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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:
- The purpose of the FCWS program is to stimulate and promote
part-time employment for students in order to meet their educational
needs.
- 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%.
- A student must establish financial need through the Student
Financial Services Office.
- 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 Employment
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
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
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