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FAQ for Supervisors

Frequently Asked Questions

1. Who is eligible for employment?

Any USF student enrolled full-time in a degree-granting program.

2. What types of employment are available?

Federal Work-Study Program (FWS) is funded in part by the U.S. Department of Education. Campus Job Opportunity (CJOB) funded by the hiring department. Regular Student Employment is also funded by the hiring department.  There is no differential pay rate, hours, or benefits.

Although earned income under all three programs is reported as income along with other income from work in the tax section of the FAFSA, FWS earnings and CJOB earnings can also be listed as a deduction from earnings that affect financial aid in the Worksheet C of the FAFSA when applying for financial aid the following year. 

3. What is a Work-Study Award?

A FWS award is a federally funded Student Financial Aid Program that enables you to earn money while pursuing your education. The FWS program was designed to provide you an opportunity to gain work experience while helping you offset your cost of education. Currently, the FWS program pays 70% of your salary and the on campus employer pays the remaining 30% up to the amount that you have been awarded. 

In order to participate in the FWS program, you must apply for financial aid through the Financial Aid Office and demonstrate financial need. Remeber that you cannot receive FWS without applying for financial aid. If you have been awarded a FWS award, you can use your award to work on campus or with an approved public agency or private non-profit organization. If you opt to use your award off campus, your employer pays 50% and federal pays the other 50% of the salary you receive, up to the total amount you have been awarded.

Although earned income under this program is reported as income along with other income from work in the tax section of the FAFSA, it can also be listed as a deduction from earnings that affect financial aid in the Worksheet C of the FAFSA.

Please note that a FWS award is different from a CJOB award in that FWS is a federal aid program and a portion on your earnings both on or off capmpus is subsidized by the federal government and CJOB is not. CJOB program offers recipients an opportunity to seek employment on campus only, and the University (employing department) pays 100% of salaries earned under the program

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4. What is a Campus Job Opportunity Award (previously USFWorks)?

Campus Job Opportunity (CJOB) is awarded to students with unmet need to earn money by taking on an on campus job. It was designed to provide job experience while helping you offset the cost of your education. What you earn under the CJOB program is paid 100% by the employing USF department. In order to participate in the CJOB program, you must apply for financial aid through the Financial Aid Office and demonstrate financial need. You cannot receive the CJOB award without applying for financial aid. If you have been awarded a CJOB, you can seek a job on campus.

Although earned income under this program is reported as income along with other income from work in the tax section of the FAFSA, it can also be listed as a deduction from earnings that affect financial aid in the Worksheet C of the FAFSA when applying for financial aid for the following year.

Please note that a CJOB award is different from a Work-Study award in that Work-Study receives a federal subsidy and CJOB does not.  CJOB program offers recipients an opportunity to seek employment on campus, and the University (employing department) pays 100% of salaries earned under the program.

5. What is a Work Clearance Form?

In order to interview and be hired for a Student Employee position, you must obtain a Work Clearance Form at One Stop, located in LM 251. You will be asked to complete an USCIS Form I-9 and provide acceptable documentation. The Work Clearance Form verifies your eligibility for employment. If you are a recipient of Federal Work Study or Campus Job Opportunity, it also verifies the maximum amount you can earn through the program.

Because your enrollment status and financial aid award will change every year, you will need to obtain a work clearance every year or every time you apply or get re-hired.

6. What is a USCIS Form I-9?

The United States Citizenship and Immigration Services 1-9 Form is a standard HR form. It is a legal document which verifies your identity and employment eligibility. You are required to complete the 1-9 Form only once during your employment at USF. In order to complete an I-9 Form, you must present the following documents:

If you are a U.S. Citizen, you can present:
a.)  Driver's License and a Social Security Card, or
b.)  Driver's License and Birth Certificate, or
c.)  U.S. Passport

If you are a U.S. Permanent resident, you can present:
a.)  Alien Registration Card

If you are an International Student, you can present:
a.)  Foreign Passport with attached 1-94 Departure record.  If your passport or I-94 has expired, you will need to re-submit an I9 and show documents with new expiration date(s).

If you are an international student, you will need to apply for a social security card as soon as you have obtained a job so that your earnings from your job(s) can be reported to the Internal Revenue Service using the social security number that appears on your social security card. Click here for information on applying for a social security card.

7. What are my responsibilities as a Supervisor?

You play an important role in the students' success on the job, in their development of good work habits, and in their positive attitudes toward work. Your role is not only to supervise, but to serve as a role model and resource. Good supervision is communicating, listening, as well as planning and motivating.  Supervisory responsibilities include, but are not limited to:

  1. Planning, preparing, organizing, and assigning duties
  2. Determining work hours and establishing work schedule
  3. Advising student of employment policies and office procedures
  4.  Discussing job expectations
  5. Provide training
  6. Teaching skills if necessary
  7. Overseeing and evaluating the work assigned
  8. Retaining office records (other than time sheet) of dates and hours worked
  9. Preparation of PAF or e-PAF in a timely manner
  10. Completion and review of time sheet ? checking for accuracy and validity before signing.  Submitting the time sheet on time and in accordance with the payroll calendar. Adherence to the published payroll schedule

8. How many hours can a student work per week?

On the average, most students work between 12-15 hours per week. USF student employment policy limits a maximum of:

25 hours per week for undergradutes and
25 hours per week for graduate and law students

while classes are in session or no more than 35 hours per week during break periods.

9. How are student employees paid?

Once you are officially hired, your hiring supervisor will use the information on your Work Clearance Form to submit a Personnel Action Form (PAF or e-PAF) authorizing Student Employment and Human Resources to add you to the payroll. If you are a work-study recipient, your hiring supervisor will also submit a signed Work Clearance Form. You must complete a time sheet twice a month. Time sheets cover a semi-monthly period, from the 6th through the 20th of the month, and the 21st through the 5th of the following month. Time sheets must be completed and submitted in accordance with the semi-monthly Payroll Calendar.

10. When are student employees paid?

You are paid semi-monthly. Pay days are normally on the 1st and 15th of the month. Should the pay day fall on a Saturday, you will be paid the previous Friday. Should the pay day fall on a Sunday, you will be paid the following Monday.

11. Can a student employee have more than one job?

Yes, but it is recommended that you find one job that meets your need. You can only work a maximum of 25 hours per week if you are an undergraduate or graduate or law student. During breaks, students can work up to 35 hours per week. Employers prefer at least a 2-3 hour block of work time since productivity increases in larger time slots.

12. Is a student employee's job performance evaluated?

Yes, before the end of the spring semester, all supervisors are asked to complete a performance evaluation for each of their student employees. The Performance Evaluation is not only used to evaluate your work, but it is also used to determine eligibility to be rehired.

13. Can a student employee receive paid sick leave?

Yes, eligible students can receive paid sick leave.  A new San Francisco Paid Sick Leave Ordinance went into effect on February 5, 2007 allowing student employees to accrue 1 hour of sick leave for every 30 hours worked, up to 72 hours. This will affect students hired before and after February 5, 2007 differently. For student employees working on or before February 5, 2007, sick leave accrual begins on that day. For student employees hired on or after February 5, 2007, paid sick leave begins to accrue 90 calendar days after the student employee’s first day of work. Eligible sick leave should be reported on paper time sheet and approved by supervisors.

Doctors' notes

Supervisors cannot require a doctor's note when workers take three or fewer consecutive days of paid leave. They can require a doctor's note if an employee misses more than three days, takes time off for a medical appointment or shows a pattern of abusing sick time.

Breaks in service

Student employees start accruing sick leave after 90 days of service. If a student employee is terminated or resigns before 90 days but then is rehired within a year, the first stint is counted toward the 90-day threshold. Student employees who are terminated or resign after starting to accrue sick leave and are rehired within one year do not have to go through the 90-day waiting period again. However, the University is not required to reinstate previously accrued sick time.

What's in the law

- Employers must provide paid sick leave for part-time employees including all student employees.
- Employees begin to accrue sick leave after 90 days of work.
- Employees accrue one hour of paid leave for every 30 hours they work, up to 72 hours.
- Employees may use paid leave for their own medical needs, and to care for family members.
- Employees with no spouse or partner may use the leave to care for a "designated person".

Other Resources

SFgov
SF Chronicle