are absolutely necessary to meet the essential needs of your department.
Students paid through the work-study program must qualify for the award each year. THIS IS NOT AUTOMATIC. Remind your student to complete the Free Application for Federal Student Aid (FAFSA) by February 15th each year. Due to funding limitations, students who do not meet the deadline will not be awarded work-study. The employer's need for a particular student is no basis for exceptions to this requirement. The Fort Lewis College Student Financial Aid Handbook provides specific information about the FAFSA.
Common Questions
Question: Is it possible for the student to work more than one job on-campus simultaneously?
Answer: Yes, the Student Employment Coordinator in the Office of Financial Aid must be contacted by the student in advance. If eligible, the student will be required to complete a Request for Split Contract Form.
Question: May the student earn more than has been approved on the hourly contract (CARF) or more than their work-study award amount?
Answer: No; the contract specifies the maximum amount that the student may earn. The student's earnings should be monitored to ensure that the student does not earn more than the approved limit nor work past the last day of the contract. The work-study student cannot earn more than the fall award during the Fall Term. If there is an unused portion of earnings remaining from the Fall Term, it is added to the Winter Term amount and that total becomes the maximum amount the student may earn for the Winter Term.
Question: May the student be paid from department funds after the work-study limit has been earned?
Answer: Yes, but the employer must submit a Contract Authorization Request Form (CARF) to the Office of Financial Aid.
Question: Are the student employment earnings taxable?
Answer: Yes, but the student needs to carefully review the instructions on the W-4 form (withholding form) to determine whether or not conditions meet "exemptions from withholding" requirements.
Question: Will work-study earnings have to be reported when the student applies for financial aid next year?
Answer: No; although this is taxable income that is included on the tax return submitted to the Internal Revenue Service, it is a need-based financial aid award that is not included when reporting previous year income on the FAFSA.
Question: Are there limitations on the type of work a student can be asked to do?
Answer: Yes; the supervisor cannot ask a student to do personal tasks such as typing personal correspondence, running personal errands, etc. The work assigned must be necessary for the operation of the department or office and must directly support its function.
Question: May I request that my job opening(s) be posted in the Office of Financial Aid?
Answer: Yes; Supervisors can submit information to be posted on the Job Vacancy Board outside the Office of Financial Aid.
Affirmative Action
Fort Lewis College does not discriminate on the basis of race, color, national origin, sex, age or handicap in admission or access to, or treatment or employment in its education programs or activities. Inquiries concerning Title VI, Title IX and Section 504 may be referred to the Human Resources/Equal Opportunity Office, Fort Lewis College, 247-7428 or the Office for Civil Rights, US Department of Education, 1961 Stout Street, Denver, CO 80294.
Sexual Harassment
Sexual harassment is generally defined as "any deliberate or repeated unsolicited or unwelcome verbal comments, gestures or physical contact of sexual nature". It is distinguished from voluntary sexual relationships by the elements of coercion, threat or unwanted attention. It is an abuse of power. Men, as well as women, are victims of sexual harassment. Fort Lewis College is committed to ensuring that all employees and students can work and learn productively without unnecessary interference or distraction. As part of this commitment, we strive to maintain an environment that is free of unlawful discrimination including sexual harassment. Sexual harassment is unethical and illegal. It is a violation of:
Title VII, Civil Rights Act of 1964
Title IX, Education Amendments 1973
Colorado Revised Statutes, 18.9 - 111
Fort Lewis College Policy.
Appendices
Student Job Description Form
Student Employee Evaluation Report
Student Employee Hiring Plan
Request for New/Revised/Split Work-Study Contract
Student Employee Rights and Responsibilities
Student Employee Confidentiality Contract
Contract Authorization Request Form (CARF)
