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Guidelines for Employing Students - Financial Services - Antioch University New England

Guidelines for Supervisors

Federal Work Study Program | Job Openings | Propose/Reactivate a Job
Guidelines for Supervisors | Employing Non-FWS Student
Student Employee Guidelines

Table of Contents

As Antioch New England is a recipient of Federal Work Study funding, federal regulations regarding student employees must be followed. The following guidelines must be followed for all students, both Federal Work Study (FWS) and non-Federal Work Study (Non-FWS), who are employed on campus. Supervisors are responsible for being familiar with these guidelines as well as the Guidelines for Student Employees.

FWS vs. Non-FWS?

Students with Federal Work Study (FWS) awards have been identified as our most needy students through the Financial Aid Application process and should therefore receive priority consideration in filling positions on campus. All positions for students must be posted on the Federal Work Study Section of the ANE web site in order to be approved for Federal Work Study and Non-Federal Work Study. This enables students with FWS awards to be aware of all possible jobs. Supervisors should submit their positions for approval online here. Positions that have been approved by the Financial Aid Office will be posted at the FWS Job Openings site.

Occasionally, an office/department may not find a student with necessary specific skills and availability for a critical position. In this case, it may be appropriate to request consideration for hiring a student that does not have a Federal Work Study Award (Non-FWS). These requests may be approved by Human Resources for critical positions on a funds available basis. A request to fill a position with a NON-FWS student must be submitted to the Financial Aid Office. The Financial Aid Office will verify that the position was appropriately posted and forward the request to Human Resources. The supervisor will be notified if the position can be approved NON-FWS. It is very important that this process take place before the position is offered to a student without a FWS award. No student should begin working without an approved student work agreement. A department/office interested in hiring a student Non-FWS, should follow the procedures below after reviewing the new Non-FWS Hiring Guidelines.

Posting FWS Jobs

  1. All jobs with accompanying descriptions and required qualifications must be posted on the FWS web site. Jobs can be added, edited, and reactivated by supervisors using this link.

    2. Please note: Student Work Agreements for jobs that are not posted will not be approved.

  2. To deactivate a position that has been filled, please notify the Financial Aid Office via First Class.
  3. All job descriptions are stored on the web site and may be edited, reactivated, and deactivated as the need arises.

Criteria for Eligible FWS Jobs

  1. The job must be work that the institution would normally pay someone to do. Once a job is a paid FWS position, it cannot become a volunteer position the next term in the event that there is not a student with a FWS award to do the work.
  2. Duties in the job description must be considered the work of the Institution. A student employed under the Federal Work Study Program may only assist an Antioch employee with duties directly related to the employee's official job description at Antioch. For example, if a faculty member is earning income from a source other than Antioch as a consultant, a FWS student may not assist the faculty member with work associated with the consulting job.

    3. Practicum/Internship Students

    1. All practicum/internship students (FWS and Non-FWS) working within a department at the Antioch New England campus, must be paid $12.00 per hour (effective January 1, 2007), for all hours required by the student’s program. The total number of hours multiplied by the rate of pay is then paid as a stipend divided equally over the period of the practicum/internship. Note: All students must be paid for hours worked on campus.

      Note: All students must be paid for hours worked on campus. We may not accepet voluntary services from a paid student employee. If the practicum involves more than 15 hours per week (the standard FWS award) or if the student does not have a FWS award sufficient to cover the practicum hours, the academic department will need to pay for the additional hours not covered by FWS.

      Practicum/Internship students complete the same paperwork that is required of Student Assistants (see below). In addition, a copy of the practicum/internship contract or Form 1 is required. All paperwork must be submitted to the Financial Aid Office before the student can begin work. This applies to FWS and Non-FWS students. If a department allows a student to begin work before the forms are completed and approved by the Financial Aid Office, the employing department will be responsible for paying for all hours worked prior to approval.

      The employing department will receive notification (copy of Student Work Agreement) from the Financial Aid Office, indicating whether or not the student has been approved for FWS. Once a student begins work, ANE is required by law to pay for hours worked whether the student is approved for FWS or not.

    2. All student employees are covered by Workers Compensation at a cost of $.46 per pay period. If a student is injured on the job, the Office of Human Resources must be notified immediately as we have only five days to notify the state.

    3. If the employing department operates with grants and contracts, it will pay 25% of the total student stipend if the student is FWS approved. All other departments will not be charged.

    Student Assistants

    1. All students (FWS and Non-FWS) working at the Antioch New England campus, must be paid $12.00 per hour (effective January 1, 2007), for all hours worked. Students must complete time slips on a bi-weekly basis. Note: All students must be paid for all hours worked on campus.
    2. The following forms must be completed and returned to the Financial Aid Office before the student can begin work. This applies to FWS and Non-FWS students.

      If a department allows a student to begin work before the forms are completed and approved by the Financial Aid Office, the employing department will be responsible for paying for all hours worked prior to approval.

      The employing department will receive notification (copy of Student Work Agreement) from the Financial Aid Office, indicating whether or not the student has been approved for FWS. Once a student begins work, ANE is required by law to pay for hours worked whether the student is approved for FWS or not.

    3. All student employees are covered by workers compensation at a cost of $.46 per pay period. If a student is injured on the job, the Office of Human Resources must be notified immediately as we have five days to notify the state.
    4. Departments operating with grants and contracts will pay 25% of the total student wages if the student is FWS approved. This expense will be charged to the FWSP Match line item of the department budget. (All other departments are not charged for FWS approved students).
    5. Student Assistants may work a maximum of 25 hours per week while attending classes and 35 hours per week during semester breaks. In the event that hours exceed 40 in a given week, time and a half will be charged to the employing department.

    Teaching and Research Assistants

    1. All Teaching and Research Assistants (FWS and Non-FWS) working within a department at the Antioch New England campus, must be paid $12.00 per hour (effective January 1, 2007). The total number of hours multiplied by the rate of pay is then paid as a stipend divided equally over the period of the Student Work Agreement dates.

      2. Note: Students must be paid for all hours worked on campus. In other words, we may not accept voluntary services from a paid student employee.

      Students are required to work the total number of hours specified within the Student Work Agreement. If the position changes and fewer hours are required by the employer or are worked by the student, the Financial Aid Office must be informed in writing.

    2. The following forms must be completed and returned to the Financial Aid Office before the student can begin work. This applies to FWS and Non-FWS students.

      If a department allows a student to begin work before the forms are completed and approved by the Financial Aid Office, the employing department will be responsible for paying for all hours worked prior to approval.

      The employing department will receive notification (copy of Student Work Agreement) from the Financial Aid Office, indicating whether or not the student has been approved for FWS. Once a student begins work, ANE is required by law to pay for hours worked whether the student is approved for FWS or not.

    3. All student employees are covered by workers compensation at a cost of $.46 per pay period. If a student is injured on the job, the Office of Human Resources must be notified immediately as we have five days to notify the state.
    4. Departments operating with grants and contracts will pay 25% of the total student wages if the student is FWS approved. This expense will be charged to the FWSP Match line item of the department budget. Other departments will not be charged.

    International Student Employees

    1. International students with F-1 student Visas must first check with the Office of Human Resources to determine if they are eligible to work in the United States. (Note: international students are not eligible for Federal Work Study Funding and the procedure for hiring Non-FWS should be followed). If eligible to work on campus, students working within a department at the Antioch New England campus, must be paid $12.00 per hour (effective January 1, 2007). Students will complete time slips on a bi-weekly basis.
    2. The following forms must be completed and returned to the Office of Human Resources before the student can begin work:
    3. All student employees are covered by workers compensation at a cost of $.46 per pay period. If a student is injured on the job, the Office of Human Resources must be notified immediately as we have five days to notify the state.
    4. International students may work a maximum of 20 hours per week on campus. Actual weekly hours are determined by the approved student work agreement.

    Student Volunteers

    1. Volunteer positions on campus are possible, however, these positions may not be similar to a position for which a student has been or would normally be paid.
    2. Once a particular job is completed by a volunteer, it must always be a volunteer job. If a job has always been a paid job, it must continue to be a paid job.
    3. An on-campus practicum or internship may not be on a volunteer basis.

    Terms and Conditions (the fine print)

    The employing office/department assumes the following responsibilities for its student employees:

    Tracking Hours Worked and Time Slips
    Supervisors of student assistants must be available to sign time slips on a biweekly basis or make arrangements with the Financial Aid Office to have an alternative signer. The supervisor’s signature on a time slip certifies that the time slip is a true report of the hours worked by the student employee. The student employee and the employing department/office should keep a copy of the time slip. A signed copy of the time slip should be forwarded to the Financial Aid Office on or before each payroll deadline.

    Supervisors of interns, practicum students, teaching assistants, and research assistants must insure that students are completing their work according to the terms of the Student Work Agreement. Because these student employees do not submit time slips, the supervisor is responsible for documenting that students are in fact working the hours for which they are being paid. Any changes in a student’s employment status must be reported immediately to the Financial Aid Office.

    Work Schedule (FWS & Non-FWS)
    Students and supervisors are encouraged to use the number of hours per week on the Student Work Agreement as a guide for planning the work schedule. Under no circumstances should a student work more than 25 hours per week when classes are in session or 35 hours per week during breaks. The maximum for international students is 20 hours per week.

    Maximum Earnings
    The maximum amount a student may earn is reflected on the Student Work Agreement. The student and supervisor must work together to make certain that the maximum amount allotted on the Student Work Agreement is not exceeded. While the Financial Office will attempt to monitor earnings and notify a student who appears to be in danger of exceeding his/her award, it is ultimately the responsibility of the supervisor and student to make certain that students do not exceed their maximum. Since only the original pink copy of the time slip needs to be submitted to the Financial Aid Office, supervisors should retain the blue (office) copies and students should retain the white (employee) copies of time slips for record keeping and tracking purposes. In the unlikely event that a student overworks their maximum allotment, amounts earned in excess of the awarded amount will be charged to the employing department/office.

    Changes in Employment Status
    In the event a student’s employment status changes before the Last Day of Work on the Student Work Agreement, the supervisor is responsible for notifying the Financial Aid Office immediately.


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Last Updated: 4/21/08