Student Employment Handbook

1. Introduction
   a. Purpose of the Program
   The Federal Work Study (FWS) and the Student Employment (SEP) Programs are designed to provide eligible students with an opportunity to gain valuable experience as well as a chance to earn money to offset educational and living expenses related to attending Bristol Community College. The FWS and SEP programs are essentially the same --with one difference: FWS monies are federal funds while SEP monies are institutional funds.
   
   b. Student Eligibility Criteria
   To be eligible to receive funds a student must meet citizenship requirements, enroll in an eligible academic program, maintain satisfactory progress, and demonstrate financial need. (Financial need is not a criteria for the SEP funds.) Eligibility during the academic year does not automatically guarantee eligibility for the summer or next year. A new application must be filed for each school year.
   
   c. Application Procedure
   The following documents are needed to receive consideration for student work:
   Free Application for Student Financial Aid (FAFSA)
   BCC Financial Aid Application
   BCC Work Request Form
   Other documents requested by the Financial Aid Office
   Applications are evaluated by the Student Employment Coordinator and funds are awarded to qualified students. Funding is limited and awarded based on financial need and the student's suitability to positions available.
   
   d. Cooperative Education Credit
   Some jobs qualify for Cooperative Education. This means that college credit can be received for some of the positions in this program. Enrollment in CED 11 or CED 12 is required. Further information on this option is available from the Cooperative Education Office in Room K123.
   
   e. Community Service/America Reads/America Counts
   Placements that provide community service are available:
   1. Tutoring literacy in local elementary schools or math in local junior high schools is available to students enrolling in CED 11, CED 12, or EDU 20. These seminar classes will help provide the guidance and training needed to tutor.
   2. Positions are also available at area not-for-profit community service agencies. Students can review the list of current community service openings or request consideration for an agency not on the list.
   
   f. Student Rights
   Student employees are considered to be employees of the BCC and, as such, are entitled to rights other employees in their status have. The college policies on discrimination, affirmative action, and sexual harassment are described in the Student Handbook.
   
   
2. Job Placement Procedures
   a. Review of Job Openings
   1. JOB FAIR -- Most academic year placements are made at the annual Job Fair held in late August. Eligible students can visit with supervisors and select from a variety of open positions. A list of open positions is provided at the Fair.
   2. After the Job Fair, students may review the list of job openings posted at the Financial Aid Office or on-line, and, if interested in a specific opening, request an interview with the Student Employment Coordinator. Additionally, the Student Employment Coordinator will review applications and, based on the type of positions open, request an appointment with a student applicant.

   We make every effort to match the student's skills, academic program, and interests with the positions available. If hired, several payroll forms need to be completed.
   1. Federal Withholding Form
   2. BCC Banner ID Form
   3. I-9 Form (a picture ID and either social security card or birth certificate is needed with this form)
   4. OBRA Retirement Form (for employees enrolled in less than 6 credits)
   5. Direct Deposit Form (optional)
   
   b. Job Referral and Interview
   Students are referred to a supervisor to discuss the requirements of the position, their skills, and possible work schedule.
   1. If hired, the work schedule and start date are determined by both parties. The supervisor must notify the Student Employment Office. The Coordinator will complete and forward the Personnel Action Form (PAF) to the Human Resources Office. A copy of the PAF will be sent to the supervisor to confirm the hiring.
   2. If not hired, the student should return to the Student Employment Office to consider other opportunities.
   
   c. Employment Period
   Jobs are available during the academic year and the summer. The academic year program runs from September through May. The summer program runs from June through August. The exact dates of employment are indicated on the Personnel Action Form.
   Graduating students cannot work beyond the semester in which they complete their degree requirements and students who withdraw from class can work only up to their last date of class attendance.
   
   

3. Pay Rate, Hours, and Deductions
   a. Award Amount (or Maximum Earnings)
   The award amount of FWS or SEP is the maximum amount the student can earn in this position. This amount will be on the financial aid award letter and the Personnel Action Form. To balance the earnings of the program funds, students are allocated a maximum number of hours to work per week on the Personnel Action Form.  Any amount that remains unearned at the end of the employment period does not carry over to the next period. 
   
   b. Pay Rate
   As of January 2007, the pay rate for on-campus general jobs is $7.50 per hour and the pay rate for off-campus and technical jobs is $8 per hour.
   
   c. Hours
   The maximum number of hours that a student can work per week is provided on the Personnel Action Form. The funds are budgeted to insure that the student can work through the entire employment period. A student is allowed to make up lost hours only in the pay cycle in which an absence has occurred.  Any exceptions must be approved in advance by the Student Employment Coordinator.  Work hours should be scheduled so they will not conflict with academic responsibilities and no more than eight hours can be worked in one day. Students are paid for hours worked and no compensation will be given for sick time, vacation time, or lunch breaks.
   
   d. Payroll Deductions
   All earnings are subject to federal and state income taxes and will be deducted in accordance to the Withholding Forms completed by the student. In addition, a student employee enrolled in less than six credits for the employment period will also be subject to deductions for the OBRA retirement plan and Medicare tax. Information on the OBRA plan is available from the Human Resources Office in Room D208c. Once a student ceases this employment, the OBRA funds can be withdrawn without penalty.
   
   
4. Paychecks
   a. Timesheets
   The preprinted package of timesheets will be sent to the supervisor from the Student Employment Office for every student hired. Each block from Sunday through Saturday should have an entry -- either a clearly distinguishable "x" indicating that no hours were worked on that day or the total hours worked. The timesheet is signed by the supervisor and submitted to the Financial Aid Office. It is recommended that the supervisor retain copies of timesheets or a work log to assist in verification if needed. Timesheets are to be submitted every two weeks.
   
   b. Timesheet Deadline
   Student and supervisors share the responsibility for submitting timesheets in accordance with the Schedule of Pay Periods. Generally, timesheets are due in the Financial Aid Office every two weeks by 5:00 p.m. Monday. Unfortunately, late timesheets cannot be processed until the next pay cycle.
   
   c. Payment to Student
   Paychecks are available in the Bursar's Office on the date listed on the Schedule of Pay Periods. This is every two weeks, on Friday, after 12:00 noon. A valid identification card is needed to pick up the check. Direct deposit is also available.
   
   
5. Student Responsibilities
   a. Work Performance
   All employees are expected to give regular, punctual, efficient, and cooperative performance on the job. It is expected that the supervisor will be notified if the student will be late or absent from work.
   
   b. Dress Code
   Appropriate attire is expected. Some departments have a more stringent dress code than others and this should be discussed with the supervisor.
   
   c. Reassignment
   A student who is dissatisfied with their position should first discuss the circumstances with the supervisor. If a resolution is not possible, the student can contact the Student Employment Coordinator. The Student Employment Office is here to assist students with the employment experience. Reassignment to another position will be explored and we will attempt to provide the student with other opportunities. However, since available positions are limited, the possibility exists that a new position may not be available that is compatible with the student's skills. At the discretion of the Student Employment Coordinator, a student with a poor work record may forfeit their right to participate in the program.
   
   d. Tips for Students
   Listed below are some tips that can help in all positions:
   Have a positive attitude.
   Be punctual.
   Dress neatly, no ripped jeans, no revealing or flamboyant clothing.
   Your supervisor is now your boss...keep good communication.
   Don't be afraid to ask question.
   Team effort is key to making a job enjoyable. As an employee, you are part of a team delivering a service. Team members lighten the burden and help each other achieve a goal.
   Don't allow friends to hang around while you work.
   
   In dealing with the public:
   You may be the first person with whom a visitor may have contact. This means that at that time, you represent the college. The impression you make will influence the person's opinion of the department or college and you have only one opportunity to make a first impression.
   As a representative of one of the college's offices, many times you will be dealing with fellow students and community people. Keep in mind that you must respect confidentiality, remain polite and calm.
   Don't keep a visitor waiting...ask how you can help.
   To help maintain confidentiality and respect visitors in the office, avoid talking across a room. Get up to talk to someone.
   If you don't know an answer, it's okay to say you don't know. But, also say, "I'll try to find out."
   There may be a time when it seems appropriate to interrupt your supervisor during a meeting. Check with your supervisor for their recommendations and proper procedures.
   If a person is abusive to you on the telephone or in person, refer the person immediately to your supervisor. Don't let a caller upset you to the point you are rude to them.
   
   Using the telephone:
   Keep a message pad handy.
   Take messages clearly and accurately. Ask the caller to spell names, record the telephone number, time, and date. Initial all notes and be sure the message is delivered to the appropriate person.
   Speak clearly and do not talk with food, gum, or pencil in your mouth.
   Answer telephone calls promptly. It is usually expected that calls are picked up by the third ring.
   Remember to place a call on "hold". If the receiver is just placed on the desktop, the caller will still hear office conversation.
   When you complete your call, remember to say "Thank you" or "Good Bye". Let the caller hang up first.
   Screening calls can sometimes be complicated. A polite way of asking who is calling would be "May I tell Ms. Smith who is calling?"
   Request the purpose of the call when a person is seeking an appointment.
   Your telephone voice is important. A warm and cordial tone shows interest in the conversation. Guard against the tendency to let your voice become mechanical.
   When asking a caller to wait, ask "Will you please hold while I get that information?" and wait for the reply. When you return to the call, thank the caller for waiting.
   
   
6. Supervisor Responsibilities
   a. Requesting Student Help-On Campus
   College departments and employees can request student help in March for the coming Summer and Academic Year. The Request for Student Help Form is completed by the requester and submitted to the respective Dean. The number of positions that can be approved is determined by the funding available. All requests are reviewed by the individual Deans and the Student Work Committee. A summary of all positions approved will be provided to each Dean in May.
   
   b. Off Campus Requests
   Not-for-profit community service agencies are eligible to participate in the Federal Work Study Program. These agencies are responsible for twenty-five percent of the student employee's gross wages and will be billed this share at the end of Fall, Spring, and Summer sessions. The Request Form, Community Service Statement, and FWS Agreement must be completed by the agency. (The agency share is waived for placements involving literacy, America Reads, or America Counts Programs.)
   
   c. Supervision
   The supervisor is responsible for proper supervision of the student employee's work. It is not appropriate and not the intent of the program to allow students to study while on the job.
   
   d. Terminations
   A student's employment is conditional on satisfactory performance of the duties assigned. A supervisor who is dissatisfied with a student's performance should inform the worker and, to the extent possible, help the student to improve. Keep in mind that this is a training program and many times the student's first work experience. If a problem persists and cannot be resolved, the supervisor has the discretion to release the student from the position. If a termination from the job occurs, the Student Employment Coordinator should be notified immediately...this applies to voluntary termination as well. A Termination and Evaluation Form should be completed at this time.
   
   e. Evaluations
   The supervisor should discuss job performance, attitude, growth, and reliability at least once a semester with the student employee.
   
   f. Tips for Supervisors
   The student work program provides an opportunity to many students to gain job skills and work experience. For many, this is their first work experience. As such, training and supervision are important in preparing the employee for jobs beyond their college experience. On the job training is exactly what the name implies. Orientation to the department and job are important in helping the employee feel part of a team. The orientation may include the following:
   Conduct an office tour and introductions, review office hours, dress code, timesheets, office supplies, work space, and breaks.
   Review a job description, standards of performance, the evaluation process, and office systems.
   Explain proper channels of communication and who is available when assistance is needed.
   Supervision is an important facet of the employee's growth. Give directions clearly and ahead of time, commend for a job well done, critique in private, provide an opportunity to train for greater responsibility, make each employee feel a part of the team