Work-Study Guidelines

• Login to JobLink with your Alfred State credentials to apply for open positions. Detailed instructions are available on our website. 
• If you have an accepted Federal Work-Study award, visit my.AlfredState.edu/finances to print the Work-Study Referral Form and bring it to any interviews you schedule. 
• Once hired, the student and supervisor must complete the required Referral Form and I-9 employment form. The student must also complete the W-4 form, State Tax form (2104 or 2104E), and the Retirement Election form. Students are not permitted to start working until all the above paperwork is received by Student Records and Financial Services or the Payroll Office. These forms are required before students can be paid. 

It is the student’s responsibility to set up a work schedule with the supervisor, taking into consideration their class schedule. The average work-study position is approximately seven hours per week at the current prevailing federal minimum wage. There is no paid credit for missed time, sick time, or meal breaks. Additional expectations are listed below:

1. If a student is unable to report to work due to illness, it is their responsibility to notify the supervisor as soon as possible (no later than the scheduled starting time). It is also expected that the student will report to work on time. If a student needs to request time off, they should request is as soon as possible.
2. Student employees are expected to operate in an ethical manner and maintain confidentiality. Questions about what is considered confidential should be directed to the student's supervisor. 
3. Personal calls during the scheduled hours are discouraged and bringing children, friends, or family to the work site during working hours is not allowed.
4. If the student has an issue with their position, it should be brought to the attention of their immediate supervisor. If the student chooses to terminate their employment for any reason, they will be expected to provide their supervisor with one-week notice.

For this purpose of a post-graduate reference, and to further prepare students for their career, the supervisor may complete a performance appraisal for each employee. The completed form will be retained in the student's financial aid file. 

Electronic time cards must be completed by the student every two weeks to be paid. It is the student's responsibility to keep track of their earnings. Students cannot be paid more than the amount of Federal Work-Study finds offered. 

The student must notify both the Student Records and Financial Services offices of any change in name or address. The earnings from a Federal College Work-Study position reported to both the federal and state governments, so the student will receive a W-2 statement annually. 

If disciplinary measures are required, the student will first be given a verbal warning. It is expected that most situations can be handled between the student and the supervisor. If the situation reoccurs, the supervisor can make the decision to dismiss the student from their work-study position. The supervisor will communicate this to the student and report to the Federal Work-Study Program Coordinator in writing the reasons for the dismissal and provide the student with a copy of the report.

In the case of an accident on the job, the student must immediately notify their supervisor and report to the campus Health Center. Human Resources should also be notified so that a worker’s compensation report can be filed.

Please contact the Student Records and Financial Services Office with any questions about Work-Study.

• The work-study coordinator for the department is responsible for developing the position descriptions, preparing the annual department allocation, and presenting the request for an individual student employee. These tasks are completed each spring for the upcoming school year. All correspondence with the Student Records and Financial Services Office regarding the Federal College Work-Study program will be directed through the individual department’s coordinator. If the need arises for an additional work-study allocation, this request will be the responsibility of the department coordinator.
• The supervisor is responsible for training the work-study students they hire, and students should conduct themselves in a professional manner. The following tips for supervisors are suggested:
  • State the expectations clearly - these would include job requirements and procedures, expected demeanor and ethical conduct, and dress code, if required. It is also important to inform the student of the consequences of not meeting these expectations.
  • State a policy for the student to follow if it is necessary for the student to request time off or if the student will be reporting late for work.
  • Be firm, yet flexible. By integrating the teaching of responsibility with the completion of work-study tasks, the student is being prepared for the outside work place.
  • Provide positive reinforcement for a job well done as well as constructive criticism when needed.
• It is the responsibility of the supervisor to make sure that all of the students paper work is filled out and turned in before the student starts work. Once paperwork is received by payroll it will be input for the student to enter their hours worked, and the supervisor to approve online at www.suny.edu/time.
• Coordinators are responsible for overseeing that the student’s time card is correctly completed and submitted to the Payroll Office on the due date. A student should not be allowed to work without an authorization, even if the student has worked for the supervisor previously and assures them, they are eligible. The average student works approximately seven hours per week. This allows students to gain knowledge about their position while still allowing ample time for academics.
• Campus policy dictates that a student employee may not work more than 20 hours per week during the academic year or 29 hours per week in a summer work-study position.
• If disciplinary measures are required, the student will first be given a verbal warning. Supervisors are encouraged to keep notes of dates and items discussed during these warnings. Most situations can be handled within the department between he student and the supervisor. If a verbal warning is not successful in correcting the situation, it is the supervisor's responsibility to determine whether to dismiss the student. Notify the Federal Work-Study Coordinator in writing of the reasons for the dismissal and provide the student with a copy. 
• In the situation where a student chooses to leave the position, it will be requested that they give the supervisor one-week's notice. Please contact the Student Records and Financial Services Office to request the position be re-posted.
• The work-study supervisor may be requested to serve as a reference for the student’s post-graduate employment. For this purpose, and to further prepare the student for their career, the supervisor may complete a performance appraisal for each employee. The completed form will be retained in the student’s financial aid file.

If any questions arise regarding your rights and responsibilities as a student employer or any of the preceding procedures, please contact the Student Records and Financial Services Office located in the 10 Elm Building or sfs@alfredstate.edu, call 607-587-4253.