Student employment positions are intended to expand the range of job opportunities for qualified students. Positions are limited to those offered by public and non-profit organizations. Federal Work-Study (FWS) funds cannot be used to pay for work of a political or religious nature or for the benefit of a private individual. All employment practices must comply with existing civil rights regulations. Wages are paid according to those listed in the Student Wage Schedule unless an agency other than the University hires the student and pays the wages with its own funds.
- Federal Work-Study Program
- Department work funding
- Students: Applying for employment funding
- Students: Finding a job
- Supervisors: How to hire a student
- Work authorization procedures
- Pay grades, steps, and promotions
- Student payment of wages
- Workplace relationships
Federal Work-Study Program
FWS is a Title IV student aid program allowing eligible students to earn money to help meet educational expenses. Following submission of the FAFSA, students are awarded a FWS maximum earnings award as part of the financial aid package. Suggested hours per week are included on the work authorization. Awards are limited by funding availability and student eligibility.
Departmental work funding
Departmental funds for student employment are also available for qualifying students. Students apply directly to the hiring departments and work awards are made by the departments based on job qualifications and availability of funds. It is not necessary to apply for federal financial aid to receive this funding.
Students: Applying for employment funding
Many job opportunities are available to eligible students. Application for funds is an annual process and is the first step in securing student employment. Participation in the work-study program is contingent upon student eligibility for funding, availability of funding, limited placements, and completion of the paperwork that authorizes employment.
U.S. students seeking a FWS position must apply for federal financial aid using the FAFSA. The application process must be complete before the students can be paid FWS funds.
FWS recipients will receive a work authorization indicating maximum allowable earnings. The student must sign the authorization, obtain their supervisor's signature, and return the work authorization to the Financial Aid Office.
Any student may apply for UMM departmental funding by simply applying for a job with a University department. Departments may use their own funds when a position cannot be filled by a FWS-eligible student or when the position is critical to the University's operation.
Students with FWS or departmental jobs must be matriculated in a UMM degree program and registered for at least six credits per semester. Rare exceptions are allowed with departmentally funded positions. For example, a non-matriculated student taking fewer than six credits may receive departmental funding for one semester, but funding will be terminated at the end of that semester unless the student matriculates and registers for at least six credits.
Students: Finding a job
The most effective way to find a job is to contact potential supervisors from the Listing of Departments to gather information about jobs and arrange interviews. Many departments post job openings on bulletin boards. Students may also contact the Financial Aid Office to inquire about job openings on campus. Students must reapply for funding and jobs each year.
Supervisors: How to hire a student
The process of hiring a student worker begins with a potential supervisor making an assessment of need in the department. If a determination is made that a student worker might constructively fill that need, the departments should advertise for interested students to apply and interview applicants. If the position is deemed critical to operation or if the job requirements are specialized, the department should secure departmental student employment funds through the budget process (i.e. Resident Assistants, Radio Station Manager, Tutors, Life Guards, etc.).
Before students can start work, they must apply for and receive student employment funding from either the Federal Student Aid Programs or the hiring department. Availability of student help is contingent upon federal and institutional funding levels, individual student eligibility, and the number of students participating in the Work-Study Programs. Supervisors are encouraged to make re-hiring decisions for the coming year before students leave for the summer months.
Work authorization procedures
Until work authorizations and other required documents are complete and delivered to the Business Office (payroll clerk), no payment of wages will be made. Students must not work until they have been authorized by the University.
Authorization for FWS funding: Students awarded FWS funding are notified in writing via the Award Letter. With funding in hand, students are then ready to look for a job. FWS packets containing partially completed Work Authorizations, Employment Eligibility Verification (I-9) Forms, W-4 Forms, and time sheets will be made available to each student awarded FWS funds. (Only new employees will receive the I-9 and W-4.)
The Work Authorization for federal funds states the student's identifying information, the period of employment, maximum earnings allowed, and the account to be charged with the earnings. The student and supervisor complete and sign the Work Authorization, which the student returns to the Financial Aid Office before starting work.
Authorization for departmental work funds: Students offered a departmental job are offered funds as part of the job offer. The hiring department will partially complete the authorization with the student identifying information, job title, maximum earnings limit, and account number to be charged. Then the supervisor and the student sign the work authorization, which the student returns to the Financial Aid Office.
New employees also must return their completed I-9's and W-4's to the payroll clerk in the Business Office. They must present their proof of identity and proof of employment eligibility to the payroll clerk for review. These documents are identified in the Immigration Reform and Control Act of 1986.
Pay grades, steps, and promotions
Pay grades are determined by the job titles selected by the supervisor or the Financial Aid Administrator from the Listing of Student Job Titles. All students, regardless of UMM funding source, must be paid using the stated pay grades.
Students generally begin at Step 1 when entering first-time employment with a supervisor or changing job titles. Students who keep the same title for the same supervisor will be eligible for one-step increase after each full academic year (two semesters) or full summer of employment. Progression to Step 4 continues following these guidelines.
If UMM approves a new job title with new responsibilities, the employee will begin at Step 1 of the appropriate pay level for the new job title. Promotions and other job changes approved by UMM during a semester become effective at the beginning of the following semester.
Student payment of wages
Web-Based Time Recording: This "self-service" method of reporting hours worked is convenient for students and ensures more accurate recording of time and efficient payment to the student. Students may call the payroll clerk in the Business Office for assistance at 255-1213.
The Payroll Schedule lists payroll periods with dates for reporting time worked and availability of payroll checks. Direct deposit of payment is the method used for all employees. Contact the payroll clerk for assistance at firstname.lastname@example.org.
Student Work Schedules: Work schedules are arranged by supervisors and students for mutual convenience and according to the demands of the workplace.
Monitoring Earnings: Work-study awards or maximum earnings limits are stated on the Work Authorization. It is preferable for students to use half of the work-study awards in each semester.
Supervisors must assume the primary responsibility for arranging and monitoring students' work schedules to ensure that students do not "over earn." Students must assume the responsibility of monitoring earnings by adhering to the established work schedule and keeping track of actual earnings. Periodic reports are issued to supervisors with student's earnings limits and remaining earnings. Calendar year earnings to date (less two weeks) are recorded on each pay stub.
Supervisors are encouraged to interview students before making a hiring decision. The Student Employment Program promotes the supervisory role as one of support and guidance. Responsibilities and expectations are to be clearly identified for student workers. Students are expected to follow these guidelines and be aware that disregard for these expectations may result in dismissal from jobs.
A supervisor wishing to terminate a student's employment would normally issue at least one warning to the student. If a situation eventually leads to a dismissal, it is recommended that a letter documenting the dismissal be sent to the student and a copy must be provided to the Financial Aid Office for inclusion in the student's file.