University of Colorado Denver
Office of Veteran Student Services___________________________________________________
Operating Standard #5
Veteran Student Services Work Study Program
EFFECTIVE: 15 May 2009
APPROVING AUTHORITY: Veteran Student Services Manager, University of Colorado Denver
STANDARD DESIGNATION: OVSS-OS5
REFERENCES: Title 38 USC § 1685
Title 38 USC, Chapter 30, 31, 32, 33, 35
Title 10 USC, Chapter 1606, 1607
OVERVIEW: This operating standard outlines the duties and responsibilities of students employed by
the Office of Veteran Student Services, program specifications and eligibility. This operating standard
applies to employees at both the Downtown Denver and Anschutz Medical Campuses.
SECTION I: Program Overview
In accordance with established Federal regulations, work study employees must be assigned to work
sites that will permit them to perform VA related activities. These work sites include, but are not limed
to, Regional Offices, VA Medical Centers, Veteran Centers, VA Outpatient Clinics, National Cemeteries
and local education institutions.
Within the Office of Veteran Student Services, work study employees, hereinafter referred to as
“Certification Technicians” or “students”, are responsible for preparing benefit certifications for the
Veteran Student Services Manager, providing general information on education benefits and UCD
programs, providing general office support to the Veteran Student Services Manager and providing
customer service in support of our veteran and veteran dependent students.
Students employed by the Office of Veteran Student Services are also required to adhere to
established Federal, State and institutional policies on confidentiality, business ethics and nondiscrimination. Students are contracted with the Office of Veteran Student Services and the US
Department of Veteran Affairs on a semester-to-semester basis.
SECTION II: Eligibility
General eligibility for the Work Study Program is determined by the US Department of Veteran Affairs.
Current eligibility criteria are as follows:


A student must receive VA education benefits as authorized under Title 38 USC, Chapters 30,
31, 32, 33 or 35; or Title 10 USC, Chapter 1606, Chapter 1607; AND
Attend school and receive benefits at the 3/4 or full time rate.
Additionally, the Veteran Student Manager has mandated that all students seeking employment
through UCD/VA Work Study Program must maintain a 2.5 cumulative GPA or higher and be in good
standing with the University of Colorado System. Students must also have no less than one year of
education remaining to be considered for employment.
SECTION III: Duties and Responsibilities
As it is the mission of the Office of Veteran Student Services to help our students succeed
academically, Certification Technician’s first priority, while on duty, is the operation and maintenance
of the office. Students are encouraged to work all authorized hours, and are required to submit their
preferred work schedule at the beginning of each semester. Certification Technician schedules will be
observed, unless alternate scheduling is agreed upon by the Veteran Student Services Manager and
Office of Veteran Student Services
Operating Standard #5: Veteran Student Services Work Study Program___________________________
student worker. Students are responsible for accurately checking and submitting their timesheets to
the Veteran Student Services Manager for signature at the end of each 50 hour work cycle. Additional
areas of responsibility are as follows:
Education Benefits:

Certification Technicians will prepare education benefit certifications in accordance with
established regulation, on behalf of our customers.

Certification Technicians will provide general information on VA Education Benefits, but will not
advise students on their eligibility or potential eligibility for VA programs, as that
determination is made solely by the US Department of Veteran Affairs. Certification
Technicians may, however, inform students of the eligibility criteria published by the US
Department of Veteran Affairs.

Students will maintain and verify records within the VA Online Certification of Enrollment
(VAONCE) system.

Certification Technicians will maintain and verify records within the University of Colorado
Student Information System (SIS).

Certification Technicians will prepare official correspondence pertaining to education benefits,
US Department of Veteran Affairs matters, or as directed by the Veteran Student Services
Manager. All official correspondence will be signed by the Veteran Student Services Manager,
unless otherwise directed.
Office Management:

Certification Technicians will be required to maintain a neat and orderly workspace at all
times.

Certification Technicians will ensure the appropriate signage is displayed any time the office is
unoccupied.

Students will be required to man the reception desk, as directed by the Veteran Student
Services Manager

Certification Technicians will be required to check campus mail on a daily basis.

Certification Technicians will ensure all supply needs are brought to the attention of the
Veteran Student Services Manager in a timely manner

Certification Technicians will provide general office support, as directed by the Veteran
Student Services Manager

Certification Technicians are required to monitor the VAOFFICE@UCDenver.edu email account
and respond to emails timely manner. Students will ensure the Veteran Student Services
Manager is included on any email in response to University of Colorado departments or
agencies.

Students will ensure their language and conduct is in keeping with university standards.
Personnel Management:

Certification Technicians will notify the Veteran Student Services Manager if they are unable to
work or if they anticipate being late to work. Student will be considered “late” 30 minutes after
their scheduled work time.

Students will be given one full semester to become familiar with pertinent policies and
procedures. Additional training time may be granted on a case-by-case basis.

Certification Technicians will ensure their current contact information is provided to the
Veteran Student Services Manager.

Certification Technicians should work in presentable casual attire, unless otherwise requested.

In the event of inclement weather or emergency, the Veteran Student Services Manager will
notify Certification Technicians of modified work schedules, location(s) and/or office closure.
Office of Veteran Student Services
Operating Standard #5: Veteran Student Services Work Study Program___________________________
SECTION IV: Administrative Items
The Veteran Student Services Manager reserves the right to refuse renewal of work study contracts
based on poor work performance, lose of good academic standing, misconduct and/or violations of
established policy or procedure, to include this operating standard.
Students will be terminated for:



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Failure to report for work, without notification, 3 times within one semester.
Failure to report for work on time, without notification, 6 times within one semester.
Intentional violations of established policy or procedure, to include this operating standard.
Severe misconduct
Students may be terminated for:





Failure to maintain a 2.5 cumulative GPA.
Poor academic standing, or at the advice of their academic advisor.
Failure to work more than half of their total allotted hours, without just cause.
Failure to report for work, with notification, 6 times within one semester AND without just
cause.
Violations of established policy or procedure, to include this operating standard.
Students will be evaluated on a case-by-case basis with regard to their termination, potential
termination, or non-renewal of contracts. Mitigating circumstances will be considered in all cases.
Students are encouraged to present any matters which might contribute to their termination, or
potential termination, to the Veteran Student Services Manager as soon as they are aware of them.
Students who have been terminated must wait 1 calendar year from the date of their termination to
be considered for reemployment with the Office of Veteran Student Services. Students whose
contracts have not been renewed due to poor work performance, lose of good academic standing,
misconduct and/or violations of established policy or procedure must, wait 6 months from then end of
their last contract to be considered for reemployment with the Office of Veteran Student Services.
All Certification Technicians will be required to actively participate in the Office of Veteran Student
Services Faculty/Staff Advisory Group. Students are encouraged, but not required, to participate in
the Veteran Student Organization (VSO). Students are authorized to use Office of Veteran Student
Services computer systems and equipment in support of their studies and for limited personal use,
within the limits of established university policies. Students are authorized to utilize “down time” to
complete assignments and/or study, but will prioritize office functions over those of their studies
and/or personal needs, while on duty.
Students will be required to sign a statement of understanding at the beginning of their employment
stating that they have read, understand and are willing to adhere to this operating standard. If at any
point a student feels that they are unable to fulfill the requirements set forth in this operating
standard, they may request to be released from their contract. Student making such a request will
remain eligible for employment with the Office of Veteran Student Services.
APPROVING AUTHORITY
//ORIGINAL SIGNED//
GEORGE B. HARRIS III
VETERAN STUDENT SERVICES MANAGER
OFFICE OF VETERAN STUDENT SERVICES
Office of Veteran Student Services
Operating Standard #5: Veteran Student Services Work Study Program___________________________
ANNEX A – VETERAN STUDENT SERVICES WORK STUDY PROGRAM AGREEMENT
MEMORANDUM FOR RECORD
SUBJECT: WORK STUDY PROGRAM OPERATING STANDARD STATEMENT OF UNDERSTANDING
1.
I, _____________________________________________, certify that I have read and
understand all information presented in the Office of Veteran Student Services Operating
Standard #5 (Veteran Student Services Work Study Program).
2. I agree to adhere to all of the provisions set forth in Operating Standard #5, and understand that
failure to follow this standard may result in my termination or non-renewal of my work study
contract.
3. I understand that if at any time I feel unable to comply with Operating Standard #5, that I may
request to be released from my contract. I also understand that I may seek reemployment with
the Office of Veteran Student Services at any time, if released from my contract at my request.
CERTIFICATION TECHNICHIAN
SIGNATURE: ____________________________________
DATE: _____________
VETERAN STUDENT SERVICES MANAGER / CERTIFYING OFFICIAL
SIGNATURE: ____________________________________
DATE: _____________
Office of Veteran Student Services
Operating Standard #5: Veteran Student Services Work Study Program___________________________
ANNEX B – WORK STUDY APPLICATION (VA FORM 22-8691)
Office of Veteran Student Services
Operating Standard #5: Veteran Student Services Work Study Program___________________________
APPENDIX C – VA WORK STUDY AGREEMENT (STUDENT SERVICES) (VA FORM 22-8692)
Office of Veteran Student Services
Operating Standard #5: Veteran Student Services Work Study Program___________________________
APPENDIX D – WORK STUDY TIME RECORD (VA FORM 22-8690)