Midlands Technical College
Student Financial Services
Federal Work Study Supervisor Orientation

INTRODUCTION

We are pleased that you are going to be a College Work-Study supervisor.  This orientation is designed to serve as a guide and to answer some of the questions you may have about the Federal Work-Study Program.  It is not, however, all-inclusive. Please call our office if you are unsure of any procedure, policy or regulation that may affect you and/or your work-study student.

The Federal Work-Study program is funded through a federal grant that the College receives annually. Students are awarded work-study based on federal eligibility criteria and are paid from this grant for work performed.  Although work-study students cannot replace full-time employees, they can supplement your current work force at no cost to you.  You may request a work-study student by submitting a job description.

On-Campus FWS Job Description Form
http://ewebapps.midlandstech.edu/parttime/ws_oncampus.aspx

Off-Campus FWS Job Description Form
http://ewebapps.midlandstech.edu/parttime/ws_offcampus.aspx

ORIENTATION

Ideally, students are placed in jobs that complement or reinforce their educational or career goals.  If this is not possible, we refer them to jobs that closely match their skills and attributes.  Eligible students are given interview request forms listing the hiring department/agency, the address and supervisor’s name and contact number.  Your current job description is attached to the interview request form.   It is the responsibility of the student to schedule interviews for employment.  When your notification of intent to hire is received by the Federal Work-Study Office, the Work-Study Coordinator will forward you the work-study Referral and a Statement of Confidentiality.  This statement must be signed by you and your student employee.

The Referral shows the amount of the FWS student’s award for the academic year (fall/spring), the approved start and end dates for the work period, the maximum number of hours the student can work per week and the maximum work hours allowed per semester.  The Referral, Statement of Confidentiality and the student’s work schedule must be returned to the Federal Work-Study office before your student employee can begin work.  Your department account number must be included on the Referral.  It is the supervisor’s responsibility to provide the training necessary for job performance.  Supervisors will also be required to train their student employee(s) on Web Time Entry to document hours worked.  Questions regarding this procedure should be referred to the Payroll Department.  Timesheets are due the 1st day of the new month.  Timesheets submitted after the due date will be processed for the following pay period.  Students can access the timesheet through their mtconline account.  You are also required to submit the FWS Office a Performance Evaluation on your student employee at the end of the first semester of employment.

TERMINATION

Due to federal regulations, students cannot work during a scheduled class time.  A term work schedule must be submitted to the FWS office with the signed referral.   The schedule should not conflict with scheduled class times and schedule must allow “travel time” from the student’s class to their work site.  Do not allow your student employee to work during a scheduled class time.  If the class has been cancelled or dismissed early, the student should not be to allowed work before his authorized time.  All hours approved by you but not meeting FWS regulations will be charged to your department.  Any change to student’s work schedule must be submitted to the FWS office.  A work schedule is required for each semester the student is employed. Students are allowed to work a maximum of 7.5 consecutive hours with the following stipulations:

1. Student cannot exceed the weekly total of hours allotted
2. These hours cannot be worked during a scheduled class time
3. A thirty minute break must be taken if the student works 7.5 consecutive hours
    

In addition to work time violations, student employment can be terminated immediately by the FWS staff for the following reasons: 

1. The student has earned the total amount awarded for the semester before the end of the term.
2. The student has been suspended from MTC academically or from the financial aid program.
3. The student is not making satisfactory academic progress per regulations.
4. Complete withdrawal from College.
5. Falsifying time sheets.  (Random audits of time reported and actual class time are performed periodically by the FWS staff.) 
6. Theft, destruction, damage or misuse of department/MTC property.
7. Disclosure of confidential information to unapproved party.

Students can also be terminated by the FWS supervisor for the following reasons (not all inclusive):

1. Job abandonment (three consecutive days where the employee has not called or reported to work.)   Also, failure to report to work at assigned times or notify supervisor may result in termination
2. Violation of job site rules and regulations.
3. Poor job performance. 

 
TERMINATION PROCEDURE BY SUPERVISOR

The FWS supervisor must be satisfied with the work being performed.  If you hire someone who proves to be unsatisfactory after a suitable trial period, it is the option of the supervisor to terminate this worker.  Following the procedure prescribed below, a supervisor may terminate a work-study student.

1. Documented verbal warning.
2. Documented written warning.
3. Termination (The work-study office must be informed in writing.)  All timesheets must be turned in for hours completed before termination.  An employee evaluation must also be completed.

JOB TRANSFERS

When a student accepts a job assignment, it is expected that the student will stay on the job for the entire award period.  If a transfer is requested and approved, an evaluation of the student’s performance must be completed and submitted to Federal Work-Study coordinator’s office on the Beltline Campus.

Students cannot work as College/department contract employees and work-study employees simultaneously.

The Fair Labor Standards Act of 1938, as amended, prohibits employers (including educational institutions) from accepting voluntary services from any paid employee.  FWS students will only be paid for hours that meet federal regulations