Guidelines for Student Employees - Financial Services - Antioch University New England

Student Employee Guidelines

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

Introduction

Antioch New England employs students in a variety of positions. Most student employees are hired and paid as part of the Federal Work Study (FWS) Program which is administered by the Financial Aid Office. A limited number of student positions are funded by individual offices and departments (Non-FWS). Specifics of both types of jobs are covered in these guidelines. Except where noted, the following guidelines apply to students working in either FWS or Non-FWS jobs.

Purpose of the Federal Work Study (FWS) Program

The purpose of the Federal Work-Study Program is to stimulate and promote the part-time employment of students who are in need of earnings from employment to pursue a course of study. It is the policy of Antioch New England to award work-study to students doing work that supports the various needs of academic and administrative departments or to students doing internships or practica on campus. For the purpose of these guidelines, these positions are simply called “jobs.”

Funding for Federal Work Study (FWS) Jobs

Funding for the Federal Work Study Program comes from the U.S. Department of Education. Antioch New England receives an annual allotment sufficient to fund jobs for approximately 10 - 15 percent of our students. As a recipient of federal financial aid funding, Antioch New England’s Work Study Program is subject to numerous regulations that govern these programs.

How Federal Work Study (FWS) Funds are Awarded

Federal Work Study is a need-based financial aid program. Students who wish to be considered for Federal Work Study funding must apply for Financial Aid each year following the steps outlined on the Financial Aid Check List. Antioch New England’s Federal Work Study allotment is not sufficient to fund all students who apply and have need.

Antioch University New England will award the highest need students who meet the priority application deadlines (March 1 for continuing students, new students with a summer start date and new PsyD students and June 1 for all other new students) until the allocation is exhausted. Students will be informed of their Work Study Award along with loan eligibility on the Award Year Notification. Notification for students who apply by the priority deadline will normally take place in late spring.

IMPORTANT NOTE: A Federal Work Study Award is not a guarantee of Employment. We are unable to guarantee that there will be an exact match between the needs of various offices/departments on campus and the skills/talents and schedule requirements of students with Federal Work Study Awards. Furthermore, the award amount is a cap or limit on the amount that may be earned rather than a guaranteed amount of money that a student will receive.

Finding and Applying for a Job

How to Find a Work Study Job on Campus (FWS)

The Financial Aid Office will maintain a posting of all on-campus jobs on ANE’s Financial Aid Web Site beginning late spring when Work Study Awards are released. The posting will contain job descriptions including hours required and the person to contact. Students with work study awards may review postings and contact the supervisors directly in the office/department where the job opening is located. Some offices/departments may request a resume. A work study award can be used only for jobs which have been approved and posted by the Financial Aid Office. Only students with work study awards can apply for work study jobs.

Once a job offer is made, the hiring supervisor will complete the Student Work Agreement which the student should then sign and return to the Financial Aid Office.

How to Find a Non-FWS Job on Campus

An extremely limited number of jobs for students that are not funded by the federal work study program may occasionally become available. Students do not need to have a Work-Study Award to work in one of these jobs. These jobs may be posted on first class by the office or department with the open position only after it has been posted for at least 3 weeks on the FWS job posting site. Each NON-FWS position is considered on a funds available basis and must be approved in advance by Human Resources. Students should not begin working in any position without an approved Student Work Agreement.

Required Paperwork

All students (FWS & Non-FWS) must complete the following paperwork before beginning work:

W-4 (FWS and Non-FWS). Students normally need to complete this form only once. However, if a student moves, has a name change, or wishes to change the number of exemptions, it is necessary to complete a new W-4. Download W-4 (PDF 224K).
I-9 (FWS and Non-FWS new student employees only). The Student should complete the top section of the I-9 form and bring it to the Financial Aid Office along with a U.S. Passport or two other forms of identification described on the back of the form. The Financial Aid Office must inspect original documents; photocopies of these documents are not sufficient. Download I-9 (PDF 959K).
Confidentiality Statement (FWS and Non-FWS new student employees only). Download Confidentiality Statement (PDF 10K).
Automatic Deposit (optional and recommended for FWS and Non-FWS new student employees). This form is normally completed only once unless the student changes banks and enables direct deposit of a student’s paycheck to their checking account. Download Deposit Authorization Form (PDF 12K).
Student Work Agreement (for each job performed). FWS students will receive a Student Work Agreement with the Award Year Notification. FWS students should have their Student Work Agreement available when interviewing for jobs on campus as this will be the prospective supervisor’s indication that the student has a Work Study Award. Students who are applying for Non-FWS jobs will receive their Student Work Agreement from the job supervisor if they are hired.
Students who are receiving work study funding for internship/practicum work must submit a copy of the practicum contract or Form 1.

Pay Rate

As of January 1, 2007, all student employees are paid $12.00 per hour. View Student Pay Schedule (PDF 23K).

How to Get Paid

Teaching Assistants (T.A.s), Research Assistants (R.A.s), Intern and Practicum Students

Students who are hired as T.A.s and R.A.s or who are doing internship/practicum work on campus, will be paid on the bi-weekly payroll as salaried employees. This means that the total award will be divided equally over the course of the number of bi-weekly pay dates in the contract period, and time slips are not required. (FWS and Non-FWS) Students and supervisors must document that the student is working according to the terms of the student work agreement.

All Other Student Assistants

Students working on campus in all jobs other than T.A., R.A., practicum, and internship positions must submit time slips for hours worked according to the published payroll schedule (PDF 23K). Students should save an electronic time slip and instructions on their desktop. Click here to access the time slip and instructions (PDF 38K). Students with Federal Work Study awards should complete the FWSP Time Slip. Students who are working NON-FWS should complete the NON-FWSP Time Slip. It is the responsibility of the student to complete the time slip and obtain the supervisor’s signature and to deliver the time slip to the Financial Aid Office on or before the published deadlines for each payroll. The student’s signature is required. If the Financial Aid Office receives an incomplete time slip, we will notify the student via first class. It will then be the student’s responsibility to pick up the time slip and obtain necessary signatures. Incomplete and late time slips will result in payment delays.

Method of Payment

Student employees are encouraged to sign up for automatic deposit. Forms are available in the Financial Aid Office. Students who have signed up for automatic deposit will receive payment directly into the bank account of their choice each pay day and will receive confirmation by mail. Pay checks for students who do not sign up for automatic deposit will be mailed each pay day.

Benefits & Expectations

Benefits (FWS & Non-FWS)

Workers’ Compensation: Student employees are covered by workers’ compensation insurance and may be compensated for lost work time and/or payment of medical expenses resulting from injuries sustained on the job. If a student is injured on the job, it is the student’s responsibility to notify the supervisor and the Director of Financial Aid immediately. It is very important that any accident is reported at the time that it occurs, since medical problems resulting from an accident may arise at some time later. If the accident has not been reported, the processing of a claim at a later date could make the determination of eligibility more difficult.
Social Security: Social Security (FICA) is not normally deducted from student paychecks. There are some exceptions, however: students who are registered for less than 12 credits and work more that 16 hours per week on campus and students who work off campus, regardless of the hours worked or the number of credits registered for, are NOT FICA exempt.
Other benefits: As part-time, temporary employees, work study students are not entitled to paid holidays, sick time, vacation, and health insurance or unemployment benefits. Students are not entitled to paid lunch breaks.

Staff Lounge (FWS & Non-FWS)

As an ANE employee, you are welcome to use the staff lounge located on the first floor administrative wing on the days that you work. This includes use of the refrigerator, microwave, spring water, coffee, etc. Please refrain from inviting non-working students to join you, as this is a staff area. Food and beverages in the refrigerator are not meant to be shared. Employees bring their own lunches and snacks.

Breaks

Any student who works 5 or more consecutive hours must be given at least a 1/2 hour unpaid lunch break unless office/department policy allows students to eat on the job while working. If a student is permitted to work and eat at the same time, an unpaid lunch break is not required. Unless an employee works and eats through lunch, lunch breaks for hourly employees at Antioch (students and non-students) are always unpaid and the hours recorded on a time slip should reflect this. For example, if a student’s scheduled shift is 8:00 a.m. - 3:30 p.m. and the student takes a 1/2 hour lunch break away from the library, the time slip would reflect 7 hours. The department may have a policy that allows for a longer unpaid lunch break (1 hour for example). It is our experience that most students prefer to stick with 1/2 hour to maximize earnings per shift.

State labor law requires no additional breaks (paid or unpaid).

Expectations (FWS & Non-FWS)

Students working through the work study program, represent Antioch University New England not only as a student but as an employee. It is expected that the student’s behavior on the job will reflect that responsibility.

Students are expected to give the same performance as would be given to any employment situation. Reciprocally, students should expect supervisors to be fair, courteous and professional.

Confidentiality (FWS & Non-FWS)

All student employees are required to sign a confidentiality statement agreeing that any information that is made available as part of the job at ANE will remain strictly confidential. Any breach of confidentiality is grounds for termination of employment. Students should direct any questions about confidentiality directly to their work supervisor.

Use of Office Equipment (FWS & Non-FWS)

As with any other employee, it is assumed that a student employee will not take advantage of their position when it comes to use of photocopy machines, phones, postage machines, computers, fax machines, etc. The work supervisor should be consulted for guidelines in this regard.

Length of Commitment

For FWS jobs, a commitment of at least one term is required unless otherwise indicated on the job posting. For Non-FWS jobs, the length of commitment varies and is indicated on the Student Work Agreement.

Work Schedule (FWS & Non-FWS)

The student is expected to discuss any changes in the work schedule far enough in advance to allow all parties the opportunity to make alternative arrangements as necessary. When putting a schedule together, the student should be as specific as possible about availability. Obviously students may not be scheduled to work during a scheduled class. Students are required to get the supervisor’s approval before taking time off from their regular schedule.

Students are not permitted to work more than 25 hours per week while classes are in session and the maximum for international students is 20 hours per week. The actual number of hours per week that a student works is determined by the student’s award and student work agreement.

The student and supervisor must work together to make certain that the amount allotted on the award is not exceeded. In the unlikely event that a student overworks their award, amounts earned in excess of the awarded amount will be charged to the department.

Other Policies & Procedures

Termination of Employment (FWS & Non-FWS)

A student employee may be dismissed from a position for any infraction of standard employment practices including but not limited to, unexplained absences, frequent tardiness, unsatisfactory performance, uncooperative attitude, breach of confidentiality, theft, endangerment of life or property, or falsification of time slips.

Changing Jobs

As was previously indicated, students are normally expected to commit at least one term to a job. In the event that a student wishes to change jobs, the Financial Aid Office must be informed and a new student work agreement must be completed. It is also expected that a student who makes a decision to change jobs would give a 2 week notice to the supervisor of the job they are leaving.

Grievance Procedures (FWS & Non-FWS)

All employees of Antioch University New England have the right to fair, prompt, and impartial consideration of all complaints related to their employment. Should complaints arise, the student should pursue a grievance directly with the person with whom the complaint exists. In the event that the issue cannot be resolved at that level, the student should then direct the grievance to the work supervisor. If a resolution cannot be reached at this level, the student has the right to appeal to the Director of Financial Aid. In exercising this option, the appeal must be submitted in writing.

Upon receipt of the written appeal, the Director will review the specifics of the grievance with the employee(s) involved. The decision of the Director will be final.

International Students

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). Since students with Federal Work Study funding receive priority for open positions, on-campus work for international students is extremely limited. Eligible international students working at Antioch University New England must be paid $12.00 per hour (effective January 1, 2007).

International students must complete and submit the following forms to the Office of Human Resources before beginning work:

Student Work Agreement from supervisor
W-4 Form
Employment Eligibility Verification Form (I-9)
Confidentiality Statement

Student Volunteers

Volunteer positions on campus are possible, however, these positions must not be similar in any way to a position for which a student has been or would normally be paid.
An on-campus practicum or internship may not be on a volunteer basis.
A paid position may not be turned into an unpaid position due to inadequate funding.
A student may not remain in a paid position as a volunteer once the maximum FWS award has been earned.