Work-Study Student Handbook

The Federal Work-Study Program
Finding a Work-Study Job
On The Job
Work-Study Payment Procedure and Information About Earnings
Summer Work-Study Program
Community Service and Off-Campus Employment
Student Employment Online Job Board and Quickie Job Service
Any More Questions?

Work-Study, a federal financial aid program administered by Boston University, is designed to promote access to employment to help students meet educational expenses. Work-Study students may work part time during the academic year and full time when classes are not in session.

How does Work-Study work?

Students who receive a Work-Study award in their financial aid package may earn up to the amount of the Work-Study award during a given program (i.e. Academic Year or Summer). Undergraduate students earn their Work-Study funds gradually via weekly paychecks received for hours worked in their Work-Study job(s). Graduate students may be paid on either a weekly or monthly basis, depending on the job. Students are not obligated to earn their full award. Please note that, if necessary, the Office of Financial Assistance may adjust or cancel a student's Work-Study award at any time during the academic year or summer program; therefore, it is important for students to monitor their award balance, which appears on each pay stub.

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On The Job

Work-Study employee responsibilities
Confidentiality
Work schedules
How much will I earn?
Pay rate and merit
Work performance evaluations
Problems between you and your supervisor
Quitting your job
Being terminated from your job
Reapplying for Work-Study funds
Continuation of your current job

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What are my responsibilities as a Work-Study employee?

Taking a job involves a commitment. When you accept employment, you become a member of a working unit that depends on you. You are expected to:

• report an accurate summary of previous work history to your employer (upon his/her request).
  
• establish a work schedule that does not interfere with your scheduled classes.
  
• take the job seriously and perform at the highest level of your ability.
  
• treat your supervisor and fellow employees with respect.
  
• dress appropriately for the job location (some work sites have dress code requirements).
  
• report to work on time.
  
• notify your supervisor in advance of any foreseen delays in reporting to work.
  
• refrain from conducting personal business on the job.
  
• take an unpaid half-hour break if working six or more consecutive hours.
  
• report accurately the hours you worked.
  
• exercise responsible, ethical behavior when using the University's computing facilities.
  
• maintain confidentiality at all times and understand that you may only access Boston University files for business purposes (all students working on campus must sign a confidentiality agreement)
  
• monitor your Work-Study award balance (your pay stubs will indicate your current award balance).
  
• notify your supervisor of any changes in your Work-Study award.
  
• notify your supervisor in advance of any changes in work schedule and/or other commitments that affect work availability.

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What job information should be kept confidential?

The Family Educational Rights and Privacy Act (FERPA) is a federal law, enacted in 1974, that guarantees the confidentiality of student records. As a student employee of Boston University, you should familiarize yourself with some of the basic provisions of FERPA to ensure that you do not violate this federal law. FERPA violations may result in disciplinary action including, but not limited to, the loss of your job.

You must not, under any circumstances, release student information to anyone, unless your position specifically requires you to do so. You must refer any requests for information about a student to your supervisor to ensure that you do not violate FERPA.

You must avoid acquiring student records information that you do not need to do your job, and you may not exchange student information that you have learned while performing your job. Even a minor disclosure of information (e.g., telling another student of someone's class schedule) may be a FERPA violation and may result in disciplinary action. Any information you obtain on the job regarding students must remain in the workplace.

All student employees who work on campus must read and sign an agreement not to violate FERPA. Your supervisor will ask you to sign this agreement when you begin working.

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How many hours a week will I work as a Work-Study employee?

Work-Study students may work a maximum of twenty hours a week while classes are in session. When classes are not in session (e.g. exam periods, intersession, spring break, and summer), students are not limited in the number of hours a week they may work. However, students who work over forty hours a week will be paid overtime through departmental--not Work-Study--funds.

On average, Work-Study students work between eight and twelve hours a week. Most supervisors want to hire students who have at least two to three consecutive hours available on the days they will be working. Generally, the number of hours you work a week depends on your availability and the needs of the employer.

You may not exceed your Maximum Earnings Level (Work-Study award amount), which the Office of Financial Assistance determines. When you begin your job, you and your supervisor should discuss the number of hours a week you will work, based on workplace needs, your class schedule, and your Maximum Earnings Level. Your supervisor should refer to the "Earnings Chart," which will help determine, based on your pay rate, how many hours a week you will be able to work while remaining within your Maximum Earnings Level. During your work assignment, you should check your pay stub regularly to verify your award balance and notify your supervisor of any changes or unusual deductions.

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How much will I earn as a Work-Study student?

Your earnings will depend on the number of hours you work each week and your hourly rate. The Work-Study Office sets hourly rates according to our current Job Classifications Guide. Supervisors are asked to grade jobs based on the complexity and responsibilities of the job and the skills and experience required to perform the job. Undergraduate students will be paid on an hours-worked basis, while graduate students may be paid on either a hours-worked or monthly basis, depending on the job. Holidays, snow days, sick days, lunch, and break periods do not count as hours worked. Please note that total Work-Study earnings may not exceed your Work-Study award amount.

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Will my pay rate remain the same over time?

Students who return to work in the same department or agency who have maintained a satisfactory job performance receive merit increases. Merit increases are effective the week following Commencement for students who work during the summer and the opening week of school for students who return for the academic year. Merit increase amounts are as follows: 15 cents for each academic year semester, 10 cents for part-time summer employment (25 or fewer hours per week) and 20 cents for full-time summer employment (26 hours or more per week).

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Will my supervisor(s) evaluate my work performance?

Yes. At the end of each academic year and summer program, the Work-Study staff requests that supervisors complete a written evaluation of your work. We recommend to supervisors that they review the evaluation with their students.

We also ask that you complete a confidential evaluation of your job placement, since this feedback is helpful in our review of job sites. Your supervisor will receive this evaluation form and forward it to you to complete.

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What if problems arise between my supervisor and me?

You should first attempt to discuss your concerns with your supervisor and try to mutually agree on a resolution of the problem(s). If this approach does not work, you may contact the Work-Study Manager for further assistance.

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Can I quit my Work-Study job?

Most supervisors expect a commitment from you to work throughout the academic year or summer program. However, changes in class schedule, academic pressures, or other factors may make such a commitment impossible. If you must terminate your employment, discuss the reason for leaving the job with your supervisor and, if possible, give your supervisor at least two weeks' notice.

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Can I be terminated from my Work-Study job?

If your supervisor is not satisfied with your performance, he or she should discuss the concerns with you, issue a verbal or written "warning," and specify a period of time in which you are expected to improve. If you are unable to meet the supervisor's expectations, you may be terminated. In extreme cases--such as gross misconduct--your supervisor may terminate your employment immediately, and you may be referred to the Office of the Dean of Students for further review of the circumstances. Gross misconduct includes, but is not limited to, theft of University property, harassment, violation of computer security policies, and/or fraudulent reporting of hours on one's time sheet(s).

If you are terminated from a job for reasons other than gross misconduct, and you would like to continue participating in the Work-Study program, you may contact the Work-Study Manager for assistance in finding another Work-Study placement.

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Once I have participated in the Work-Study program, must I reapply for Work-Study funds?

Yes. As with all Boston University and federal financial aid, Work-Study is not automatically renewed. Students must reapply each year by the established deadline. Undergraduate students should refer to the Office of Financial Assistance web site for application and deadline information. Graduate students may obtain application and deadline information from the financial aid coordinator in their School/College.

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Once employed under the Work-Study program, do I have to reapply for my current job?

As long as you continue to receive a Work-Study award and your supervisor approves your continued employment, you will be automatically rehired into your job from fall to spring, and from spring to the following fall. If you are working at a different job in the summer and want to be hired into that job for the fall semester, you must come to the Work-Study Office to pick up a Student Employee Authorization for the fall. Your supervisor and the departmental payroll coordinator will complete this form and forward it to the Work-Study Office. If you decide not to return to your current job, promptly notify your supervisor of this decision. You may then begin your job search by visiting the Work-Study Office to pick up relevant paperwork and information about available jobs. Current job listings are available on the Studentlink.

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Work-Study Payment Procedure and Information About Earnings

On-Campus Overview
Off-Campus Overview
Paychecks
Direct deposit
Work-Study earnings and taxes
How to spend your Work-Study earnings

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On-Campus Overview

Once you are hired for a job, your supervisor will complete your Student Employee Authorization form and forward it to the departmental payroll coordinator for processing. You should submit a time sheet to your supervisor each week that you work. Your supervisor will verify the hours worked and will submit the time sheet to the departmental payroll coordinator, who will then authorize payment of wages. The amount you earn each week will depend on your hourly rate and the number of hours you work. Be sure to check with your supervisor to learn the proper procedure for submitting time sheets.

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Off-Campus Overview

Once your job placement has been approved in writing by the Work-Study Manager, you may begin working. A Work-Study staff member will mail or fax approval notification to your employer. Your weekly time sheets will be sent to your employer, along with a schedule that explains when your time sheets are due to Student Payroll. Time sheets may be mailed, faxed, or hand delivered to the Student Payroll Office for processing.

NOTE: For additional information regarding off-campus employment, please refer to the Work-Study brochure entitled, "Guide to Off-Campus Work-Study Employment". This brochure is also available in the Work-Study Office.

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When and how will I receive my paychecks?

Checks are issued on Friday. You will receive your first pay check on the Friday of your second week of work, provided your department has submitted the proper paperwork before the weekly payroll deadline. Your checks will be sent to the department where you are working. Consult your supervisor to learn how checks are distributed within your department. If you have more than one job, your total earnings will be combined into one check. You should let both your supervisors know at which job location you would prefer to receive your check. Pay checks for students working off campus are available for pick up in the Student Payroll Office.

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Can I have my Work-Study earnings deposited directly into my bank account?

Yes. The Student Payroll Office strongly encourages you to take advantage of the direct deposit option. Students who chose the direct deposit option will not have to worry about lost or stolen checks. You do not need to have a local bank account to take advantage of direct deposit. Students who have direct deposit will receive a pay stub detailing their earnings and Work-Study award balance information. To participate in the direct deposit option, students must complete and submit a "Student Employee Payroll Direct Deposit Authorization Form". This form is also available in Student Payroll Office. If you chose to take advantage of the Direct Deposit option, you must remember to notify the Student Payroll Office immediately when you change or close your bank account.

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Are taxes withheld from my Work-Study earnings?

Yes, Work-Study earnings are subject to all federal and state income taxes. You should complete a Form W-4 to ensure that you will be taxed at the correct rate. Read the instructions carefully when determining eligible exemptions. The Work-Study staff may not give advice on completing this form. Each January, the University Payroll Office mails to all employees a Form W-2, which details earnings from the previous calendar year. Your W-2 will be sent to the address that appears on your paycheck.

During the academic year, students who are enrolled for six or more credits and who are working on campus are exempt from FICA (Social Security and Medicare). FICA will be withheld from all students working on campus during the summer. Those students who meet the summer enrollment criteria will be issued FICA rebates during the month of October.

All off-campus Work-Study students are subject to FICA (social security and Medicare) deductions.

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How should I spend my Work-Study earnings?

You must use your Work-Study earnings to pay for education-related expenses. Education-related expenses include tuition and fees, Board and board, books, supplies, and necessary travel expenses. You may also want to save part of your earnings to apply toward the following semester's expenses.

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Summer Work-Study Program

The Summer Work-Study program requires a separate application which students may download here or pick up at the Work-Study Office. The Summer Work-Study application process begins in January and continues until available Summer Work-Study funds have been expended. (For the summer of 2005, the deadline to apply is February 14th).  To apply for Summer Work-Study, you must be returning to Boston University the following academic year. According to federal regulations, Summer Work-Study participants are expected to save total earnings, minus allowable related expenses, for use as a resource for the next academic year. Certain allowable work-related expenses (such as taxes, transportation expenses, and lunch on workdays) can be deducted from this expected resource. The Office of Financial Assistance will notify you if the amount of expected contribution is greater than the standard contribution from summer earnings.

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Community Service and Off-Campus Employment


Types of off-campus organizations
Organizations new to the BU Work-Study program

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Overview

The Federal Work-Study Program encourages Work-Study recipients to participate in community service positions both on and off campus.

Boston University fully supports this initiative. Each Work-Study job directory lists a variety of Work-Study job opportunities in off-campus non-profit organizations. If you have a specific community-based job in mind, you should discuss this possibility with the Work-Study Manager. The Work-Study Manager must approve all new off-campus positions before the student begins working. Community service includes but is not limited to health care, child care, literacy programs, public recreational development, neighborhood improvements, and support services to the disabled and elderly.

Several community service tutoring options are available through the Boston University Work-Study program. These options include:

• BUILD (Boston University Initiative for Literacy Development). This "America Reads" program hires Work-Study students to provide literacy tutoring for children in the Boston and Chelsea public schools and at various community sites in the city. Click here for the BUILD application.
  
• ILP (Intergenerational Literacy Project). This "America Reads" program hires Work-Study students to provide family literacy tutoring for immigrant and refugee families in Chelsea. Click here for the ILP application.
  
• Mathematics Tutoring Program. This "America Counts" program hires Work-Study students to provide math tutoring for middle school and high school students in the Boston public schools. Click here for the math tutoring application.
  
• GEAR UP (Gaining Early Awareness and Readiness for Undergraduate Programs). This early college awareness program hires Work-Study students to provide tutoring in all subject areas for students in the Boston public schools.
  
• Early Learning Center After-School Program. This "extended day" program hires Work-Study students to support teachers in various after-school classBoard activities for Boston public school students in pre-kindergarten through first grade.
  

Please contact the Work-Study Office for more detailed information regarding the tutoring programs or other community service opportunities.

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What kinds of off-campus organizations hire Work-Study students?

Off-campus placements for Boston University Work-Study students must be in non-profit organizations. Most public and private nonprofit, incorporated agencies working in the public interest are eligible to become employers under the Work-Study Program. Work of a political or religious nature is specifically prohibited by federal regulations, as are jobs in which the student's affiliation or financial support is a precondition of employment.

Boston University Work-Study students have been employed off campus in a wide variety of positions, such as research assistants, gallery attendants, accounting clerks, publicity assistants, translators, childcare assistants, legal assistants, and reading tutors. Agencies that regularly hire Boston University students include local hospitals, museums, state and municipal organizations, environmental organizations, and after-school programs.

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What if I want to work for an organization that has not previously hired Boston University Work-Study students?

Before you make a commitment to such an agency, you must consult a Work-Study staff member to discuss the potential placement. The Work-Study Manager will review the agency and job information to ensure that the placement meets Federal Work-Study regulations. Any agency that intends to hire a Boston University Work-Study student must enter into a contract agreement with the University. Written approval from the Work-Study Manager is required before you can begin working in any off-campus job.

NOTE: For additional information regarding off-campus employment, please refer to the Work-Study brochure entitled, "Guide to Off-Campus Work-Study Employment". This brochure is also available in the Work-Study Office.

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Student Employment Online Job Board and Quickie Job Service

Most on campus jobs are available only through the Work-Study program. However, the Student Employment Office offers two other job listing services that are available to matriculated Boston University students regardless of their financial need. The Online Job Board lists part-time jobs during the academic year as well as part-time and full-time summer jobs. The Online Job Board includes both on campus and off campus job listings. The Quickie Job Service lists temporary jobs that last from one hour to one month. Student may also view Quickie jobs in the Student Employment Office. Most Quickie jobs are located off-campus but are accessible by public transportation.

Click here for more information about the Job Board and Quickie Job Service.

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Any More Questions?

The Work-Study staff would like to ensure that you have the best possible Work-Study experience. Feel free to contact us to ask for guidance or to offer suggestions on how we may better serve you.

Boston University's policies provide for equal opportunity and affirmative action in employment and admission to all programs of the University.

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Revised 11/01