W S STUDENT FINANCIAL SERVICES University of Texas‐Pan American Work‐Study Orientation Guide Student Financial Services Work‐Study Program Elaine Rivera Student Financial Services Director Raul Cavazos Assistant Director Nicole Palacios Work‐Study Coordinator University of Texas‐Pan American Student Financial Services Student Services Building 1.192 1201 West University Drive Phone (956) 381‐2408 • Fax (956) 381‐2032 www.panam.edu/finaid Purpose of the Program Why was the Work‐Study Program established? T he Purpose of the Work‐Study program is to provide part‐time employment to currently enrolled students who are in need of additional funds for their educational expenses. The amount of assistance available to fund the Work‐Study program depends on funding from the U.S. Department of Education and the Texas Higher Education Coordinating Board. The University employs approximately 900 Work‐Study students throughout the year. Under the Work‐Study Program at the University of Texas‐Pan American, you will be classified as a state employee and therefore will need to complete all necessary documentation with the University Personnel Services department. NOTE: As soon as you have been hired by a department, you will need to visit Human Resources to fill out paper work. Students may be employed on‐campus or with federally, state, or locally funded non‐profit agencies off‐campus. Work‐Study grants will not directly or automatically pay for any tuition and fees. Eligibility Requirements How can I get under the Work‐Study Program? 1. Apply for financial aid TWICE per academic year, every year before the deadline date. You would complete the full FAFSA application for the Fall/Spring Semesters and fill out the simple Summer Notification Form available at www.utpa.edu/finaid to qualify for both Summer Sessions. Failure to apply for Financial Aid can lead to a loss of Work‐Study. 2. A minimum of half‐time enrollment is required each semester or each session the student is employed under the Work‐Study Program. 3. Applicants must meet the UTPA Satisfactory Academic Progress (SAP) policy requirements, available at www.utpa.edu/sap. 4. Must be a legal permanent resident or U.S. Citizen. NOTE: Non‐citizens may qualify for state workstudy as long as they are meeting requirements 1,2, & 3, are meeting Texas residency requirements, and are legally authorized to work in the United States (must provide copy of Employment Authorization Card to Work‐study office and Human Resources). 2
Pay Rates Now that I have found a job, how do I get paid for the hours I work? All undergraduate students start off at $7.25 per hour, but have the opportunity to raise their pay rate over time. If a student earns a minimum of 400 hours during the Fall/Spring Academic Year (summers do not count), they are eligible for a pay raise at the beginning of the next fall semester. A student’s payrate increase IS NOT based on academic classification or length of work‐study experience. (Note: If the minimum hours are not met in one academic year, the balance DOES NOT accumulate and DOES NOT transfer to the next year.) The next level of pay is $7.50. If a student earning the $7.50 completes 400 hours during the next academic year, they are eligible to be paid $7.75. If the student then completes 400 hours that academic year, then he or she will be eligible for the last pay raise that an Undergraduate at the university can obtain $8.00. Graduate students at the university will be paid at a constant pay rate of $8.25 an hour. *Work‐Study employees employed under either the America Reads or America Counts programs are currently under a $7.50 pay rate, which substantially affects the Total Hours and Weekly Hours worked. Periods of Employment When can I start working? No student is allowed to begin working without a Memo of Employment. There are Four Memorandums of Employment (MOEs) processed for student assistants per year. One memorandum covers the fall semester, one covers the spring semester, one covers Summer I & one covers Summer II Semester/Session Fall Spring Summer I Summer II “Hire Date” to “End Date” 09/01/XX to 12/31/XX 01/01/XX to 05/31/XX 06/01/XX to 06/30/XX 07/01/XX to 08/31/XX 3
ALLOWABLE WORK HOURS How many hours can I work? The student and supervisor should develop a mutually agreeable work schedule that does not conflict with scheduled class periods. Any changes in the student's work schedule must be approved by a supervisor in advance. Maximum Hours Per Week What are the maximum hours I can work per week? A normal workweek is considered 12 to 15 hours a week, depending on the current semester award. A student employed under the work‐study program may work up to a maximum of 20 hours during regular school weeks. Student can work no more than 39 hours per week in periods when class is not in session. The 40‐hour a week maximum may be exceeded only with written prior approval from the Vice President of Business Affairs. A non‐school day is a weekday in which no classes are scheduled by the University (i.e. a term break). During non‐school days a supervisor may allow a student employee to "make up" missed hours (due to authorized absences) as long as not more than 40 hours are worked per week and the awarded amount is not exceeded. Students may not work hours in one payroll period and report them in another payroll period. For example, work in August and report the August hours along with September hours on the September time sheet. If employed under Direct Wage, total hours between both Direct Wage and Work‐Study combined cannot exceed 40 per week. Employment Benefits Do Work‐Study employees get any benefits? There is no paid leave (vacation, holiday, or overtime pay) for Work‐Study students. The Texas Unemployment Compensation Act (TUCA) excludes certain categories of employees from eligibility. The TUCA does not cover "services performed by a student in the employment of a school or university, if regularly attending classes." In other words, work‐study students are not eligible for unemployment benefits. As of pay periods after July 1, 2000, FICA will not be taken out of Work‐Study employee pay ‐checks. Student employees are covered by Workers' Compensation Insurance for on‐the‐job injuries. 4
Job Responsibilities How do I know that I’m doing what I should be doing? Begin your new job in a positive way. Know what your employer expects from you regarding job responsibilities, work performance, scheduling, and dress code. Be aware of your job responsibilities, as well as, the specific policies and procedures of your employing department so that you can gain the most from your job experience. Ask questions, take initiative, and learn as much as you can. Be sure to obtain your employer's phone number and provide him or her with your current address and phone number. Each job is unique and requires different skills and responsibilities; however, several universal responsibilities apply to all student employee positions. At the University of Texas‐Pan American you are responsible for: Maintaining Good Work Ethic What are Good Work Ethics at UTPA? a. Abiding by all University rules, regulations, and policies, and by employer's terms of employment; b. Respecting the rights and property of your employer and fellow employees; c. Treating all co‐workers, students, and patrons with courtesy and respect; d. Acting in a professional manner at all times and respecting the confidentiality of student and University records; e. Dressing appropriately, according to the dress code of your place of employment; f. Maintaining a positive work attitude of cooperation and initiative; g. Talking with your employer when duties or instructions are unclear or if problems arise; h. Performing your work to the best of your ability and making a personal commitment toward providing quality service; i. Presenting and discussing new ideas with your employer and taking the initiative to acquire as many skills as possible to broaden your work experience; j. Conducting personal business on your own time and avoiding excessive socializing during working hours; k. Monitoring your Work‐Study earnings so you do not exceed the earnings limit specified on your Award Letter; 5
l. Notifying your employer if your Work‐Study award changes; m. Giving your employer notice of at least two weeks if you decide to terminate your job; n. Reporting to work on time and adhering to your established work schedule; o. Contacting your employer before your shift begins if an illness or emergency prevents you from reporting to work; p. Discussing changes in your work schedule with your employer and keeping your employer's needs in mind when revising your schedule; q. Reporting your work hours accurately and submitting your timesheets to your supervisor monthly. Work/Class Schedule Adherence Can I work when I should be in class? Under Work‐Study regulations, work‐study employees may not work while they should be in class, even if the class has a “walk” or unassigned “free day”. It is allowable that a work‐study employee to be absent from if the department does not have work for the student or if the student needs time off for a particular reason. Time off must be approved by with the work‐study’s supervisor prior to the absence. Employee Dismissal Can I get fired? Employment with the University is at will and may be terminated at any time. The University, at its discretion, may utilize progressive disciplinary procedures in circumstances determined appropriate. A student employee is expected to abide by all University rules, regulations and policies, and by his/her terms of employment. If in doubt, a student employee is expected to ask for assistance until he/she understands all of the information and instructions. It is the policy of the University that supervisory efforts should be concentrated on preventing serious personnel problems rather than the right to discipline or to summarily discharge an employee with just cause. An employee who is being counseled or reprimanded should, in private, be told what action was wrong and should clearly understand what is expected of him or her, both in behavior and in job performance. The student should be given a verbal and then a written warning before termination. 6
Any grievance or problem associated with a student's placement, evaluation or termination should first be discussed with the supervisor (when possible) or the next level of management. For more information on Employee Grievances go to www.utpa.edu/humanresources, and on the left hand side click on HR Process Guide, then Employee Grievance. There are other circumstances that warrant immediate termination, such as, excessive absences or tardiness. Refer to Section 4, Part 4.1 of this handbook and the UT‐Pan American Handbook of the Operating Procedures Section 8.2.11. Some of the situations for immediate termination include:  Repeated tardiness or absences without proper notification to the supervisor or without satisfactory explanation  Poor job performance  Failure to cooperate with supervisors or other employees  Willful, deliberate, or negligent acts that cause serious disruption in the continuity, efficiency or safety of office work The following reasons warrant immediate termination and removal from Work Study Program:  Breech of confidentiality  Falsification of time sheets, personnel records or other University or Agency records  Participating in illegal activities  Inappropriate use of University computers (ie. Pornographic websites or downloading copyrighted material. Employee Resignation What do I do if I don’t like my job? If a student wishes to resign from the assigned work‐study position, it is advised to give verbal or written notification to the appropriate supervisor two (2) weeks prior to the last day of work. The student must also inform the Financial Aid Office so he/she can regain access to the website if the student wishes to find another job. Injuries and Accidents What do I do if I get hurt on the job? Student employees are covered by Worker's Compensation Insurance for on‐the‐job injuries. Worker's Compensation provides for the payment of medical expenses and compensation to an employee who suffers the effects of an injury or who incurs an occupational disease arising out of and in course of employment. Eligibility under Worker's Compensation is prescribed by State statutes and not by the University. Employees injured in a work‐related injury must contact the Office of Human Resources, PSO 110, 381‐2451. 7
Report all injures and accidents you experience or witness immediately to your employer. A written report must be filed to document the time, place, names of witnesses, and nature of the injury. The form can be obtained at the office of Human Resources. Equal Employment Opportunity Employer What do I do if I feel I am being discriminated? To the extent provided by applicable law, The University of Texas‐Pan American is committed to provide equal employment opportunities, access to programs, facilities and services to all persons seeking employment, admission, or access without regard to race, religion, color, sex, creed, handicap, age, veteran status, or national origin. Beyond this commitment, the University shall exercise a good faith effort toward correcting any deficiencies that presently exist by implementing an aggressive Affirmative Action Plan. Employee injuries or complaints under this policy may be directed to immediate supervisors or to the Compliance Officer, Room 324, the Administration Building, 381‐2100. Student inquiries or complaints may be directed to the immediate supervisor, department chair, or Vice President or Student Affairs, UC 104, 381‐3147. Compliance Officer James Langabeer Extension 2121 or phone 381‐2121 Langabeer@panam.edu Compliance Director Wilson Ballard Extension 2652 or phone 381‐2652 BallardW@panam.edu UTPA Compliance Hotline 1‐877‐888‐0002 24 hours a day, 7 days a week, 365 days a year English or Spanish Callers need not give their name Drug Free Work Place Policy Does UTPA have any Drug related policies? Employees are expected and required to report to work on time and in appropriate mental and 8
physical condition for work. Each employee is responsible to help ensure a drug‐free, healthful, safe and secure work environment. The unlawful manufacture, distribution, display, possession, or use of alcohol or illegal drugs on University premises or while conducting University business off premises is absolutely prohibited. Violations of this policy will result in disciplinary action, up to and including termination, and may have legal consequences. Employees who use illegal drugs or abuse controlled substances or alcohol are encouraged to seek counseling from available resources. Prohibition of Sexual Harassment Does UTPA have any Sexual Harassment related policies? University of Texas‐Pan American condemns sexual harassment of the students, staff, and faculty of the University of Texas‐Pan American. Any form of sexual harassment will be considered a serious matter to be dealt with accordingly. Sexual Harassment Defined: Unwelcome sexual advances, request for sexual favors, and other verbal or physical conduct, of a sexual nature, constitute sexual harassment when: 1. Submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment or education; or 2. Submission to or rejection of such conduct by an individual is used as the basis for academic or employment decisions affecting that individual; or 3. Such conduct has the purpose or effect of substantially interfering with an individual's academic or professional performance or creating an intimidation, hostile or offensive employment, educational, or living environment. It is the policy (Handbook of Operating Procedures 3.1 D) of The University of Texas‐Pan American that supervisors and faculty shall not enter into any type of romantic or sexual relationship with staff under their supervision or with students enrolled in their courses. Such relationships will be looked upon as potentially detrimental to the working and learning environment, considered inappropriate and unacceptable, and grounds for disciplinary action inducing termination of all appropriate parties involved. SEXUAL HARASSMENT IS AGAINST THE LAW AND WE AT UT‐PAN AMERICAN DO NOT WISH ANY FORM OF IT TO EXIST ON OUR CAMPUS. With your assistance and cooperation we can make sure we have a beneficial working and learning environment. Employees who believe they are sexually harassed should contact their division director/dean or the administrator at the next higher level or the Compliance Officer, Esmeralda Guerra (381‐
2127), or the Director of Human Resources, Marjorie Whittemore (381‐2451). 9
NOTE: Everyone should be sensitive to the fact that off‐hand sexual comments, jokes and language can and may be offensive to some employees. This can create a sexual harassing environment and a complaint can be filed against the individual. All UTPA Work‐Study Employees must complete a Sexual Harassment Awareness Workshop within 30 days of hire. Consult with your Supervisor about this MANDATORY training or go to the Human Resources Website at www.utpa.edu/humanresources, click on “Employee Training”, then Sexual Harassment Compliance, and follow the steps listed on the web page. This is a paid training and the time in this session can be entered into the timecard as time worked. How Do I Find My Work‐Study Job? Your Work‐Study Job Search will be done online. You will have 2 weeks to find a job from the date of this orientation. Once you complete the Work‐Study Orientation, you may log in to the Job Search Website. Go to http://utpaworkstudy.panam.edu and you will be directed to the following screen: 10
You will click the Student Login link and will be taken to the following location: 11
Since this is your first time logging in, you will click the CLICK HERE link to create your account. Make sure to supply all the requested information. 12
User Name: This is going to be your login ID. It can be anything you’d like, but keep it clean! Any profanities will be immediately deleted from the system by the WS Coordinator. Password: Choose a login password. Do not share this password with anyone. First Name/Last Name: Your full legal name as it appears on your Social Security Card. No nicknames or abbreviations. Address/City/State/Zip Code: Your mailing address. Make sure you supply an address that is checked regularly. Phone Number: A phone number that you can be easily reached at. Cell phones are acceptable. Email: Your preferred and most used e‐mail address. Student ID: This is your 8‐digit UTPA issued student ID. DO NOT use your Social Security Number. Once you fill in all the information, click the Register button and you will be taken to the profile screen. 13
Go through each tab on your profile screen. Fill out any information that is applicable. This is the information Supervisors will use to determine who to interview, so be as thorough as possible. Personal Information: Allows you to input your name, address, phone number, email address and citizenship. Use the phone number that is easiest to reach you at. You may only use your UTPA email address. The citizenship information is important as it can dictate what type of job you are allowed to work at. Skills: Allows you to highlight any computer or office based skills you may have. Work‐Experience: Allows you to list your work history. If you’ve never worked before, mark “N/A” for not applicable. Education: Allows you to input your current educational status, including your current major field of study. You may also include any academic achievements or awards you have received. Additional: Allows you to enter any additional information you want supervisors to know about you. There is a question here that asks if you would like supervisors to have the ability to view your information. If you leave it at “No”, the supervisor cannot print your employment documents. Searching for Jobs 14
You can search for available jobs by clicking the Search link in the dark blue toolbar at the top of the page. You can search for the newer jobs by using the Posted field. This will let you select a date range that will let you know which jobs were posted most recently. **If you leave all fields blank and just hit the Search button all available jobs will pop up (recommended). 15
Click the highlighted name of the department to view information on the position. 16
When you click the link, the following information will display. At this point, you have two options: You can Inquire Now or View Contact Information. By clicking Inquire Now, you will be sending an electronic notification to the supervisor indicating you are interested in the position. Type in your message & hit Send To check if a supervisor has responded to your inquiry, go to the My Inquiries section of the dark blue toolbar. You will be taken to this screen: 17
Click on the name of the department to see their response. 18
Your other option was to click View Contact Information. This will take you to screen that gives you all the information you need to contact the supervisor and set up your interview. 19
Pay close attention to the application instructions. Some supervisors are particular about how they interview. You want to make sure you comply with their instructions and make a good impression. It is recommended that you print this form and take it with you to your job interview. Keep in mind that even if you already know where you will be working you are still required to go to the website create your account and enter your information. All supervisors are required to hire students using the website. If you do not create your account, your potential supervisor will not be able to hire you. Once a department has decided to hire you, you supervisor will need to print out a payroll authorization form from the job search website, sign it, and then fax it over to the workstudy office. You will also need to fill out a criminal background check and the department will need to send it to UTPA Police Department for clearance. NOTE: You will not be allowed to work until the work‐study office has received the payroll authorization form and until your criminal background check is cleared and until your supervisor receives your Memorandum of Employment. Time Entry IMPORTANT: If you have never been employed by UTPA, you MUST go to UTPA HR and provide a copy of your social security card and fill out paper work before your timecard can be created. Where do I document my hours? a. Enter and submit web‐based time card on time each month. Time is reported via web‐time entry at www.utpa.edu/oracle24‐7. To login click on the following box: Your time cards are due the 1st working day of each month. Your supervisor will give you further instructions on how to get your account and enter your time. b You are paid on the 10th day of each month unless otherwise notified. You will always be paid one month behind. (Example for hours worked in September, you will be paid on the 10th of October) If there are any delays in submitting or approval, the employee will be paid 20
on the 17th. c. Paychecks will be available at Payments & Collections (SSB 1.145) on Pay Day, unless you have applied for Direct Deposit. d. Direct Deposit is also available and highly recommended to avoid long lines. Contact the UTPA Human Resources office for more details. e. Keep copies of your time sheets. The financial aid/work‐study office is not responsible for keeping track of the hours you've worked‐‐you and your supervisor are responsible. f. If you need paystubs of your previous paychecks they may also be printed from www.utpa.edu/oracle24‐7. 21
STUDENT FINANCIAL SERVICES WORK‐STUDY STUDENT CHECKLIST Student’s To do list □ Accept your Work Study award by going to www.utpa.edu/finaid. □ The next business day go to https://finaid.utpa.edu/wsorientation to complete the Work Study orientation and print the handbook from this page. You must pass the quiz before you move on and you may retake it as many times as you need. □ The following business day go to http://utpaworkstudy.panam.edu and create your account and enter your information using the instructions from the handbook you printed. □ Begin job search as indicated in the handbook. Once you have found a job… □ Your supervisor will need to print out a Payroll Authorization Form from the Job Search Website, sign it, and fax to the Work‐Study Office □ Ask your supervisor to provide you with a Criminal Background Check form; fill it out and give it back to supervisor for processing. □ Leave your contact information with your future supervisor so he/she may contact your when he/she receives your Memo of Employment (the official employment document). □ Once he/she receives your Memo of Employment you will need to present your SSN card and picture ID to the office of Human Resources (located at Schunior St, next to baseball stadium). At this point you are ready to begin working, please check with your supervisor on when he/she wants you to begin working. FYI: If you are having a problem logging in to create your timecard, please visit with the UTPA Help Desk for assistance. 22
I, _____________________________have read and understood the information presented to me in this packet and at the Work‐Study Orientation on ______________. Any doubts or concerns about the information presented have been addressed to the Work‐Study Coordinator or the person giving the presentation. If upon later review of this material, I have any questions or concerns I will contact the Work‐Study Office at 381‐2408 to get these issues cleared before I get hired by a department or within 1 week from the date of the orientation (whichever comes first). Signature: ______________________________ Student ID Number ______________________ 23