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Enrollment Management | Financial Aid Services

Employee Handbook-FWS

Introduction  |  What is Federal Work Study?  |  Role of Financial Management  |  OSHA Training  |  Pre-Employment Screening  |  Job Placement  |  Mandatory Meetings of FWS Employees  |  Working on Campus  |  Dual Employment  |  Guide to Finding a FWS Job  |  Changing FWS Jobs  |  Pay Rates  Hours  |  Notice of Eligibility  | Getting Paid  |  FWS Employee Rights  |  Address Changes, Terminations and Background Checks  |  Employment Responsibilities  |  FWS Flow Chart  |  Work Schedules, Job Training, Dept Procedures  |  Supervisor Handbook  |  Name Changes

Published by:

The Office of Student Financial Aid Services
Medical University of South Carolina
Charleston, SC 29425


The Medical University of South Carolina does not discriminate on the basis of race, color, creed, sex, age, national origin, disability, sexual orientation, gender identity, veteran status, or marital status in the administration of admission policies, educational policies, financial aid, or any other university activity.The Medical University of South Carolina hires only United States citizens or resident aliens legally authorized to work. Evidence of citizenship or legal eligibility to work must be demonstrated.

Introduction

The Federal Work Study Program is a form of financial assistance available to qualifying students. Students are provided the opportunity to meet their educational costs through part-time employment. To determine Federal Work Study eligibility, students should contact their financial aid counselor in the Office of Financial Aid Services.

The Federal Government establishes eligibility criteria and allocates an annual grant which is used to fund the student's earnings. The employing department within the Medical University of South Carolina does not contribute to the student's earnings, except in cases where the student's eligibility is exceeded. Because of this unique funding arrangement, the program is governed by policies and procedures representative of both funding agencies.

This handbook provides you with the policies and procedures of the Federal Work Study Program and addresses frequently asked questions concerning Federal Work Study. The information contained in this publication is in effect at the time of publication. However, future changes in policies may become necessary. When such changes occur, all active student FWS employees will be notified in writing.

If you have any questions regarding information in the Handbook, please call the Office of Financial Aid Services at
 792-2536.

What is Federal Work Study?

Federal Work Study is a federal regulated financial aid program authorized by the Higher Education Act of 1965 and subsequent amendments and reauthorizations. A certain percentage of your paycheck is provided through Federal Title IV funds.

The Federal Work Study Program provides students financial aid in the form of wages paid to the student for services rendered as a Federal Work-Study employee. As a Federal Work Study employee, you are paid hourly. This is in accordance with MUSC payroll guidelines and as outlined in your FWS contract. Work cannot interfere with the pursuit of your education.

The exact amount of your Federal Work Study award depends on your demonstrated financial need determined by the Office of Financial Aid Services and available funding from the Federal Government.

If your financial aid award letter includes Federal Work Study, the amount shown is the amount of money you may expect to earn during the academic year as a result of work performed and the hours necessary to perform such work.

What is the Role of the Office of Financial Aid Services in the Federal Work Study Program?

In addition to determining the amount of your Federal Work Study award, the Office of Financial Aid Services acts as the coordinating agent between the student, the supervisor and the administrative offices of MUSC. Please call the Office of Financial Aid Services at 792-2536 regarding questions about this information.

OSHA Training

All Federal Work Study Employees must complete OSHA Training at MUSC prior to employment in accordance with the University's Human Resources Management regulations. There are no exceptions.

This training must have been completed no more than 12 months prior to starting employment. OSHA training is available online at: http://www.carc.musc.edu/training/modules/osha/


A certificate of completion will be given to participants that have completed the training. A copy of the certificate must be given to the FWS Coordinator.

If you have previously completed OSHA training and need a copy of your osha certificate, you may contact the OSHA office directly at 792-3532.

Pre-Employment Health Screening

All Federal Work-Study Employees must complete a Pre-Employment Health Screening with Employee Health Services, located at 57 Bee Street. A drug screen is included with this health screening. This policy is in accordance with MUSC Human Resources guidelines. There are no exceptions.

The FWS Coordinator will make an appointment suitable to your schedule while you are in the Financial Aid Office picking up employment paperwork. Appointments are available during the hours of 7:00 am-11:15 am, 1:00 pm and 1:115 pm Monday through Friday.

Scheduling is based on availability of the Employee Health Services office. At your appointment you will need to have a copy of your immunization records, driver’s license and full bladder (Students are required to obtain a copy of their student health records prior to their appointment.)

Requests for copies of immunization records to be faxed from Student Health to Employee Health should be made in writing to the Student Health office at least 48 hours prior to their appointment. A clearance slip from Employee Health stating that the student is cleared to work will need to be submitted to the FWS Coordinator.

Missed appointments will have to be rescheduled. This may delay the start of employment until the screening is completed. Employee Health’s telephone number is 792-2991.

Job Placement

After selecting open positions, the student should schedule interviews. During the interview, be sure to gain a good understanding of what the job entails. It is important for the student to ask questions and help the interviewer understand what you hope to gain from this work experience. We encourage you to seek employment that will compliment and reinforce your course of study.

After you have been offered a position, you will need to schedule an appointment with the FWS Coordinator to complete and return all necessary employment forms.

Mandatory Meetings of FWS Employees

Before a student can begin working in a FWS position, the appropriate paperwork must be completed to establish a student on the payroll. This paperwork is completed at the Office of Financial Aid Services. We suggest that you make an appointment with the FWS Coordinator after you have interviewed and secured a FWS position. Should the need for other mandatory meetings arise during the year, the FWS student will be notified in writing.

Working on Campus

A variety of opportunities are provided to students with over one hundred academic, administrative and support positions available. Positions are listed in the FWS Job Placement Booklet and are provided to qualifying students through the Office of Financial Aid Services.

Jobs are listed by the type of work and indexed by the department and supervisor. Students should review the job listings, select positions that are of interest, and then schedule interviews. The selection of a qualified work study student for employment in a particular department is at the discretion of the FWS supervisor.

Dual Employment

A FWS employee must notify the Office of Financial Aid Services if they are working (or plan to work) in another department at MUSC other than the Federal Work Study program. Coordination between FWS and the other employing department on campus must be made to ensure that the student is not in an overtime situation.

Approval or Disapproval for Dual Employment is granted through the University Human Resources Office. Paperwork from both departments is required to be submitted for consideration by Human Resources. Federal Regulations stipulate that the FWS Program cannot pay students overtime.

Hours worked from all departments are calculated into the MUSC payroll system and thus the student must not exceed 40 hours per week between all departments at MUSC. It is imperative that students already employed in another department at MUSC or considering dual employment, contact the FWS Coordinator to discuss these matters.

Failure to communicate dual employment information to the Office of Financial Aid Services may place the student in a situation of where the student is ineligible for work study. Any hours worked in a period of ineligibility will be paid by the student’s department. FWS employees may only work one work study job.

Steps to Finding a FWS Job and Being Placed on Payroll

  1. Interested students should see the Receptionist in the Office of Financial Aid Services for a copy of the FWS Job Placement Book. This publication lists available FWS Jobs on campus. Students at Satellite Campuses must call the FWS Coordinator to make arrangements for the FWS Job Placement Book to be forwarded to them.
  2. Review the positions and mark those jobs that interest you.
  3. Call your Financial Aid Counselor to determine if you are eligible for the FWS program. If it is determined that you are eligible for FWS, an FWS award will be included in your total financial aid package.
  4. Make an appointment with the FWS Coordinator. At your appointment, you will be provided step by step instructions (Checklist) to complete prior to beginning employment. An appointment with Employee Health Services for a pre-employment health screening will be made for you at that time also.
  5. Schedule interviews with supervisors. Be sure to identify yourself as a student who is eligible for Federal Work Study
  6. After completing the checklist, make another appointment with the FWS Coordinator. Your appointment should be made at least three work days following your appointment at Employee Health Services to allow time for Employee Health Clearance processing.
  7. At your second appointment with the FWS Coordinator, you should submit all paperwork. Failure to complete all items on the checklist will delay your hire date. At this time, you will be provided timecards, a list of pay dates, a memo regarding timecard completion and a copy of your FWS Contract indicating your official start date.
     
    You cannot begin working until you have been provided with a start date from the Office of Financial Aid Services. Students who work in non-authorized periods of employment will not be paid from Federal Work Study funds. There are no exceptions.
  8. Contact your FWS supervisor to establish a work schedule.

Flow Chart can be found here.

Changing FWS Jobs

Although every effort is made to help you locate the right job for you, there may be the need for a change. In such instances, the student must notify the supervisor and the Office of Financial Aid Services in writing.

A FWS employee wishing to transfer to another department must leave their current department in good standing. Therefore, the employee should submit a written resignation to their current department giving a minimum of two (2) weeks’ notice. You will need to make an appointment with the FWS Coordinator to obtain assistance in finding another job. Your pay rate will not automatically be transferred.

Pay Rates

The work study program's rate of pay is $10.50 per hour.

Hours

Students may work a maximum of 20 hours a week (no more than 8 hours in a particular day). Students working an 8 hour shift must be provided with a lunch break. Students are also governed by other policies which apply to all MUSC employees.

Availability of Federal Work Study funds and written authorization by the FWS Coordinator will dictate work assignments during the holidays and the summer. Students are not authorized to work during scheduled class periods. Students should notify their supervisor of their schedule so that work schedules can be arranged around class schedules.

Notice of Eligibility

Notices of Eligibility are sent periodically to advise the student of their estimated remaining eligibility for Federal Work Study. When a student comes within $500 of exceeding their award allocation, they are sent a letter advising them to plan accordingly so that they will not exceed their FWS awards allocation.

Getting Paid

Your paycheck is based upon the entry of hours worked into the Kronos system every 2 weeks. You are paid as a bi-weekly employee. A schedule of the pay dates will be provided to you when you complete your paperwork necessary for employment. The information is also available online at www.musc.edu/hrm. Pay days generally fall every other Wednesday. The current pay periods can be found at http://academicdepartments.musc.edu/vpfa/finance/controller/payroll/pay_dates.htm

The pay period corresponding to the pay dates will have ended approximately 10 days prior to the pay date. Each pay period always ends on a Saturday.

 The work week runs from midnight Saturday through midnight of the next Saturday.


FWS students will need to submit all hours worked on a biweekly basis via the internet at star.musc.edu
.

The deadline to submit hours via the web is midnight on the last day of the biweekly pay period.

Students may only submit time actually worked on the job. Break times and meal times cannot be included on the timesheet. See MUSC HRM policy 9 for more information.

Falsification of time work is subject to disciplinary actions outlined in MUSC HRM policy 45.To view these policies, visit: www.musc.edu/hrm.

Students are also required to print a copy of their Hours Detail Report. FWS Students must have their supervisor sign the Hours Detail Report. The reports be turned into the designated drop points no later than 10:00 am on the Monday immediately following the end of the work week (unless otherwise specified). Drop off boxes for timecards (Enrollment Management) are in the lobby of the Harper Student Center. Students may also fax the reports to 792-6356.Changes in the MUSC University Payroll deadlines (example: holidays) will be communicated to the student and supervisor through notices placed on the timecards or via e-mail.

In order to be paid correctly and in a timely manner, it is the student's responsibility to turn in your signed hours detail report every 2 weeks. Reports submitted past the stated deadlines may cause a delay in pay.

For those students who work for both the MUSC Authority and FWS, you will submit paper time cards with the same deadlines as stated above. Timecards need to be completed in blue or black ink only and the times should be submitted in decimal format (rounded to the nearest tenth). Timecards require both the student and supervisor's signatures and the times and dates worked. It is also the student's responsibility to ensure that timecards are completed correctly and signed. Incorrect timecards submitted may also cause a delay in pay.

Due to fiscal year end requirements, all timecards that are not turned in prior to June 30th of the fiscal year, will not be paid through FWS funds and will become a responsibility of the supervising department for wages to be paid.



Pay stubs are available online at: http://academicdepartments.musc.edu/hr/university/emp_corner/records.htm

MUSC requires all employees to participate in Direct Deposit.

For new employees, direct deposit takes approximately 2 pay periods to take effect. Paychecks are mailed to the employee’s home address in the interim processing time.

 Changes to your bank account information will require you to complete a Cancellation Form (stop deposit) and a new Authorization form (set up and changes to deposit).

These forms are available at: http://academicdepartments.musc.edu/hr/university/forms/payroll.htm.

FWS Employee Rights

As a Federal Work Study employee at the Medical University of South Carolina, you have certain employment rights. You have the right to:

  1. Expect the Medical University of South Carolina to provide equal opportunity in employment without regard to sex, race, creed, national origin, or handicap.
  2. Work free of the threat or actual incidence of racism or sexual harassment.
  3. Work in an atmosphere consistent with the MUSC mission and values statement.
  4. Be provided adequate instruction and the necessary working conditions for the performance of your duties.

Copies of the Medical University of South Carolina Equal Employment Statement and Affirmative Action Policy are included in your employment packet.

If you have reason to believe your rights are being infringed upon or have questions concerning your rights, please contact the FWS Coordinator in the Office of Financial Aid Services at 792-2536.

Address Changes



If you change your address, you will need to communicate this information with the FWS Coordinator directly or change this information at: www.musc.edu/hrm/myrecords/. Address changes in the Student Information system will change the address only with the academic departments on campus.

This does not change the information automatically with the Human Resources department. The employee system and student information system are not linked. It is important that your address is current to receive paychecks, check stubs and w-2 forms.

Terminations



It is important that if you decide to leave the FWS program that you notify our office of your last date of employment. An employee wishing to resign in good standing should submit a written resignation to the department with a minimum of two (2) weeks’ notice.

Failure to notify our office of the last date of employment may cause errors in your pay. Students who do not work for a period of 2 months will automatically be terminated from the FWS payroll. Students in programs that require them to leave for out of town rotations should notify the Office of Financial Aid Services of their rotation dates to prevent premature termination from the FWS payroll.

Employee Background Checks



MUSC Human Resources requires criminal background checks on all employees ( including FWS employees) as a condition of hire.

FWS Employment Responsibilities

Federal Work Study employees are expected to approach their employment in a professional manner. A student who accepts a FWS position is expected to:

  1. Complete employment paperwork with the FWS Coordinator prior to working.
  2. File all appropriate forms, as required, with the Office of Financial Aid Services.
  3. Fill out timecards completely and accurately.
  4. Ensure that all timecards are turned in on time.
  5. Perform all duties in compliance with departmental policies.
  6. Treat all members of the MUSC community and all visitors with courtesy and consideration.
  7. Notify your supervisor when you are unable to work as scheduled.
  8. Maintain confidentiality when working with all employment related material.
  9. Maintain academic standing.
  10. Notify your supervisor and the Office of Financial Aid Services prior to terminating employment (in writing).
  11. Never work during scheduled class times.
  12. Notify your supervisor and the Office of Financial Aid Services prior to starting an out of town rotation. Failure to communicate these dates may cause premature termination of your paperwork from the payroll.
  13. Continue to maintain satisfactory academic progress and be enrolled at least half time.

FWS Flow Chart

  1. Student reviews FWS Job Placement Book and marks jobs of interest.
  2. Student calls Financial Aid Counselor to determine eligibility.
  3. Student makes appointment with FWS Coordinator to fill out paperwork and set up pre-employment screening.
  4. Student calls to schedule interviews with supervisors.
  5. Make appointment with FWS Coordinator to submit completed paperwork from checklist.
  6. FWS Coordinator provides you a start date and timecards at your appointment.
  7. Contact Supervisor to establish schedule.

Work Schedules, Job Training, Departmental Procedures

As soon as you are given an effective date to work, you will need to report to your supervisor. Please remember that office procedures from departments vary. Therefore, your supervisor will provide you with information regarding attire (what is acceptable to wear in the dept.), job training, expectations, office procedures and etiquette.

At that time, you are expected to establish a work schedule for the semester of the days and times that you plan to work. Student class schedules will change from semester to semester. Therefore, you are expected to coordinate and establish a new work schedule with your supervisor no later than the first week of classes each semester.

Name Changes

If your name changes, please visit: http://academicdepartments.musc.edu/hr/university/forms/ and complete a name change form. In addition, you will need to submit a copy of your new social security card and a new W-4 Form (withholding form) to MUSC Human Resources.

Supervisor Handbook can be found at this location.



Last Published with Edits:January 31, 2014 2:50 PM
Last Comprehensive Review:
 
 
 

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