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: dohrmang@cwu.edu

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: elliotts@evergreen.edu