When hiring a UAH student for on-campus employment the following forms must be sent to Human Resources: Student Offer Letter (below) Signed On-Campus Application / Drug-Free Statement (below) All other necessary onboarding forms can be found here. Students CANNOT begin working until the department receives a satisfactory background check and the student has completed the I-9 form and all payroll information. On-Campus Hiring Guides and Forms Hiring Procedures Checklist On-Campus Employer Procedure Student Wage and Classification Guidelines On-Campus Job Application with Drug-Free Statement Student Employee Job Description Student Employment Offer Letter (REQUIRED) Federal Work Study (FWS) FWS Procedures Student Employee Job Description (FWS) FWS Org Code/Position Numbers Position Title Wage Range Budget Code S10004 Student Aid I $7.25-7.50 209009 S20005 Student Aid II $7.50-7.75 209009 S30005 Student Specialist I $7.75-9.00 209009 S40002 Student Specialist II $9.00-10.00 209009 S50003 Student Specialist III $10.00-11.00 209009 S60004 Student Specialist IV $11.00-12.00 209009 S80053 Student Specialist V $12.00 - 20.00 209009 Frequently Asked Questions What Org Code do I use? All FWS employment is charged to 209009 budget code. Please refer to chart on the VPSA webpage. What is FWS and how does it differ from regular student employment? Federal Work Study (FWS) is a federally funded, need-based program that provides students with part-time employment. Eligibility is determined from your Free Application for Federal Student Aid (FAFSA) or Renewal FAFSA and is based on your federal need analysis report. Federal Work-Study is available to full-time UAH undergraduates with financial need. The program encourages community service work and work related to the student's course of study. *UAH does not currently offer FWS to graduate students. *Regular student employment is funded directly out of the department budget. How do I take advantage of FWS in my department? A survey is sent out to directors and department heads each spring from May to June. You will need to submit a proposal during this period to be considered for the upcoming academic year. Proposals are reviewed and notifications are sent by the end of summer indicating the allocations for the upcoming year. If approved, you will be able to hire student(s) using their FWS award as the funding source for their wages. If you would like to be added to this mailing list, please contact chargerstudentemployment@uah.edu in the Office of Student Affairs. How do I know if a student is eligible for FWS? Contact chargerstudentemployment@uah.edu in the Office of Student Affairs with the name and A# of students you are interested in hiring for confirmation of academic and aid eligibility. Can a graduate student work an FWS position? No. UAH does not currently offer FWS to graduate students. What is the start and end date for FWS employment? Work dates align with the semester -the first day of class in Fall until the last day of finals in Spring. FWS funding is awarded for the fall and spring semesters (32 weeks total). Can FWS students work over the summer? No. FWS is awarded for the Fall and Spring Semesters (32 weeks total). How many hours can FWS students work per week? This is dependent on the aid they are awarded. Most students are able to work up to the part-time limit of 29 hours/wk, 58 hours per pay period -however, FWS funds vary from student to student based on their FAFSA. Contact chargerstudentemployment@uah.edu in the Office of Student Affairs for a specific calculation of allowable hours based on the student’s individual aid. Please note -students are permitted to work up to three campus positions simultaneously, only one of which can be a Federal Work Study position. The part- time 29 hrs/wk max must be split between all jobs. Students are required to track their hours, keeping employers from all positions informed to avoid going over part-time status of 29 hrs/wk. What happens when a student exceeds their available aid? Your department will need to process a retro for the pay period in question. Departments are responsible for paying any overages out of their own budget. What happens if a student works more than 29 hours/wk? Students do not qualify for benefits and therefore must remain at a part-time status with HR. Hour overages are monitored with each pay period and repeat offenders will lose their FWS/Student Employment privileges. How many hours/wk can international students work? International students are not permitted to work more than 20 hours a week. This policy is driven by the restrictions of their visa by immigration, it is not specific to UAH. Please contact The Office of International Services (SSB 218, x6055) for in depth questions regarding this. Spring Semester is coming to a close, what do I do? Ensure a termination ePAF is submitted for all remaining FWS employees with an effective date of the last day of finals. Complete the FWS Student Evaluation Form that is sent out by the Office of Student Affairs at the end of each academic year. Respond to Federal Work Study Survey sent by the Office of Student Affairs every spring. If you have not received this email, contact chargerstudentemployment@uah.edu in the Office of Student Affairs to be added to the mailing list. We had an FWS student, but they stopped working back in the Fall A termination ePAF and completed FWS Student Evaluation Form are required whenever a student resigns, is fired or graduates throughout the academic year. Termination ePAF’s should be submitted for any remaining FWS prior to the last day of finals at the end of Spring semester. Who keeps track of hours and end dates? Supervisors and department heads are responsible for monitoring the use of FWS within their department. They will ensure guidelines are being followed and hour overages are not occurring. Students are responsible for communicating all hours worked at multiple jobs to avoid going over their allotted hours. A report is provided every pay period to the Office of Student Affairs listing hours worked. If a student has gone over (even by 1 hour), the supervisor will be notified. Consistent mismanagement will cause a department to lose their FWS privileges.
