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FAQs for Supervisors

  1. Who is eligible for employment?
  2. What types of employment are available?
  3. What is a Federal Work-Study Award?
  4. What is a Campus Job Opportunity Award?
  5. How many hours may students work each week?
  6. What are the start/end dates for students to work up to 35 hours/week?
  7. Is student employment limited to the academic year?
  8. Is a student job guaranteed to be renewed?
  9. Can a student have more than one job?
  10. How do I post a job?
  11. How do I determine a pay rate?
  12. What is a Work Clearance Form?
  13. What is an I-9 Form?
  14. Are there additional steps for international students?
  15. What expectations are reasonable to ask of student employees?
  16. How are students paid?
  17. My student employee no longer has the option to submit an E-timesheet for a continuing job. What does this mean?
  18. When are students paid?
  19. Are taxes withheld from student earnings?
  20. Do student employees earn sick leave?
  21. What are the laws regarding breaks and meal times?
  22. How can I address a need for improved employee performance?
  23. What steps are required to end a student's employment if/when necessary?
  24. Do I need to evaluate a student’s employment performance?
  25. What are some ideas to recognize the contributions of my student employees?
  26. How can I aid in the professional development of my student employee?
  27. What other resources are available to help students look for a job?

  

  1. Who is eligible for employment?
    USF students enrolled full-time in a degree-granting program who are authorized to work in the United States. Students must be enrolled full-time as defined by their degree program, with the exception of graduating students in the last semester of their studies.

  2. What types of employment are available?
    Three types of employment are available at USF: Federal Work-Study (FWS), Campus Job Opportunity (CJOB), and non-need-based student employment. The first two types of employment are forms of financial aid. That is, if a student applied for financial aid and has high financial need, then a FWS or CJOB award may be part of the student financial aid offer. The third type of employment is employment not related to a need-based work award.

    The Federal Work-Study (FWS) program is funded in part by the U.S. Department of Education. In most cases, department budgets are responsible only for a portion of the students' gross earnings/benefits up to the amount awarded as financial aid. The Campus Job Opportunity (CJOB) program is funded by the hiring department. Non-need-based student employment is also funded by the hiring department. There is no differential pay rate, hours, or benefits. There is a difference, however, in the priority that should be granted to students who are seeking employment.

    When hiring managers have two or more equally qualified candidates for a position, priority consideration for the position is granted in the following way: (1) to the FWS student, (2) to the CJOB student, and (3) to the student without a need-based work award.

    Although financial aid applicants must report student employment earnings on the Free Application for Federal Student Aid (FAFSA), earnings from a FWS and/or CJOB position may be reported as need-based earnings so as not to count against the calculation of need for financial aid the following year.

  3. What is a Federal Work-Study Award?
    A FWS award is a Federal Student Aid program that supports student employment for college students. Direct support is provided in the form of a financial subsidy to the hiring department. Currently, the FWS program at USF subsidizes 70% of the wages a work-study student earns in an on-campus FWS position, leaving the hiring department responsible for financing only 30% + fringe expenses. The total amount a student may earn with a work-study award is determined by the USF Financial Aid Office. 

    Under the FWS program, student gross earnings are limited to the amount indicated on the Work Clearance form. If the award is earned in-full before the end of the academic year, either the hiring department must agree to convert the job into a non-Work-Study position or the work must be terminated. If a department hires a student with a FWS award, we recommend the supervisor work with the student at the beginning of the year to project when the full award will be earned and to discuss what to expect when the award is exhausted. If the hiring department does not have funds to convert the job to a non-Work-Study position, the student may request an increase in the award amount by sending a written appeal to stuemp@usfca.edu. Eligibility for an award increase depends on the student's remaining financial need as well as available funding; therefore, not all requests may be granted.
     
  4. What is a Campus Job Opportunity Award?
    The Campus Job Opportunity (CJOB) program is a USF-designed program to support eligible students with obtaining on-campus employment. Similar to FWS, students must apply for financial aid and have financial need to be considered for a CJOB award. Although no earnings subsidy exists for the CJOB award, supervisors are asked to give students with a work-award priority consideration when making hiring decisions, as students with CJOB awards are identified as individuals with high financial need.

  5. How many hours may students work each week?
    On the average, most students work between 12-20 hours per week. While classes are in session, USF student employment policy limits student employee schedules to a maximum of: 

    25 hours per week for domestic/permanent resident students
    20 hours per week for international students 

    During the summer session and breaks, all student schedules are limited to a maximum of 35 hours per week. Please note that students are also limited to 7.5 hours in a single day. The workweek runs from Sunday 12:00 a.m. to Saturday 11:59 p.m.

  6. What are the start/end dates for students to work up to 35 hours/week?
    Breaks during which students may work an extended schedule of 35 hours are defined as:
    • The first Sunday following the last day of the fall exam period to the Saturday prior to the first day of spring classes;
    • Spring break (including the Sunday before and Saturday after the break);
    • The first Sunday following the last day of the spring exam period to the Saturday prior to first day of fall classes;
    Since the exact dates of the start and end of each semester and break vary by academic program, please refer to the academic calendar to determine when your student employee may work extended hours.

  7. Is student employment limited to the academic year?
    Students with a need-based work award (a FWS or CJOB award) may only earn funds under the need-based program during the academic year (fall through spring). However, the hiring department may choose to allow the student to continue working through the summer break under a non-need-based work classification. Likewise, if the student earns the total amount of the work award prior to the end of the spring semester, the hiring department may convert the employment type to non-need-based (see EPAF information under the "New Hire Process" section on our main page).
     
  8. Is a student job guaranteed to be renewed?
    There is no guarantee of continued employment. Continued employment is contingent upon many factors, such as departmental budgets and satisfactory performance. Student assignments typically terminate at the end of the academic year (mid-May). You are encouraged to discuss the possibility of continued employment into the summer and/or the next academic year with your employee as soon as possible during the academic year. If at any time you determine that a student's performance is not satisfactory, the student may be released from employment. However, we strongly encourage supervisors to work closely to rehabilitate an employee with unsatisfactory work performance. Keep in mind that many students depend on on-campus employment to meet their educational expenses.

  9. Can a student have more than one job?
    Yes, through non-work study employment. That is, a student may only have one Federal Work-Study position but may hold a 2nd position that is paid through non-Work-Study. The University recommends, however, that students limit their employment to one position that meets their needs. Keep in mind that while classes are in session, students may only work up to a maximum of 25 hours per week (domestic students) or 20 hours per week (international students) for all jobs combined.
     
  10. How do I post a job?
    The USF Student Employment Office maintains a job listings page on the USF website. Job postings remain active for 30 days, after which they are removed from the website. To post, renew, or delete a job posting on the Student Employment job board, see the "Advertise a Job" section on our main page.

  11. How do I determine a pay rate?
    Student pay rates are established by the hiring department. The Student Employment Office has established wage guidelines for on-campus hiring departments based on the duties and qualifications of the position. The department should use these guidelines to determine where the position fits within the student salary schedule. Generally, positions which require more technical and specialized skills, specific work experience, or greater levels of responsibility should be compensated at higher rates of pay. As of January 1, 2015, San Francisco minimum wage is $11.05 per hour.
     
  12. What is a Work Clearance Form?
    Before you set a start date and submit an EPAF for a new hire, you must obtain a copy of the USF Student Employment Office "Work Clearance" form from the student. The Work Clearance form verifies that the student has met all federal and University eligibility requirements for on-campus employment. If the student is a recipient of a Federal Work Study (FWS) award, the work clearance also verifies the maximum amount the student may earn through the program. Use the Position Type, Position ID and Employee Class Code on the Work Clearance form to create the required Electronic Personnel Action Form (EPAF) to add the student to USF payroll. Step by step guides for EPAF creation and submission are available on the HRIS website. Under no circumstances should a student begin working before you receive notification that the EPAF has been approved.

    A new work clearance form must be collected each academic year the student continues employment in your department, as eligibility or FWS award amounts may change.

  13. What is an I-9 Form?
    The United States Citizenship and Immigration Services (USCIS) I-9 Form is a standard Human Resources form. It is a legal document that verifies an employee's identity and employment eligibility. Like all employees, students are required to complete the I-9 Form prior to employment at USF. In order to complete an I-9 Form, the student must present documents that verify identity. The list of acceptable documents as well as detailed information and instructions are available on the I-9 Form. Note that in most cases, a student only needs to complete the I-9 document one time. International students may be required to resubmit expired work authorization documents. If a student leaves USF and later returns to the university, a new I-9 form will be required prior to starting a new assignment.

  14. Are there additional steps for international students?
    Although not a requirement for employment, employees must provide USF with a Social Security number(SSN) for wage reporting to the IRS. If a student employee with a job offer does not already have a U.S. Social Security number, the student must visit the HR office (Lone Mountain Main, 3rd floor) to be assigned a placeholder in the system prior to requesting a Work Clearance. The student then has 45 days to apply for and provide a valid SSN to the HR office. If you hire a student on an F-1 or J-1 visa who needs to request a SSN, you will need to complete an "Employment Confirmation Letter." Please note that the letter template must be printed on USF department letterhead. The student will then bring the form to the International Student and Scholar Services office (ISSS) for a second signature. The signed letter can then be presented by the student to the Social Security Office along with valid identification documents to request an SSN. More information about the SSN request process is available on the ISSS website.

  15. What expectations are reasonable to ask of student employees?
    Although we ask supervisors to be mindful of a student's primary role of student at the University, accepting a position also involves a commitment as an employee. At minimum, you should expect your student employees to:
    • Report to work promptly
    • Notify the supervisor as soon as possible when the student will be late or unable to work
    • Refrain from conducting personal business on the job
    • Report accurately all hours worked
    • Perform tasks to the best of one's ability
    • Dress appropriately for the job location
    • Regard the job equally as one would regard an off-campus, non-student position
    Student employment is more than merely earning money to offset educational expenses. The work experience students gain can be invaluable both academically and upon graduation.
  16. How are students paid?
    After you are officially hire a student and before the student begins work, you must submit an Electronic Personnel Action Form (EPAF) authorizing Student Employment and Human Resources to add the student to USF payroll. Once the EPAF is approved, you will receive an email notification of the approval and an "Employee" tab will be added to the student's myUSF account, allowing the student to access an electronic timesheet (E-timesheet). Students must complete an E-timesheet and supervisors must approve the E-timesheet by the E-timesheet approval deadline. If a student misses a timesheet deadline, hours must be reported on a paper timesheet and delivered to the Payroll Office (Lone Mountain North, 3rd Floor). Please note that paper timesheets should only be used in extenuating circumstances when an E-timesheet cannot be completed; however, hours should never be "made-up" by reporting additional hours on a subsequent E-timesheet.

  17. My student employee no longer has the option to submit an E-timesheet for a continuing job. What does this mean?
    All Federal Work-Study (FWS) jobs are automatically terminated on May 20th of each academic year. Additionally, all student jobs are terminated in mid-August, prior to the new academic year. Therefore, supervisors need to submit a new EPAF toward the end of each spring semester for FWS students that will continue employment during the summer, and at the end of each summer for any student employee that will continue employment in the new academic year. (Supervisors do not need to complete a new EPAF if the student is continuing the job position from the fall semester to the spring semester.)

  18. When are students paid?
    Students are paid semi-monthly. Pay days are normally on the 1st and 15th of the month. Should the pay day fall on a Saturday, pay will be issued the previous Friday. Should the pay day fall on a Sunday, pay will be issued the following Monday. See the payroll calendar for a current list of pay dates.

  19. Are taxes withheld from student earnings?
    All student employment earnings are considered taxable by the IRS. By default, a portion of a student's earnings will be withheld from each paycheck and sent to the IRS as income tax. Students can adjust the amount withheld from their paychecks by submitting a form W-4 to the USF Payroll Office. Other taxes, such as Medicare and Social Security taxes are generally assessed when students are enrolled less than full time, including summer. Please note that these are only guidelines, as tax law is complicated. If a student has questions regarding the taxability of earnings, the student should consult with a certified tax professional.

  20. Do student employees earn sick leave?
    Yes, eligible students working within San Francisco County can receive paid sick leave. The San Francisco Paid Sick Leave Ordinance allows student employees to accrue 1 hour of sick leave for every 30 hours worked, up to 72 hours. Paid sick leave begins to accrue 90 calendar days after the employee's first day of work. Eligible sick leave should be reported on the student's timesheet and approved by the supervisor.

    If the student needs to take more than 3 days of paid leave, assuming enough sick time has accrued to do so, the supervisor may require a doctor's note to verify the necessity of the absence.  

    If a student leaves any USF position before completing 90 days of employment and later resumes employment within the year, the initial employment term will count toward the 90-day threshold for paid sick leave. If the student leaves any USF position for any reason after sick leave has started to accrue and is rehired within one year, the student does not have to meet another 90-day waiting period. However, the University is not required to reinstate previously accrued sick time.

    Additional notes regarding paid sick leave: Within San Francisco County:

    • Employers must provide paid sick leave for part-time employees, including all student employees.
    • 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"

  21. What are the laws regarding breaks and meal times?
    In the State of California, employers are required to give each employee at least ten (10) minutes paid break for each four (4) hours worked. While 10 minutes is the state required minimum, USF grants a standard 15-minute break for each four (4) hours worked. If an employee works 3 ½ hours or less, it is not required that a break be given. If an employee works for a period of more than five (5) hours, the employer must provide an unpaid, off-duty meal period of at least thirty (30) minutes. When a work period of not more than six (6) hours will complete the day's work, the meal period may be waived by mutual consent of the employer and the employee. At USF, if an employee will work a full 7.5 hour work day, the meal break must be taken before the start of the 6th hour of the shift, and a 2nd 15-minute break must be given.

  22. How can I address a need for improved employee performance?
    Because on-campus employment may be a student’s first work experience, supervisors may encounter situations in which a student employee’s work performance must improve. At times, it may be challenging balancing the department’s needs while remembering a student employee’s primary role at the University is academic. The Student Employment office offers the following tips for addressing work performance:
    • Provide clear instructions and expectations of the position. This may include taking plenty of time to train the employee on a new skill or office procedure, identifying the amount of time a specific project is expected to take to complete, and reminding the employee to ask questions. At the time of hire, we encourage a review of department policies, such as dress code, requesting time off, and protocol for calling in sick or providing notice of delayed arrival to a shift.
    • Clearly explain and outline the structure of your department. Give student employees an overview of each staff member’s role and take time to make face-to-face introductions. Inform the employee who to approach with employment questions or concerns.
    • Assume the best of intentions and provide the employee a chance to be heard. Because student employees are working on top of maintaining a full-time class schedule, balancing school and work may take a few weeks for a student to master. Additionally, many student employees may be living away from home for the first time and therefore navigating new challenges, such as living with a roommate. When addressing poor work performance, work with the student to consider outside factors that may be affecting performance, and try to accommodate those needs as appropriate, such as a reduced work schedule. Attempt to identify performance issues that can be resolved with additional training. Finally, approach the conversation as a learning experience and prepare to mentor the employee.
  23. Supervisor best practices training is available through USF Human Resources. More information and guidance on this topic may be found online. For an excellent example, see the tips from the University of Colorado - Boulder.
     
  24. What steps are required to end a student's employment if/when necessary?
    If changes in class schedule, academic pressures, or volume of work in the department make a work commitment impossible, and the student feels it is necessary to terminate employment, the student is asked to provide a minimum two-week notice along with the reason for the termination. However, since students are not under contract, they may discontinue employment at any time. When a student's employment is terminated for any reason, a termination EPAF should be completed immediately.

  25. Do I need to evaluate a student’s employment performance?
    While not required, supervisors are strongly encouraged to complete an evaluation for each student employee before the end of the spring semester. A performance evaluation is a great opportunity to provide formal feedback to your employees.  Additionally, the evaluation is a great time to discuss the student returning to work for your department during the summer and/or the following academic year.

  26. What are some ideas to recognize the contributions of my student employees?
    You should celebrate the accomplishments of your student employees in a similar fashion as you do any part-time staff in your office. Below are some ideas of how you might recognize your student employees:
    • Regular praise and thank you’s for hard work. Positive feedback is especially important to young employees who may feel unsure if their work is meeting expectations.
    • Include student employees in department staff meetings when their schedules permit.
    • Celebrate birthdays, graduations, and the completion the academic year.
    • Recognize your student employees during National Student Employment Week, the 2nd full week of April.
    Please note that any gifts to the student employee must be in adherence with the Non-cash Gifts, Awards, and Incentives policy.

  27. How can I aid in the professional development of my student employee?
    As an academic institution, an emphasis on learning is encouraged both in the classroom and in a student employment position.  As a supervisor, you have the opportunity to foster professional development in your student employees that will provide benefits years after graduation. Some ideas for professional development include extensive training on all aspects of student duties, participation in staff meetings, and solicitation of student feedback on office procedures. Additional, students may partake in CIT trainings. It is appropriate to allow a student employee to attend trainings on the clock if the training is related to his or her job duties.

  28. What other resources are available to help students look for a job?
    The Student employment job board lists on-campus student positions as well as off-campus positions with agencies contracted to sponsor Federal Work-Study (FWS) student employees. Off-campus, non-FWS jobs (i.e., organizations that directly employ the student) are listed on the DonsCareers job board managed by the Career Services Center. 

    Several resources are available on campus to support students as they prepare to apply and interview for a job. The Career Services Center offers assistance in developing a resume and practicing interview skills. The website offers an abundance of online resources aimed at college students. The Writing Center offers writing consultations for students who want to identify errors or brainstorm improvements on their resume/cover letters.

If you have additional questions that were not addressed above, please feel free to contact the Student Employment Office at stuemp@usfca.edu or (415) 422-6770.