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Introduction
The Policies and Procedures Handbook is designed to explain the guidelines
that students and supervisors must adhere to while participating in the Federal/Institutional
Work Study Program. Law and regulation require some of the procedures, while others
are necessary for the smooth operation of the program. The
Federal Work Study Program is administered by Lincoln University to assist those
students who have demonstrated financial need in offsetting the cost of their
educational expenses. Demonstrated financial need is defined simply as the difference
between the student's cost of education and the family's ability to pay those
cost. The Financial Aid Office through information obtained from the review of
the student's Free Application for Federal Student Aid (FAFSA) determines a student's
demonstrated need. The
University administers two (2) Work Study Programs: The Federal Work Study Program
(FWS), funded by the federal government; and the Institutional Work Study Program
(IWS), previously known as Work Aid, which is funded by the University.
This Handbook provides the necessary information to both the student
employee and the supervisor of student employees regarding all aspects of the
Federal/Institutional Work Study Program. Any questions, concerns, or further
clarification needed regarding the program should be directed to: Student Employment
Coordinator at (484) 365-8000, extension 3595 located in Lincoln Hall on the 4th
floor.
Lincoln University is an equal opportunity/affirmative
action employer. The University provides equal employment opportunities to all
faculty, staff, students and applicants without regard to race, color, religion,
sex, age, national origin, marital status, physical handicap, military, or status
as a Vietnam veteran in compliance with applicable federal and state laws that
pertain to nondiscrimination. Such action shall include but is not limited to
employment, promotion, demotion or transfer, recruitment or recruitment advertising,
lay-off or separation, rates of pay or other forms of compensation, and selection
for training programs. Lincoln University is committed to providing equal education
opportunity for all qualified student applicants and enrolled students without
regard to race, sex, religion, color, national origin, age, ancestry, physical
handicap, military or marital status. This commitment to equal opportunity includes
recruitment, admission, access to and usage of facilities, counseling and testing,
financial assistance, placement and curricular programs and activities.
Program Description
Federal
Work Study (FWS) is a need-based federal financial aid program. Eligible students
may earn FWS funds by working with approved FWS employers. The program provides
students with valuable employment opportunities and income to use toward educational
and living expenses incurred throughout the year. To be considered for FWS, undergraduate
and graduate students must enroll at least half time, be classified as degree
seeking, and meet other criteria outlined in this Handbook. The
FWS program also provides employers with vital student support assistance. Students
choose which jobs they want to apply for and employers choose which students they
want to hire. As long as they remain eligible for FWS, students may continue their
employment with the same department or explore opportunities with other departments.
Students may attempt to change employers at any time, but we encourage students
to retain their placements for at least one semester. Students may work up to
20 hours per week while classes are in session, and up to 40 hours per week during
academic vacations. However, Students FWS earnings cannot exceed their FWS
awards. How
to apply for Federal Work Study
Complete the Free Application for Federal
Student Aid (FAFSA), or contact the Financial Aid Department. Types
of FWS Employment
On Campus: Students may select job placement from on
campus departments. Opportunities include office and clerical support, student
services research and laboratory support, computers, accounting, tutoring, and
various specialized positions. On-
Campus Community Service: Several campus employers provide community services
opportunities. Off-Campus
Community Service: Your employer will usually be a private nonprofit organization,
and the work performed must be in the public's interest. Finding
FWS Employment
We recommend students choose no more than three job listings
during each search. (You may only hold one FWS job position at a time.) Contact
employers as directed on the web listing. Ask about the basic terms and conditions
of the job, and arrange a formal interview time and date. Please note the date,
time, location, name of the person with whom you will be meeting, any required
documents (i.e. resume, class schedule), and a contact name and phone number in
case you are unable to attend the scheduled interview. Bring
the following documents to your interview: -
Lincoln University Financial Aid Award Letter
- Copy of your class
schedule
- Available work schedule
- Resume (optional,
but recommended) During
the interviews, students and employers should discuss job duties pertaining to
each position, days and hours needed to work, as well as the educational and professional
development opportunities available. Once
a student accepts a job, the employer must collect the following documents from
the student:
- W-4
- I-9 with copies of two forms of identification
attached
- FWS Work Authorization Form The
FWS Work Authorization Form verifies the student's FWS eligibility and assigned
award amount. Both the student and supervisor should complete the form and keep
a copy for their records. The employer must return the original form to the Student
Employment Office. Note:
Students and employers must notify the Student Employment Office of any changes
in employment status, including change in department, position, or hourly wage
in writing and the reason for the change. Failure to do so may cause payroll problems
or result in cancellation of the student's FWS award. Starting
Employment
You must give your employer an official copy of your course
schedule and FWS Work Authorization form. You and your employer should create
a mutually agreeable work schedule that accommodates academic requirements. Students
may NEVER work during scheduled course times! When
creating work schedules, students and employers are advised to consider: ·
The student's course schedule
· Academic requirements and exam schedules
· Attendance during scheduled holiday and breaks
· The student's
FWS award amount and hourly wage Students
may continue working until the end of their authorized period of employment, or
until FWS award runs out, whichever comes first. Students may not, under any circumstance,
continue to work at an FWS job after their authorized period of employment has
ended or after depletion of their FWS award. It is the responsibility of the student
and the employer to monitor earnings to be certain this does not happen. Furthermore,
while school is in session, students may only work a maximum of 20 hours per week.
During academic and summer vacations, students may work up to 40 hours per week.
There are no exceptions to this rule. No overtime may be paid to FWS student employees.
Earning
your FWS Award
All FWS participants earn money from their FWS award through
Lincoln University paychecks issued monthly according to the Lincoln University
payroll schedule. All paychecks are based on an hourly wage and include only hours
worked. Earnings are FICA exempt (for student who are at least half time), but
are also subject to all applicable federal, state, and local taxes. FWS earning
are not credited to a student's account, but are paid directly to the student.
Paychecks
may be directly deposited into a bank account, and in some instances mailed, per
student request. Contact Lincoln University Payroll Department for more information.
Taxation/Benefits
for FWS Students
Federal, State, and Local Taxes
All wages
paid to FWS and non-FWS student employees are subject to withholdings of federal,
state and local income taxes unless the student qualifies for exemption. FICA
(Social Security Taxes)
Recently the IRS revised the regulations that
governed the exemption from Social Security and Medicare taxes (FICA) for student
enrolled in colleges and universities. Student
employees will be exempt from FICA taxes if they are enrolled at least half-time
regardless of the number of hours they may work. Unearned
FWS Funds
Unearned FWS funds from the fall semester will be carried over
to the spring semester. However unearned FWS funds at the end of the spring semester
will not be carried over into the summer session and/or the next academic year.
Unearned work-study funds will not be made up by other sources of financial aid.
FWS
Job Classification & Pay Wage Guidelines
In accordance with FWS program
regulations, all employers must establish a job description, job classification
level, and pay rate for each FWS position offered. While employers may determine
the specific job title and duties for each position offered, all FWS positions
must be classified in accordance with the FWS Job Classification and Pay Wages
Guidelines. These
guidelines are intended to ensure pay equity among all, and should be used to
establish hourly wages comparable to all other FWS and non-FWS students employed
by the hiring department. While
the Office of Student Employment requires compliance with these guidelines, federal
regulations require only that students be paid at least the federal minimum wage
of $5.15 per hour. Pay rates may, in certain instances, exceed these guidelines
if requested by the employer and approved by the Student Employment Coordinator.
Pay
Wage Increases
Employers are encouraged to review student employees for
pay rate increases at the conclusion of each semester of employment. Employers
may, however, offer pay rate increases to their student employees at any time
during the academic year, as is deemed appropriate in accordance with the FWS
program classification and Pay Wage Guidelines. While increases may be offered
at the discretion of the employing department, standard increase may be offered
based on the following criteria: -
Promotion to higher level position with related increase in job duties and/or
complexity of work
- Longevity/length of employment
- Additional
skills, education, and/or experience gained in the prior term of employment
- Positive performance evaluation for the prior term of employment
Many
students feel they are eligible for an increase in pay once they receive an increase
in their FWS awards. FWS awards are increased in order to allow students to work
for a long period of time in their employment department rather than having them
leave positions due to lack of funds. When a student receives an award increase,
this does not mean he/she should receive a wage increase to help him/her earn
the entire award. Student
Employee Conduct
Absenteeism: If you are unable to report
to work as scheduled, you must notify your supervisor or the department head,
preferably 30 minutes before, but no later than 30 minutes after your scheduled
start time. You must call in each day you will be absent unless you are granted
leave. If you are absent three (3) or more days without calling in, you will be
terminated from the department. Excessive unexcused absences (more than three)
is grounds for termination. Tardiness:
If you will be late for work, you must notify your supervisor or the department
head; preferably 30 minutes before, but no later than 30 minutes after you scheduled
start time. Excessive unexcused tardiness (more than three) is grounds for termination.
Proper
Office Attire: Part of the impression you make on others depends on your
choice of dress, personal hygiene and behavior. As an employee of the University,
you are expected to exhibit an appropriate style of dress when you report to work
each day. Dependent upon the department to which you are assigned, maintaining
a professional, business-like appearance will be required. Check with your supervisor
to see if there is a specific dress code for your department. Confidentiality:
You as a student employee must act in a professional manner in dealing with
confidential college records and other information, which comes to a student by
virtue of his/her work. Breaches of confidentiality and other acts of dishonesty
are justifiable reasons for termination from the FWS/Institutional Program and
it is possible that other appropriate disciplinary actions may be taken. Appropriate
Behavior: Appropriate behavior is important at all times. The University
expects work-study students to conduct themselves in a courteous and professional
manner when interacting with other departmental Faculty & Staff or anyone
who visits the office. Telephone
Courtesy: Proper telephone etiquette is required of all employees. Telephone
calls should be answered promptly and courteously. If you are responsible for
answering the telephone, you should identify the University, your department and
your name. Please check with your supervisor to see if there is a particular greeting
that should be used. Telephone
Usage: Students are prohibited from excessive use of the telephone for
personal business. Unless it is an emergency, students should not receive personal
phone calls or place personal phone calls while at work. Failure to adhere to
this policy could result in disciplinary action, including termination. Time
Clock: Students employed under the Federal/Institutional Work Study Program
will receive an employee time card once you are place in a job. Student employees
should clock in each time they report to work and clock out each time they leave
at the assigned time clock provided for them. Any falsification of time clock
usage or omissions will be grounds for suspension from the work-study program.
Students who remain on the clock when they are not officially at work will be
terminated from the program for the remainder of the academic year. Offering
or Requiring a Break After Five (5) Hours of Work:
Your employer may
require FWS employees to take a 30 minute UNPAID break after 5 hours of work.
There is no law, regulation, or campus policy that requires employers to enforce
breaks if their student employees do not wish to take them. However, if employers
choose to require a break from their employees, they are free to do so with the
supervisor approval. Resignation/Termination
While a student may discontinue employment at any time without penalty, a
minimum of two weeks' notice is requested when resigning from any FWS/Institutional
Work Study Program. FWS jobs should be treated like any other non-FWS job. You
should submit a notice of resignation in writing directly to your supervisor,
and include a specified final date of employment. Suspensions/Terminations
Students may be suspended or terminated from the Federal/Institutional Work
Study Program until the next academic year for the following reasons: -
Involuntary termination from two (2) positions/departments. -
Abuse of the time clock system (failure to clock in and out on a daily basis or
omission). -
Failure to complete and/or update the FWS application process. -
Failure to report to hiring department within two (2) days of scheduled start
date. -
Violations of confidentiality -
Unacceptable office conduct -
Theft, excessive tardiness or absences -
Working under the influence of alcohol or drugs -
Falsification of hours worked (Remaining on the clock when they are not officially
at work) -
Forgery of supervisor's signature, which is also a federal offense and shall be
grounds for immediate termination from the Federal/Institutional Work Study Program
and Disciplinary action The
supervisor should provide advance notice of the reason(s) for termination and
the effective termination date in writing to the student. The Separation/Evaluation
Report should be completed and forward to the Office of Student Employment along
with a copy of the termination letter. Rights
& Responsibilities
Each FWS student has the right to: 1.
Information regarding their award amount, rate of pay, number of hours per week
and general FWS policies. 2.
A specific job description including supervisor's expectations and standards.
3.
A clearly defined work schedule, which accommodates their 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 Lincoln University staff. 7.
Instructions for recording hours worked, as well as information regarding the
Lincoln University's payroll procedures and payroll calendar.
.
8. Instructions
for scheduled work period, regarding procedures to be followed if student cannot
report for work on a scheduled day. Each
FWS student has the responsibility to: 1.
Become familiar with information provided regarding the terms of the FWS award
and FWS program policies and procedures. 2.
Understand the specific job responsibilities, including the supervisor's expectations
and standards. 3.
Arrange a mutually agreeable work schedule with the supervisor prior to the period
of employment. Students must adhere to this schedule and notify the supervisor
of any subsequent changes. 4.
Adhere to stated procedures and inform the supervisor and Student Employment Office
of any concerns, or problem regarding FWS employment. 5.
Record hours worked and receive payment in accordance with Lincoln University's
payroll procedures and calendar. 6.
Perform assigned tasks in an efficient and timely manner. The
employer has the responsibility to: 1.
Ensure that the hiring of FWS students will not result in the displacement of
permanent, full-time staff or the impairment of existing contracts for services.
2.
Ensure that FWS employees are supervised at all times by full-time University
staff. 3.
Pay students only for hours actually worked, and not pay students for lunch, sick
days, or other hours not actually worked. 4.
Only allow FWS employees to earn FWS funds during the FWS award periods listed
on each student's Work Authorization Form. 5.
Make certain FWS student employees do not work more than 20 hours per week while
school is in session or more than 40 hours per week during academic vacations.
6.
Ensure that FWS funds will not be used to pay overtime compensation to any FWS
employee. 7.
Monitor each student's accumulated FWS earnings and terminate the student's employment
after the student's FWS fund is exhausted. 8.
Maintain the following records for 3 years from the end of the academic period
in which the transactions occurred: -
Time sheets for all FWS hours worked
- Current job descriptions for
each FWS position
- Course registration schedules for all FWS employees
for all employed semesters
- FWS Work Authorization Forms for all FWS
employees 9.
Submit a complete and accurate written job description for all FWS positions.
10.
Comply with all FWS Regulations and all federal, state, and local Labor Laws and
Regulations. 11.
Assume complete responsibility for the conduct of its FWS
Employees.
12.
Advise students on procedures to follow for reporting emergencies, accidents,
problems or potential hazards in the work environment. 13.
Comply with the Title IV Civil Rights Act of 1964, Title IX of the Education Amendments
of 1972, the Americans with Disabilities Act and Section 504 of the Rehabilitation
Act of 1983 and not discriminate on the grounds of sex, race, color, national
origin, or disability. 14.
Provide proper working conditions
.
15. Performance Appraisals -FWS
employers must evaluate their FWS student employee every semester, including summer.
We require evaluations in order to encourage good personnel policies, which the
University recommends for all student employees. You and your employer should
discuss the appraisals, in order to provide you with feedback on your performance.
This employer/employee evaluation interaction is vital to the future work habits
and supervisory techniques of both parties. Student
Employment Office 1.
Advise and assist employers and students regarding the policies and procedures
of the FWS program. 2.
Determine which students meet the eligibility requirements for employment in the
FWS program and authorize such students to work for the employer. 3.
Notify the employer of their departmental allocation and the dates students are
eligible for employment during each FWS award period. 4.
Notify students of their FWS awards and any changes made to these amounts thereafter.
5.
Notify the employer of each student's FWS award amount and any adjustments made
to this amount thereafter. 6.
Terminate any student's employment in the FWS program if she/he ceases to be eligible
for participation in the FWS program. Student
Grievance Procedures
The following steps should be taken in any case of
misunderstanding or misinterpretation of student employment policies, procedures,
or work practices: ·
The aggrieved student employee should make every effort to informally resolve
the problem with the immediate supervisor. ·
If the aggrieved student employee is dissatisfied with the action taken by the
supervisor, or if the supervisor fails to take action, the student shall arrange
a meeting with the Student Employment Coordinator. During this meeting, the nature
of the grievance and past proceedings will be reviewed. ·
The Student Employment Coordinator and Director of Human Resources will arrange
to meet with the student employee and the supervisor to mediate the grievance.
The
Director of Human Resources will make a final decision as to the disposition of
the grievance within 7 days of the meeting. A written record will be made of the
proceedings and copies of the record will be sent to the student employee and
the immediate supervisor. Inclement
Weather and Other Emergency Conditions
In an emergency, the campus or
a portion of the campus may be closed from normal business operation either prior
to or during a work shift. If this should occur, appropriate announcements will
be made through the various news media. Canceling
classes or closing state buildings does not necessarily mean that the campus will
be closed for normal operations. You are expected to report to work and to remain
as scheduled, unless you are advised to the contrary. Students should consult
their supervisor regarding any specific inclement weather and emergency conditions
procedures for their departments. Please
be aware that you will NOT be paid for hours you cannot work because the University
is closed, even if you were scheduled to work that day.
It is the Policy of Lincoln University that sexual harassment and discrimination
on the basis of gender will not be condoned. As a matter of practice and policy,
the University is committed to maintaining an educational and working environment
free of conduct, which degrades or subjugates employees or students. This policy
applies equally to faculty, administrative and support staff and students and
is in keeping with the spirit and intent of Federal guidelines (Title VII of the
Civil Rights Act of 1964) on discrimination because of gender. It
is the policy of Lincoln University to provide each student, faculty member with
an environment free from harassment. Sexual harassment is any unwelcome sexual
advances, requests for sexual favors, or verbal or physical conduct of a sexual
nature that interferes with performance by creating a hostile, offensive or intimidating
work environment or is an expressed or implied condition of employment. Such behavior
will be subject to disciplinary actions up to and including dismissal. Any questions,
concerns, or complaints in relation to the above should be directed to the Director
of Human Resources.
Page
last updated June 20, 2002.
Lincoln
University of the Commonwealth
of Pennsylvania
1570 Baltimore Pike, P.O. Box 179, Lincoln University, PA
19352 (484) 365-8000
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