II.     Types of Student Employment

          C.  Establishing the Student's Work Schedule

VI.       Common Questions About Student Employment

Student employment at Fort Lewis College is coordinated and administered by the Office of Financial Aid (OFA).  This publication describes student employment procedures and policies.

It is expected that all individuals that hire and supervise student employees will read this information and refer to it as necessary to facilitate meeting their responsibilities as employers.

Student employment opportunities are posted on the Job Vacancy Board in the Office Financial Aid and through a comprehensive job listing given to students at the beginning of the school year with their employment contract.

Approximately 40% of all student jobs on-campus are filled by students with work-study awards.  The remainder is funded from institutional hourly sources (non work-study).  These job openings are normally communicated to the Office of  Financial Aid in response to a memorandum sent to all on-campus employers in February each year.  Notices of new job vacancies (those not anticipated in February) are sent to the Office of Financial Aid by the employer via a Student Employee Requisition Form.  These notices are posted on our Job Vacancy Board so that students have immediate access to this information.  Once the position is filled the employer notifies the Office of Financial Aid and the notice is removed.

Detailed information about these and other procedures are included in this manual.  Copies of the forms and letters used in the administration of student employment are included in the appendices at the end of this document.

Questions or problems regarding student employment at Fort Lewis College should be directed to Tracey Piccoli, Student Employment Coordinator, in the Office of Financial Aid located in the Miller Student Center - Room 101.  The phone number is 247-7142.

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II.    Types of Student Employment

A.     Work-Study Employment:

Work-Study is a financial aid program that enables students to work and earn money that can be used to meet educational expenses.  The program is funded from state and federal sources.  In the case of Federal Work-Study, 75% of the student earnings are paid from the federal allocation to the college and the employer (Fort Lewis College) pays the remaining 25%.  The 2002-2003 Fort Lewis College Student Financial Aid Handbook describes the work-study program in more detail. 

Eligibility criteria:

• Must be currently enrolled full-time at Fort Lewis College in a regular degree program of study (at least 12 credit hours per trimester).

• Must have been awarded work-study as a result of the timely completion and submission of an aid application each year (refer to  "Preferred Application Filing Dates" in the 2002-2003 Fort Lewis College Student Financial Aid Handbook for specifics).  The aid application must be completed and eligibility determined every year.

• Must meet and maintain minimum standards of satisfactory progress as defined by Office of Financial Aid, (specifics detailed in the 2002-2003 Student Financial Aid Handbook)

• Must demonstrate sufficient need (or no-need if applicant for Colorado No-Need Work-Study) as determined through the aid application results.

• Must meet Immigration and Naturalization Service Requirements (I-9) to confirm identity and eligibility to work.

• Must be compensated in compliance with provisions of the Student Employment Pay Plan.

• In the case of Colorado No-Need Work-Study, all the above requirements do apply.  The student must also be classified as a resident of Colorado for tuition purposes to be considered for this award.

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B.     Hourly (Institutional) Employment:

One hundred percent of the funding for hourly employment comes from the employing office/department operating budget.  Although the nature of this type of work is no different than work-study, the 100% funding requirement results in fewer hourly options compared to the number of work-study positions available each year.  The contract approval procedures also differ from the procedures required for work-study contracts.  

Eligibility Criteria:  The individual hired must be a current student at Fort Lewis College.  There is no requirement that the student demonstrate need through the aid application process as there is for work-study jobs.  The student must be paid no less than $5.15 per hour and no more than $7.25 per hour according to the provisions of the Student Employment Pay Plan and must also meet Immigration and Naturalization (I-9) requirements prior to beginning work.

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III.   Standard Student Employment Pay Plan

All departments or offices at Fort Lewis College that employ students (whether departmental hourly or work-study) are required to adhere to the provisions and conditions of the plan explained below:

1. The employer has the latitude and authority to hire the student at either Level I or Level II and at any of the steps within the level.  We do, however, urge the supervisor to adhere to the principles of the plan in designating an appropriate pay rate and the step progression concept allowing for seniority and merit incentives.  The maximum pay rate allowed is $7.25 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 $7.25 per hour and will refer the student to the supervisor for resolution.  
2. It is suggested that employers carefully review the "Earnings Allocation/Conversion Chart".  This chart provides a comparison of various pay rates, hours worked per week, and standard yearly work-study awards.  The employer can see at a glance the effect of higher pay rates on a standard award.  This chart should be useful to the supervisor in the budgeting and planning processes.
3. Information about each job type is formally obtained from the department/office by the Office of Financial Aid through an all-campus mailing in February asking for the title(s) of the job(s), the department offering the job(s), the supervisor, the number of positions, the hours per week, the job interview contact, a description of the job and, the skills required.  See the Job Description Form.
4. The plan is applicable to all Fort Lewis College students enrolled each trimester.  Work-study students must be enrolled for a minimum of 12 credit hours/trimester.
5. 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 of the plan as specified in section III A above, 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.
6. 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 increase is 10 cents per hour for Level I positions and 20 cents per hour for Level II positions.  The qualification mentioned in III A above regarding liberalization of the pay plan influences the degree of the supervisor's latitude in providing for seniority and/or merit increases.  The maximum pay rate of $7.25 per hour may not be exceeded under any circumstances.
7. The supervisor is given the authority to withhold the seniority increase based on an evaluation of "unsatisfactory" (substandard) performance. This will require the supervisor to submit an evaluation that provides a narrative supporting this low rating.
8. The plan allows a merit increase each year after the student has worked a minimum of one full trimester.  This request for a merit increase will require submission of an evaluation that documents an "Above Standard" or "Outstanding" rating.  This rating also requires a written narrative on the Student Employee Evaluation Report Form supporting the rating.
9. The pay plan will be reviewed on an "as need" basis.  The next review of the plan will occur during the 2003-2004 school year and any approved changes will be communicated to all faculty, staff and administrators via interoffice memo pending inclusion in the Student Employment Manual.  Any changes to the Standard Student Employment Pay Plan would go into effect beginning with the Fall 2004 Trimester.
10. A change in the federal minimum wage requirement will result in an adjustment of all rates relative to the new standard.

The pay rate structure is as follows:

Level I - (Entry level and/or positions that do not require substantial skill, extraordinary responsibility or significant independent judgment.  The consequence of error is generally not critical in these positions.)

Level II - (Characterized by factors distinguishing the position from Level I as detailed in the February 8, 2001 cover memo to the Student Job Description/Assignment Form)

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IV.     Examples of Job Titles

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V.    Supervisor Responsibilities

The primary responsibilities of the supervisor are to interview and hire, to complete the employment contract on behalf of the student, to establish a reasonable and flexible work schedule wit the student, to clearly explain duties, responsibilities and expectations to the student before they begin working, to provide necessary training, to monitor the hours the student works each week, to maintain current student employment records, to submit accurate and completed time sheets to the Office of Financial Aid by the submission deadline each month, to complete and submit periodic written evaluations of the students performance, to follow required termination procedures and to initiate timely planning to determine the number of student employees that will be required the following year.

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A.  Establishing the Employment Contract

1.  For Work-Study Students:

The Office of Financial Aid provides work study contracts to eligible students.  Students must come to the Office of Financial Aid to obtain this contract before the end of the third week in September or the contract will be cancelled and the work-study award rescinded.  The student gives the contract to his or her supervisor to complete.  The supervisor and the student both sign the completed contract.  The signed and completed contract is returned to the Office of Financial Aid when the student is hired, before the student begins working.  

2.  For Institutional (Hourly) Student Employees:

The supervisor who hires students from departmental (non work-study) funds initiates the contract approval process by completing and signing the Contract Authorization Request Form or "CARF".  (Blank CARF's are available from the Office of Financial Aid.)  The supervisor sends all copies of 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.  The employer is cautioned that should the student earnings exceed available departmental funds designated for hourly student employment, the employer will be held responsible for finding the funds to cover the difference.

The Office of Financial Aid is required by Immigration and Naturalization Service regulations to confirm the eligibility and identity of all prospective student employees prior to authorizing them to begin working.  The student is advised by the Office of Financial Aid through an advance mailing to be prepared to produce documentation to satisfy this requirement (normally a current and valid driver's license with picture and social security card).

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 in their social security card, passport, copy of I-20 and I-94 to complete I-9 documentation before they begin working.

NO STUDENT WILL BE ALLOWED TO BEGIN WORK UNTIL THE OFFICE OF FINANCIAL AID HAS RECEIVED THIS COMPLETED AND SIGNED CONTRACT. 

The primary purpose of the work-study program is to stimulate and promote the part-time employment of students.  This program is designed for eligible students who are in need of earnings to pursue a course of study at an institution of postsecondary education.  Work-study is awarded to students with the greatest need (as defined by federal formula), to help meet their educational expenses without the necessity of incurring a unduly heavy burden of loan indebtedness.  This program is dedicated primarily to fulfilling the work needs of students.  The need of the on-campus employer, although certainly important, is not the major priority.  Accordingly, efforts are made, wherever possible, to provide job opportunities to students that are related to their academic and career goals.  Furthermore, funds appropriated for the work-study program are intended to supplement rather than supplant other employment funds.  Therefore, student employees may not be used to displace regular, non-student employees.

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B.   Interviewing and Hiring the Student

The student seeks to interview for jobs on a self-referral basis.  The Office of Financial Aid provides the student with a comprehensive listing of job opportunities at the beginning of the school year.  This is supplemented through posting of job opportunities on the Office of Financial Aid Job Vacancy Board.  The listing contains the number of jobs available in the department, the number of hours per week the student will be employed, job title(s), the department/office, the contact person, and the campus address.  The student independently arranges for a job interview with the supervisor.  The supervisor should have a predetermined and clear understanding of both the short and long term student employment needs of the department and the specified skills and abilities required of the prospective employee (example of an office hiring plan).  Many students have considerable potential but little prior work experience; hence, their jobs become an integral part of the educational process and may even complement their academic work.  Supervisors, through patience and support, can help the student develop their potential and to learn valuable job skills that will serve them well when they are ready to embark on their careers; therefore, the careful matching of skills and qualifications with job requirements is essential in providing the best possible employment experience.  A carefully structured interview is very important in ensuring that the student is well suited for the job.  The student employee's rights and responsibilities should be thoroughly explained by the supervisor 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 the contract has been approved by the Office of Financial Aid.

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C.   Establishing the Student's Work Schedule

It is the supervisor's responsibility to establish, with the student, a work schedule that takes into consideration the student's class and vacation schedules.  The supervisor should thoroughly discuss expectations regarding adherence to the work schedule they agree on.  Supervisors are asked to bear in mind that the student's schedule may need revision each trimester to conform with 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, if a student chooses to work a reduced schedule and this is acceptable to the supervisor, 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 under any circumstances continue to work for pay after the last day of the award period (this is the last day of finals winter trimester if awarded work-study for the school year or the last day specified on the CARF if paid through institutional funds).

Supervisors are responsible for ensuring that the student works a balanced schedule whenever possible (use the Earnings Allocation/Conversion Chart for reference).

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D.  Emphasis on Confidentiality of Records

All students hired who have job responsibilities requiring access to the records of others (staff, faculty, administrators and/or students) must be informed of the provisions of the Family Education Rights and Privacy Act of 1974 - "FERPA" concerning confidentiality and information disclosure laws.  Violation of the right to confidentiality of records is a serious offense and could result in liability to the institution and other legal actions.  The supervisor must ensure that student employees are thoroughly informed of the requirements of the law.  The supervisor should contact the 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" affirming their understanding of and agreement with the policies of FERPA.

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E.   Benefits

The principle of "an hour's pay for an hour's work" applies to all student employees.  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.

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F.   Withholding

The supervisor is responsible for ensuring that the student completes the Employee Withholding Allowance Certificate (W-4 form).  All student employee wages are subject to taxation.  The W-4 must be completed, signed and submitted to the Payroll Clerk in 140 Berndt Hall.

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G.   Time Sheet Requirements

The supervisor is provided with instructions for web timesheet entry for both the supervisor and the student.

Supervisors are responsible for verifying the accuracy of hours reported on the web.  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 form institutional, state and federal regulatory agencies.  The supervisor is accountable and will be held personally responsible for the accuracy of these records.

The student must 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 2nd 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.  

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H.   Evaluations

The supervisor is strongly encouraged to complete an evaluation for the student on a regular basis (at least once per academic year); (Student Employee Evaluation Report).  This serves a number of purposes including assisting both the supervisor and the employee in the formal ongoing communication of job expectations and job performance.  The evaluation is mandatory when the supervisor is recommending a "merit" increase on the basis of an above standard or outstanding rating (see Section III F and G).  A copy of the evaluation should be sent to the Office of Financial Aid whenever it is completed but it must be sent to the Office of Financial Aid when the supervisor is recommending a "merit" increase.

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I.    Employee Termination

It is essential that the supervisor clearly explain the performance expected of each student employee and provide sufficient opportunity for the student to ask questions while providing clarification as needed.  Written instructions are often an effective supplement to verbal communication of the job standards expected.  If the student is not performing in a satisfactory manner, the supervisor should discuss the problem with the student and attempt to provide assistance where needed in an effort to improve the student's work performance.

If the supervisor continues to be dissatisfied with the student's work and feels that disciplinary action is necessary to correct the situation, the student may be placed on probation for a period of at least two weeks.

A detailed basis for warning the student must be documented in writing.  It should then be discussed with the student and one copy placed in the student's personnel file (supervisor's record), a second copy is given to the student, and the third copy is sent to the Student Employment Coordinator in the Office of Financial Aid prior to taking the disciplinary action.  This documentation must include specific reasonable performance expectations with a specified timeframe for accomplishment clearly stated.  If the same offense is repeated within the probationary period, a notice of termination may be given.  If the student fails to perform satisfactorily during the probationary period, the supervisor must give at least one week advanced notification of the intent to terminate the student's employment.  In all cases of probation or termination, the notification must be in writing.

Violations of confidentiality, insubordination, poor work performance, habitual tardiness or absence without prior notice and approval are examples of circumstances that may justify terminating a student's employment.

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J.   Planning for Next Year

The supervisor and/or department head is asked to determine their anticipated student employment needs for the following academic year.  The Office of Financial Aid mails out a Job Description/Assignment Form each spring and the employer is asked to complete the form and submit it back to the Office of Financial Aid by a specified deadline date.  Historically there have been more positions requested that eligible students to fill them.  Therefore, it is important that the department head not request more students than are absolutely necessary to meet the essential needs of the department/office.

Supervisors are responsible for determining their student employment needs on an annual basis.  Often the supervisor develops a dependency on a particular employee.  If that student is paid from departmental funds (hourly), the ability to rehire the employee is essentially a budgetary matter.  Students paid through the work-study program, however, must qualify for the award each year.  THIS IS NOT AUTOMATIC.  The supervisor is encouraged to be proactive in reminding  the student of the importance of meeting the financial aid application file completion deadline.  Due to funding limitations, students failing to meet the deadline will not be awarded work-study.  As explained earlier, the employer's need for a particular student cannot be used as a basis to make exceptions to this requirement.  The 2002-2003 Fort Lewis College Student Financial Aid Handbook provides specific information about the aid application process and the file completion deadline date.   

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VI.      Common Questions About Student Employment

A.     Yes, but the Student Employment Coordinator in the Office of Financial Aid must be contacted by the student in advance and, if eligible, the student will be required to complete a Request for Split Contract Form.

A.     No; the contract specifies the maximum amount that the student may earn.  The students earning schedule should be monitored to ensure that the student does not work beyond the approved limit and does not work past the last day of the contract; (see Establishing the Student's Work Schedule).  The work-study student cannot earn more than the Fall award during the Fall trimester, however, if there is an unused portion of earnings remaining from the Fall trimester those earnings are added to the Winter trimester amount and that amount becomes the maximum amount the student may earn for the Winter trimester.  

A.     Generally yes, but it is still required that the employer confirm this by contacting the Student Employment Coordinator before making any verbal commitment to the student and before initiating the Contract Authorization Request Form (CARF) procedure.

A.     Yes, but the student needs to carefully review the instructions on the W-4 form (withholding form) to determine whether or not conditions exist that meet "exemptions form withholding" requirements.

A.     No; although this is taxable income that is included on the tax return that is 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 financial aid application.

A.     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.

A.     Yes; the Office of Financial Aid provides job notification and referral service through the use of its Job Vacancy Board.  Supervisors with newly created or unfilled jobs can submit information to be posted on the Job Vacancy Board outside the Office of Financial Aid.

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Affirmative Action Statement

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.

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Sexual Harassment Statement

Sexual harassment is unethical and illegal.  It is a form of sexual discrimination.  It is a violation of:

1. Title VII, Civil Rights Act of 1964
2. Title IX, Education Amendments 1973
3. Colorado Revised Statutes, 18.9 - 111
4. Fort Lewis College Policy.

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 deplores and will not tolerate sexual harassment whether it is directed toward fellow employees or the students we serve."  (Excerpt from the Official Fort Lewis College Policy Statement.) 

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