Student Employment Guidelines at Shepherd University

SHEPHERD UNIVERSITY STUDENT EMPLOYMENT Important things you need to know

TWO TYPES OF STUDENT EMPLOYMENT Regular Student Employment Federal Work Study

REGULAR STUDENT EMPLOYMENT All students are eligible, regardless of family income, depending on number of credits and GPA 2.0+. Must have Satisfactory Academic Progress (SAP). Departments pay students using departmental funds (as opposed to funds provided through Financial Aid). Students may not work more than 25 hours per week. International Students are limited to 20 hours a week while taking classes.

FEDERAL WORK STUDY Financial aid program based on financial eligibility must have Satisfactory Academic Progress (SAP). Must apply through FAFSA no later than March 1st. Check RAIL account to verify FWS award. If awarded, then ACCEPT the award. If not awarded, then email Student Employment to verify eligibility and request FWS. If not awarded and not eligible, then do not apply for FWS positions. Number of hours per week that may be worked are determined by FWS Award. Note: Restricted to US Citizens

SATISFACTORY ACADEMIC PROGRESS (SAP) GPA Number of credit hours attempted versus number completed Maximum number of hours required for degree Details on Financial Aid Office s Website Applies to all students

SPECIAL OPPORTUNITIES FWS students may have opportunities to work in the community. Examples include: Boys & Girls Club, elementary schools, etc.

MULTIPLE POSITIONS Student employees may work in one or more position. Students must make all supervisors aware of their other job(s) so that they do not work more than they are permitted (25 hours max combined per week). They may only have one Federal Work Study position

FINANCIAL AID RECIPIENTS NOTE: The following message is for ALL Financial Aid recipients, not just Federal Work Study. You must attend your classes regularly. Students must engage in the requirements for each class. Midterm grades, along with last date of attendance reported by faculty, will be used as the basis for determining your attendance and financial aid eligibility.

FINANCIAL AID CONTINUED Participating in class includes turning in all assignments. If you do not comply with these regulations, your financial aid may be revoked either partially or in full. This may result in you owing money to the University. ATTEND your classes!

OFFERED POSITIONS Accept the position OR Decline the position. New employee information is also gathered by the employer ( New Student Employee Information Sheet ). o This information is required to complete the Hiring Proposal and is not allowed to be asked during the interview process or prior to the employee accepting the position. o After you ACCEPT, you need to go to Student Employment to complete hiring paperwork.

STUDENT EMPLOYMENT PAPERWORK All paperwork may be obtained from the Student Employment Office. Background checks are required for most positions. I-9 (Employment Eligibility Verification Form) Last page of the form lists acceptable documents for employment eligibility (i.e. driver s license, birth certificate, social security card, US passport, etc.) This form must be signed in the Student Employment Office Tax Forms W-4 Federal Tax Form State Tax Forms Direct Deposit Form

WHEN CAN I START? After your paperwork has been approved through the WV State Payroll Office, authorization by the state can take up to 3 weeks. Student Employment will notify your supervisor. The supervisor will contact the student to schedule training. Complete the department s training.

GETTING PAID Two types of payments Hourly (most common) Stipend (rare) Student minimum wage is $8.75 per hour. Earnings of Federal Work Study (FWS) students cannot exceed their FWS award. The average award is $1,500. Employees are paid in arrears.

ACCOUNTING FOR TIME Students may account for time worked in one of three ways: By timeclock By timestamp By paper timesheet (multiple positions only) Students must be programmed into a timeclock by a supervisor or designated person. Students must open a MyApps computer account to use the timestamp feature and to view their paystub.

MORE ABOUT ACCOUNTING FOR TIME The timeclock and timestamp may only be used for primary positions. All other multiple positions must account for their time worked by paper timesheet submitted by supervisors. Paper timesheets must be signed by supervisor and student. Paper timesheets are submitted every Monday by noon to the Student Employment Office.

All state employees will be required to be paid electronically . Which option will you choose? WV Pay Card Direct Deposit

Direct Deposit Is a proven option to get immediate access to your money on payday. Your entire paycheck will be deposited directly to your secure bank account at the financial institution of your choice. West Virginia Pay Card The pay card is a prepaid master card that offers many free ways to access wages. No credit check is required to activate the card.

WHAT I NEED TO KNOW ABOUT WORKING You cannot work if you have not applied for the position and your supervisor has not received formal authorization from Student Employment. Students are limited to working 25 hours per week (20 hours for international students). Every 5 hours of work, student employees must take a 30 minute unpaid meal break. If an unusual circumstance causes need for a student employee to work more than 25 hours in any given week, the area s VP/Executive Officer must approve it.

WHAT IF I DROP A CLASSOR WITHDRAW? If you are being paid by FWS, check with Financial Aid prior to dropping the class. Dropping below 6 credits may make you ineligible to work. If you withdraw from the semester, you are no longer eligible to work as a student employee. Dropping or withdrawing from too many classes may make you ineligible for employment due to Satisfactory Academic Progress requirements.

CONDUCT Maintain professional behavior. Once a schedule has been set by you and your supervisor, you must work those times. In an emergency situation, you should notify your supervisor immediately. Appropriate clothing should be discussed with your supervisor before you start. Confidential information must never be discussed unless it is part of your job and only then shared with the appropriate supervisor, not co-workers, friends, or others!

ZERO-TOLERANCE Student Employment has the same zero- tolerance policy for illegal drugs as stated in the Online University Student Handbook: Student Code of Conduct Drug Policy. All students receive the Shepherd University Drug-Free Workplace/Drug-Free School Policy and acknowledge receipt. Smoking while working is prohibited unless you are on an authorized break.

ATWILL EMPLOYMENT Student Employment at Shepherd University is on an at will basis. A student employee may be dismissed for poor performance at the discretion of the supervisor. Shepherd University reserves the right to dismiss any student employee on the grounds of inappropriate behavior or conduct.

EVALUATIONS All students should receive a performance evaluation upon leaving a position or at the end of the spring semester. Supervisors also have the option of conducting performance evaluations during the fall semester or at other times. Students are asked to evaluate their job(s) at the end of the spring semester or upon departing their positions.

STUDENT EMPLOYMENT OFFICE o Location: Human Resources (behind White Hall) 120 North Princess Street o Phone Numbers: Student Employment: 304-876-5381 Student Payroll: 304-876-5792 o Hours: Monday Friday 8:00- 12:30 and 1:30-4:30

THANKYOU!