Student Employee Supervisor Manual

PURPOSE OF STUDENT EMPLOYMENT SERVICES

The purpose of Student Employment Services is to assist students in obtaining jobs which will help cover some of the expenses of a college education; to bring together the student work force with the jobs available; to provide students with career related work where possible; and to provide all students seeking employment an equal opportunity to obtain jobs. Student Employment Services functions include:

  • Maintain the JobConnection database
  • Upload Salary Authorizations to the Payroll Department (this occurs after the employer enters the placement into JobConnection)
  • Monitor federal work study funds
  • Advertise/post part-time positions on JobConnection
  • Liaison with the Payroll department
  • Liaison with Student Employee Supervisors
  • Coordinate the Student Employee of the Year Recognition program

This guide is designed for use by on and off-campus student supervisors. It provides policies, procedures, and responsibilities for both students and supervisors. If you have questions which are not answered in this guide, please contact the Office of Student Employment Services at studentemployment@marquette.edu 

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DEFINITION OF A STUDENT EMPLOYEE

A student employee is a part-time employee who is enrolled, or is to be matriculated as a student at Marquette University, and whose primary purpose for being at the University is the achievement of a degree or certification. This person's employment is temporary and incidental to the pursuit of a degree or certification. During summer, an individual is considered to be a student even if s/he is not enrolled as long s/he has been admitted/readmitted for fall semester. Those individuals not meeting the definition of a student employee must be hired through Human Resources, Straz Tower, Room 185.

STUDENT EMPLOYEE OF THE YEAR RECOGNITION PROGRAM

An objective of Student Employment Services is to contribute to the comprehensive development of students by providing and recognizing the multi-faceted co-educational experiences students have at Marquette University. Working to help with costs of an education is one of the many benefits students gain through campus employment. Students also acquire transferable work skills. Student Employment Services, in cooperation with the National Association of Student Employment Administrators (NASEA), sponsors an annual "Student Employee of the Year Award" Recognition Program in support of this objective.

To be eligible students must be employed at the University for a minimum of three months full-time during the summer, or six months part-time during the academic year. Students must be nominated by a supervisor.

FEDERAL WORK STUDY (FWS)

FWS is a federal financial aid program designed to provide part-time employment for eligible students. Marquette University receives an allocation from the federal government each fiscal year which is used, in combination with employer funds, to provide part-time jobs for students.

Students must apply for financial aid and receive a Federal Work Study (FWS) award from the Office of Student Financial Aid in order to work under this program. Students who demonstrate financial need are awarded FWS funds on a first-come, first-served basis until funds are exhausted. Therefore, it is very important for students to be aware of and adhere to application priority dates. Students who file for financial aid too late in the year may not receive a Federal Work Study (FWS) award due to lack of funding, regardless of whether they had FWS in the past, have financial need, or have a specific FWS job arranged. To receive maximum consideration for a FWS award, students should file the Free Application For Federal Student Aid (FAFSA) in January.

FWS funds are restricted to students who are either citizens or permanent residents of the United States. Foreign students with an F-1 or J-1 Visa are not eligible for federal FWS funds but are eligible for MSE.

Students who accept their offer of FWS are not guaranteed a job. Rather, they are given access to available job descriptions in order to apply for the jobs that interest them.

FWS positions can be found in almost every Marquette office and department. Also, there are numerous job opportunities for Marquette students available at off campus FWS agencies. Marquette departments are charged 35% of the FWS student's earnings each payroll period. The remaining 65% is paid by federal funds.

COMMUNITY SERVICE FEDERAL WORK STUDY (CSFWS)

Community Service Federal Work Study (CSFWS) jobs are positions which improve the quality of life for community residents, or solve problems related to their needs. Community service jobs can be a wonderful opportunity for students to interact with the Marquette and Milwaukee communities, using their talents to improve the lives of others. Examples of these jobs would be tutoring grade school children in the community, coordinating community based assistance programs, Campus Outreach, or working with security, which ensures the safety of the community. Many careers are set in motion here. Students not only learn a work ethic, but also the ability to interact with the world at large. Students leave these jobs prepared not only to enter the work world, but to be a contributing member of society and their community.

MARQUETTE STUDENT EMPLOYMENT (MSE)

If a student has an MSE designation, it means that the student either has not applied for any type of financial aid, has not received financial aid that is based on financial need, applied too late to receive FWS this award year, or has exceeded their FWS award. It is not necessary to monitor MSE earnings for financial aid purposes.

INTERNATIONAL STUDENTS

International students (with an F-1 Visa) are eligible to work on-campus under the Marquette Student Employment program (MSE), and should follow all of the procedures outlined in this guide. They are limited to work no more than 20 hours per week while classes are in session. These students must take care not to exceed 20 hours per week as their eligibility to remain in the U.S.A. may be revoked. International Students should contact the Office of International Education with any questions regarding employment eligibility.

Note: Graduate students with assistantships may have graduate school restrictions on taking additional work hours outside of their academic department and should receive permission from the grad school prior to any additional work.

FWS AWARD AMOUNTS AND EARNINGS

Student employees who receive FWS awards generally may not earn more than the dollar amount of their award. The student employee together with their supervisor MUST monitor all FWS student earnings to ensure that the student does not earn more than their awarded amount. If the FWS amount is exceeded, the student’s designated award will be changed to MSE and the supervisor's budget will be charged at 100%. Student Employment Services recommends that students not have positions using both FWS and MSE at the same time. Unless special arrangements are made with the employer and the Office of Student Employment, students awarded FWS will always be paid FWS first (i.e. for both positions) until funds are depleted. Once the FWS funds are depleted, the student will be moved to MSE and wages will be charged to the department at 100%.

IMPORTANT NOTE: It is possible for a student's Federal Work Study amount to change or be canceled during the academic year. Typically this would occur if a student’s financial circumstances should change (i.e. receipt of additional financial aid, a scholarship award etc.). Students will be notified of the change and should immediately notify their supervisors. Student Employment Services will also notify supervisors of any changes in award or program amounts.

Supervisors are notified of their student employee FWS earnings by means of a Tracking Report printed bi-weekly for each department. The report will list each student employee's name, their FWS AWARD and AVAILABLE BALANCE. If a student is employed in more than one department, the comment column will state that the student has multiple FWS positions. This will assist in monitoring student hours. The amount a student is eligible to earn includes earnings from all FWS jobs, if there is more than one. The YTD Wages includes earnings from all departments. When a student is terminated from a position the student's name and earnings will continue to remain on the department's Tracking Report for the academic year, however, no additional earnings will be charged to the department's account.

LISTING A NEW POSITION

Off-campus employers looking to post a part-time position on our Web site, please complete the template located here and return it via e-mail to the Office of Student Employment at studentemployment@marquette.edu or fax it to (414) 288-1718 — Attn: Student Employment.

For full-time positions, please contact our Career Services Center at recruiting@marquette.edu

CHANGES TO A CURRENT POSITION

Use your JobConnection account to change or update any of your current job information. Please note that once students have been hired to a job and a salary authorization has been created, the federal fund account number and the wage category of that job must never be changed.

OPENING AND CLOSING POSITIONS

Use your JobConnection account to create and post your open positions.  Anytime you update any information within your job, it is automatically sent to the Pending queue for review by the Office of Student Employment.  If you want the job activated so it is viewable on the website, make sure the Employment Start Date and the Post and Expiration Dates are valid.  If these dates are invalid or are left blank, the job will not be activated and will not be visible on the website.

Once you have completed the above date fields, send an email with the Job ID to studentemployment@marquette.edu requesting that the job be activated.  The Post and Expiration dates determine how long the job will stay active.

To close a job, simply click or tap the “Close Job” button located at the top of the job.  This will remove the open position from the JobConnection Website.

STUDENT EMPLOYMENT SERVICES CONTACT

Zilber Hall, 121
P.O. Box 1881
Milwaukee, WI 53201-1881
(414) 288-0200
FAX (414) 288-1718

Marquette University is an Affirmative Action/Equal Opportunity Employer