Student Employment Program

The University of the District of Columbia (UDC) offers two types of employment for students: Federal Work-Study Program (FWS) and Student Employment Programs (SEP).  Both programs provide part-time job opportunities to undergraduate and graduate students with financial need, allowing them to earn money to help pay education expenses while obtaining valuable work experience related to their degree or certificate program.

FWS is a federally funded employment program that awards eligible students who complete the Free Application for Federal Student Aid (FAFSA) www.fafsa.ed.gov  and have demonstrated financial need are awarded FWS as part of their financial aid packages. Applicants must first complete the FAFSA at and indicate that they are interested in participating in FWS every year.

SEP is a UDC institutionally funded employment program available to both undergraduate and graduate students.

Both programs encourage community service work and work related to your course of study. Recipients are offered the opportunity to work up to 20 hours a week at various types of jobs both on and off campus.

ALL eligible students are first encouraged to apply for the FWS program prior to being considered for the SEP Program.

Advantages of Participating in FWS and SEP

• Students gain valuable work experience and skills, often in your field of study
• Students can have a flexible work schedule, and receive financial aid in the form of earnings each month
• Valuable professional development opportunities at convenient on-campus locations
• Flexible work scheduling around class times, and receive financial aid in the form of earnings each month
• Opportunity to find employment that corresponds with educational interests
• Educational loan borrowing is minimized

---

Federal Work Study (FWS)

Eligibility Requirements

To be considered for FWS, you must complete a Free Application for Federal Student Aid (FAFSA) and demonstrate financial need. Funds are limited and not all students who apply and are eligible will receive a FWS award.

• (FWS) Students cannot exceed the awards from the financial aid office
• Students must be enrolled in a minimum of 6 credits
• All FWS student workers cannot have any current or pending University Code of Conduct Violations.
• Students are required to maintain a cumulative course completion rate of 67%
• All FWS student workers must maintain Satisfactory Academic Progress (SAP) in order to stay in the UDC employment program. Undergraduates: 2.0 GPA/ Graduates: 3.0 GPA

Funding is limited; therefore students will be selected on a first come first serve basis and must meet all of the eligibility requirements.

(F-1) International Students:
Are international students eligible for student employment?
Due to the requirement of U.S Citizenship, this program does not accept International Students. However, International Students can qualify for the other programs that are offered under student employment.Note:The deadline for priority consideration for the

Getting Started

1. Complete and submit an FWS/SEP application to the student employment coordinator via:
   1. Financial Aid Office, VanNess Campus, Bldg. 39 Suite A-111
   2. Fax: 202.274.6060
   3. toinnette.marshall@udc.edu

Note: The priority deadline to apply has passed. Funding is limited. Please contact the Student Employment Coordinator at toinnette.marshall@udc.edu if you have any questions.

1. If the student meets FWS eligibility requirements, the Financial Aid Office will include a FWS award in the student’s financial aid package. Students can view if he/she is awarded through the myUDC portal.
2. You may either find a job on campus or contact the Employment Coordinator for potential job openings.

1. Attend an interview! It is highly encouraged that you prepare ahead of time for your interview and you get to your interview early.   For more helpful interview tips, see information on Interview and Professional Etiquette!
2. Secure a position with an on campus or off campus employer

1. Finalize requirements for processing, Complete Human Resources Packet:

• • Temporary Employment Application
  • I-9 Employment Eligibility Verification Form
  • Tax forms
  • Confidentiality Agreement form

1. Attend Orientation

• Both supervisors and student workers must attend a mandatory orientation before beginning employment. The purpose of the orientation is to further elaborate on the introduction and expectations of the program, procedures, guidelines and a Q & A session.
• Students will be informed by e-mail from the Student Employment Coordinator on orientation dates.

1. Submit a FWS Work Authorization to your employer and to the Office of Financial Aid.
2. Set up your Work Schedule with your employer and your Payroll login password with Ms. Jeannetta Clayton in the Payroll Office at jclayton@udc.edu.
3. Begin working and earning your FWS Award!

Terms of Employment

The amount you have the opportunity to earn is based on your award and your employer’s FWS allocation. Actual earnings are based on the number of hours you work.

• Average work schedules range from 10 to 15 hours a week, with a maximum of 20 hours. You are responsible for monitoring your earnings so that you do not earn more than your FWS award for the certification period.
• Hourly rates, which comply with federal and state minimum wage laws, vary depending on the type of work and your skills and experience.
• A FWS award is not credited toward your tuition bill or received up front. Students are paid directly through bi-weekly paychecks.

Unused FWS earnings

• Unused fall semester amounts can be earned during the spring semester.
• Unused academic year amounts cannot be earned during the summer.
• Any unearned summer amount cannot carry over to the next academic year.

---

Student Employment Program (SEP)

The Student Employment Program (SEP) is an institutionally funded program that provides financial assistance to the student population who do not qualify for federal assistance.

What are differences between SEP and FWS positions? All SEP positions are available on-campus. Only Federal Work Study positions are available on and off campus.

Eligibility Requirements

How would a student know if he/she has been selected to participate in SEP? If the student does not meet the eligibility requirements for the other programs offered under student employment then he/she may be placed in the Student Employment Program.

• Students must complete a FAFSA every year for the Federal Work Study program.
• Students must be enrolled in a minimum of 6 credits
• All SEP student workers cannot have any current or pending University Code of Conduct Violations.
• Students are required to maintain a cumulative course completion rate of 67%.
• All SEP student workers must maintain Satisfactory Academic Progress (SAP) in order to stay in the UDC employment program. Undergraduates: 2.0 GPA/ Graduates: 3.0 GPA.

(F-1) International Students:
Are international students eligible for student employment? International Students may be eligible for student employment (SEP). The determination of temporary employment for international students is made by the Office of Human Resources.

The Power of the Social Security Number: In order to work in the US, an F-1student will need to have a valid social security number for payment purposes. If not, he/she must apply and complete the application for a SSN only after they have been offered a position. SSA processing can take a few weeks; therefore a student will not be able to work until all requirements are finalized. For more information about International Students & Social Security Numbers go to: www.ssa.gov.

The required eligibility documentation for International Student Workers includes:

• A valid Passport/Student Visa,
• Form I-94
• A valid Form I-20

Any expired documentation may delay the start of employment.

Funding is limited; therefore students will be selected on a first come first serve basis and must meet all of the eligibility requirements.

Getting Started

1. If the student meets SEP eligibility requirements, the Financial Aid Office will inform the student by e-mail that they have been accepted. There will not be an award shown in your award package through the myUDC portal for this program.
2. You may either find a job on campus or contact the Employment Coordinator for potential job positions to interview for.
3. Attend an interview! It is highly encouraged that you prepare ahead of time for your interview and you get to your interview early.    For more helpful interview tips, see information on Interview and Professional Etiquette!

1. Secure a position with an on campus employer

1. Finalize requirements for processing, Complete Human Resources Packet:
   • Temporary Employment Application
   • I-9 Employment Eligibility Verification Form
   • Tax forms
   • Confidentiality Agreement form

1. Attend Orientation
   • Both supervisors and student workers must attend a mandatory orientation before beginning employment. The purpose of the orientation is to further elaborate on the introduction and expectations of the program, procedures, guidelines and a Q & A session.
   • Students will be informed by e-mail from the Student Employment Coordinator on orientation dates.

1. Submit a FWS/SEP Work Authorization to your employer and to the Office of Financial Aid.
2. Set up your Work Schedule with your employer and your Payroll login password with Ms. Jeannetta Clayton in the Payroll Office at jclayton@udc.edu.

1. Begin working and earning your FWS Award!

Terms of Employment

The amount you have the opportunity to earn is based on your award and your employer’s SEP allocation. Actual earnings are based on the number of hours you work.

• Average work schedules range from 10 to 15 hours a week, with a maximum of 20 hours. You are responsible for monitoring your earnings so that you do not earn more than your FWS award for the certification period.
• Hourly rates, which comply with federal and state minimum wage laws, vary depending on the type of work and your skills and experience.
• A SEP award is not credited toward your tuition bill or received up front. Students are paid directly through bi-weekly paychecks.

Unused SEP earnings

• Unused fall semester amounts can be earned during the spring semester.
• Unused academic year amounts cannot be earned during the summer.
• Any unearned summer amount cannot carry over to the next academic year.

Supervisors

Requesting a FWS of SEP Employee

Any campus department or office can request FWS or SEP employees.  A FWS or SEP request must be completed by the department to begin the process of a student working in that area. All requests must be accessed through the Student Employment Office.  When Requesting a Federal Work-study or SEP employee, you are the employer and are accepting the responsibilities involved in that role.

It is also important to remember that the work-study population is restricted to those students awarded this particular portion of financial aid assistance and is limited. You may request as many Federal Work Study employees as necessary; however, you are not guaranteed any work study employees.
Both supervisors and student workers must attend a mandatory orientation before beginning employment. The purpose of the orientation is to further elaborate on the introduction and expectations of the program, procedures, guidelines and a Q & A session.

Supervisors will be informed by e-mail from the Student Employment Coordinator on orientation dates and locations.

General Rules & Regulations

• Supervisors should request student workers by submitting the “Requisition for Student Employee Form”.
• The Student Employment Coordinator will submit applicable candidates to your attention. You will select the applicants that interest you, and will be able to view their resumes and student class schedules. You can then contact the applicants and schedule interviews.
• Students must be enrolled at least half time and attending classes to qualify for the FWS or SEP programs.
• All student workers must be authorized to work prior to beginning work at any work-study site.
• Students should never work during class time, nor should a student work extra hours to compensate for days that time was not earned.
• Students will not be compensated for working more hours that he/she has been awarded.
  • Student workers are not allowed to work over twenty (20) hours weekly.
  • Student workers are paid on an hourly basis.
  • Half hours can be worked; however, they must add up to a whole hour by the end of the pay period.

Note: It is the student and supervisor’s responsibility to insure that the student does not work more hours per pay period than the student is authorized to work.

•  Supervisors must provide personal supervision of students assigned to them. On completion of tasks, workers may be allowed to study or complete homework assignments onsite in the assigned work-study area.

Note: Periodic inspection of the work-study site will be conducted by the Student Employment Coordinator. Students and/or supervisor found not following the outlined rules and regulations will be disallowed from participating in the program.

• Student workers must sign in/out of the work-study site daily. See (Payroll Procedures).

Note: It is the responsibility of the student worker supervisor to ensure that all timesheets are submitted on time. Any supervisor that submits two (2) timesheets late or incomplete in a single semester will be terminated from FWS/SEP. The student will be reassigned.

• In an effort to prevent problems, real or imagined, no student will be assigned to work with a relative.
• No employment fringe benefits will be paid to the student worker.
• Supervisors must complete an end-of semester evaluation of all student workers under his/her supervision.

Note: Students receiving two (2) unsatisfactory evaluations will be considered for relocation or termination from FWS/SEP.\

• Student workers are required to attend all meetings called by the Student Employment Coordinator or the Financial Aid Office.
• Students must notify his/her supervisor of any absence or tardiness.

Note: Not notifying the supervisor may result in termination. 

• Students recommended for termination by the supervisor will not be allowed to work the remainder of the semester, and will be suspended for one full semester.

Note: Termination letters must be submitted in writing to the Student Employment Coordinator.

• In an effort to prevent problems, real or imagined, no student will be assigned to work with a relative.
• No employment fringe benefits will be paid to the student worker.
• Supervisors must complete an end-of semester evaluation of all student workers under his/her supervision.

Note: Students receiving two (2) unsatisfactory evaluations will be considered for relocation or termination from FWS/SEP.

• Student workers are required to attend all meetings called by the Student Employment Coordinator or the Financial Aid Office.
• Students must notify his/her supervisor of any absence or tardiness.

Note: Not notifying the supervisor may result in termination.

•  Students recommended for termination by the supervisor will not be allowed to work the remainder of the semester, and will be suspended for one full semester.

Note: Termination letters must be submitted in writing to the Student Employment Coordinator. 

• Supervisor should ensure that student workers extend good customer service to our customers and the appropriate work attire is worn at all times while at work (No shorts, No flip flops, No revealing clothing –i.e. mid-drift shirts, low rider jeans, sagging pants, tank tops, or miniskirts.)

---

Off-Campus Employment

Any students participating in off-campus employment must meet the eligibility requirements and follow the general rules and regulations under the Federal Work Study (FWS) program. All off-campus agencies must complete an Off-Campus Work Study agreement with the University of the District of Columbia in addition to the “Requisition for Student Employee Form”.

Do you qualify to be a Federal Work-Study Off-Campus Employer?
The university will consider requests to enter into contractual agreements with federal, state or local public agencies, and private non-profit organizations based upon the following rules and upon available funds.

• Employer must be a public or private non-profit organization, with a 501c3 federal tax designation.
• Employment must not result in the displacement of other employees.
• Work must be in the public interest.
• Work cannot require religious or political involvement.
• Work does not involve the construction, operation or maintenance of any facility used or to be used for sectarian instruction or as a place of religious worship.
• Employer will provide meaningful work. Preferably, work will enhance the student’s educational objectives.
• Employer must provide adequate supervision and training for the student employed.
• Employer must provide responsible record keeping and monitoring of student hours within the limitations of the student’s FWS certification (award).
• Employer must have funding available and the ability to write checks to pay its portion of the student’s wages (25%).

Submit the following documents to Student Employment Coordinator:

1. A copy of the Articles of Incorporation for Non-Profit status designating the 501c3 tax status (not required for government agencies).
2. A description of the agency’s program indicating major functions and purposes.
3. “Requisition for Student Employee Form” form (one for each position).
4. If your agency is approved to participate in the program, confirmation and hiring process instructions will be e-mailed to you.
5. In addition, the Off-Campus Work Study agreement, will be sent by the Student Employment Coordinator via faxed to the Off-Campus agency and should be submitted back signed.
6. Agreements run from July 1st through June 30th of the following year. Renewal is NOT automatic. You must re-apply each year. Student Financial Aid and Scholarships will send you a renewal notice as a reminder.

Note:  The agreement must be signed by both UDC and your agency before a student can begin working at your agency. The Student Employment Coordinator will inform you of the amount of Federal Work-Study awarded and employment time frame. A student cannot begin working prior to the first day of classes for which the term of the Federal Work-Study is initially awarded.

If you have questions about the program, the application procedure, or have problems downloading application forms, please contact the Office of Financial Aid at 202-274-5060, or by e-mail at FwsSep@udc.edu.

---

Payroll Procedures

Message from UDC Human Resources: As of January 1, 2011 we have successfully configured ADP Timesaver; a world-class web based time and labor management application to our business toolset for our student employees.

Complete the following trainings and make contact with Dizella Jones at dkjones@udc.edu to ensure you have access.

See Tutorial: https://edu.adp.com/tlm/education/library/media/TS3_1/Employee/player.html 

Time Entry for Timesaver v3.1 is a thirty minute virtual course that includes concepts, and procedures, and assessments that explain how employees enter time, view and approve their time cards. In addition, the Time Entry course reviews how to log in to the system, change passwords, and view reports.

• Student workers follow the Group 1N payroll schedule and are paid on a bi-weekly basis
  & (See Payroll Schedule).
• It is the student worker and the supervisor’s responsibility to monitor the submitted time for each pay period.
• Student workers and supervisors should notify the student employment coordinator when he/she does not receive payment. Student workers should not continue to work until payment issue is resolved unless authorized by the student employment coordinator.
• Timekeeper: All timekeepers will be assigned an ADP Login. If a student does not submit their time in the ADP Time saver on the entry date he/she will be locked out and the time will be recorded on the next pay period. (Transactions are void if you do not select approve button)

---

Wages for SEP student workers

Student worker wages are determined by skill level not by classification or seniority.
Level I: $9.50

• 0-1 years of Work experience
• 0-1 years of Volunteer experience
• 0-1 years of Equivalent course work

Level II: $12.00

• Must be enrolled in the UDC Graduate School program or obtain a Resident Advisor position

---

Resume Overview

Your resume is an important aspect of the job search process. It is the first impression you make with an employer and a well-structured resume can open the door to an interview. Your resume should be one page in length and include your contact information, career objective, education, experience, honors & awards, skills, and extracurricular activities.

Resume Tips

When writing your resume, you should ensure that your objectives are aligned with those of the employer. Be sure to emphasize what skills you have learned, in addition to jobs performed, in both paid and unpaid positions. Use action verbs and specific examples to explain your accomplishments to the employer. Finally, remember to proofread!

Use Action Verbs such as Accomplished, Administered, Advised, Analyzed, Assisted, Built, Collaborated, Completed, Conducted, Coordinated, Created, Developed, Devised, Directed, Examined, Facilitated, Formulated, Generated, Implemented, Improved, Initiated, Investigated, Managed, Marketed, Monitored, Motivated, Negotiated, Proposed, Researched, Specified, Supervised, Taught, Used, Wrote.

---

Interview Tips and Professional Etiquette

What to do before the Interview
Be prepared! Know yourself and the job description and practice interview questions. Be sure to dress professionally and to arrive early to the interview.

What to do during the Interview
Demonstrate self-confidence! Greet the interviewer with a firm handshake and maintain eye contact throughout the interview. Listen attentively, ask pertinent questions, and use good communication skills. As the interview concludes, make sure you know the next steps in the hiring process and express interest in being hired.

What to do after the Interview
Send a thank you letter/email to the interviewer thanking them for their time and consideration, and expressing your continued interest in the position after learning more about it. Be sure to make note of who interviewed you, when your interview was, and what follow-up actions you have taken. You should also reflect on your interview experience. Identify your strengths and weaknesses in order to continually improve your interviewing proficiency.

General Etiquette for the Workplace

• Always be on time for work. Notify your employer in advance if you expect changes in your work schedule. In the event of any unplanned changes in your schedule, contact your employer.
• Be sure to switch your cell phones to vibrate or silent while at work.
• Follow the dress code of the office.
• Never use office resources for personal use.
• Never use foul or offensive language while working.
• Make an effort to establish positive and professional relationships with your co-workers.

---

Student Worker 3R’s: Rules, Regulations and Responsibilities

• No student will work if all required documents have not been processed.
• Students cannot work until the supervisor is notified by the student employment coordinator.
• All student workers must read and follow the Student Worker’s Manual and all procedures and instructions as stated.
• Check your UDC e-mail every day for updates or any changes within the program.
• Student workers should be informed by the Supervisor the policies, procedures and other expectations of the work site.
• Student workers must obtain supervisor’s contact information.
• Student workers must sign in and out of the work site daily.
• A Supervisor must be on site during student’s work hours.
• Students cannot supervise other students.
• Student workers should make sure all tasks are completed in a satisfactory manner.
• Student workers must not exceed 8 hours per day. Student workers cannot exceed 20 hours of work per week. OVERTIME is not permitted!
• Please Note: Student workers are not allowed to work during scheduled class time. Student workers can work during their scheduled work time. If funding is available students may work during scheduled breaks, this notification will be made by the student employment coordinator.
• Student employment is strictly by the hour. Therefore, if a student worker misses any time for any reason he/she will not be paid.

Where can I direct my questions about student employment?
Any questions or concerns you may have should be directed to the Office of Financial Aid 202.274.5060, or by e-mail at FwsSep@udc.edu, located in the Financial Aid Office Building 39, Suite A111.