3356-9-03.2. Employment of students - federal work-study program

(A) Policy statement. While the president has overall responsibility for the management of the university, the responsibility for decisions about the employment of personnel is delegated to the provost and vice presidents. Each divisional executive officer is responsible for making personnel decisions within the described university procedures.

(B) Purpose. The United States department of education provides a federal work-study allocation to Youngstown state university ("YSU") each fiscal year intended to encourage the part-time employment of undergraduate and graduate students with financial need. In addition to on-campus employment community service opportunities (e.g., "America Reads" tutors, escort services, etc.) are permitted and encouraged.

(C) Parameters.

(1) The office of financial aid and scholarships administers federal work-study fund usage, compliance with federal regulations, determination of student eligibility, and fund awarding.

(2) The federal work-study match funds are budgeted in accordance with federal regulations.

(3) Fringe benefits are not paid from federal work-study funds.

(4) Federal work-study payments are administered by the office of payroll.

(5) Federal work-study awards are cancelled or reduced when students default on federal loans, become over-awarded due to changes in aid eligibility, or no longer maintain federal student aid satisfactory academic progress.

(D) Procedures.

(1) The United States department of education provides a federal work-study allocation to YSU each fiscal year.

(2) Students must annually complete the "Free Application for Federal Student Aid" ("FAFSA") after January first for the following aid year. They are encouraged to answer yes to the FAFSA question that asks if they are interested in the federal work-study program.

(3) The office of financial aid and scholarships establishes packaging/awarding criteria for each fiscal year based upon the funding level received, federal regulations, and the number of students who demonstrate financial need and qualify and maintain good academic standing.

(4) Students are awarded federal work-study by the office of financial aid and scholarships during financial aid packaging or through the student employment review process.

(5) Students accept or decline federal work-study funding through the online banner self-service functionality.

(6) Students obtain employment on campus by applying for vacant positions posted on the office of student life website.

(7) The employing department completes the on-campus student appointment forms, attaches all other required documents, and sends them to the office of financial aid and scholarships. All appointment forms are reviewed by the office of financial aid and scholarships to verify federal work-study eligibility before approval by the office of student life.

(8) The office of financial aid and scholarships director reviews the individual student's federal work-study eligibility and signs the on-campus appointment forms after federal work-study eligibility has been confirmed.

(9) The appointment forms, with all necessary paperwork, are sent to the office of student life for final approval.

(10) The on-campus appointment forms for students with federal work-study eligibility are returned to the office of financial aid and scholarships for record keeping purposes once approved and signed by the executive director of student life.

(11) The student begins working on his/her approved start date.

(12) The office of payroll issues federal work-study payments biweekly in the form of a paycheck or direct deposit.

(13) Biweekly federal work-study earnings from the banner payroll system are loaded to the banner financial aid system through a banner delivered process used to track payments received.

(14) Year-to-date earnings are monitored by the office of financial aid and scholarships with an ad hoc report that compares year-to-date earnings to the federal work-study allocation in order to prevent student over-awards and to notify the employing department, the office of student life, and the human resources processing center when work-study funding has been exhausted.

(15) Community service is tracked throughout the year by the community service position identifications in banner documented through the hiring process to monitor compliance with the percentage mandated by the United States department of education.

(16) All federal work-study earnings are reconciled between the office of financial aid and scholarships and the office of general accounting.

(17) The office of financial aid and scholarships compiles and reports federal work-study information, including community services data, on the annual "Fiscal Operations Report and Application to Participate" ("FISAP") due October first each year.

Replaces: 3356:1-19-06

Effective: 2/10/2014
Promulgated Under: 111.15
Statutory Authority: 3356
Rule Amplifies: 3356
Prior Effective Dates: 1/31/00, 6/16/03, 8/23/10, 1/22/12