Work-Study Student Training

Work-Study Student Training

WORK-STUDY PROGRAMS

Work-Study is:

  • Combined of two programs (Federal Work-Study and Carolina Works)
    • Federal work-study is a Title IV financial aid program that provides part-time employment opportunities if you demonstrate financial need
    • Carolina works mirrors the Federal Work-Study program through use of institutional funding if you demonstrate financial need to create additional work opportunities
  • Offered annually based on your Free Application for Federal Student Aid (FAFSA)
    • You can indicate interest in the program on your FAFSA
    • It can also be requested if you have demonstrated need if funds are available, even if you originally said no to the interest question
  • Funded by a combination of federal, state, and institutional funding and is subject to regulations imposed by all three
  • A way to help defray costs of higher education, allowing you to earn a paycheck and minimize borrowing

Employment can be:

  • On-campus with offices, departments, professional schools, auxiliary services, etc.
  • Off-campus with approved non-profit community agencies
  • Remote or in-person based on the supervisor preference
  • Assigned an hourly wage rate set by the employer and paid bi-weekly via direct deposit
  • Changed if you receive undeclared funding
    • If an amount needs to be revised you will be notified
  • Changed due to nearing your maximum award offer limit
    • Notifications will be sent to you and your supervisor
    • Earnings in excess of the award amount are the responsibility of your hiring department
  • Offered in the summer as a separate process via request if you enroll in summer sessions

Eligibility Information

Time Period: Information:
Fall Semester Work may begin on the first day of the first payroll following summer work-study operations and must stop on/before the last day of fall exams for Fall-only positions and students who are not enrolled in the Spring term
Winter Break Work between semesters is ONLY ALLOWED for students enrolled in both Fall & Spring classes who are employed in a WS position for Fall & Spring
Spring Semester Work may start on the first day of spring classes for Spring-only students and must stop on/before the last day of spring exams for all Fall & Spring and Spring-only positions
Summer Terms FWS funding is not available for Summer

CWS program funding remaining at the end of Spring can be used to fund a summer work-study program.  Notifications are released in mid Spring if funding is available

Student Breaks Students may work during intra-semester breaks provided a registered supervisor is present when student is working
University Holidays Work IS NOT permitted during university holidays when departments are closed.

If the department is open and a registered WS Supervisor is present, students can work during university holidays on a voluntary basis

  • Only one work-study position can be held at a time, but you can have another non-work-study position at the same time.
  • You are not allowed to work more than 20 hours per week in your work-study position.
  • Your actual hours per week will depend on your individual position; the number of hours per week for a job can vary from 4-20 with a university average of 10-12 hours per week.
  • Students are at-will employees. While uncommon, work-study employees can choose to leave, be removed (with cause), or change positions during the academic year.
  • You will use a system called “Job X” to find and apply for a work-study position and the employer will use this system to hire you.
  • For on-campus jobs complete Computer-Based Training for “Time Stamp Student and Temp Employees” on the first day of work to gain a working familiarity with the TIM system
  • You will be required to approve and submit your work hours on a biweekly basis.
  • For jobs with off-campus community partners follow your work site’s protocol regarding timesheets and approval
  • Complete this work-study training and provide all requested documentation to HR prior to beginning work.
  • Establishing a work schedule with your supervisor.
  • Report to work on time and complete tasks as assigned.
  • Notify the supervisor of any absence or deviation from the established schedule due to illness, emergencies, or valid academic conflicts.
  • Refrain from prohibited activities: studying on the job, misreporting hours worked, working over limits, failing to perform job duties, etc.
  • Practice good work-etiquette: no personal calls, texts, e-mails, or social media updates
  • Notify your supervisor of any changes to your work-study award.
  • Be advised that it is unlawful to falsify work hours. Any student found to have carried out such actions will be terminated immediately and reported to the appropriate authorities as well as to the Honor Court for violating the UNC Honor Code.

Award Offer and Pay

  • Your financial aid offer in ConnectCarolina is the maximum amount you can earn during the academic year.
  • Work-study award amounts may be revised/reduced if you receive a new outside scholarship or have a change to your financial circumstances such as enrolling less than full time.
  • Be sure to report outside scholarships early so potential adjustments can be made before you begin working.
  • Your hourly wage rate will be set by your employer at the time of hire based on the determined level of work (see next slide).
  • If you work on-campus will receive bi-weekly paychecks via direct deposit.
  • If you work with community partners, you will be paid based on the employer’s payroll schedule –at least monthly and as often as weekly.
  • Notifications will be sent to you and your supervisor once you near your award limit, so be sure to track your hours using the Work Schedule Planner.
Level: Description:
Level 1 ($7.25-$10) No experience/previous training required;

Position performs routine tasks with minimal responsibility; Position may require demonstrated ability to successfully interact with the public;

Student employee works in a well-supervised setting/takes little-to-no independent action

Level 2 ($10.05-13.00) Little or moderate experience, technical knowledge, or previous training is necessary;

Special instruction may be necessary for some aspects of position; Student employee must demonstrate ability to learn new tasks and work independently with moderate/limited supervision

Level 3 ($13.05-16.00) Moderate to substantial experience, technical knowledge, or previous training/certification necessary; Student employee possess high level of competency with specialized skill and readily demonstrates independent judgment, decision-making ability, and/or the ability to work responsibly with little-to-no direct supervision;

Previous work experience at a lower level within the same department may be required

Level 4 ($16.05-$18.00) Level 3 scope plus position requires an individual who possesses substantial experience, advanced technical knowledge, and previous training/certification; Student may be expected to manage technologies/equipment, research, analyses, publications, instruction, or other special projects or activities of significant scope ;

Student may work with extremely limited supervision on a regular basis

JobX Training: Applying and Searching for Jobs

Step 1.

Check your eligibility by logging in.

Step 2.

Search using the “Find a Job” link.

  • Follow the Program Calendar for when to log on to Jobx and start to view and apply to available positions
  • You can apply to an unlimited number of jobs, but the system restricts users to 10 simultaneous applications at one time.
  • To apply to more than 10 jobs, you will need to complete multiple rounds of applications.
  • Most positions require a resume, and some require a cover letter, be sure to prepare these ahead of time.
  • If you don’t have prior work experience, that’s okay! Just focus on making a resume highlighting the skills and experiences you’ve developed through your volunteer work, academic clubs, school activities, or community service work.
  • You can also find help on resume/cover letter construction at the University Career Services website.

searching for positions

Step 1.

Select a category from the “quick search” or use the advanced search area.

Step 2.

Review search results and job details.

 

 

 

Step 1.

Select and apply for up to 10 positions at one time.

Step 2.

  • Fill out the application making sure that you complete all fields with a red asterisk. Fields without a red asterisk are not required, but we highly recommend completing them as leaving the field blank may put you at a disadvantage.
  • To upload a resume and/or cover letter for the hiring supervisor to review, browse to that file on your computer and click ‘Open’. Remember, help is available through the University Career Center if you need assistance with your job application documents
  • Once you’ve completed the application, be sure to click the “Submit” button at the bottom of the page to officially apply for the selected job(s). JobX will not save your data if  you leave the page, so please be sure to complete the process before signing off.

Step 1.

Use your user dashboard to review applications you have submitted.

The user dashboard in JobX allows you to see application status, to review your submitted information by clicking the magnifying glass, to print your materials and to withdraw your application by clicking the ‘X’.

Once you accept a position, be sure to withdraw from all other applications.

Step 2.

Use JobMail and JobMail Notifications.

  • JobMail is a system that notifies you automatically by e-mail when jobs of interest to you are posted. To enable JobMail, you must complete a JobMail subscription defining what types of jobs interest you.
  • Know that when you set your subscription attributes, there may still be jobs on the site that match your interest but are not included in your e-mail notifications if supervisors do not opt into JobMail.
  • To set up:
    • Hover over the “Students” tab at the top of the page
    • Navigate to the My JobMail option
    • Click the link to navigate to the JobMail page

  • In the JobMail Dashboard, click the link to “Add New Subscription”. Please note that you do not have to apply to a certain job or job type in order to subscribe to the JobMail messaging regarding similar positions.

  • Once you’ve subscribed, you’ll receive new options to delete the subscription, or to refine the subscription by selecting specific employer(s), category(s), and/or time frame(s) of  interest. You will only be messaged if a change occurs to corresponding Work-Study positions.

Interviewing and Accepting Employment

  • Supervisors will contact you to conduct interviews based on your application to ensure the position is a good fit for everyone involved. These may be conducted via phone, over the web, or in person
  • Most students participate in between one and four interviews before finding the right position.
  • Supervisors may decide to skip the interview for continuing students returning to the same position.
  • Once you receive a job offer, you’ll want to respond quickly
  • Most supervisors prefer that you provide them an official acceptance notice in writing, but some may be fine with a phone call. Be sure to ask!
  • Once you have accepted an offer of employment, please ask your supervisor to set up an appointment for you to meet with the hiring department’s HR representative on or before your first date of work.
  • After accepting an offer, you should immediately withdraw all other job applications.

On-Boarding and Documentation

Once hired you will meet with your employer’s HR Officer to complete four
benefits enrollment processes:

  • I‐9 Verification
  • Federal Payroll withholding (for federal taxes)
  • NC Payroll withholding (for state taxes)
  • Direct Deposit Enrollment (may not be required for off‐campus positions)

You will need to provide certification documents for the I‐9 process. You can find a full list of acceptable documents here.

On or before the first day of work:

You will also be provided with any required training on topics such as confidentiality,
workplace safety, or material handling. Supervisors will also use this time to help you become better acquainted with your workplace and duties. This usually includes:

  • Tours of the workplace
  • Introduction to coworkers
  • Training on workplace equipment
2022 The University of North Carolina at Chapel Hill