Student Employment:Student Employment:Practices & Coping Practices & Coping StrategiesStrategies
Utilizing Resources and Strategies for an Effective Employment Program
Gayle Dohrman, Central Washington UniversityScott L. Elliott, The Evergreen State College
Funds ManagementFunds ManagementKeeping track: CWU MS Excel
spreadsheetTESC Banner HR/FinAidPlanning strategies & scenarios
◦Experiment with: Reimbursement rates Award amounts Awarding methods
Planning for Less Funding: Planning for Less Funding: OptionsOptions
◦Lower reimbursement rates to stretch funds◦Tiered rates to maximize student opportunities◦Reduce hours during breaks or summer◦Eliminate/reduce full time summer employment◦Assess employer match ability – can they still
hire with less Work Study support?◦ Institutional “Work Study” program to fill gap?◦Assess value of the experience for students &
perhaps not fund certain jobs, considering: Related to major or career goals? Student satisfaction with position
Making Changes: Making Changes: Regulations vs. PoliciesRegulations vs. PoliciesKnow program regulations and your school’s
policies and the difference between them – crucial when making changes.
Policies are usually, but not always, based on regulations
Obtain buy-in from higher management when making changes
Prepare for “but we’ve always done it that way”
Remember it is a student aid programNo surprises: inform the campus community
Over Spending StrategiesOver Spending Strategies◦Deny unearned WS carry forward to next
term or working full time during breaks◦Can student keep the job but switch to
institutional funds? Ask employers for help◦Don’t replace lost student employees◦Replace lost students but award fewer
hours◦Reduce awards of under-earning students◦Develop more non Work Study jobs ◦Consider applying for a grant – check with
school library, graduate studies, or development office
◦Utilize FWS 10% carry forward/carry back
Under Spending Under Spending StrategiesStrategies
◦ Additional reimbursement if below maximum
◦ Award more students (waiting list, etc.)◦ Increase awards for high earners◦ Switch eligible students to Work Study
from institutional funding.◦ Utilize FWS 10% carry forward/carry
back◦ If near year end, can retroactively award
eligible students with unmet need who had eligible institutional jobs, If and only if all required elements were in place at the time the hours were worked.
SWS: Strategies for SWS: Strategies for CopingCopingUtilize program differences between
SWS & FWS to maximize student opportunity with less funding
Can reimburse below maximum rateTargeted placements – community
serviceFunds management – closely monitorStandardizing FWS & SWS
reimbursement rates to stretch funds & position for any available redistribution of SWS
Awarding practices – changes can help
CWU Awarding PracticeCWU Awarding PracticeProblems solved by CWU approachAdvantages for:
◦Financial Aid Office◦Students◦Employers How it works – a blended approach
Most students awarded after they find a job except for some freshmen who receive a modest initial award and then find a job to utilize it
Tools & Forms
Problems Solved by CWU Problems Solved by CWU AwardingAwardingExcessive over awarding to spend fundsMake awards & hiring forms for students
who don’t ever get jobs, then cancel awards
Nag students to pick up forms & use awards
Deny WS to transfer students & late admits
Problems meeting community service %Payroll catch up when awarded students
work without a hiring formStruggle with funds management &
earnings forecastingEmployers can’t hire the student they
want
Advantages: Financial Aid Advantages: Financial Aid OfficeOfficeCWU AwardingCWU AwardingFunds management easier, over award only15-
25% Accurate earnings estimates help avoid surprisesSort out earnings type before students work
instead of at the end of the yearCommunity Service: know how much you will
spend & encourage students to fill these jobs Know who will work & how much they will earnAward after the student is hired & tailor awardMinimize revisions and canceling awardsCan require supervisor training before they hireMore control over type of jobs funded – close off
awarding one type & direct students to fill others
Advantages: Students Advantages: Students CWU AwardingCWU AwardingAll eligible students have a chance to get
Work Study:Late applicants, late admits and transfer
studentsMissed indicating interest on FAFSADelayed in verification or other problems
Renewal process - can return to same jobBetter career related choices and timingMore control over hours and other aid
affected, can award minimal hours Only receive WS if actually hired, other aid
not displaced by unwanted/unusable WS award.
Doesn’t leave them under or over funded in loan.
Advantages: EmployersAdvantages: Employers CWU AwardingCWU AwardingWider applicant pool – can hire any eligible
students, not just those who received an award in 1st or 2nd award round
Hire the students they want with the skills they need any time funding is available
Renewal process - can rehire the same student each year
More incentive to develop high skill and community service jobs for qualified students
Can make minimal awards for students who only want to work a few hours per week, such as some reading tutors or lab assistants.
CWU Awarding ProcessCWU Awarding ProcessStudents apply for financial aid as usual
and indicate Work Study interest on the FAFSA or have Freshmen WS Award.
The Work Study Personnel Action Form (WSPAF) with instructions (the “hunting license” for a Work Study job) is mailed to them or included in initial award letter.
Students can directly request WSPAF if did not mark FAFSA
The student finds a job, is hired, returns WSPAF for award
CWU Awarding Process CWU Awarding Process con’tcon’tAward code reflects earnings type &
reimbursement rateAward is made, amount is tailored to
actual jobFormula: wage x hours/week x # of weeks
= Award amountRequest JD, I-9, W-4, etc. if needed before
approval Approved, send notice to student &
employerPlaced on payroll or reimbursement
authorized and timesheets, etc. sent to off campus employer
Tools & Forms CWU Tools & Forms CWU AwardingAwardingWork Study Personnel Action
Form (WSPAF) & instructionsFunds management spreadsheet
TESC Work Study AwardingTraditional style of awarding based
on FAFSA need and priority filing deadline.
Over award then recoupLess work in the beginning, but
more work laterConstantly having to determine
awards and cancel and adjustNot optimal for employer/student
job engagement
TESC – Evergreen Work StudyWe have our own Institutional Work
Study award4% from tuition (includes
Institutional Need Grants)More flexibility - allows rolling to
next AYCurrently only available to WA
ResidentsPossible to use off campus and
summer
Doing More With Less - Doing More With Less - MonitoringMonitoring
◦Spreadsheet of awards and expenditures
◦Student earnings tracking form for employers
◦Database for tracking off campus reimbursements
◦Keeping track of earnings Analyze earnings after each enrollment
period to calculate attrition rates and fine-tune earnings estimates to make mid year adjustments.
Doing More With Less: Doing More With Less: SoftwareSoftwareMS Access to automate data tasks
◦FWS Job Location & Development Database
◦Forms processing◦Payroll entry uploads◦Reporting
Add-on software programs for hiring forms processing
Job posting software or make your own to save money
Washington State Washington State Association of Student Association of Student Employment AdministratorsEmployment AdministratorsWebsite: http://www.wsasea.org/ Only state SE association in USEducation, networking, support
opportunitiesList serve – Ask colleagues who
understand and reply quickly!Spring Conference 3 days, 2
nightsFall Town Meeting 1 dayStudent Employee of the Year
WSASEAWSASEASpring Conference 3 days, 2 nights North
Bend – Less than $250 for everything- meals, lodging, conference fee, even includes dues for the next year! Keynote speakerInvited speakers on specific topics
I-9 & SS issuesState HECB and Federal Updates
Public / Private Breakout SessionsRoundtable Discussion / Best PracticesJLD Strategies
Fall Town Meeting 1 day – Free for membersState HECB Update, Roundtable, invited speakers
Toolbox: Regulations & Toolbox: Regulations & ResourcesResourcesState Work StudyFederal Work StudyLabor Rules
◦Federal◦State◦I-9
Public schools◦PERS◦Civil ServiceOther
Understanding SWS Program Understanding SWS Program RulesRules• Sources of information:–Higher Education Coordinating
Board: http://www.hecb.wa.gov/–SWS Program Manual (printed)–State regulations from which the
SWS Program Manual is taken (WAC 250-40): http://apps.leg.wa.gov/wac/default.aspx?cite=250-40
Understanding FWS Program Understanding FWS Program RulesRules• Sources of information:– Information for Financial Aid
Professionals (IFAP): http://www.ifap.ed.gov/IFAPWebApp/index.jsp –Federal Student Aid Handbook:
http://ifap.ed.gov/ifap/byAwardYear.jsp?type=fsahandbook&awardyear=2010-2011 –Federal Register from which the
Handbook information on FWS is taken: http://ecfr.gpoaccess.gov/cgi/t/text/text-idx?c=ecfr;sid=577d804718864813e9504e05de9b93c6;rgn=div5;view=text;node=34%3A3.1.3.1.38;idno=34;cc=ecfr
Labor Rules: StateLabor Rules: StateMinimum Wage:
http://www.dol.gov/whd/minwage/america.htm
Wage and Hour: http://www.lni.wa.gov/WorkplaceRights/Wages/default.asp
Labor Rules: FederalLabor Rules: FederalFederal Fair Labor Standards Act (FLSA):
http://www.dol.gov/whd/flsa/index.htmVolunteers:
◦http://www.dol.gov/elaws/esa/flsa/scope/er16.asp Digest of information
◦http://ecfr.gpoaccess.gov/cgi/t/text/text-idx?c=ecfr&sid=48d6ee3b99d3b3a97b1bf189e1757786&rgn=div5&view=text&node=29:3.1.1.1.29&idno=29#29:3.1.1.1.29.2 Actual regulations
Q & A: http://www.dol.gov/elaws/faq/esa/flsa/toc.htm
Public InstitutionsPublic InstitutionsPERS Regulations:
◦http://apps.leg.wa.gov/RCW/default.aspx?cite=41.40 Membership
◦http://apps.leg.wa.gov/RCW/default.aspx?cite=41.40 Overview
Civil Service Rules:◦Student employee exemption:
http://apps.leg.wa.gov/WAC/default.aspx?cite=357-04-040 Student specific info
◦http://apps.leg.wa.gov/WAC/default.aspx?cite=357-04-015 Who is not covered
I-9 & Other Federal I-9 & Other Federal InformationInformationI-9
◦http://www.uscis.gov/files/form/m-274.pdf Handbook for Employers
◦http://www.lawlogix.com/resources/webinars-on-demand Free webinars on issues
http://www.uscis.gov/portal/site/uscis Main site for employment, taxation, and immigration issues
Questions?Questions?
Please don’t hesitate to ask!
Thank you!
Contact InformationContact InformationGayle DohrmanAssistant Director of Financial
Aid for Student Employment
Central Washington University
400 E. University WayEllensburg, WA 98926-7496
voice: (509) 963-3054fax: (509) 963-1788email: [email protected]
Scott L. Elliott Associate Director of Financial Aid & Student Employment
The Evergreen State College2700 Evergreen Parkway NWOlympia, WA 98505
voice: (360) 867-5521fax: (360) 867-6576email: [email protected]