The MBC Work Study Program
Facts & Guidelines for Supervisors
- Why have a job program? Primarily to use our
Federal Work Study Program money to pay eligible students to work
in campus jobs awarded as part of need-based financial aid award
packages and at the same time provide needed help in the College's
various offices and departments. Students eligible for a job as part
of a financial aid package have priority for jobs, and after they
have been placed, other students may have jobs on a "non-need" basis.
All jobs are to be assigned through the aid office, though faculty
and staff will define the jobs and may request specific individuals
for these jobs. The aid office can place a requested student in a
job as "non-need" if
no need-based-job-eligible student is in line for it.
- It's a real job! Students complete I-9's and tax
withholding statements (W-4 and VA-4) for us and sign job contracts.
Pay is by check and subject to taxes. Earnings must be used for educational
expenses, which include tuition, room and board, books, travel and
personal expenses. Students expect us to provide an opportunity to
earn their awarded money from the jobs they have accepted. We need
to let them work enough to earn the expected amount.
- The potential value: It's a way to earn money
and an opportunity to develop job skills, responsible attitudes,
and a reputation for reliability. As the supervisor who oversees
work, offers praise and support, and gives guidance and criticism,
you are a key to making the student's job a success.
- Pay procedures: It's a good idea to post the
pay schedule and procedures in the work area so that you and your
assistants are aware of the exact dates covered by each pay period
and when timecards must be submitted for pay. A SUPERVISOR'S SIGNATURE
IS REQUIRED on the timecard to provide us with verification that
the work was accomplished and the hours are payable. Timecards have
to pass muster in the College's annual audit and must comply with
signature and accuracy requirements.
- How much can they work? Hours and earnings awarded
a student are shown on her contract copy provided to you. Variations
can be made in the arrangement of hours in any week, or even the
total hours worked from week to week, but must eventually result
in only the maximum earnings for the year indicated on the contract.
Contact the aid office at any time throughout the year to check on
a student's remaining hours/earnings.
- What if it just isn't working? Adjusting to a
new job is not always easy, so please make every effort to work things
out with a student who is having difficulties. As her supervisor,
you are best equipped to explain a problem to the student and to
offer suggestions for its solution. After you have talked to her
to no avail, put the problem in writing to her with a copy to the
Financial Aid Office. Then, if you feel she does know but is still
not working with you to get the results you need, call the Financial
Aid Office if you want the Student Job Coordinator to make an attempt
at resolving the problem. After we've ALL tried unsuccessfully to
make a plan that will allow the student to keep working for you and
get the work done as you need it done, a student can and should be
released from the job. If she simply isn't capable of doing what
the job requires we will try to find her a job that she can handle.
If she just WON'T do what is required, then she's dismissed and we
are not responsible for continuing her employment. Dismissal should
be by written notice to the student, copied to Financial Aid.
- Spot-check: On a monthly basis we will send an
email with the total number of hours your students have worked. We
ask that you reply agreeing that it shows the correct number of hours
you originally OK'd for the student or telling us that it does not.
This will be extra work for some but can help us escape having to
go to a system requiring each supervisor to be responsible for submitting
timecards to be paid by the deadline each month. To avoid such a
restrictive system for the pay process, extra diligence is encouraged
and will be worth the effort.
Questions? Contact the Admissions
Office.
