Student Financial Services

Student Employment Handbook

Introduction

The Student Financial Services Office has prepared this handbook for both Greenville College student employees and their supervisors. During the academic year we expect that 350-400 students will work on campus, some for short periods of time and others on a regular basis. The Student Employment Program is a very important part of the College. The student who works on campus not only benefits him/herself, but also the College benefits as well. The Student Employment Program at Greenville College is administered through the Student Financial Services Office. The Student Financial Services Office approves all students working on campus, and processes all timecards.

General Overview

The Student Employment Program is separated into two distinct segments. The first and largest segment is the Federal College Work Study Program (FCWS). It is expected that approximately two-thirds of all student employees will be participating in this program. The second program, employing about one-third of all student workers, is called "Regular Student Employment".

Work-Study
The main features of FCWS program include the following:

1. The purpose of the FCWS program is to stimulate and promote part-time employment for students in order to meet their educational needs.
2. The FCWS program is primarily funded by the federal government. The College pays for 25% of the student's wages, and the federal government pays 75%.
3. A student must establish financial need through the Student Financial Services Office.
4. A student must reapply for FCWS each academic year.

All FCWS students must be able to demonstrate financial need through the submission of a "Free Application for Federal Student Aid (FAFSA)". The Student Financial Services Office then notifies students whether or not they are eligible for FCWS. If it has been determined that a student demonstrates sufficient financial need, he/she will be notified by an award letter of the FCWS amount which may be earned and the period of time the award covers. After a student has accepted the FCWS award, that student should complete an Application (Appendix A - PDF File, 6.82KB) for Student Employment. Applications are available in the Student Financial Services Office. Students may also check the JOB BOARD which is located in the entrance of the Admissions/Student Financial Services Offices. The decision to hire a student is then based upon a joint decision by the supervisor and the student. The Student Financial Services Office is not responsible for "finding" jobs for students, nor can they guarantee a student a job on campus.

Once a student is hired by a department, he/she must complete the WORK PERMIT card. Work permits are available in the Student Financial Services Office. Work permits must be signed by both the student employee and the supervisor. Work permits must then be returned to the Student Financial Services Office for an accurate record of student's working on-campus.

Students who are working on-campus must also complete federal and state W-4 forms, and a I-9 form which is also available in the Student Financial Services Office. The W-4 form must be completed and returned to the Business Office prior to submission of the first timecard. A student needs to complete only one federal/state W-4 form while he/she is working on-campus, unless he/she has changed his/her address or wishes to change the number of exemptions claimed.

Timecards are to be sent to the Student Financial Services Office for processing each pay period. Students are paid twice each month. Paydays are the 7th and the 23rd of each month. Timecards are due for processing on the 11th and the 26th of each month. Timecards are available from supervisors and the Student Financial Services Office.

Regular
All regular student employees must follow the same procedures for employment as FCWS employees. However, regular student employees may NOT search for employment on-campus until the week of September 25th, 2000. This is so FCWS students have first preference in securing a job on-campus. After that date, all students are eligible to secure a job on-campus.

Hourly Wages

Students working on campus can be paid only for actual hours worked. The base rate of pay is $5.15 an hour. There are no paid lunch breaks, holidays, vacation days, or travel time. Students are entitled to take a fifteen minute break if they work a length of time (more than three hours straight) in jobs where other personnel are permitted such a break. Students who work consecutive years in the same position may be entitled to a .10 cent increase per hour in pay each year as determined by their supervisor. Exceptions to the minimum wage must be approved by a cabinet officer and copied to the Director of Student Financial Services.

Timecards (Appendix B)

Each student employee must keep an accurate record of the hours worked each week and submit a timecard signed by his/her supervisor and him/herself, to the Student Financial Services office on the 11th and 26th of each month.

Failure to turn in a timecard by the deadline may result in a student's pay check being delayed a pay period. Paychecks are distributed through campus-mail on the 7th and 23rd of each month. If a pay date falls on a Saturday, checks will be ready the Friday before. If a pay date falls on a Sunday, checks will be distributed on the following Monday.

Work Permits (Appendix C)

Each student working on-campus is required to have a work permit on file in the Student Financial Services Office for each job a student holds. This card must be signed by both the student employee and the supervisor and returned to the Student Financial Services Office before a student can receive his/her first paycheck. Students may get a work permit from their supervisor or from the Student Financial Services Office anytime after securing a job.

Job Termination

There are several ways that a student may terminate or be terminated from his/her employment with a department. First, the student may be terminated by the supervisor. If this is the case, we recommend that the supervisor normally give the student a two-week notice. But in some cases it might be necessary immediate termination.

Another form of termination would be if the student employee transferred to another department. If the student transfers to another job, we recommend that the student give the current supervisor two weeks notice. The student must also check with the Student Financial Services Office and make them aware of the transfer. The student must then complete and return another WORK PERMIT card to the Student Financial Services Office.

The last form of termination is when the student quits his/her employment for a variety of reasons, such as ill health, class scheduling, etc. we request that the student give his/her supervisor a two week notice whenever possible, so that the supervisor will have ample time to obtain a replacement.

Student Evaluations (Appendix D)

Once each academic year, the supervisor must evaluate the work performance of each student employee. The Student Financial Services Office will request evaluations by the supervisor(s) some time during the spring semester. These evaluations are very important in future placement of the student, both in on-campus and future off-campus jobs. We highly recommend that the supervisor discuss the evaluation with each concerned student. All evaluations are kept on file in the Student Financial Services Office and will be open to inspection by the individual student.

Supervisor's Responsibilities

Many students come to the supervisor with little or no work experience. Since this job may often be the student's first real job, we ask that the supervisor try to provide as much as possible helping the student adapt to the department's particular needs. Remember, the supervisor verifies that the student has satisfactorily work the hours on the days shown on the timecard. As a final reminder, be certain to "talk out" frequently the requirements, attitudes, appearance, etc. that may be expected of your student employees. Often times students say, "My supervisor never told me that" - which may lead to great frustration for both the student and the supervisor.

Remember, supervisors need to employ FCWS employees. The only exceptions are if the student is hired after the first three weeks of school beginning in the fall or if the campus job has a "Waiver of Campus Employment Eligibility" form (Appendix E) on file in the Student Financial Services Office. If you have a job that you feel is eligible for a waiver, please see Karla Dothager for more information.

Resource Persons

If the supervisor or student should have any questions or problems, he/she should contact the following persons:

Karla Dothager 618-664-7111
Secretary/SFS
Student Employment Program
Policies & Procedures
Timecard Procedures

Karl Somerville 618-664-7111
Director Student Financial Services (FCWS Program)

Julie Mason 618-664-7019
Business Office
Payroll Information

Appendix A Greenville College Student Application (PDF File - 6.82KB)
Appendix B Greenville College Student Timecard (available at Student Financial Services Office)
Appendix C Greenville College Work Permit
Appendix D Greenville College Student Evaluation
Appendix E Waiver of Campus Employment Eligibility

Last updated: October 18, 2000