The College Work-Study Program was established to promote part-time employment of students in institutions of higher education who are in need of the earnings of such employment in order to pursue their courses of study. The student must be enrolled and establish financial need in order to qualify for the program. This is done through a needs analysis service. Applications are available from the Financial Aid Office, Room 309, Webb Hall.
Preference for Work-Study jobs is given to students whose files are complete prior to April 20th of each year (about six weeks must be allowed for processing prior to April 20th). Students will be awarded until the funding for the year is exhausted. Work-Study is funded partially by the Federal Government. As a result, there are certain requirements that must be met in order to comply with the program regulations.
Student Regulations
The following is a list of the regulations that apply to the students employed by the College Work-Study Program. These regulations must be followed for you to continue your Work-Study employment. Any violation of these regulations may result in your termination from the College Work-Study Program.
1. You must establish a work schedule with your employer that is suitable for all concerned. You must work your scheduled hours. A work schedule cannot be changed once it has been submitted to your employer without the approval of the Office of Financial Aid.
2. Your specified Work-Study duties will be assigned by your supervisor; however, you will not be paid through the College Work-Study Program for participating in or practicing for athletic events, band, choir, field trips, etc.
3. You may begin work on the first day of registration and may work through the last day of exams each semester. You are not awarded Work-Study for break periods between the semesters.
4. You and your supervisor must verify the time worked. Both are required to sign the time card and return it to the Financial Aid Office.
Time cards must be turned in by 3:00 p.m. bi-weekly on Fridays. YOU WILL BE PAID ONLY FOR THE HOURS WORKED.
(WARNING: Intentional falsification of the hours worked could lead to prosecution under the U.S. Criminal Code.)
5. You are always expected to give regular, punctual, efficient, and cooperative performance on the job. It is the responsibility of the student to notify the supervisor if he/she is not able to report for
work on time. If illness or some other unforeseen circumstance prevents your attendance at work, you must notify your supervisor in advance of your usual reporting time.
NEVER "just fail to show," even if you are ill. If you cannot reach a phone to report the reason for missing work , you must have a written notice hand-delivered to your employer.
6. Your personal business is to be conducted outside the office. This is a job; therefore, friends and family should not visit with you while you are at work.
7. Dress appropriately for your job. Always be neat and clean. Jeans and shorts are acceptable but must be in good taste for an office. Shoes should be worn all hours that you are on the job. You are expected to be business-like and polite in your dealings with all students, faculty, and the public while at work.
8. When not on duty, the student has no privileges beyond those extended to other students as in regards to the use of materials, equipment, or office space.
9. In accepting a job under the College Work-Study Program, you agree to remain with the job assigned for the time specified. College Work-Study can only be terminated by the Director of Financial Aid; however, a student may be dismissed by a supervisor.
NOTE: An Employers Evaluation and Reference of Student Employee
will be completed once a year and become part of the students permanent file. The results of these evaluations will be reported on any forms requesting references on that student.
10. You are expected to work during your assigned hours. You should not be socializing with your friends during this time. Always return from assigned errands as soon as you have completed the errand.
11. Lost time may be made up, but student employees may not work more than 20 hours per week while classes are in session. Schedule all make-up time with the supervisor.
12. Time may be spent studying only after all work has been completed and the supervisor has no assignments.
13. Students are not allowed to use the University telephone for personal use.
14. If you no longer meet the standards of "satisfactory academic progress," you will be terminated from the College Work-Study Program.
15. You must terminate your employment immediately upon withdrawal from the University.
16. You will be terminated if you over-earn your maximum award total.
17. Make every effort to perform assignments in a satisfactory manner. Failure to perform satisfactorily may result in your termination. Under these circumstances, the Financial Aid Office is not obligated to find the student other employment.
18. Awards not earned on the College Work-Study Program will be lost.
19. If time cards are not in by 3:00 p.m. on designated Fridays, the hours worked will be put on the next time card and processed the next payroll. Only turn in one time card per payroll.
20. College Work-Study does not pay over-time if you work more than your scheduled hours.
Supervisors Regulations
The following is a list of the regulations which must be followed. Any violation of the following regulations may result in the loss of your College Work-Study Program Employees.
1. After interviewing and accepting any Work-Study Employee, employers should explain the job requirements so that there is no misunderstanding. If any training for the job is necessary, your department is responsible for that training.
2. Students are awarded a maximum amount that can be earned. This maximum cannot be exceeded . NOTE: Work-Study awards do not cover earnings by the student during breaks. Therefore, any earnings during the breaks will be subtracted from their total award for the year. This will reduce the hours per week that the student is eligible to work.
3. You must have the students sign their time cards and
submit them to theFinancial Aid Office by 3:00 p.m. bi-weekly on Fridays.
PAY THE STUDENT FOR THE HOURS WORKED ONLY. WARNING: International falsification of hours worked could lead to prosecution under the U.S. Criminal Code.
4. If there is a problem with a student employee, you must submit, in writing, a letter of complaint to the Office of Financial Aid. The students case will be reviewed and, if necessary, the student will be terminated from the College Work-Study Program.
5. College Work-Study can only be terminated by the Director of Financial Aid; however, the employer may dismiss the student.
Any Dismissal Must Be Put In Writing.
6. Students are required to dress appropriately. If there are special dress codes for your department, you must inform the student of such.
7. Students are required to report to work on the designated hours as determined by the mutually agreeable schedule that the supervisor and the student set up. Violations should be reported to the Office of Financial Aid.
8. Undergraduate students may not give or grade test papers.
9. Students are allowed to study with their supervisors permission only after all job assignments are complete.
10. Students will be terminated if they fall in one of the following categories:
a. Withdrew from the University.
b. No longer meet "satisfactory academic progress" standards.
c. Over-earned their total CWS award.
11. Employers must fill out an Employers Evaluation and Reference of Student Employee form each year on every Work-Study student employed by that department. The forms should be returned to the Financial Aid Office within ten (10) days.
12. Lost time may be made up, if scheduled with the supervisor, but student employees may not work more than 20 hours per week while classes are in session.
13. Supervisors are responsible for the completion and submission of forms for each worker.
NOTE: No check will be issued until all forms are submitted and new workers view the video.
Attitudes
The Work-Study job assigned to you is a very important opportunity for you to lay a good foundation of attitudes about work. Your attitude while employed here is important to you and to the University. Here are a few good points to remember about attitudes and your job.
.
Cooperation
Strive to work with your supervisor as well as any co-workers. Always express a willing attitude and enthusiasm in any task you do for your supervisor.
. Courtesy
Always be courteous and friendly in performing your job. Sincerely try to be friendly to everyone without being pushy or forward. If your job requires you to be in contact with a large majority of the students, always be helpful when these students need assistance.
. Dependability
Be a Work-Study assistant that your supervisor can count on to be at work and get the assigned job done.
. Responsibility
Perform your job to the best of your ability. Always promptly complete assignments given to you, and willingly accept any new assignments. Do your work accurately. Strive for recognition of your abilities, and you will receive pleasure from your sense of accomplishment. You will be evaluated each year by your supervisor. Strive to receive a superior rating in all areas of the evaluation form.
Time Card
Instructions
Name
Soc.Sec. #
Cls.
Pay Period End
R.Hr.
O.Hr.
Dep.
Department
Hours Worked
In
Out
In
Out
DAY
The above is an example of how to complete your College Work-Study time card. Your time card must be submitted to the Financial Aid Office, 309 Webb Hall, bi-weekly.
1. Indicate the month and day that you worked, i.e., 6/15.
2. Indicate the exact time that you arrive for work, i.e., 8:05.
3. Indicate the exact time that you leave work, i.e., 8:54.
4. If you return for additional hours the same day, you may use these columns as indicated in the above or additional lines if necessary.
5. Report the total hours worked each day.
Please convert minutes to tenths of an hour using the chart below. Total each week
separately.
WARNING: Intentional falsification of your time card could lead to prosecution under the U.S. Criminal Code.
Minutes to Tenths Equivalents
01 - 05 min. = .0 tenths
30 - 35 = .5 tenths
06 - 11 min. = .1 tenths
36 - 41 = .6 tenths
12 - 17 min. = .2 tenths
42 - 47 = .7 tenths
18 - 23 min. = .3 tenths
48 - 53 = .8 tenths
24 - 29 min. = .4 tenth
54 - 59 = .9 tenths
Interview Form
Every student on College Work-Study is required to have an interview form completed by their employer. You must come by Room 309, Webb Hall to pick up the interview form each semester before you report to work.
SOCIAL SECURITY NUMBER______________________________________________
This student is eligible for the following Work-Study Award for the ______ school year.
Fall $_________________
Spring $_________________
Summer $_________________
Total $_________________
This is equivalent to ______ hours per week each term. This student has chosen to interview with you for your opening. Please complete the following section & return it.
TO BE COMPLETED BY THE INTERVIEWER
This student is ____ is not ____ satisfactory for the opening on our department.
He/she sill begin work on _________________________________________________
His/her supervisor will be _________________________________________________
His/her job title will be ____________________________________________________
Comments: Reason(s) for not accepting student or general information that we should know:
Signed _____________________________ Date_____________________
Supervisor
Work-Study
Earnings Record
Work-Study
Earnings Record
STUDENTS NAME __________________________________________________________
JOB TITLE _________________________________________________________________
DEPARTMENT ______________________________________________________________
_______________________SEMESTER
WORK SCHEDULE
__________AM __________PM __________
8
9
10
11
12
1
2
3
4
5
OTHER
TOTAL
MONDAY
TUESDAY
WEDNESDAY
THURSDAY
FRIDAY
SATURDAY
SUNDAY
TOTAL
EARNINGS RECORD
BEGINNING BALANCE FOR THIS TERM: $_________=_________ hours per week
PAYROLL DATE AMOUNT EARNED BALANCE
______________ _______________ ______________
______________ _______________ ______________
______________ _______________ ______________
______________ _______________ ______________
______________ _______________ ______________
Telephone Techniques
Proper telephone techniques are very important. You should master the art of telephone use, because the impression that you give is a reflection upon the University.
Clear speech and a pleasing telephone personality are essential to all who wish to use the instrument effectively. The person on the other end of the telephone cannot see you or your facial expression, but can draw an impression from what is heard. For best results in using the telephone, start by observing these rules:
1. Answer cheerfully. Speak clearly and directly into the mouth piece in your normal voice. Do not shout or murmur.
2. Be helpful and courteous. Say "please" and "thank-you" often.
3. Do not answer the phone while chewing gum or eating.
INCOMING CALLS
People are always sensitive to the way their calls are received. They appreciate courtesy and seldom conceal their irritation when it is lacking.
1. Answer the telephone promptly at the first ring, if possible.
2. Identify yourself. "Mr. Howards Office, Jane speaking, May I help you?" is one example of correct procedure.
3. Take calls for others courteously. If the person leaves a message, be sure to take the information down carefully and note the date and time as well as name and number of the caller. Initial all messages in case there are any questions that may need to be answered. In the interest of accuracy, repeat the information over the telephone and ask the caller to repeat it.
4. Answer questions pleasantly and cautiously. "Ill look it up" is better than "I dont know." If the caller asks for some information that you are not sure may be given out, say "Let me find out and call you back," or "Ill have to speak to Mrs. Jones."
5. In some cases, calls may need to be transferred. The procedure for transferring a call is as follows:
a. Explain to the caller that you will need to transfer the call.
b. Push down the receiver button quickly, then release.
c. After hearing the dial tone, dial the correct extension. Explain to the person answering the phone who is calling.
d. Hang up. The call should be connected. Be sure to hang up gently, otherwise it will pop in the ear of the person who is on the phone.
6. If another phone is ringing in your office, push the buttons on your phone as follows: (*) asterick, then (7) seven. The call will then be on your line. Respond as for an incoming call.
OUTGOING CALLS
Interoffice calls are placed by dialing the extension number of that office. (see your supervisors list of extension numbers for University personnel.) Dial "9" to call a local number.
MAIL PROCEDURES
1. The University operates an "on" and "off" campus mail system. Each department is assigned a station number and mail is picked up and delivered to this station. The U.S. Postal Service in Livingston is presently handling all separation for The University of West Alabama with the campus postman making deliveries only.
2. "Off-Campus" mail is delivered to these stations each morning and is carried to the post office in the afternoon.
3. "On-Campus" mail is picked up and delivered twice daily, once each morning and each afternoon. Your employer should have a listing of the station numbers on campus.
4. All campus mail should be contained in a properly marked envelope and separated from "Off-Campus" mail. The envelope should be marked "Campus Mail" on the outside in red. The envelopes should be secured from the University Bookstore.
5. All mail must have the departments return address (Station #) on the outside.
6. All off-campus mail should be separated into bundles (by departments to which it is to be charged.) Failure to do so will cause mail to be refused by the postman. If the postage is to be charged to different divisions within the department, the mail must be bundled and marked accordingly. All mail that is picked up at a mail station will be charged to that station unless it is bundled separately and has a note attached.
7. Each station can handle any outgoing personal mail for faculty, staff, and students provided it has the correct postage affixed. NOTE: The University Postman does not carry stamps; nor will he accept money with which to purchase stamps. It is against State Laws to use State-owned envelopes, letterhead, postage, etc. for personal use.
8. Each department is charged for the amount of postage used daily. This amount is calculated on the postage meter machine and at the end of the month, each department will be charged for the amount of postage used.
9. Postage due notices should be turned over to the postman, and he will pay the postage due and charge the correct department for the amount.
