Student Employment

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Student Employment Handbook

Eastern Arizona College currently administers a student employment program funded by the federal government (Federal Work Study-FWS). The purpose of the program is to help students who have a demonstrated financial need contribute financially towards their college education; and to assist the college in performing duties that do not require full-time employees. Work Study students will not be employed to replace full-time personnel. These specific duties are to directly contribute to the operation of Eastern Arizona College as a whole. Institutional Work Study (IWS) is the program of student employment in which Arizona College pays all of the earnings. It is not subject to the same federal or state regulations as Federal Work Study unless campus based federal aid is included in the award package. The work experience received through either Work Study employment program can enhance a student's education by providing an enriching job environment while developing usable job skills and beneficial work habits. This manual sets forth employment practices established by the federal government and Eastern Arizona College. It is prepared as a reference for students and supervisors who are involved in the Work Study employment programs.

Employment Eligibility

A student is eligible for Federal Work Study employment only if all of the following criteria are met:

  • The student has financial "need" as determined by completing the Free Application for Federal Student Aid (FAFSA). This form must be completed annually.
  • The student indicates interest in "Work Study" on the Eastern Arizona College Financial Aid Data Sheet.
  • The student demonstrates an ability to maintain satisfactory academic progress.
  • The student is enrolled at Eastern Arizona College for at least 6 credit hours per semester.
  • The student is a citizen of the United States, a national, or permanent resident thereof.

    Note: Eligibility does not guarantee an award or employment.

Awarding Federal Work Study

Upon receipt of the completed FAFSA and Financial Aid Data Sheet, the Financial Aid Office can award Federal Work Study based upon the financial need of the student. If all eligibility requirements are met and the student indicated an interest in working, a financial aid award letter will include a Federal Work Study award. The Work Study award is the maximum gross amount a student is authorized to earn during a school year. Work Study is not a grant-it must be earned through hours worked at a job. A Federal Work Study award does not mean a student has employment.

Institutional Work Study

Institutional Work Study (IWS) is the program of student employment funded by Eastern Arizona College. It is intended for those instances where a supervisor has specific needs that cannot be met through the Federal Work Study program, i.e., if no Federal Work Study student possesses the skills or experience needed for the job. Institutional Work Study employees are required to complete the Free Application for Federal Student Aid.

Employment

Even though Work Study student employment (FWS or IWS) is part of a student's financial aid, it must be regarded by both the employee and the supervisor as a real job. Student employees are afforded job experiences meant to prepare them for their post-college careers. It is vital that students understand the employee/supervisor relationship as well as the importance of their positions. Student employees are expected to conduct themselves as representatives and employees of Eastern Arizona College.

Maximum Earnings Limitation

Please keep in mind that all hours worked during the academic year-July 1 through June 30-count toward a student's maximum earnings limitation. Federal regulations state the College cannot provide financial assistance to students in excess of their financial need. Any awarded Federal or Institutional Work Study amount not earned cannot be paid. Students may not work more than 19 1/2 hours weekly. All students are aware of their Work Study employment allocation according to their award letter and should not expect to be paid for anything more. Once a student has earned the maximum dollar amount allowed by his or her award letter, he/she should stop working immediately.

Supervisors receive a printout of the cumulative total earned and remaining amount of the student's award on a bi-monthly basis. Supervisors and students should be aware of the remaining award so that a work schedule may be adjusted accordingly. Departments and students are encouraged to plan ahead in order to avoid termination at an inopportune time. The total number of hours a student may work during the employment period is determined by dividing the award by the wage rate. There is no such thing as a fixed number of hours a week a person must work. It is only required that the student not earn in excess of his/her award per semester; students are not to exceed 19 1/2 hours per week.

Community Work Study

Generally, the greatest number of Work Study jobs are utilized to meet the needs of on-campus employers; however, Eastern Arizona College also encourages employment of Federal Work Study students in off-campus Community Service jobs. Employment at these Community Service jobs is available only in certain agencies. Eastern Arizona College has an Off-Campus College Work Study Agreement with those agencies. Students interested in obtaining a Community Service job should contact the Financial Aid Office for available agencies.AMERICA READSStudents awarded Federal Work Study can also be employed as a Reading Tutor for elementary school aged children in the "America Reads" program. Students interested in obtaining a position as a Reading Tutor should contact the Financial Aid Office for available opportunities. The "America Reads" student employee will receive a mileage reimbursement in addition to the hourly wage.

Summary of Student and Supervisor Responsibilities

  • Student Responsibilities
    • Pursue employment by contacting the various supervisors who have jobs available.
    • For off-campus employment, obtain a student employment form, have it completed by the supervisor, and return it to the Financial Aid Office. For on-campus employment, have the hiring supervisor complete the work study employment form found on the intranet under Financial Aid.
    • Report hours worked to supervisor on the time sheet and submit to the Fiscal Control Office at the appropriate times (see Time Sheets).
    • Work no more than 19 1/2 hours per week.
    • Do not exceed your maximum work eligibility.
    • Pick up paychecks at the Fiscal Control Office at the appropriate times.
    • Report to work as scheduled and perform job in a responsible and dependable manner. If sick or unable to work at the scheduled time, contact supervisor prior to the scheduled time.
    • Contact the Financial Aid Office with problems related to employment.
    • Give adequate notice (two weeks) to employer before terminating employment.

  • Supervisor/Department Responsibilities
    • Submit job descriptions for any new positions created or any revision of a current position to the Financial Aid Office.
    • Before allowing a student to work, make sure he/she is authorized to work by the Financial Aid Office. The Federal Work Study student should present you with a student employment form.
    • Complete the entire Work Study Employment Form with the needed information and have the student employee return this form to the Financial Aid Office. All incomplete Work Study Employment Forms will be returned. Prior to completing the form, please make certain your Division Chair or Department Head has authorized the allocation. Students should not begin working until the Financial Aid Office receives the employment form.
    • Explain clearly (preferably in writing) to each student employee the work to be done, the standards of performance, and other criteria of acceptable employment such as punctuality, absences, dress, etc.
    • Regulate Work Study student's workload so that eligibility is not exceeded. Division Chairs/Department heads receive a printout of the cumulative total earned and remaining amount of the student's award on a bi-monthly basis. Each supervisor and student should be aware of the remaining award so that a work schedule may be adjusted accordingly. Students reaching his/her maximum should stop working immediately. Supervisors and students are encouraged to plan ahead in order to avoid termination at an inopportune time.
    • The Work Study employee schedule should be adjusted around the student's class schedule.
    • See that Work Study employees submit, to the Fiscal Control Office, signed and completed time sheets by 2 p.m. on the 15th and 30th of each month, unless that date falls on a weekend. The time sheet is then due on the Friday prior to that date.
    • Notify the Financial Aid Office when a student ceases work.
    • Notify the Financial Aid Office when a job opening arises so that a job description can be posted to assist in finding a qualified student employee.
    • Work Study employees shall not be placed in positions where supervision would be by a relative. Relative shall be defined as a spouse, child, grandchild, parent, grandparent, brother or sister, of the whole or half blood and their spouses and the parent, brother, sister or child of a spouse, or any other relationship which, in the opinion of the Financial Aid Officer, might constitute a conflict of interest.

Work Study Student of the Year

  • Each year, prior to the end of the Spring semester, supervisors may submit nominations for the Work Study Student of the Year. This is an opportunity for supervisors to recognize the outstanding work performed by on-campus Work Study employees. A committee of judges will select a winner from these nominations. The person chosen to receive the Work Study Student of the Year will be presented the award at the Student Awards Ceremony in April and receive a $100.00 check.
  • Students must meet the following criteria in order to be nominated:
    • Must be a Work Study employee signed up through the Eastern Arizona College Work Study payroll.
    • Must have completed or expect to complete at least six months of Work Study employment with Eastern Arizona College by the end of the current Spring semester.

Getting Paid

  • Time Sheets
    • The docucment for reporting time worked is the "Time Sheet." Copies are available at the Fiscal Control Office.
    • Each student should keep a daily record of the number of hours worked during each pay period.
    • Time sheets are due in the Fiscal Control Office by 2 p.m. on the 15th and 30th of each month, unless that date falls on a weekend. The time sheet is then due on the Friday prior to that date. At the end of the semester, pay dates are adjusted so that paychecks can be cut by the last day of school, so there will be different due dates. Supervisors are notified of these changes and students can ask the Fiscal Control Office for due dates.
    • In order for time sheets to be processed without delays, they must be signed by both the student and the supervisor. The supervisor's budget code and student's four-digit code, the daily hours worked and the total hours worked should also be on the time sheet. Hours should be rounded to the nearest quarter hour and recorded as they were worked.
    • Time sheets will not be processed unless the student has, on file in the Fiscal Control Office, a completed Payroll Packet, and a completed Work Study Employment Form has been returned to the Financial Aid Office.
    • Student employees are paid at least the federal minimum hourly wage rate.

  • Payments
    • Work study funds will be deposited directly into students' bank accounts on the 7th and 22nd of each month, unless that date falls on a weekend or holiday. Pay days that fall on a weekend or holiday, are available on the Friday before.
    • Student employees must arrange their direct deposit details at the Fiscal Control Office (office hours are 8:30 a.m. to 4:30 p.m., Monday through Friday). Fiscal Control will need the account and bank routing numbers for the account where funds will be deposited.

Benefits

  • During a four-consecutive-hour work period, Work Study employees are entitled to one 15-minute break.
  • Work Study employees are not eligible for paid lunch hours, vacations, sick leave, or holiday pay.
  • Work Study employees are covered by Workmen's Compensation Insurance, but not by Unemployment Insurance. All work-related injuries should immediately be reported to Eastern Arizona College's Fiscal Control Office.

Pay Raises and Evaluations

Every Work Study employee is hired in a probationary category. After three months every student employee should receive a performance evaluation. In accordance with the evaluation, there are three alternatives.

  • Continuation of probation for a period of time to be determined by the supervisor. The Financial Aid Office should be informed and appropriate documentation of the probation and of the deficiencies should be maintained. After the second probation, if performance has not improved, a student should be terminated.
  • The probation period can be terminated and the student employee enters into "regular" Work Study employment status.
  • If a student is performing above the normal and in an exceptional fashion, the supervisor can recommend a 50-cent per hour raise. This recommendation should be made in writing to the Financial Aid Office and can come at any time after the probation period.

Employment Opportunities

  • Job descriptions of all available positions are listed in Appendix A of this Handbook. These positions include on-campus, Community, and America Reads tutors.

Employment Termination

  • Voluntary Termination

    If a student decides to quit a job, he/she should give at least a two-week advance notice to the supervisor so that a replacement may be found. Student employees may voluntarily terminate their jobs at their own discretion.

  • Involuntary Termination With Notice

    Supervisors may terminate a student with notice for a number of reasons. These reasons may include:

    • Federal Work Study earning maximum met-Federal regulations state that the College may not provide assistance to students in excess of his/her computed financial need. Thus, when students earn the entire Work Study award, they must be released from their job.
    • Discontinuation of the job.
    • Scheduling conflicts.

  • Involuntary Termination Without Notice

    Work Study student employees may be terminated from their positions by the Supervisor for inability or unwillingness to comply with the requirements of the position. Some examples of violations include, but are not limited to:

    • Frequent tardiness
    • Time Sheet falsification
    • Theft
    • Repeated unexcused absences or tardiness
    • Violation of Eastern Arizona College's policy regarding the Internet
    • Use of drugs or alcohol during or immediately prior to the work shift
  • Dismissal Guidelines

    The student should be given two warnings before being dismissed from the job except for time sheet falsification, which results in immediate dismissal. Supervisors may enforce more rigid guidelines if they wish, as long as they are communicated (preferably in writing) to the student when he/she is hired. When a student has been terminated, the supervisor must notify the Financial Aid Office. If a Work Study student feels he/she has been unjustly terminated, he/she may notify the Financial Aid Office.

Federal Work Study During Non-enrollment Period

In accordance with Federal regulations, an eligible Federal Work Study student may be employed during the summer if registered as a full-time student the following Fall semester. In addition, the net earnings are applied to the student's cost of attendance for the following Fall semester. If a student is planning to work during the summer as a Federal Work Study employee and needs further explanation, he/she should come to the Financial Aid Office.

Rules and Regulations

  • EEO Compliance

    Eastern Arizona College is in compliance with Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, and the Rehabilitation Act of 1973, and does not discriminate on the basis of race, creed, color, national origin, disability, age, or sex in any of its policies, practices, or procedures.

  • Drug and Alcohol-Free College

    Eastern Arizona College has established a policy and set up guidelines governing the possession and/or consumption of alcoholic beverages and illegal substances. See EAC's regulations regarding the illegal use of controlled substances in the Student Code of Conduct section of EAC's academic catalog.

  • General Rules and Regulations

    Full text of the rules and regulations that apply to every student attending Eastern Arizona College are found in the Student Code of Conduct section of EAC's academic catalog.

Eastern Arizona College does not discriminate in admission or access to, or treatment or employment in, its programs and activities on the basis of race, creed, color or national origin, sex, disability, or age.