Federal Work Study Supervisors

Thu Nov 21 09:57:14 EST 2019

Holiday Greetings work-study Supervisors! If you are not a FWS Supervisor - please disregard.

I wanted to provide you with information regarding holiday hours and important dates for the upcoming year.

Questions about FWS and the upcoming holiday break?

Whether or not we can authorize work-study students to work more hours over breaks can vary from year to year due to fluctuating funding levels.  On that note we are happy to share that...
Yes! You may allow your work-study students to work more hours over the 2019-2020 upcoming break!
The break running 12/13/19 - 1/3/20 spans two pay periods<https://busfin.osu.edu/buy-schedule-travel/payroll/paydate-schedule>.  The first week in Pay Period 1 is still "on-term" while the second week of Pay Period 1 and all of Pay Period 2 are "off-term".  For this reason, one week has a different maximum hour limit than the other three.  Ensuring your students do not exceed maximum limits will necessitate keeping a closer eye than usual on when and how much they are working.
Pay Period 1
12/08 - 12/21
Total Hours: 58
Week of 12/08
20 hours
Week of 12/15
38 hours
Pay Period 2
12/22 - 1/04
Total Hours: 76
Week of 12/22
38 hours
Week of 12/29
38 hours

Be mindful:

  *   Students working in multiple positions may struggle with staying within hour limits.  If you have such a student on staff, be sure they understand that their combined hours per week in all positions (not just the combined hours for the pay period) are important in order to be paid from the right funds.  We will also share this information with our students.
  *   Students may be willing to work these additional hours, but may not realize that they will work through their award faster.  We cannot promise we will be able to increase the student's award later if they exhaust it over break.
  *   Not all students remain on campus over break, may not be available to work, and are not required to make themselves available for work.  Conversely, you are not obligated to schedule your students for more hours (or at all), during the break period.

Other important dates<http://sfa.prod.esue.ohio-state.edu/jobs/jobs-form-files/Work-Study%20Calendar%20FY20_final.pdf>

  *   Thanksgiving holiday observed at Ohio State is 11/27 - 11/29 for students.  They cannot work more than the normal 20 hours per week, and may not be available <https://hr.osu.edu/wp-content/uploads/policy1010-faq.pdf> to work during that time.  Please discuss availability with your students if you expect them to work during this period.
  *   Final Exams are 12/5 - 12/12: Please be sensitive to scheduling needs during finals week.  Exam schedules do not align with class schedules, be sure your students share their exam schedule to avoid conflicts.
  *   The last day for seniors graduating in autumn to work is 12/07<http://sfa.prod.esue.ohio-state.edu/jobs/jobs-form-files/Work-Study%20Calendar%20FY20_final.pdf>.  After that date, they are no longer eligible for federal financial aid, therefore cannot be paid with FWS. Any hours worked after 12/07 will automatically be charged to your department.
     *   If you would like to keep a graduating senior on staff after graduation, please refer to Student Employment Policy 10.10<https://hr.osu.edu/public/documents/policy/policy1010.pdf?t=201463104327> and the Policy 10.10 FAQ<https://hr.osu.edu/public/documents/policy/resources/1010faq.pdf> for more information.
  *   1/5/20<http://sfa.prod.esue.ohio-state.edu/jobs/jobs-form-files/Work-Study%20Calendar%20FY20_final.pdf> is the first day to work for spring semester This date is only applicable for students when spring semester is their first (and only) semester of the 2019-2020 academic year.
     *   Remember to ask your current and new work-study students for a copy of their new spring schedule.
     *   When payroll runs for Pay Period 3<https://busfin.osu.edu/buy-schedule-travel/payroll/paydate-schedule>, we will be checking the enrollment and SAP status eligibility components of all work-study students for spring semester.  We cannot check SAP until after grades for autumn have posted.
  *   2/1/20<https://sfa.osu.edu/current-student/apply-for-aid/important-dates> is the priority date for the FAFSA!  The 2020-2021 FAFSA is now available.  One reason students are not awarded with FWS every year is due to filing their FAFSA late.
  *   3/27/20 is the last day students can view 2019-2020 jobs on the Job Board  After that date, it is too late to hire a work-study student into a new position for the 2019-2020 academic year.
  *   4/25/20<http://sfa.prod.esue.ohio-state.edu/jobs/jobs-form-files/Work-Study%20Calendar%20FY20_final.pdf> is the last day any/all FWS students may work for 2019-2020  It is best practice to terminate work-study students on this date in order to avoid payroll problems.  You may rehire them once you can confirm they have a 2020-2021 FWS award, and are meeting enrollment and SAP requirements for summer.  You may rehire a student onto regular wages who is not taking classes for summer, just don't forget to check their FWS eligibility and switch them to FWS funds in the system for autumn.

Thanks,

Pam

[The Ohio State University]

Pam Hood
Human Resources Associate
Department of Physics
Physics Research Building
191 W. Woodruff Ave., Columbus, OH 43210
614-292-6486 Office / 614-292-7557 Fax
hood.252 at osu.edu<mailto:hood.252 at osu.edu>  https://physics.osu.edu<https://physics.osu.edu/>

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