Implementing a Successful Student Employment Program

PRESENTED BY:BETTY CASALE

THE H. JOHN HEINZ III COLLEGE CARNEGIE MELLON UNIVERSITY

Implementing a Successful Student

Employment Program

Implementing a Successful Student

Employment Program

PASFAA Conference 2010

Require:Require: Result in:Result in:

Planning

Coordination Collaboration

Communication

Planning

Coordination Collaboration

Communication

More jobs for students

Satisfied participants

Efficiency

Compliance

More jobs for students

Satisfied participants

Efficiency

Compliance

Successful Student Employment Programs

Planning Checklist:

Review and apply federal regulations Identify potential collaborators Identify possible payment sources Identify potential on-campus

jobs/supervisors Identify potential community service

participants Determine pay rates Determine number of work hours Determine award amounts Organize job description process Define the FWS process Consider Summer and periods of non

enrollment Determine FAO processing needs Determine communication needs Develop FWS policies and procedures

PLAN

AHEAD!!PLAN

AHEAD!!

Review & Apply Federal Regulations

TIP: Use these regulations to outline your institution’s FWS policies and proceduresTIP: Use these regulations to outline your institution’s FWS policies and procedures

34 CFR 673 34 CFR 675

http://www2.ed.gov/programs/fws/legislation.html

Identify Potential Collaborators

FWS

employment

is a shared

responsibility!

FWS

employment

is a shared

responsibility!

Financial Aid Office

Career Services/Placement Office

Fiscal/Accounting Offices

Graduate Departments

Student Service Offices, etc.

Public Service Organizations

The Student

Identify Possible Payment Sources

Who pays the non federal share? The school The hiring organization Grant funds Any source except FWS funds

Consider funding non federal share to increase community service opportunities Many non tangible benefits for

schoolsConsider 90% federal subsidy

for employers who can’t afford to pay What verification is required?

Identify Potential on Campus Jobs/Supervisors

Work with

collaborators to

indentify job

opportunities!

Work with

collaborators to

indentify job

opportunities!

Consider campus jobs that: Provide student services Reinforce students’ education/career

goals when possible Provide supportive services to

students with disabilities

Examples: Office Assistant Teaching Assistant Research Assistant Technical Assistant Tutor Etc.

Identify Potential Community Service Participants

An institution may

not solicit or accept

fees, commissions,

contributions, or

gifts as a condition

for FWS

employment, nor

permit any

organization with

which it has an

employment

agreement to do so.

34 CFR 675.27

An institution may

not solicit or accept

fees, commissions,

contributions, or

gifts as a condition

for FWS

employment, nor

permit any

organization with

which it has an

employment

agreement to do so.

34 CFR 675.27

Visit current and potential hiring organizations

Build relationships with public service organizations

Participate in public service fairs

Attend job fairsConsider the Multi-

Institutional job location and development program (See 34 CFR 675.34)

Determine Pay Rates

MINIMUM WAGE =

$7.25 per hourMINIMUM WAGE =

$7.25 per hour

Must be hourly wage for undergrads

Consider whether hourly or salary for grad students

Must be at least minimum wage

Consider what is reasonable in terms of the skills needed to perform the job how much persons with those skills

are paid in the local area for doing the same type of job

rates the school would normally pay similar NFWS employees

Determine Number of Work Hours

Other considerations?

Other considerations?

Consider number of weeks in the award period

Consider what is reasonable part time employment relative to academic requirements

Consider number of potential jobs compared to number of potential awardees

Determine Award Amounts

Other fa

ctors?

Other fa

ctors?

Considerations include:

Amount of work study allocation

Wage rate

Reasonable number of work hours for students

Organize Job Description Process

Put everything in

writing!Put everything in

writing!

Identify categories of jobs

Write standard job descriptions

Make job submission easy for hiring supervisors

Define process for approving non-standard job descriptions

Define the FWS Process Write the hiring process

Illustrate with one or more flow charts

Communicate consistently and clearly

Publish the process

Work study studentscan help with this!!

Work study studentscan help with this!!

Consider Summer & Periods of Non Enrollment

The institution shall

determine the amount of

earnings from a FWS job

to be applied to a

student’s cost of

attendance (attributed

earnings) by subtracting

taxes and job related costs

from the student’s

earnings.

34 CFR 675.25

How is your

organization doing this?

•Systematically

•Manually

The institution shall

determine the amount of

earnings from a FWS job

to be applied to a

student’s cost of

attendance (attributed

earnings) by subtracting

taxes and job related costs

from the student’s

earnings.

34 CFR 675.25

How is your

organization doing this?

•Systematically

•Manually

Splitting Summer awards between award years

Impact on financial aid for next period of enrollment if not enrolled when FWS is earned

Students must be expected to enroll for next period of enrollment if FWS earned while not enrolled.

Determine FAO Processing Needs

AVOID:

“…..but they told me

in Career Services

that I could start

working!”

AVOID:

“…..but they told me

in Career Services

that I could start

working!”

Understand that FAO cannot do it all

Determine what tasks do not belong in the FAO & collaborate with others. Examples include: Job & employer development Payroll Billing and accounting, etc.

Consider designating staff member as a FWS “liaison”

Hire students to helpTake steps to ensure that all

communication about FWS originates in the FAO

Determine Communication Needs

Website

Print

Brochures

Twitter

Facebook

Texting

FAQs

Orientation

Information Sessions

Employer Presentations

Others?

Website

Print

Brochures

Twitter

Facebook

Texting

FAQs

Orientation

Information Sessions

Employer Presentations

Others?

Publish as much information as possible

Present to employers/students at every opportunity

Write clearly and accurately

Consider separate communications and FAQs tailored to: Students Staff Faculty Off-campus organizations, etc.

Develop Policies and Procedures

Use written

policies and

procedures to

support decisions!Use writte

n

policies and

procedures to

support decisions!

Outline first using federal regulations as a guide

Include everything applicable to your organization

Organize for easy updating Annually and As changes occur

Include: Sample processing forms Sample contracts

Contact:Betty Casale

Director of Financial AidThe H. John Heinz III College

Carnegie Mellon Universitycasale@andrew.cmu.edu

412-268-3289

Questions & Discussion