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Student Employment Handbook

NORWICH FEDERAL WORK STUDY OVERVIEW

About the Federal Work Study Program Eligibility

OBTAINING A JOB

Ways to Obtain Job
Hiring Process
Rate of Pay/Direct Deposit

WORK SCHEDULES

Setting up a Work Schedule/Orientation

PAYROLL

Electronic Timesheets (E-Time) Paychecks
Monitoring Earnings
TERMINATION

Termination by Student/Supervisor
Termination by Office of Financial Aid
SUMMER WORK STUDY

ABOUT THE FEDERAL WORK STUDY PROGRAM

Federal Work Study (FWS} provides part-time employment opportunities to eligible students. Based on the results of the Free Application for Federal Student Aid (FAFSA), eligible students are awarded an allotment which may be earned through part-time employment in FWS approved positions. The program is designed to provide students with an opportunity for employment that is arranged around class schedules.
FWS ELIGIBILITY

To be eligible for the Federal Work Study (FWS) program, students must demonstrate financial need on the FAFSA, meet Satisfactory Academic Progress standards, and be enrolled in at least six credits. Federal Work Study funds are awarded upon completion of the FAFSA, and based on the availability of funds. Norwich University has limited funding for this program; therefore, students should complete the FAFSA as early as possible for each academic year.
A FWS award simply means a student is eligible to earn up to that amount be obtaining a job through the FWS Program. The award is not applied to the student's billing statement towards their charges. To receive FWS funds, students must work at an approved position to earn and hourly wage. Students work the hours that are mutually agreed upon with their supervisor, and receive a bi-weekly paycheck.

OBTAINING A JOB

WAYS TO OBTAIN A JOB

    •    Visit the website www.norwich.edu/financial-aid
    •    Scholarships & Awards Section
    •    Click on FWS
    •    Browse current job opportunities
    •    Go to the Work Study Job Fair the first Thursday of the fall semester
    •    Stop by the Office of Financial Aid on the 3rd floor of Jackman Hall, room 302
HIRING PROCESS

Once a student receives an award notification confirming their eligibility for the Federal Work Study Program, they will need to complete the following:
    •    W-4 (Employee's Withholding Allowance Certificate) and a 1-9 (Employment Eligibility Verification Form). These forms can be obtained on the website and should already be completed on arrival day.  They may be submitted at the Arrival Check-in, the Work Study Job Fair, or in the Payroll Office in Jackman Hall.
    •    FERPA - Federal Educational Rights and Privacy Act form.
    •    Sexual Harassment in the Workplace Training, (Training is available at the Work Study Job fair or by coming to Rm 303 in Jackman Hall to set up a time to complete a 10-minute training.
    •    Any other required documents for the Office of Financial Aid
    •    Work Study Contract.

Students cannot begin working until all necessary paperwork and training has been completed and verified.

RATE OF PAY/DIRECT DEPOSIT

WORK SCHEDULES
SETTING UP A WORK SCHEDULE/ORIENTATION
Before beginning a Work Study job, it is the supervisor's responsibility to define a work schedule that fits with the student's class schedule, as well as with the department's needs.  Please be advised that students are limited to working one FWS job and no more than 20 hours per week. Under no circumstance should a student be scheduled to work during class time as this is against Federal and State regulations.
Supervisors should conduct a job orientation with the students to include items such as:
    •    A review of department rules and regulations
    •    the student's scheduled working hours
    •    the student's job description, responsibilities and tasks that are associated with this position
    •    who to contact if the student is not going to be able to make it in to work
    •    how to request time off
    •    what to do if a student's availability changes
    •    expected dress attire
    •    confidentiality expectations (FERPA) Federal and State Laws
Prohibit:
    •    Working during scheduled class time
    •    Working more than seven and one-half hours a day
    •    Working more than six (6) consecutive hours without taking a thirty-minute break

PAYROLL
ELECTRONIC TIMESHEETS (E-TIME)
Upon completion of the student's hire, required paperwork, and training, they will receive an e-mail instructing them how to setup and fill in electronic time sheets in E-Time. Students are responsible for completing and submitting their timesheet on a bi-weekly basis by the deadline. The supervisor will certify all information on the timesheet is correct.  Failure to submit a timesheet by the deadline may result in the student not receiving a paycheck on time. Students and supervisors are required to submit hours worked within each pay period. Any misrepresentation of hours worked is a serious federal offense and will result in termination of employment and may result in criminal charges.
PAYCHECKS
Student employees of Norwich University are  paid bi-weekly. Direct Deposit is recommended for all employees.
The Student Approval and Pay Schedule can be found on the Human Resources SharePoint site on my.norwich.edu.
E-Time training is also available through the Payroll Office on an as needed basis for all student employees. Contact Anna Van Luvender at ext. 2018 or This email address is being protected from spambots. You need JavaScript enabled to view it. for  more information.
MONITORING EARNINGS
The Office of Financial Aid will assist with monitoring student earnings, but it is the responsibility of the student and their supervisor to ensure that students do not exceed the amount of their total FWS award. Work Study warning e-mails are sent to both the student and their supervisor as they fall under $400 remaining in FWS fund availability. Once a student has earned their total amount of awarded FWS, their E-time access will be terminated by Payroll.
It is recommended that a student's scheduled working hours are such that they can continue to work for the entire year.

Contact Payroll with any questions This email address is being protected from spambots. You need JavaScript enabled to view it.


TERMINATION
TERMINATION BY STUDENT
A student may voluntarily resign from their position at any time.  However, it is asked that you provide the department you are working for at least a two-week notice.  If a student resigns from their position, it does not   prevent them from obtaining the same or another position at a later date.  Once the supervisor is made aware of a student's resignation, they should submit an email to Financial Aid and complete a Personnel Change Notice with Human Resources.

TERMINATION BY SUPERVISOR
A supervisor may terminate a student from their position at any time for unsatisfactory job performance. Reasons can include but are not limited to:
    •    Repeated failure to show up for work or arrive on time
    •    Failure to complete assigned tasks
    •    Disruption of the department
Upon termination, a supervisor must contact Financial Aid immediately and complete a Personnel Change Notice with Human Resources.
TERMINATION BY FINANCIAL AID
The Financial Aid Office may terminate a student at any time during an academic year if they no longer meet the FWS requirements. Every attempt will be made to give a supervisor as much advance notice as possible but this may not always be possible.  Examples of changes in eligibility are:
    •    The FAFSA is not received by the Priority deadline
    •    Changes in enrollment status
    •    Additional aid is awarded making the student ineligible for Federal Work Study funds
    •    Failure to meet Satisfactory Academic Progress standards
    •    Student has been found guilty in an Honor or Conduct Review

STUDENT EMPLOYMENT DURING SUMMER

Federal Work Study is available until the end of June if a student is enrolled in at least 6 credits during the summer and they still have remaining eligibility to earn.