Student Assistant/Work Study Student Compensation Plan

Student Assistant / Federal Work-Study Student Compensation Plan

•	CLASSIFICATION CHANGES	•	COMPENSATION AND EMPLOYMENT CONTACTS
•	DELEGATION OF AUTHORITY	•	EFFECTIVE DATES
•	ELIGIBILITY FOR APPOINTMENT	•	HIRE PROCESS
•	HOURS OF WORK	•	HOW TO DETERMINE INITIAL PAY RATES FOR NEW STUDENT EMPLOYEES
•	HOW TO DETERMINE PAY RATES FOR PROMOTIONS	•	HOW TO DETERMINE THE APPROPRIATE STUDENT ASSISTANT/FEDERAL WORK-STUDY CLASSIFICATION
•	MERIT INCREASES	•	OTHER SALARY INCREASES
•	PAY INCREASES	•	PAYROLL ADMINISTRATION FORMS
•	PURPOSE	•	REFERENCED DOCUMENTS
•	SALARY RANGES	•	SIGN-IN
•	TERMS OF APPOINTMENT

STUDENT ASSISTANT/FEDERAL WORK-STUDY STUDENT COMPENSATION PLAN

California State University, Northridge
(Effective January 1, 2008)

The following plan includes information regarding eligibility, hours of work, the determination of the most appropriate classification for student employees, procedures for reclassifying positions, determination of initial pay rates, employee promotions, merit salary increases, and effective dates of salary increases and student hire processing information. General pay information sheets will be made available to departments to distribute to student employees (see Student Assistant/Federal Work-Study Student Pay Information Sheet).


I.	Purpose:
	The purpose of the Compensation Plan is to provide equitable and consistent salary administration for all students employed by the university. The plan is to be used as a guide in administering compensation for the student workers classified as Student Assistants or Federal Work-Study students.


II.	Delegation of Authority:
	Each department is responsible for administering the plan for the student employees hired in its department.
	Before hiring an employee as a Federal Work-Study (FWS), the department must request budget approval from the Federal Work-Study Office (FWSO) through the Departmental Agreement Form before using FWS funds to pay FWS students. Supervisors must have approved FWS Job Request Forms on file with the FWSO online through the Career Center’s job recruitment system and must have an approved student FWS Authorization Form for each student prior to entering the hiring process. Federal Work-Study Authorization Forms are requested by departments and approved by the FWSO in SOLAR CSUN SA Module.
	Departments that employ large numbers of Student Assistant/Federal Work-Study students may establish more structured guidelines on initial hiring rates to ensure consistency within the department. Departmental guidelines using the SA/FWS Student Salary Schedule ranges are appropriate as long as the minimum standards identified in this plan are met.

III.

Eligibility for Appointment:

To be appointed as a Student Assistant or Federal Work-Study student, the student must be enrolled at California State University, Northridge and be regularly attending classes during the semester of appointment. Federal Work-Study student employees must have a Federal Work-Study award from the Financial Aid and Scholarship department. Employment as a student is secondary to pursuing a course of study. Student Assistant and Federal Work-Study appointments are intended to provide a vehicle for students to work part-time while they are in school, partly to enable them to gain valuable experience related to their educational goals and partly to assist them with financial support.

The Enrollment Requirements Are:

A.	Undergraduates shall be enrolled for at least 6 units.
	Graduates shall be enrolled for at least 4 units in graduate-level courses.
B.	Extended Learning courses may count toward eligibility if the student is a regular CSU, Northridge student and enrolled in accredited courses within Extended Learning.
C.	Federal Work Study is not available during summer session.
D.	Students who have graduated and who are not admitted/enrolled for the following semester are NOT eligible for Student Assistant/Federal Work-Study appointments.
E.	Other eligibility requirements and steps to qualify for financial aid programs for Federal Work-Study students may be found in the Federal Work-Study Manual for Supervisors at http://www.csun.edu/finaid/workstudy.html.

If you have access to the SOLAR Student Inquiry & Advisement module, please refer to http://www.csun.edu/itr/solar/Documentation/solarsiaquick0306.doc on how to verify the enrollment information. Contact SOLAR Support Services (Ext. 7267) if you need further assistance.

If you do not have access to SOLAR Student Inquiry & Advisement module, please contact Admissions and Records at Ext. 3700 (select option #7 for operator assistance).

Questions regarding eligibility for Student Assistant employment should be directed to Mika Williamson, Office of Human Resources (Ext. 2101). Questions regarding eligibility for Federal Work-Study student employment should be directed to Josefina Carbajal, Financial Aid Office (Ext. 3875).


IV.	Terms of Appointment:
	Student Assistant and Federal Work-Study student appointments are temporary. Students are paid on an hourly basis for actual hours worked. These appointments may be ended by notification to the student that he/she will no longer be scheduled to work. Termination may be made due to lack of work, lack of funds, or poor performance. Student employees do not earn vacation, sick leave, or holiday pay. Jury duty is not compensated and they are not covered by unemployment insurance. Student employees are, however, covered by workers' compensation.

Hire Process:

Student Assistants and Federal Work-Study students are hired through the SOLAR Student Hire module. The SOLAR Campus Support Team conducts hands-on Student Hire training to assist departments in navigating and using the SOLAR Student Hire Module. A Student Hire User's Guide is also available on the web at http://www-admn.csun.edu/ps/hrs/SHUsersGuideOct06.doc.

Use the Student Assistant Hire Form (also Attachment B) to document a new Student Assistant hire. Forward the completed form to the appropriate Financial Manager for authorization.

The Federal Work-Study Authorization Request Form and approval process is completed on SOLAR CSUN SA module. Once the process is complete the students FWS award is available for departments to complete the student hire process in the SOLAR Student Hire Module.

The following are some important tips and information regarding SOLAR:

A.	When new students are hired in the SOLAR Student Hire module they do no appear in the Time and Labor module until the next business day.
B.	Department Timekeepers will not be able to enter student work hours the same day a new student is hired, even if the effective date of hire is prior to the date the time is entered.
C.	For all departments who are not using the Time and Labor module, the CSUN Job Roster must be attached to the Payroll Summary Form (C-60-1). Use the following navigation to view and print the CSUN Job Roster: Home > CSUN > Manager > View > Managers Workbench. The CSUN Job Roster is used to verify that Student Assistants and Federal Work-Study students are hired into the correct job codes.
D.	If a student has been terminated during the current month and is not listed in the CSUN Job Roster, please print that student's name on the roster listing the hours worked.
E.	Student Assistants and Federal Work-Study students cannot be hired in the same job code and same department code at two different salary rates. It is recommended that the two salary rates are blended into a single rate to accommodate these situations.
F.	Future dated transactions do not appear on the CSUN Job Roster.

VI.

Sign-In:

A.	Student employees must sign in with Human Resources before starting work.
B.	Students must present the New Employee Sign-In Form (OHRS-20-56) in order to sign in. This form is available online: http://www-admn.csun.edu/ohrs/compemp/forms/newempl.htm. Students must also present evidence at the time of sign in of eligibility to work pursuant to the Immigration Reform and Control Act (IRCA).
C.	Student employees will not receive a pay warrant until they have completed the sign-in process, even if their weekly hours are entered by the department Timekeeper in the SOLAR Time and Labor module.
D.	After being hired into a job, a student who has not signed in within the last 18 months must complete the Sign-in Process in Human Resources (University Hall, Room 165) before the student can be identified as "Payroll Ready" in the SOLAR system.

VII.

Payroll Forms:

A.	The payroll processing for Federal Work-Study students is now conducted by the department through SOLAR. Any questions concerning Federal Work-Study student payroll processing, access, or training should be directed to Josefina Carbajal at extension 3875.
B.	Student Assistant hours worked is entered by the department Timekeeper in SOLAR Time and Labor Module using the Weekly Elapsed Time page. This function is currently available only to Student Affairs and Administration and Finance.
C.	If the department has missed the transaction deadline, is reporting payroll from a prior pay period, or is making other adjustments to a Federal Work-Study student's payroll, they must use the Work-Study Payroll Adjustment Form C-60-10 (OHRS-PS) (also Attachment D).
D.	If you have questions concerning the processing of this form, please call the Payroll Specialist assigned to your department. This form must be submitted to the WSO for approval. Once approved, the WSO will submit the form to the Payroll office for processing (usually the same day).

VIII.

Hours of Work:

A.	Generally, students shall be given a 15-minute break during a 4-hour shift, and at least a 30-minute break for lunch during a 6-hour to 8-hour shift. The 15-minute break is paid time; the 30-minute lunch is unpaid time. The 15-minute break cannot be accumulated for lunch and cannot alter the normal work schedule.
B.	When school is in session, Student Assistants may work up to, but normally not in excess of 20 hours per week total in all positions. The Internal Revenue Service guidelines for student assistants to remain exempt from social security and Medicare deductions, limits their normal working hours to 20 during the school year. An exceptions is allowed during inter-session, spring break, and summer session, or if the hours exceed 20 for a short period of time (up to 5 weeks) and infrequently. The CSU policy states that only under emergency or other unusual situations, it is permissible for student assistants to work up to 30 hours in a week while school is in session. Exceptions to this policy require approval of the Financial Manager in each department.
C.	When school is not in session due to semester breaks, Student Assistants may work up to a maximum of 40 hours per week, but may not be scheduled to work overtime. Overtime is defined as more than 40 hours per week. A schedule may exceed 8 hours a day provided the total for the week does not exceed 40 hours. The Controller's Office will not issue payments to Student Assistants in excess of 168 hours for a 21-day period, nor in excess of 176 hours for a 22-day period.
D.	When school is in session, Federal Work-Study students may only work up to a total of 20 hours per week in all positions. Any exceptions need prior approval from Josefina Carbajal, Federal Work-Study Manager (Ext. 3875). Federal Work-Study students may work up to a maximum of 40 hours per week when school is not in session but may not be scheduled to work overtime. Overtime is defined as more than 40 hours per week. A schedule may exceed 8 hours a day provided the total for the week does not exceed 40 hours.

IX.

How To Determine the Appropriate Student Assistant/Federal Work Study Classification:

There are four levels of student employees (Student Assistant I, II, III, and IV). Each level has a separate salary range. (A description of the classes and pay schedule are shown in the Student Assistant/Federal Work-Study Student Salary Schedule.) Classification of the positions must be made before any salary placement can occur. Departments are responsible for determining the appropriate level for student workers that they employ. To determine the appropriate level, the supervisor must analyze the tasks and level of responsibility assigned to the students. Descriptions of Levels I, II, III, and IV positions are as follows:

A.	STUDENT ASSISTANT I
	Student employees assigned to Level I positions work under immediate supervision. This means that the methods of performing tasks are well established and outlined or explained in specific terms. Assistance and/or guidelines are readily available if a problem occurs and work assignments typically involve standardized duties. The supervisor has responsibility for the assignment of work, the flow of work, production level, and provisions of proper instructions. Employees follow prescribed steps and refer unusual situations to a supervisor. Jobs that are assigned to this class do not require independent judgment, analysis, or decision making skills, and no previous experience or education is required.
B.	STUDENT ASSISTANT II
	Jobs assigned to Level II work under general supervision. This means that definite work objectives are set for the employee but methods of performing the tasks are frequently left to the judgment of the employee with occasional instruction or advice provided by the supervisor. The frequency of review by the supervisor depends on the difficulty and complexity of the assignment or on the impact or result of the work performed. While the supervisor is again responsible for the general assignment of work, less control may be exercised over the flow for work and instructions given may be more general in nature. The employee is responsible for the results of the work. Jobs assigned to this level usually require some previous experience, education, or specialized skill.
C.	STUDENT ASSISTANT III
	Jobs assigned to Level III receive general supervision, as described for Level II; however, the jobs involve a broad variety of skilled tasks which require previous experience, education, or specialized skills. Frequently, jobs at this level will include the responsibility for coordinating the work of lower-level employees or the application of independent judgment and decision making. Jobs at this level should be those which require a significant amount of previous education or experience or those which work most independently with considerable authority for independent action.
D.	STUDENT ASSISTANT IV
	Student employees assigned to Level IV positions receive limited supervision necessary to complete highly complex assignments which enhance the educational objectives of the department, the student population, or the academic research of the department or college. The objectives of assignments are defined by the supervisor and the methodology may or may not be prescribed; however, the nature of the methodology or the analysis of the process or results is designed and managed by the employee. Jobs at this level require specialized knowledge and previous experience, or the student has successfully demonstrated the ability to perform the judgment and skilled assignments representative of his/her field of study. The work is neither routine nor narrow in its scope of responsibility. The work is normally matched to the student's course of study at the senior or graduate level and the student is able to relate to students, faculty, administration, and staff in the performance of the assignments. Student employees at this level may direct the work of others and/or may be required to consult with others on and off campus. The work may require completion of the project/assignment from the initial concept through implementation and evaluation.

Level Changes:

There are times when the assignment of duties and responsibilities to a student employee changes such that the level designated for the position is no longer appropriate. To determine appropriate level changes, the department should review the guidelines described in the section listed above. Placement of a job at a higher level is similar to a classification action for staff employees and should include an increase for the student employee. To determine appropriate increases for a level change, departments should use the guidelines under How to Determine Pay Rates for Promotions.

Level changes result in changed "anniversary" dates for the employees' merit increase. After a promotion, students become eligible for a merit increase after completion of six qualifying months of work in the new level. (See Merit Increase Section.)

To process level changes for Student Assistants, departments should complete the Student Employee Job Data Change Form. Forward all requests for student assistant transactions to the appropriate Financial Manager for authorization. Retention of this form should be determined by the Financial Manager.

To process level changes for Federal Work-Study students, departments must complete the Student Employee Job Data Change Form, a Job Request Form detailing the new position, and a new Federal Work-Study Authorization Form. These forms must be submitted to the WSO for approval ten days prior to student time entry into SOLAR.


XI.	Salary Ranges:
	There are four recommended salary ranges which correspond to the four levels of student employee assignments. (See Salary Schedule.) Each of the four (4) levels has a recommended minimum and maximum rate.

XII.

How to Determine Initial Pay Rates for New Student Employees:

When appointing a new student employee, the department should first decide whether the duties and responsibilities to be assigned fit in Level I, II, III, or IV. After determining the appropriate level, the department then determines the employee's salary within the recommended salary range for that level.

To determine the appropriate initial salary placement, the department should consider such things as wages paid to other students for similar work, the student's special skills, and prior work-related experience. Possession of highly specialized skills or other special circumstances may qualify a student for initial placement higher in the range.


XIII.	How to Determine Pay Rates for Promotions:
	When appointing a new student employee, the department should first decide whether the duties and responsibilities to be assigned fit in Level I, II, III, or IV. After determining the appropriate level, the department then determines the employee's salary within the salary range for that level.


XIV.	Pay Increases:
	Pay increases are to be provided to student workers only as a result of appropriate merit increases.

XV.

Merit Increases:

Except as indicated in the discussions on classification and promotions, all student workers are eligible for merit increases after the completion of six qualifying months work in the Student Assistant/Federal Work-Study position and every six qualifying months of time worked thereafter, until the employee reaches the maximum rate within the salary range for the level. In rare instances, exceptional performance may be awarded merit salary increases before six qualifying months of service. Follow the instructions in the Student Employee Job Data Change Form and attach a written justification for the accelerated increase.

To receive credit for one month's work, the student must work all of the hours of the regular weekly schedule established by the supervisor for at least two weeks out of that month. Time off during the summer or months off as a result of intermittent assignments do not count towards the six qualifying months of experience. For example, if a student is hired on October 1 and works continuously for six months, he/she would become eligible for a merit increase on April 1 of the following year and for another increase the following October if work was continuous from April through September. However, if a student received a merit increase on March 1, worked through the end of May, did not work for the months of June, July, and August but returned to work in September, he/she would not be eligible for another merit increase until December 1 of that year. Merit increases are typically 2.5%. To qualify for the increase, student workers must meet the six months qualifying experience requirements as described above, and their work performance must be evaluated as satisfactory or above by their supervisor. Completion of six qualifying months experience without satisfactory evaluation should not result in merit increases.

Merit increases become effective at the beginning of the next pay period after the completion of the required six months qualifying experience and approval by the department.

To process the merit increases for Student Assistants, the supervisors should complete a Student Employee Job Data Change Form. Forward the form to the appropriate Financial Manager for authorization.

All requests for Federal Work-Study students must be submitted to the Department Head for approval.


XVI.	Other Salary Increases:
	The salary ranges for Student Assistant/Federal Work-Study students may be adjusted to reflect general salary increases when so approved by the President.


XVII.	Effective Dates:
	Requests for merit increases, promotions, and classification changes become effective at the beginning of the pay period in which the requests are submitted.

XVIII.

Compensation and Employment Contacts:

•	Employment and Salary for Student Assistants:	Mika Williamson	2101
•	Employment and Salary for Federal Work-Study Students:	Josefina Carbajal	3875
•	Payroll Processing:	Payroll Administration	2314
•	Printed Copies of Student Compensation Plan:	Office of Human Resources	2101

XIX.

Referred Documents:

•	NEW EMPLOYEE SIGN-IN FORM
•	STUDENT ASSISTANT HIRE FORM
•	STUDENT ASSISTANT/FEDERAL WORK-STUDY STUDENT PAY INFORMATION SHEET
•	STUDENT ASSISTANT/FEDERAL WORK-STUDY STUDENT SALARY SCHEDULE
•	STUDENT EMPLOYEE JOB DATA CHANGE FORM
•	CSU STUDENT PAYROLL ACTION REQUEST FORM (for current FWS students' changes in address, name, withholding)
•	PRIOR PAY PERIOD ADJUSTMENT FORM - FEDERAL WORK-STUDY