"To the maximum extent possible, a school must provide FWS jobs that will complement and reinforce each recipient's educational program or career goals" (Federal Student Financial Aid Handbook). At MU, these opportunities are available with academic and non-academic departments of the University. Also, a percentage of funds has been set aside to develop positions with employers on campus and in the community that will provide services to the underprivileged and needy.

The following are procedures with specific instructions and deadlines for the work study employer process:

Submission of New Jobs:

To submit a work study job, departments must use the On-line Employer Center and submit jobs electronically. For each department, a person is chosen to have access to the On-line Employer Center. This person is the same person that is responsible for the students payroll. Using an assigned ID, a department contact will enter into the Employer Center, choose the "New Job Submission" option, enter the job description, and click "Save" at the bottom of the new form. This is only for new submittals.

Maintenance of Job Descriptions:

A work study contact person will make desired changes to job descriptions using the Online Employer Center. In the Employer Center, click on Review Job Submission and designate the semester. Click on the Job Number for the desired job and review job as previously submitted. Make desired changes and click Save at the bottom of the computerized form. All changes to the job descriptions must be made through this process. Note: Each newly submitted or revised job will be sent electronically to the Work Study Employment Office for confirmation. Once reviewed for fair hiring practices, jobs will be confirmed and immediately sent to the open job database where it can be viewed by eligible work study students.

Print or Delete Jobs from the Database:

Work Study jobs can be printed for department use by clicking on the Review Job Submission in the Employer Online Center. Scroll to the bottom of the form, click on Print, and follow further instructions. To delete a job, repeat the print job instructions but choose Delete button to eliminate a job.

To Resubmit Jobs for New Academic Terms:

To submit a job for a new academic term, employers must first designate which semesters are applicable and then click on the Resubmit Jobs for New Academic Terms button; a list of all department jobs will appear and the desired job must be selected. The job description will appear, and at the bottom of this form, click on the Save button. A message will appear to confirm the resubmittal. Employers will need to resubmit jobs by April 1st for the summer and fall/winter terms. Of course, jobs may be resubmitted upon the employers convenience; however, to better the chances of having a student view the job, resubmit jobs by April 15th. Work study financial aid packaging will start reaching students in May.

Request Students:

It is very important to request the students whom you want to return to work study jobs in your department. This serves two purposes: 1)to communicate to the Financial Aid Office that a student is requested back to the job; 2)to reserve a job for the returning work study student in the database. Employers must request returning students using the Online Employer Center. Designate which term the student is requested for and click on the Request/Cancel Requested Student button. Select the supervisor for the job and enter the student ID number or social security number to request each student. For the requested students' name to be given to the Financial Aid Office, departments must request students back by April 1st. Any subsequent student request activities will only serve to reserve a job for the student in the job database.
Caution: If you request a student that does not return to MU or loses their work study award then you will have effectively eliminated a position for another student. This will be especially important if you only have one slot and it is filled by a requested student who does not return or loses their work study.

Maintaining Number of Jobs Available:

Employers will be able to see a Student List of all referrals to their positions in the Review Job Submission option. For each referral, the number of jobs available will decrease. Therefore, it is important for the employer to "reject" the names of the students who are not actually working at the job site. To do this, click on Student List, click on the name of the specific student, and indicate "release" if a student is not working or "accept" if a student is hired. It is important that an employer "accept" if he/she has been hired to communicate to the Financial Aid Office and the Work Study Employment Office regarding a student's employment. If employers need to increase/decrease total number of jobs available, they must edit the specified job to modify the number of total positions available. Job availability must be maintained by the employers using the Online Employer Center.

Referral Forms:

Using the Online Student Center, eligible students will be able to print a referral form from any computer location. Students must have a referral form and be logged into a job before using work study funds. Eligible students can print out a referral from from a department computer for convenience. The referral form should not be returned to the Work Study Employment Office (WSEO) but kept for the department's records. The WSEO's record of the referral will be stored electronically and will be interfaced into the Financial Aid Office's computer records. On the new referral forms (now printed on 8 1/2x11 form; see page 19-20), specific instructions will print for students. Employers must add this information in the job description in the application procedures field. For example, an employer may want all referred students to see the supervisor first, or convene at a specific date or time for an orientation meeting.

Logon ID and Password:

Each designated work study contact person will use their PawPrint and password to logon to the Work Study Employment site. The designated contact person will be responsible for maintaining all jobs submitted and all student activity in his/her area. Secondary contacts may be added, but they will have read only access. In order to add primary or secondary contacts, we will need the following information: Name, Social Security number, e-mail address, address, phone, and work study job numbers for which the individual will be responsible for maintaining. The primary contact person, or the original contact person, will be able to view all job activities for his/her area, but will be unable to modify the jobs which the secondary contact person submits.

MAXIMUM FTE: Work study students can only have one WS job on campus. However, students may be employed by departmental funding (student employment) in another school/non-academic division within the University system as long as the cumulative FTE (full time employment) is no more than 40 hours. On PAF item #26, students who work quarter-time should be coded .25, and those students working half-time should be coded .50. The payroll person in your department can answer any additional questions regarding this classification.

ENROLLMENT: Students must be enrolled in a graduate or undergraduate course of study leading to a degree or certificate. If a student drops a class, the financial aid package and the work study award could be affected. Students dismissed from the University must resign their work study position.

TRANSFER PROCEDURES: Work Study job transfers, in general, are discouraged and under normal circumstances, only one transfer is allowed per academic year.

The Work Study Employment staff are available and would be happy to meet with you or your student(s) to discuss the situation. Our role would be to listen, give feedback and make suggestions on how best to proceed. If it is decided that a transfer is the best option, the employer should follow the procedures listed below. To view the Student Transfer Procedures (see Transfer Procedures).

The supervisor is given a two week notice or makes other mutually agreeable arrangements.

3. After the two week notice or the agreed upon time period has expired.

The supervisor notifies the department Work Study Employer Contact person of the situation.

4. The department Work Study Employer Contact person rejects the student from the position.

Allowing the student to select another position.

Opens the position for another student.

5. The department Work Study Employer Contact person will receive a request from the former department Contact for the necessary employment paperwork.

The Work Study Contact person reserves the right to not release you if there is a sufficient reason to believe you are abusing the Work Study Program.