Frequently Asked Questions

Can I hire a student?

If you were allocated Federal Work-Study and/or Institutional funds for your student employment budget, you have the ability to hire students to work within your department.

We have a new project and I need to post a job, what do I do?

If you have an existing job description on file with the Student Employment Office, Repost an Existing Job Description using DickinsonConnect. If this is new job description, you must Create a Job Description using DickinsonConnect.

I don't want to have my positions posted, can they be deleted from the system?

No. According to Federal regualtions, all available positions must be posted and accessible to all students.

I filled all of my jobs, and students keep calling, what can I do?

Active job postings will remain in DickinsonConnect for 30 days, 60 days, or until a specific date you selected. You will be notified several days before your posting expires, and again once the posting has expired. To close a job posting, prior to its expiration please login to DickinsonConnect and Close an Existing Job Posting. This will not remove your job description from the system. It will prevent your job description from being viewed by the students in the DickinsonConnect system until your job is reposted..

How do I know if the student I am hiring is eligible for Federal Work Study?

A list of FWS students will be updated regularly published on the Student Employment website. The list is password protected. If you do not know the proper password, please contact the Student Employment Office at 717-254-8949.

Can I hire a student who is not work-study?

Departments may hire non work-study students as long as they have the Institutional funds available to do so.

How many hours per week can my student employee work?

The typical work study award of $2,200 is based on an average of 10-12 hours per week. Research suggests that working a limited number of hours (e.g., 10 hours a week) at an on-campus job appears to have positive impacts on student performance, while working a significant number of hours (e.g., 35 hours or more per week) has adverse consequences. Click here for additional information.

How does my student employee record the number of hours that they work?

There are several ways that student employees will record the hours that they have worked. Please review the specific time entry procedures for your department. If you need an additional assistance, please contact the Student Payroll office at 717-245-1544.

What happens if the hours the student has worked is submitted late to the Student Payroll office?

A payroll schedule is posted in several areas of campus for you and your student. The number of hours worked must be submitted and approved according to the payroll schedule in order to be paid. Hours that are not submitted and/or not approved by noon on Monday's in accordance with the payroll schedule, will be paid the following pay period.

The U.S. Department of Labor requires us to pay our employees in a timely manner. Time entry is submitted bi-weekly. Hours that are not submitted and/or not approved by noon on Monday's in accordance with the payroll schedule, will be paid the following pay period.Hours that are submitted late by 2 or more pay periods will warrant your immediate suspension from your job. In order to resume work, you or your supervisor will have to file a written appeal with the Student Payroll office. The appeal must include an explanation of why the time was submitted late, and it will need to be signed by both you and your department supervisor. If the appeal is approved, you and your supervisor will be notified, and you may resume working for that department.

How much can I pay my employee?

A standard wage scale exists for all student employees. There are four wage categories based on job duties, required experience, skill level and amount of necessary supervision. Supervisors are responsible for setting individual pay rates based on the wage scale and category definitions. Pay rates can be set anywhere within a category range.

How do I give my student employee a raise?

Raises are not guaranteed, and are determined by you. Raises can be given at your discretion on a per semester basis and can be based upon length of service, and/or exceptional performance. All raises will be given in $0.05 increments up to $0.25 per semester, not to exceed the category maximum. If you give your student employee a raise, an email message with the new hourly rate and the effective date must be sent to the Student Payroll office.

How do I know if my student employee is about to reach their maximum award?

When the student has reached approximately 75% of their FWS award, they will be contacted by email with further instructions. It is the student's responsibility to monitor their work-study award with you and your department.

My student's FWS money ran out, but I still need them, what can I do?

• The student's financial aid package will be reviewed. If the Financial Aid office has the ability to increase the student's work-study award, the student will be notified and they will receive a new award letter.
• If the student is not eligible for additional work study, you can choose to continue their employment through your institutional budget. Your department will be responsible for paying 100% of the student wages, and you agree to pay the wages from your “Institutional” budget If you elect to continue the student's employment using your institutional funds, you must send an email to the Student Payroll office.
• If the student is not eligible for additional work study and your department is unable to continue their employment through your institutional budget, or an approval to continue their employment using Institutional funds has not been received by the Student Payroll office, the student will be terminated.

My budget is almost gone, how can I get more money?

The process for obtaining an increase in your department budget is as follows:

Please compose an email regarding your request. The email should justify your need for additional funds and should include the following information:

• The primary purpose of the additional funds.
• The amount requested. (i.e $6.00/hr at 20 hrs/wk for 6 weeks=$720)
• The reason the increase is necessary.
• Additional information which may be pertinent.

Send the email to your Divisional Vice President or Provost, with a copy to the Student Employment office.

If your request is approved, please forward a copy of the approval to the Student Employment office via email or campus mail. Once the approval is received, the funds will be transferred into your student employment budget line.

Please note: The approval must be documented in writing by your Vice President or Provost in order for the funds to be transferred. The approval can be as simple as a reply email back to you stating "Approved".

Can I terminate my student employee?

Yes, a stuent employee can be terminated. Your student employee may be dismissed from their position if they are not adhering to the agreement you made with them when they were hired. Please refer to the Resignation and Termination Procedures listed in this manual.

Last updated on: August 16, 2007
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