Supervisor Guidelines

A. A supervisor must comply with the University's policy on Equal Opportunity and Sexual Harassment. A supervisor must also comply with Title I of the Americans with Disabilities Act, which prohibits employers from discriminating against a "qualified individual with a disability" in all aspects of employment, including application for employment procedures, hiring, compensation, training, discharge, and benefits.

B. The Office of Student Financial Services must have a job vacancy and job description on
file before a department can employ Federal Work Study (FWS) student workers. Also,
all employing departments must read and follow the Supervisor's Guide and all procedures
and instructions as stated.

C. Student Financial Services will require the following documents be submitted prior to a student
working and confirmation from the office of Student Financial Services must confirm the
completion of documents prior to a student working:

• A4 Alabama Department of Revenue Employee's Withholding Exception Certificate
• W4 Federal Employee Withholding Allowance Certificate
• I-9 Employment Eligibility Verification form

D. Payroll Direct Deposit Form is recommended (a voided check must be attached for direct deposit). These forms should be returned to the Payroll Office, Room 151 Shelby King Hall. Direct Deposit forms are available online at http://www.uah.edu/admin/payroll/ddfaqpage.html.

E. Have the students submit the withholding forms, application, and I9 forms to Student Financial
Services Office so that they can be reviewed for completion. If any of the requested information is
incomplete, the supervisor and student will be notified of the missing information needed.
A STUDENT CANNOT START WORK UNTIL ALL SUBMITTED FORMS ARE
COMPLETE. Do not send forms by campus mail.

F. A supervisor should maintain a personnel file for each student employee. The file should consist
of the following documents and records:

• Confirmation from Student Financial Services that defines the student title, the position number, account number, and the number of hours that a student can work per week.
• Written Notice of Termination
• Job Evaluation form
• Schedule of student's assigned work and class time

G.  A supervisor is required to give the student employee a copy of the Job Description
for the job assigned.

H. To request students for the upcoming academic year, and to hire a work-study student, a
department must have an approved job description form and job request on file with Student Financial
Services.  http://financialaid.uah.edu/workstudy/workstudy.php

I. Job Evaluation should be completed by April 15th each year or upon the student's termination or
transfer from the job assignment, whichever occurs first.

J.  There is a 25% matching share requirement for all jobs, except for the America Reads and America Counts Programs. (NOTE: This share will be funded by the university, not by individual department budgets)

K.  All off-campus community service employers must have a contract on file with the Student Financial Services Office.

L. The first day a student can begin work is the first day of classes provided the student has completed all necessary forms to the Student Financial Services Office and is meeting satisfactory progress standards.  Between terms, ask your work study student if they are meeting these requirements and/or verify with Student Financial Services Office that the student remains eligible to continue to work.

The FWS Program offers no sick leave, compensatory time, vacation or holiday pay. As stated previously, students are employed under "an hour's pay for an hour's work" arrangement. A student's FWS award will usually allow him or her to work from 10 to 20 hours per week. As the supervisor, you are required to monitor the student's earnings to ensure that he or she does not earn more per semester than the award will pay. Student Financial Services will attempt to notify you when a student is within $500 of the earnings limit. However, due to the large number of students in the FWS Program, we cannot be responsible if a student is allowed to work excessive hours. Departments and agencies are required to monitor student earnings to insure continued eligibility. Departments will be charged and off-campus agencies will be billed for the amount of earnings exceeding the student's award amount.

If the student is working hours to make-up time missed from work, he/she may not work more than 20 hours per week or 8 hours per day. Students can only be employed in one FWS position at a time; however, the student may hold another non-work-study job. All work should be supervised. Students should not be allowed to work when regular University employees are not at work. In addition, students may not work during their scheduled class periods. In order to ensure compliance with this requirement we suggest that you complete each student's Sign-in/Sign-out Sheet with his or her schedule of classes. Work-study students may not work during semester breaks, holidays, or spring break. If students do work during a scheduled break, they must be paid by departmental funds, not by Federal Work-Study funds. FWS employees are paid at least minimum wage. For details, please refer to the UAH publication entitled "Student Employment Wage and Classification Guidelines", available at student wage classification.