Loading

Federal Work-Study Handbook for Students and Supervisors

Table of Contents

I. Introduction

A. Student Handbook Statement | Jump to this sub-section

B. Types of Student Employment | Jump to this sub-section

C. Family Educational Rights and Privacy Act (FERPA) | Jump to this sub-section

D. Equal Employment Opportunity | Jump to this sub-section

II. Policies and Procedures for Student

A. General Guidelines | Jump to this sub-section

B. Eligibility | Jump to this sub-section

C. Finding a Work-Study Job | Jump to this sub-section

D. Employee Rights and Responsibilities | Jump to this sub-section

E. Timesheet Guidelines | Jump to this sub-section

F. Pay Rates | Jump to this sub-section

G. Cancellation | Jump to this sub-section

H. Termination | Jump to this sub-section

I. Rehire Procedures | Jump to this sub-section

J. Telework Policy | Jump to this sub-section

III. Policies and Procedures for Supervisors

A. Hiring a Work-Study Student-Employee | Jump to this sub-section

B. Interviewing Student-Employees | Jump to this sub-section

C. Conducting the Interview | Jump to this sub-section

D. The Hiring Process | Jump to this sub-section

E. Orienting Student-Employees | Jump to this sub-section

F. Work-Study Supervisor FAQs | Jump to this sub-section

G. Terminations | Jump to this sub-section

I. Introduction

According to the Higher Education Act of 1965 as amended under The Higher Education Amendments of1992, the purpose of Federal Work-Study “is to stimulate and promote the part-time employment of students who are enrolled as undergraduate, graduate, or professional students and who are in need of earnings from employment to pursue courses of study at eligible institutions, and to encourage students receiving Federal student financial assistance to participate in community service activities that will benefit the Nation and engender in the students a sense of social responsibility and commitment to the community.

A. Student Handbook Statement

These guidelines, policies, and procedures have been developed to meet the needs of student workers and their supervisors. Students entering the work-study program are required to uphold all policies and procedures outlined in this manual. Any questions regarding this handbook should be addressed to the Center for Career and Professional Success.

B. Types of Student Employment

The Federal Work-Study Program is a federally funded work program which provides employment to eligible students with financial need, helping them to earn money to pay educational expenses. To be considered for FWS, students must complete the FAFSA by the priority deadline. FWS funding is financial aid, and as with other types of financial aid, student eligibility is determined by the Office of Financial Aid based on financial need.

C. Family Educational Rights and Privacy Act (FERPA)

The Family Educational Rights and Privacy Act of 1974 is a federal law which requires that (a) a written institutional policy must be established and (b) a statement of adopted procedures covering privacy rights of students must be made available via annual notice in the catalog to currently enrolled students.

Howard University shall maintain the confidentiality of educational records in accordance with the provisions of the Act and shall accord all the rights under the Act to eligible students who are attending or attended the University. Students in the work-study program may have access to educational and financial records containing personally identifiable information about current and former students, the unauthorized disclosure of which is prohibited by the previously disclosed Act.

D. Equal Employment Opportunity and Affirmative Action

Howard University makes employment decisions without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, family responsibilities, personal appearance, political affiliation, marital status, gender identity or expression, genetic information, matriculation, unemployed status, or any of the other classifications, statuses, or conditions protected by applicable law. Our EEO commitment applies to all phases and aspects of employment with the University, including recruitment, interviewing, hiring, compensation, benefits, working conditions, training, promotion, demotion, transfer, performance management, discipline and termination.

II. Policies and Procedures for Students

A. General Guidelines

The work-study programs are designed to help students meet educational expenses through meaningful employment. The Center for Career and Professional Success assists students who qualify for work-study funding in finding part-time employment. Jobs vary throughout the university and range from clerical assistance in various departments to working in the library or the rec center. Many students also work for approved, off-campus community service organizations in a variety of capacities.

B. Eligibility

A student may be eligible for work-study funding if the student meets all the following requirements:
  • Be admitted to Howard University
  • Complete a Free Application for Federal Student Aid (FAFSA) by the priority financial aid deadline and indicate Howard’s school code: 001448
  • Demonstrate financial need, based on the institution’s cost of attendance (COA) and the expected family contribution (EFC) as determined by the FAFSA data
  • Completed verification, if selected
  • Be enrolled and maintain enrollment of at least half-time (6 credit hours for undergraduate, 4 credit hours for graduate/professional)
  • Meeting satisfactory academic progress

Questions regarding FAFSA, verification, or satisfactory academic progress? Contact Office of Financial Aid.

C. Finding a Work-Study Job

All work-study positions are posted on Howard University’s Career Services’ portal, Handshake for on-campus and off-campus, community service employers. A student must accept the work-study financial aid offer and register with Handshake before they can apply for work-study positions. The hiring process for WS positions is the same for all employees. A student must sign up for direct deposit, complete an I-9, and not have a delinquency or financial hold with Howard University. A Criminal History Record Investigation will be conducted. A student must not begin working until all documentation is approved by the Office of Human Resources.

D. Employee Rights and Responsibilities

Rights
  1. Information regarding their financial aid offer amount, rate of pay, average number of hours per week, and general work-study procedures.
  2. Instructions regarding procedures to be followed if the student cannot report for a scheduled work period.
  3. A clearly defined work schedule, which accommodates the student’s course schedule and academic requirements.
  4. Adequate training to perform assigned tasks.
  5. A safe, clean, and professional working environment.
  6. Supervision and direction from Howard University faculty or staff or the staff of the off-campus organization.
  7. Instructions for recording hours worked, as well as information regarding the University’s payroll procedures and payroll calendar.
Responsibilities
  1. Maintain the established work schedule -- If unable to work designated hours, the student-employee must notify the supervisor and mutually arrange a new schedule.
  2. Be punctual -- If delayed or unable to attend work, the student-employee must immediately contact the supervisor.
  3. Notify the supervisor in advance of any absences.
  4. Not work during scheduled class times -- Working during class times is only permitted if an announcement of the cancellation is on Blackboard.
  5. Observe the dress code expected for the work site.
  6. Understand the expectations of the individual supervisor.
  7. Perform all tasks to the best of their ability -- If a student-employee has any questions or problems, they should consult the supervisor.
  8. Notify the Office of Human Resources and/or the Center for Career and Professional Success in the event of an inappropriate work environment.
  9. Maintain professionalism and accuracy in all transactions with the public or campus community.
  10. Spend time at work participating in work activities – Student-employees are not allowed to sleep, read, watch streaming services, study or do homework while working. If a supervisor allows a student to work on homework, it must be while serving a need of the work site at the same time (i.e., answering the phones, greeting visitors, etc.).
  11. Adhere to rules and regulations established for student-employees at the work site.
  12. Submit a completed Federal Work-Study Handbook Acknowledgement to the Center for Career and Professional Success.
  13. Students can only work in one Federal Work-Study position each semester. Federal work-study students are NOT permitted to hold multiple positions during the semester.

E. Timesheet Guidelines

Rules & Rights
  1. Student-employees are not allowed to work during scheduled class time unless a notice of cancelation from Blackboard is provided to their supervisor.
  2. Student-employees may work a maximum of 20 hours per week while school is in session.
  3. Student-employees may not work more than eight hours per day, on any given day.
  4. A minimum 30-minute break is required for students working more than six consecutive hours. A minimum 1-hour break is required for students working more than eight consecutive hours.
  5. Time & Attendance forms AND Workday entries must be completed.
  6. Workday time entries are submitted to CCPS and Time & Attendance forms are submitted to direct supervisors. Both submissions are due by the Wednesday at 4pm before the end of each pay period. See the Howard University payroll schedule for pay period dates.
  7. Time & Attendance forms must be signed by the student and the supervisor before processing. Students must also submit their daily hours worked in Workday according to what supervisors have signed off on. *NO SCREENSHOTS*
  8. Students who fail to turn in Time & Attendance forms to the supervisor may not return to work until they have done so.
  9. Late Timesheets: Any timesheets submitted after the due date must be accompanied by a letter explaining the reason for the late submission. The letter must be on official department letterhead. The deadline for late submissions is by the next pay period due date. Three late submissions constitutes grounds for termination and potential dismissal of the supervisor depending on the circumstances.
  10. Please do not email timesheets to fws.jobs@howard.edu or to the Federal Work-Study Placement Specialist, Ms. Priscilla Hudson.
  11. Federal Work-Study Student’s timesheets should only reflect dates once you received a copy of the Work Authorization Form and not before.
  12. If students have any questions about accessing Workday, please refer them to the attached instructions from HR or have them contact ETS at helpdesk@howard.edu or 202.806.2020.
  13. Students are paid biweekly according to the Howard University payroll schedule.

Failure to meet these requirements will result in a delay of payment to the student- employee and possible non-renewal of the agreement with the off-campus organization for the following academic year.

Student-employees will only be paid for hours worked. If any student-employee intentionally submits fraudulent time entries or timesheets to their employer, the Center for Career and Professional Success will refer the student to appropriate personnel for disciplinary action.

F. Pay Rates

Pay rates are already predetermined by Financial Aid and are according to the Student's Classification (determined by credit hours). Pay rates are set at the beginning of the academic year and are not adjusted between semesters.

Federal Work-Study Students Pay Rates

Freshman: $16/hour | Suggested Weekly Hours: 10.5 hours*

Sophomore: $17/hour | Suggested Weekly Hours: 10 hours*

Junior: $18/hour | Suggested Weekly Hours: 9.5 hours*

Senior: $19/hour | Suggested Weekly Hours: 9 hours*

Graduate Student: $21/hour | Suggested Weekly Hours: 8.25 hours*

*The "Suggested Weekly Hours" is calculated by taking the average award of $5,000 ($2,500 for Fall & Spring semesters) divided by the classification's payrate and dividing that result by 30 weeks (average of 15 weeks per semester - number of weeks does not include Finals Weeks). Students should use their Earnings Tracker to monitor spending of their federal work study funds.

G. Cancellation

Grounds for Cancellation of Award
  1. Fails to maintain satisfactory academic progress
  2. Fails to report to the work site within seven days of the starting date on the Work Authorization Form
  3. Has received additional aid or scholarships of which the Office of Financial Aid was unaware of at the time the work-study offer was made.

H. Termination

The work site supervisor may terminate the employment of a student-employee whose job performance, conduct, and/or dependability is unacceptable according to departmental and work-study standards. The supervisor is responsible for justifying the termination and notifying the Center for Career and Professional Success and Human Resources. Improper use of university property and falsification of timesheets will result in termination without grounds for appeal.

Students can also be terminated for the following:
  • Working during scheduled class times (without prior authorization by providing a notice of cancelation from Blackboard to student's supervisor)
  • Failing to submit a timesheet for two consecutive pay periods, if employed by an off-campus organization.
  • Submiting timesheets late three times (on the third late submission, the student faces termination depending on the circumstances regarding the late submissions).

I. Rehire Procedures

Student-employees who are seeking to be rehired must be eligible and have been offered work-study funding as a part of their financial aid award. A new application for the desired position will need to be submitted via Handshake.

J. Telework Policy

This policy has been adopted for federal work study use in light of the COVID-19 pandemic. Updates to this policy will be provided as they become available.

Howard University (“University”) supports telework as a viable work option, when appropriate. Telework allows employees to work from home or an offsite work station for all or part of their workweek. Howard University considers telework to be a viable, flexible work option when both the employee and the job are suited to such an arrangement. Telework may be appropriate for some employees and jobs but not for others. Telework is not an entitlement and in no way changes the terms and conditions of employment with Howard University. It is deployed in appropriate situations in which the employee’s work can be performed reasonably at an alternate location to the employee’s HU office, without compromising work quality, productivity, customer service, or required office coverage.

This policy applies to all regular full-time and part-time, non-union, non-faculty and non-student employees. Telework as a reasonable accommodation, for a qualified employee with a disability, is not the subject of this Telework Policy. Those requests must be submitted to the Office of Equal Employment Opportunity within the Office of Human Resources.

Rationale

Telework requires employees to establish appropriate work environments at alternate locations to ensure the continuity of business operations. This policy provides guidance to managers and employees.

A. Telework Arrangements

Telework shall only be scheduled as follows:

  1. Regular: a recurring arrangement generally consisting of the same day or days each week when an employee works at the alternate location. Regular telework arrangements can be for a finite or indefinite period.
  2. Occasional (Non-Emergency): a sporadic occurrence from time to time, generally on an as-needed basis.
  3. Emergency: telework precipitated by a crisis or other emergency that significantly disrupts a facility or facilities or the physical operation of a department. When needed to achieve business continuity and to maintain critical functions, operations, and services, telework arrangements may be established until normal operations can be restored at the regular work location. Temporary changes to the telework policy may be made in times of University emergencies. These changes will be communicated via the Human Resources website or through official email communication from University leadership.

In all cases, telework arrangements are revocable and can be discontinued at any time when it is in the judgment of the department or the best interest of the University.

B. Guidelines for Telework
  1. Teleworkers are expected to adhere to all applicable University rules, regulations, policies and procedures while working at their alternate locations, including but not limited to policies regarding security and confidentiality of University property and information, EEO, Title IX and Acceptable Use policies and the Howard University Employee Handbook.
  2. Work should be equitably distributed so that telework schedules do not require in-office staff to perform the teleworker’s duties. Teleworker’s phone calls should be forwarded to his/her home office, off-site phone, voice mail or University-issued cell phone. Care should also be taken to ensure that teleworkers continue to have access to needed office support.
  3. Communication during telework may be by phone, email, text (which must be stored/saved in the same manner as work-related emails), fax, videoconferencing, or other agreed upon means. The teleworker must be reachable during work hours and follow all policies established by the University’s Enterprise Technology Services (ETS).
  4. In accordance with the provisions of the Howard University Employee Handbook, management must authorize overtime in advance and communicate “call back” times for all nonexempt employees. Compensation or compensatory time off for exempt employees may be authorized by management according to the provisions of the University’s employment policies.
  5. Telework is for work purposes only and is not to facilitate, unless authorized for medical purposes, any other personal need. This includes ensuring that teleworkers have regular dependent care and understand that telework is not a substitute for dependent care. Under circumstances of a national or local state of emergency affecting childcare and K-12 education, exceptions may be made for employees with caregiving responsibilities.
  6. Either management or the employee may terminate the telework arrangement for any reason and at any time. Management may terminate an employee’s telework arrangement without notice but, when possible, should provide an employee with as much advance notice as feasible, but no less than two consecutive workdays.
  7. Office needs take precedence over telework days. A worker must forgo telework for any scheduled telework day if their supervisor determines they are needed in the office.

III. Policies and Procedures for Supervisors

A. Hiring a Work-Study Student-Employee

Requirements
  1. All employers are required to attend the mandatory work-study supervisor training at least once every two years.
  2. A Work-Study Agreement for the upcoming academic year will be sent after training and will need to be completed and submitted. The agreements must contain: a.) A job description for each position which lists duties and responsibilities, as well as required knowledge and skills; b.) The name and address of the work site; c.) The supervisor’s name, email, and telephone number; and d.) An IRS letter verifying tax exempt status, for off-campus, community service organization.
  3. Work-Study Agreements will be reviewed by the Campus Placement Specialist, Associate Director, and Executive Director of the Office of Financial Aid. If approved, the signed agreement will be returned to the organization.
  4. The organization will post all positions in Handshake. Once the posting has been approved, all eligible students with work-study eligibility will be able to apply.
Responsibilities
  1. Timely approval and submission of approved Time & Attendance forms to the Center for Career and Professional Success. Time & Attendance forms are completed electronically by students and must be approved by the direct supervisors. The approved version with both student and supervisor signatures is uploaded to a CCPS-provided SharePoint folder. The deadline to upload approved Time & Attendance forms is the Thursday at 4pm before the end of the pay period. See the Howard University payroll schedule here.
  2. Late Submissions: Any timesheets submitted after the due date must be accompanied by a letter explaining the reason for the late submission. The letter must be on official department letterhead. The deadline for late submissions is by the next pay period due date. Three late submissions constitutes grounds for termination of the student and potential dismissal of the supervisor depending on the circumstances.
  3. Supervisors are responsible for communicating clear expectations to their employees. Students that fail to meet expectations or set standards must be issued at least one verbal warning and two written warnings prior to being terminated. Supervisors considering termination must communicate this to the Center for Career and Professional Success.
  4. Supervisors must notify the Center for Career and Professional Success as well as the Office of Financial Aid via email if any of the following occur:
  • the FWS employee stops working or fails to report for 3+ consecutive scheduled workdays.
  • the FWS employee fails to comply with department policies and procedures.
  • the FWS employee is being terminated.
  • a written warning is issued to the FWS employee.

B. Interviewing Student-Employees

Supervisors will be notified when students apply for their positions. After reviewing the students’ resumes, the supervisor will need to contact the students to arrange interviews. It benefits both the employer and the potential student-employee to discuss the following during the interview:

  • Description of job duties
  • Experience and skills needed to perform the job
  • Personal conduct and dress expected
  • Hours of operation and student’s schedule of weekly hours
  • Training and mentoring provided
  • Expected date by which a hiring decision will be made and start date (start date cannot be sooner than the start of classes). Please note that the employment laws that apply to interviewing regular employees also apply to the interviewing of student-employees.
How to Prepare for the Interview:
  • Write interview questions that are criterion-based, behavior-based, job related, and non-discriminatory.
  • Decide whether skills testing will be required.
  • Set aside enough time to do an interview of substance that covers all requirements for the student-employee to successfully perform the job.
  • Give each candidate a copy of the position description.

C. Conducting the Interview

  • Make the candidate feel welcome and at ease.
  • Give the candidate an overview of how the interview will run.
  • Wait for good answers and avoid talking too much.
  • Review attitude toward previous employment experiences and supervisors, and the expected schedule.
  • Determine interests, goals, strengths, and challenges.
  • Take notes during interview as needed to make a hiring decision later.

D. The Hiring Process

Employers should notify the student of the hiring decision within one to three days to ensure timeliness and update the student status in Handshake to “hire.” Complete the Job Placement Form. Student-employees are paid by the hour and paychecks are issued via direct deposit biweekly. The hourly rate is predetermined based on the student's classification by the Office of Financial Aid. Holidays, weather-related cancellations, and sick days are not to be counted as hours worked. Student-employees are not paid for lunch or break periods. Overtime is not authorized for work-study student- employees. Please remember the following guidelines for a student’s eligibility to work:

  • Students may not begin work prior to receipt of the work authorization form from the Center for Career and Professional Success. The work authorization form is only received after completion of Center for Career and Professional Success onboarding documents and Human Resources clearance.
  • Students are not allowed to work during scheduled class time, except in circumstances in which a notice of cancelation from Blackboard has been provided to the supervisor.
  • Students must be enrolled at least half-time (6 hours for undergraduates, 4 hours for graduate and professional students) to be eligible to work.
  • Work-study funding will be canceled if the student drops below half-time status or withdraws from the Howard University.
  • Students may work up to 20 hours per week during normal school sessions.
  • A minimum 30-minute break is required for students working more than six consecutive hours. A minimum 1-hour break is required for students working more than eight consecutive hours.
  • Students are paid biweekly according to the Howard University payroll schedule.

Employment of Minors: Employees are required to consult with and obtain written approval from the Office of Human Resources prior to hiring anyone who is under the age of 18.

E. Orienting Student-Employees

Good personnel practices require that every employee be oriented to the organization of the workplace and trained to perform necessary tasks. It benefits both the department/organization and the student to establish a formal training program and keep the lines of communication open, clear and constructive. Spend enough time discussing the following to prevent future confusion:

  • Performance standards
  • Variations in work schedules for holidays and examination periods
  • The student’s responsibility for University facilities and equipment
  • Safety and health practices
  • Training in skills and procedures necessary to perform the job
  • Confidentiality of records and files under FERPA
  • System access and security procedures
  • Procedures for recording hours worked and completing timesheets
  • Dress code in the workplace
  • Telephone etiquette
  • “No homework” policy -- Student-employees are not allowed to study or do homework on the job unless they are fulfilling a role for the work site at the same time, such as answering phones, covering a reception desk, etc.
  • Policy prohibiting smoking on-campus and at the work site
Provide answers to the following questions:
  1. Who is the student’s supervisor?
  2. To whom should the student direct problems or questions?
  3. Who should be contacted in case of absence or change in work schedule?

F. Work-Study Supervisor FAQs

When can a student-employee start working?

Once the student has completed the interview process, the student will be contacted by the FWS team to complete their onboarding documents with Center for Career and Professional Success and to begin the Human Resources clearance process (signing up for direct deposit, completing an I-9, and a background check). Upon successful completion of these two tasks, the FWS Work Authorization Form will be generated and submitted to the Office of Financial Aid so the student may begin work. The student cannot have a delinquency or financial hold with Howard University. Once all documents have been received, a start date will be requested from HR. This date will be sent to the department/organization and student. A student must not begin working until all documentation is approved.

Are student-employees required to take lunch breaks?

All student-employees are entitled to have an unpaid 30-minute lunch break if they work six consecutive hours. If a student-employee works eight hours, they are entitled to take an unpaid lunch break of one hour. This should be noted in the time reporting system.

How are late timesheet submissions handled?

Any timesheets submitted after the due date must be accompanied by a letter explaining the reason for the late submission. The letter must be on official department letterhead. The deadline for late submissions is by the next pay period due date. Three late submissions constitutes grounds for termination of the student and potential dismissal of the supervisor depending on the circumstances.

What is required if I need to rehire a student?

The first step would be to reach out to Priscilla Hudson, Career Placement Specialist, via email at priscilla.hudson@howard.edu. Provide the name of the student that you are looking to rehire in your inquiry so she may verify if the student has been awarded federal work study again and whether the student has attended orientation. Next steps will be provided based on the student's status.

G. Terminations

If student-employees do not perform their duties satisfactorily and need to be terminated, the supervisor must discuss the matter with the Campus Placement Specialist prior to terminating the student. Supervisors must have issued at least one verbal warning and two written warnings prior to terminating the student. Improper use of university property or falsification of timesheets will result in termination without grounds for appeal.

Center for Career and Professional Success

Email: fws.jobs@howard.edu

Address:

C.B Powell Building, Suite 212, 525 Bryant Street, NW, Washington, DC, 20059

Office Hours: Monday – Friday, 8:30am – 5:00pm

The Office of Financial Aid

Email: finaid@howard.edu

Phone: 855-490-2875

Address: 2400 6th Street NW, Suite 205, Washington, DC 20059

Office Hours: Monday – Friday, 8:30 am – 5:00 pm

Appointment Hours: Monday – Friday, 9:00 am – 3:00 pm

For questions or concerns regarding this document, contact us at fws.jobs@howard.edu.

“Excellence in Truth and Service”

We want to hear from you! Tell us how we are doing here.

FWS.jobs@howard.edu | howard.joinhandshake.com | careerservices.howard.edu

About Us

Melissa Knight, M.Ed., Interim Director

The Center for Career and Professional Success promotes the integration of career services within the institution’s overall student success strategy. We consist of three components:

  • The Howard Career Community powered by Handshake
  • Employer Engagement & Recruitment
  • Experiential Learning, Federal Work-Study, and Campus Employment

We strive to embody the core principles of "Excellence in Truth and Service" through our service delivery, knowledge, and efficiency. We are committed to being at the forefront of developing a sustainable service model for the virtual delivery of career services.

We look forward to serving the Howard University community!'

Federal Work-Study & Campus Placement Team

Priscilla Hudson, Career Placement Specialist

Bison SAFE: The University's Pandemic Response

Howard University’s pandemic response is built with the goals of Bison SAFE at heart: Supporting our community; Advocating for high-risk populations; Facilitating ethical, culturally sensitive, and inclusive research; and Educating the public on best practices for safety.

Created By
Howard University Center for Career and Professional Success
Appreciate

Credits:

Created with images by cocoparisienne - "bible book page font" • nattanan23 - "money profit finance" • weinstock - "paper school white" • Hermann - "books education school"