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Federal Work-Study 2013/2014 Online Annual Meeting

Federal Work-Study 2013/2014 Online Annual Meeting. Federal Work-Study Annual Meeting Online . Presented by; Josefina Carbajal, Federal Work-Study Office Lynn Marks, Human Resources Bobbi Van Every, Human Resources Sarah Le long 2013/2014 Financial Aid & Scholarships Department

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Federal Work-Study 2013/2014 Online Annual Meeting

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  1. Federal Work-Study 2013/2014 Online Annual Meeting

  2. Federal Work-Study Annual Meeting Online Presented by; Josefina Carbajal, Federal Work-Study Office Lynn Marks, Human Resources Bobbi Van Every, Human Resources Sarah Le long 2013/2014 Financial Aid & Scholarships Department work.study@csun.edu Bayramin Hall ~ Room 130 (818) 677-2373

  3. Agenda • Current information • Departmental Agreement • Supervisor Quiz • Student Learning Outcomes • Job Advertisement • Work Conditions • How Students are Awarded Federal Work-Study (FWS) • Hiring Process • FWS Std Authorization Requests • FWS Authorization for Non-HR • Payroll • Department FWS Budget Balance • Budget Tracking Sheet • HR - FWS Student Expenditure Report • Department Increase Requests • Student Balance of Award • Monitoring View Page • Merit Increases • Student Evaluations - New • Reclassification • Terminations • Website Resources

  4. Information on Current Year • Last day for students to work is Wednesday, May 15th • Timekeeper Deadline – Thursday, May 16th ~ Noon • Approver Deadline – Friday, May 17th ~ Noon • HR will automatically terminate FWS students on May 16th • The deadline to submit year end corrections (Aug 2012 to April 2013 Pay Periods) – Monday, May 13th • 2013/2014 - Students may begin working on August 1st

  5. Departmental Agreement for New Federal Work-Study Employers • NEWdepartments requesting participation in the FWS Program must complete and submit the Departmental Agreement in order to pay students under FWS funds. • The form is available online at http://www.csun.edu/financialaid/forms/pdfs/fws_dept_agreement.pdf • Complete, print, obtain the appropriate department signature, and mail (MD 8307) or attach form to an email to josefina.carbajal@csun.edu. If emailing, put in the Subject line: “New – your Dept ID – 2013/2014 New Budget participation request”. • Complete & Submit Only Sections: C, D & E • New departments/programs will be allocated $3,500 • New Requests Due Monday, May 20, 2013 • Attach FWS Supervisor Quiz Signature Page to Sections: C, D & E • Attach department’s Student Learning Outcomes – New departments only(See slide #17 for details) • Approved budget allocation (Section E) will be sent to the department FWS contact via email the week of July 9th

  6. Departmental Agreement For Continuing FWS Employers • The Departmental Agreement with approved budget allocations will be sent (via email) to all department FWS Contacts & back-up on file with an approved 2012/2013 FWS budget allocation. • Approved Budget Allocations will be sent the week of July 9th • Departments are required to verify the information on SECTION C , D & E of the Departmental Agreement and make any necessary corrections/updates. • Print only Section C, D & E, obtain the appropriate signature and mail it to the Federal Work-Study Office (MD 8307). You may also update, sign and scan the document and attach it to an email sent to josefina.carbajal@csun.edu. • Corrections/Updates & Signature are due Friday, July 26, 2013 • Attach the FWS Supervisor Quiz Results page to signed Sections C, D & E

  7. Departmental Agreement 2013-2014 2013-2014 2013-2014 2013-2014 2013-2014

  8. Department Approved Budget Marian Nobleza 000222222 002345678 002398989 3,500.00 10197 10194 $3,500.00 10198 $3,500.00 10,500.00 July 15, 2013 2013-2014

  9. Yvonne David FAO yld9_ _ _ _ 4085 Linda Brignoni FW Study 2373 hlbfa_ _ _ _ Scholarships 4907 FW Study Josefina Carbajal Vchfao_ _ _ _ _ _ 3875 hfao_ _ _ _ Veronica Corona MarianNobleza FAO Mnhfa_ _ _ 3147 Department Verifies & Submits Corrections 2013-2014

  10. Financial Aid & Scholarships Dept. Financial Aid & Scholarships 8307 10194/10197/10198 4/30/2010 8307 7,000.00 2013-2014 Lili Vidal 3,500.00 7,000.00 17,500.00

  11. Federal Work-Study Supervisor Quiz • Go to the link below take the 2013-14 FWS Supervisor Quiz. Make sure to go all the way to the end of the quiz and follow instructions for proof of taking the quiz • http://studentvoice.com/csun/fwssupervisorquiz2014 • At the end you will be prompted to the following: • Cloick

  12. Federal Work-Study Supervisor Quiz • Fill your name, department ID. Print and attach to the signed FWS Departmental Agreement. • Fi. • Send it to the Federal Work-Study Office via campus mail or attached to an email (MD 8307). • After entering your name and Dept. ID make sure to click “Next” & you see the following • If you do not go the “Finish” page I will not be able to see your name on the results page.

  13. Forgot Your USER ID?

  14. Finding USER ID (Cont)

  15. User ID Results

  16. Student Learning Outcomes - Required • The Federal Work-Study Office has moved to fully support the learning outcomes initiative of the University. Learning Outcomes are only required by new department/programs for the 2013/2014. • List the learning objectives for students working in your department • Indicate how you (department/program) will communicate Student Learning Outcomes to your students . • Indicate how the department will determine if students are learning what is expected. • The FWSO is asking you to recognize that all parts of the University play a role in student learning and that you actively participate. • The written documentation must be attached to the Departmental Agreement, Sections C, D & E. • Continuing departments with Student Learning Outcomes on file with the FWSO are not required to resubmit them unless the document has been revised or changed in any way.

  17. Advertisement of Federal Work-Study Jobs • Federal Work-Study jobs are advertised online through hosted by the CSUN Career Center Online. • Career Center web site – http://www.csun.edu/career • Employer Registration Online Instructions • Review all job descriptions for accurateness and/or updates during the month of June • Student will begin searching for jobs week of July 5th • FWS Supervisors close & open their jobs

  18. How to Create a NEW Job (1 of 6)

  19. How to Create a NEW Job (2 of 7) Select Position Type. Note that if you select additional Position Types in addition to STUDENT EMPLOYMENT- WORK STUDY you will still be required to follow FWS guidelines to advertise a job. Restrict Applications. Choosing YES will restrict applications for this position to only those students who meet the screening criteria you set. Choosing YES will hide Employer/Contact name and link from students

  20. Job Title: TIP title your job posting to reflect the duties of the job How to Create a NEW Job (3 of 7) • Job Description: • DUTIES: • QUALIFICATIONS: • PURPOSE: • HOURS: • WAGE: • CLASSIFICATION: • DEPT. ID#:

  21. How to Create a NEW Job (4 of 7) Requested Document Notes: Special instructions regarding requested documents. Display Contact Information To Students: If checked, please provide information in contact Information field. Posting & Expiration Dates: Range that students will be able to view the Job posting.

  22. How to Create a NEW Job (5 of 7) Location:TIP you can list ‘CSUN’ in the city location or ‘On Campus’ instead of Northridge to indicate to students that the position is on campus.

  23. How to Create a NEW Job (6 of 7) Requested Document Notes: Special instructions regarding requested documents. NOTE: If a required Screening Criteria field is one which is not needed for the position, select all the choices available by holding the <CTRL> key or dragging your mouse while making selections. Submit : Click the Submit button to your

  24. Active vs. Archived (7 of 7) Active /Open Job Posting Archived Jobs/Closed Job Postings ONLY Preview Format To Un-Archive A Job Posting email the Federal Work Study Office with Job ID #

  25. Active vs. Archived Active /Open Job Posting Archived Jobs/Closed Job Postings ONLY Preview Format To Un-Archive A Job Posting email the Federal Work Study Office with Job ID #

  26. Sample Student Preview

  27. Viewing Job Applicants

  28. Work Conditions • 20 Hour Limit • Up to 40 per week during breaks • 15 Minute Breaks • Lunch Breaks • Volunteer

  29. Student Salary Schedule

  30. Operating Federal Work Study

  31. How Students are Awarded Federal Work -Study • Need Based • Priority Deadline always March 2nd • How students are awarded • Students apply each year • Award Amount $3,500

  32. Federal Work-Study Student Awards • New Student Employees: Will only be awarded if they can secure a FWS job. Eligible student must: • Look for FWS jobs on Sunlink • Take a copy of their Financial Aid Award to their job interview - or • Ask student to go to the FWSO to obtain proof of FWS eligibility. • If the student is being hired. Complete the FWS Student Award Request form & refer the student to the FWSO (BH 130) • Continuing FWS Employees: Will be awarded in July. Continuing Students must have: • Completed FAFSA by 3/2/2012. No exceptions for late filers • Meet Satisfactory Academic Progress • Be Pell eligible and have unmet need

  33. What if Your 2012~2013FWS StudentDid Not Receive Federal Work-Study for 2013~2014? • 2013-2014 awards will be available for department HR Hirers mid July. An email notice to the FWS Listserv will be sent once continuing students have been awarded. • If your 2012-2013 student employee did not receive a FWS award you may prepare a memo addressed to Josefina Carbajal requesting the student be awarded FWS for 2013-2014. • Give the memo to the student • Refer the Student to the Federal Work-Study Office during the walk-in hours (see slide #35) • If the student is eligible, he/she will be awarded. Results of the award will be sent via email to the hiring supervisor and department FWS contact.

  34. Returning FWS Student Memo Sample Enter year

  35. FederalWork-Study Student CounselingWalk-In Hours: • Tuesdays & Wednesday s • 10:00 am to 12:00 pm • & • 1:30 pm-4:30 pm

  36. NewStudents August 1, 2012 September 1, 2013 $3,500.00

  37. Hiring Process • Department verifies student Federal Work-Study awards on Human Resources/Manager >Work-Study Dept Authorizations • Complete New Employee Hire Form • Student signs-in with Human Resources • Department verifies student sign-in by requesting copy of student sign-in paperwork • Department completes on-Line Federal Work-Study Authorization • FWS Office approves Student FWS Authorization • Department hires student on HR/SOLAR • Once student has been hired department makes sure that the student’s funding strip is correct (40901……) by going to the HR Manager’s Workbench.

  38. Student Federal Work-Study Award Verification for Supervisors with No SOLAR HR Access Request that the student bring proof of FWS award eligibility to the job interview If eligible, the student will given the FWS Student Award Request Form. If you are interested in hiring the student complete the FWS Student Award Request Form, give it to the student, and ask the student to return the form to the FWSO . Complete and give student the New Employee Hire Form. Refer student to Human Resources (HR) to complete the payroll sign-in process. Request that student come back with proof of HR sign-in Give department HR Hirer student hire information (See slide 40) Ask student to go to the FWS web, take the Work-Study Quiz and give you the FWS Quiz Certificate. FWS Student quiz certificate stays in the Department student hire file. Dept. HR hirer requests FWS Authorization in SOLAR and notifies student supervisor when the student may begin working.

  39. New Employee Sign-In Form

  40. Student Federal Work-Study Award Verification - Cont. Provide your department’s HR hirer with the following information: A copy of student HR sign-in form (New Hires Only. Make sure to replace student SS# with student CSUN ID #) A copy of student’s Financial Aid Award or proof of FWS Eligibility Student’s name Student’s ID Federal Work-Study Job ID # (SUNlink) Job Title Pay Rate Start date (must be in the future) Direct supervisor’s name & Solar ID

  41. Sample of Student Financial Aid Award Summary Marilyn Doe 2013/2014 No FWS award Sample Juana Doe 2013/2014

  42. Access to Work-Study Pages View Work Study Awards: Link only works for students with jobs. To see if a student has received an award prior to hiring, use Work Study Dept Authorizations. Work Study Dept Authorizations: Can be used to see if a student has been offered an award.

  43. SOLAR FWS Authorization Search 1. 2.

  44. FWS Authorization Search Errors 2013

  45. Federal Work Study Dept Authorizations Financial Aid Yea 2012-2013 2013 Juana Doe - 123456798 07/29/2013 Office Work 9521 8/05/2013 $8.00 00123456  August 1, 2013

  46. Navigate Through the Portal • Portal entry through Human Resources/Manager pagelet (Recommended) • NEW 2010! All Work Study Financial Aid pages have been added.

  47. Student Job Codes Available in the Student Employment Module • NOTE: All paid hourly • Job codes not covered by bargaining • 1870 – Student Assistant • 1871 – Work Study – On Campus • 1872 – Work Study – Off Campus • 1868 – Student, Non Resident Alien Tax Status • 1874 – Taxable Student Assistant (Bridge Student Assistant) • Will continue to use this Job Code if student is not ½ time in summer • Job codes covered by bargaining (Unit 11) • 1150 – Instructional Student Assistant • 1152 – Instructional Student Assistant – Off Campus • 1151 – Instructional Student Assistant OCWS (On Campus Work Study) • 1153 – Instructional Student Assistant OCWS (Off-Campus Work Study)

  48. Student Summer Employment • What is this about? • Student Assistants and Instructional Student Assistants working Summer • Teaching Associates and Graduate Assistants working Summer • All Student Employees must be enrolled at ½ time or more to be “Tax Exempt” • Why are we doing this? • To comply with IRS regulations • Who will manage the process this summer? • The Office of Human Resources will provide : • Training and guides • Forms to collect the necessary information from students • Departments may enter their student transactions • When are the training sessions? • April 29th from 10:00 - 11:30 in OV Presentation Room (AP Summer Workshop) • May 1st from 10:00 – 11:00 in the OV Presentation Room • Open Labs in BH- 535 on May 6th 9:30 to 10:30 and May 8th 2:30 to 3:30

  49. Hiring Information Required information for all job codes and transactions: • Effective Date • Action/Reason • Position • Hourly Rate Required information for 1868, 1874*, 1150, 1151, 1152, 1153 • Expected end date * Usually used in Summer Required information for Work-Study 1871, 1872, 1151,1153 • Work-study item type For current aid year # = 805070000000

  50. Student Employee Search

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