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Work-StudySupervisor Training

2015-2016

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What is Federal Work-Study?

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Work-Study is. . .

Federal Work-Study provides part-time jobs for undergraduate and graduate students with financial need, allowing them to

earn money to help pay educational expenses. The program encourages community service work and work related to the

student's course of study.

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2015-2016 Student Awards

Students may received work-study if. . .

1. Meet Department of Education’s criteria.

2. Answered ‘YES’ to the work-study question on the FAFSA.

3. Based upon the student’s need.

4. Date by which the student submitted the FAFSA.

5. Limited ‘pot of money’.

So what if, they did not receive work-study with their award package?

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2015-2016 Student Awards

• Eligible students are awarded up to $3600 for the year.– $1200 per term for a fall, winter and spring year.

• Equals out to be about 11-12 hours per week, based upon minimum wage.

– $900 per term for summer, fall, winter and spring year.• Equals out to be about 9-10 hours per week, based upon minimum

wage.

• Student cannot exceed their awarded amount for the year.

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2015-2016 Student Eligibility

• Student must be registered for classes.• Be meeting Satisfactory Academic Progress.

– 66.67% completion rate and

– 2.0 GPA

• Not exceeding the maximum credit limit for their degree.– 150% times the number of credits for their degree.

• Must apply and receive FWS each year.• Keep in mind that the student cannot work more than 20 hours

per week per Federal regulations.• They can work between terms as long as they are registered

for the following term.• They cannot work over-time and not eligible for fringe benefits.• Students work-study funding may change during the year.

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Supervisor Responsibilities

•All work-study positions are available for viewing at https//jobs.cocc.edu.

– Summer starting positions must be ready before June 8 at which time they will go live.

• Keep in mind that summer term students cannot work before July 1.

– Fall starting positions must be ready before September 14 at which time they will go live.

• Fall term students cannot work before September 28.

– PeopleAdmin training will be held twice - May 21 from 2-3:30 @ Mazama 205 and May 28 from 8:30 -10 @ Pioneer 200D.

If a student works before the start of the term, the department will be responsible for all wages earned.

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Supervisor Responsibilities

• Maintain a “real” job search process for the student.– Students will view jobs using the jobs.cocc.edu website.

– All students will apply electronically. If the student is having issues completing the application, have them contact HR.

– Eligible students will be requested to document work-study eligibility.

• Before they are interviewed, the student must attach the “Award Summary” to document their eligibility. Feel free to contact me if you have questions regarding the student’ work-study award.

– Notify each student applicant if they are not selected or where their application is in the process. This is handled with the PeopleAdmin software.

Do not leave the student hanging!

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Supervisor Responsibilities

• Make sure that all necessary items for your new hire is completed. (see page 4)

– The first day – “Orientation Day”• Introductions – and review of job duties• The student must visit HR to complete the following items:

– Employee Payroll Information– W-4– I-9 (with proper ID)– COCC Information Confidentiality Agreement

• When they get back, they need to complete:– Work-study Orientation (send email to me)– Preventing Harassment in the Workplace and on Campus (print

out certificate and send to me)• Complete and send the FWS Referral Contract to me.

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Supervisor Responsibilities

All forms are available online www.cocc.edu/financial-aid/work-study/.

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Supervisor Responsibilities

• Maintain a record of hours worked.

Any hours over the department and/or student allocations, will be billed back to the department.

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Supervising Your Student

• Establish a working schedule each term.– Students cannot work during their regular scheduled classes.

They may work if the class for the day has been cancelled but the supervisor must ask for documentation.

– Students are not allowed (Department of Education regulations) to be studying during work hours.

• Conduct an informative orientation. (see page 6)

• Maintain a student personnel file. (see page 7)

– Keep copies of paperwork such as: job description, checklist, Referral Contract, timesheets, certificates, warnings and terminations.

• Evaluate your student job performance (see page 6)

– Must be completed after 90 days after first day of work (1term).

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Supervising Your Student

• Safety and Security (see page 7)

– Keys, prox cards or FOBS should not be given to work-study students. In a few cases, supervisors will need to assign one to them. Contact Campus Services for more information

• Do not assign a master key.• Do not give them your keys.• Limit their access.

– ID tags• Must be worn at all times, especially when entering another building.• ID tags are made available at the Information Booth.

Federal regulations state that all work-study students must be supervised!

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Supervising Your Student

• Discuss with your student items such as:– Confidentiality

– Dress codes

– General expectations

– Attendance/punctuality

– On the job injuries

– Timesheets – payroll procedures

– Mandatory reporting

– Appropriate behavior/language

Remember that you are building good working habits. If you do not clearly state your expectations in the beginning, don’t hold the student

responsible. Be a good, mentoring supervisor!

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Supervising Your Student

• Terminating a contract.(see page 10)

– Student Initiated• May terminate their contract at anytime during the term.• It is customary to give 2 weeks notice but a shorter period of time may

be appropriate.

– Supervisor Initiated• Unsatisfactory performance/behavior must be discussed with the

student.– Allow time for student to correct issue.

– Written first warning that include expectations, current performance/behavior, deadline and consequences if issue in not corrected.

• Problems with dishonesty, harassment or theft, the appropriate authorities must be notified immediately.

– Coordinator Initiated• At any time for the following reason but not limited to:

– Aid eligibility

– No enrollment

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Supervising Your Student

Regardless of who is terminating the contract, complete the Job Termination form and mail to me.

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Remember that Work Study is a federally funded program. To remain in compliance, we must blend guidelines and regulations developed by the Federal Government, Department of Education, State of Oregon and COCC.

Thanks for listening.

Deborah Lehto

Federal Work-Study Coordinator

Boyle Education Center

541-383-7263

dlehto@cocc.edu

Questions?

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Questions?Questions?

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PeopleAdmin 7

As a user you can– Create and post positions– View postings– View candidate application materials– Print application materials

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Getting Started in PeopleAdmin

1. Open an internet browser (Google Chrome of Firefox is recommended) and access through the COCC website at Employee Login \ Employee Resources \ PeopleAdmin HR

2. Click on the PeopleAdmin Link3. User your unique Manager username & password or the

Guest User access to login. Contact Human Resources if you do not have a Manager login.

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Home Page in PeopleAdmin1. The home page will have important ‘tabs’ that will navigate

you through the system; which are a) HOME, b) POSTINGS, c) APPLICANTS, d) HIRING PROPOSALS,

2. The Watch List should always say Applicant Tracking

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Home Page in PeopleAdmin

1. The Watch List should always say Applicant Tracking2. If you do not see the transition tabs when you login,

click the refresh icon to reset your home page.3. Your default user type should say Manager or display

the Guest User #

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Managing Job Postings

1. Supervisors are responsible for periodically reviewing applicants in their pool(s).

2. While the position is posted, anyone with authorized access to the posting may view applications at any time. Those without management logins will be able to access the position with the Guest User Login, provided in the closing email from HR.

3. Click on the tab Postings \ COCC to view open and closed positions for your department

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Managing Job Postings

1. From this page you can view the all position for the department, opened or closed.

2. Click on the position title to open and view the position summary information, access reports, or view candidate application and documents.

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Managing Job Postings

1. From ‘Summary’ page you can view the position details, job description, and position requirements. This is helpful when you’re verifying work history and knowledge, skills, and abilities.

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View Candidate Applications

1. Open the position you want to review 2. From the postings ‘summary’ tab, click on the

Applicants tab.

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View Candidate Applications

1. There are two options. Click on the Actions button to the right of the posting line. The menu will expand to show several options.

2. Select View Applications.

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View Candidate Applications

1. OR . . Click on a candidate’s name to open their application.

2. OR . . . Identify the candidate to review and select the Actions drop down option and select View Application

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View, Export, or Download Applicant Materials

1. You may view, export, or download candidate application materials for more than one or ‘all’ applicants.

2. Check the box next to the candidates name, or the box for All Candidates in the tool bar

3. Hover over the Actions button and select the action you want to take

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View, Export, or Download Applicant Materials

Definitions of Action Options•Review Supplemental Question Answers•Download Screening Questions Answers•Export Results•Move in Workflow•Download Application (and Documents) as PDF

Statistical Overview of Supplemental Questions

Downloads to a an Excel spreadsheet the answers to the supplemental questions from all applicants in the pool

Downloads to a an Excel spreadsheet a summary of each applicant selected – candidate name, application received date, documents, workflow state

Allows Manager User to transition candidate into another work flow state

Downloads to a PDF Document all document materials selected to view: application, resume, cover letter, etc.

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Transitioning Candidates

1. To better manager part time pools, Supervisors should review applications regularly, and consider if the candidates in the pool should be selected to interview, not be considered, or remain active for future consideration.

2. There are several workflow states for Manager Users to transition candidates to – Use these to manage your pool

a) Interview Pendingb) Phone Interview Pendingc) PT Pool – Remove – No Longer Under

Considerationd) Recommend for Hire

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Transitioning Candidates

1. To transition a candidate, click the box next to their name.

2. Hover over the Actions button to the right of the applicant line. A menu box will populate.

3. Select Move in Workflow

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Transition Candidates

1. In the next screen the supervisor will be able to ‘change for all applicants’ or a single record at a time.

2. Click on the drop down menu and available workflow states will populate.

3. Select the workflow state, and click SAVE.

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Hiring a StudentThe supervisor initiates the Hiring Proposal, which processes a new hire's paperwork.1.Click on the Applicants Tab and choose the link for the candidate you selected to be recommended for hire.2.Open the candidates application. On the upper right corner of the application click on the green plus icon Start Hiring Proposal

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Hiring a Student• You will be taken to another page where you

will have to select ‘start hiring proposal’ again. This will start the electronic hiring process.

• Enter the appropriate information in the electronic hire form - Supervisor name, hourly wage, start date, etc.

• When entries have are complete, Click Next

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Hiring a Student1. This will transition the electronic form to a summary

page. You may then transition the electronic form to be approved by HR

2. Click on the Take Action button and select Human Resources (move to Human Resources for Approval)

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Congratulations!

This completes all steps for a supervisor’s to manage their position(s) in the PeopleAdmin employment software, to review candidate applications, transition candidates into new workflow states, and process the electronic hiring form.

Next step will be to send the Student to Human Resources to complete employment forms:•W4•Employment Payroll Information Form•I-9 Form (bring identification)•Confidentiality Statement