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Lynchburg College Student Employment Program

Federal Work Study and College Programs

Frequently Asked Questions

What is the purpose of the Student Employment Program?

The purpose of Student Employment Program is to provide students:

  • meaningful work experiences in a campus job assignment.
  • opportunities to learn and develop valuable skills that will enhance a student's ability in achieving career goals.
  • additional income to help with costs associated with college.

Where is the Student Employment Office (SEO) located?

  • The SEO is located in the Hall Campus Center, 4th floor, Office 403
  • Office Hours:  8:30 AM - 5 PM
  • Ext. 8142
  • The Office is staffed by:

What are the Federal Work-Study (FWS) Program and the College Funded Work-Study Programs?

  • The funding source is the major difference between the two programs.
  • Students must work on campus to receive their work award.
  • Students' earnings are limited to the amount of their work award.
  • Earnings are not applied directly to the tuition bill, but to the student.
  • Students can use their earnings to cover costs such as books, personal items, and transportation.


  • The Federal Work-Study Program

The Federal Work-Study Program is a federally funded Title IV financial aid program and was established to assist students in earning money to meet educational costs while providing experience relating to the student’s major or career interest. Students must complete a Free Application for Federal Student Aid (FAFSA) to determine eligibility the Federal Work-Study program. The FAFSA form can be obtained in the Financial Aid Office is located in the Alumni House.

The Federal Work-Study (FWS) award is included on a student's Financial Aid package and is based on financial need and satisfactory academic progress.

  • College Program

Students not eligible for FWS may work on campus under the College Program (CP). The student's earnings are paid with College funds. The same employment guidelines apply for College Program students as with Federal Work-Study students. However, students receiving a FWS as part of the Financial Aid Package are given priority in consideration for campus employment. College Program students can anticipate finding employment two - three weeks into the semester.

The CP award is also part of the student's Financial Aid Package.

How do I find a job?

  • Students interested in working on campus must complete an applications.  Applications can be completed on line or in the Student Employment Office. 

Student Employment Program application.

  • Freshmen and new transfer students receiving a FWS award will have an opportunity to find a job at the Job Fair held during the first week of fall classes.
  • All other students are encouraged to complete an application and email the Student Employment Office for a list of available positions. 
  • Positions are filled using the following priority system:
    1. Full-time students receiving a federal work-study award as part of their Financial Package.
    2. Full-time students not receiving a federal work-study award.
    3. Part-time students.
    4. ACCESS (students 25 years and older) and graduate students.

Employment Information

What should I do once I am hired?

Once hired, students must complete the following employment forms:

  • State (VA-4) and Federal (W-4) tax forms
  • Form I-9 (Employment Eligibility Verification) along with photocopies of a picture ID and social security card
  • Direct Deposit form (checking or savings account information needed to complete the form)
  • Statement of Confidentiality Form

All forms should be completed within three (3) working days. Students are not authorized to begin work until all employment forms are complete. Hours worked cannot be processed until all paperwork is complete. Several orientation sessions will be held during the first several weeks of fall classes for all newly hired student employees. The Student Employment Coordinator will contact the student to schedule an appointment or the student can come to Student Employment Office.

May I change jobs?

It is the expectation of the Student Employment Office that, once hired, a student will stay in the position for an entire year. If the student is not satisfied, the student should attempt to resolve any problems with his/her supervisor. Counseling is available at the Student Employment Office for anyone experiencing employment difficulties. If the problem cannot be resolved, and jobs are available, the student may change jobs.

May I have more than one Student Employment job?

Students may be employed in more than one department at a time if (1) the student holds an elected position in Student Activities Board and Student Government Association or is a PASS or Connection Leader or (2) the student cannot earn his/her award maximum in the present position.

How do I ensure my continued Student Employment eligibility each year?

The department supervisor can request a student's return to the department each year. The student must be in good academic standing.

Payroll Procedures

How do I keep track of the time that I work?

Lynchburg College has two timecard recording systems--Infotronics time clock system and web page timecard. The purpose of the timecard is to document the hours a student works during a biweekly pay period. Students using Infotronics document hours by swiping their ID card. Web page timecard users enter hours manually. Most departments use the web-based timecard recording system. This timecard can also be accessed using studentsonline: http://www.lynchburg.edu/studentsonline. It is the student's responsibility to record hours worked.

When is payroll processed?

Payroll is processed on the Monday of pay week for hours worked the previous two weeks.

When will I get paid?

Paydays are on Fridays. Students are paid biweekly (every two weeks) for the previous two weeks of work.   Checks/vouchers are sent in the student's campus box. If a student does not have a campus box, his/her check will be sent to the departmenrPayment for earnings through direct deposit should appear in a student’s bank or credit union account by 9:00 AM on paydays. Timecard and pay schedule

What happens if I fail to submit my hours or submit them late?

Supervisors must authorize the student's time by 9:30 AM on payroll Monday's (the Monday's of pay week). Hours submitted after the 9:30 AM deadline will not be processed until the next biweekly payroll.

Work-Study Award Information

What are the pay levels/hourly rates?

Pay Levels and Hourly Rates

 

Pay Level

Classification

Hourly Rate

Description

1

Standard

$5.85

Entry level with on-the-job-training provided

2

Specialized

$6.00

Relevant job-related experience & technology required

3

Leadership

$6.25

Advanced technical knowledge and experience required

4

Elected/Stipend

varies

Elected or stipend positions such as SAB and SGA

5

Graduate Assistants

varies

Students enrolled in a master's degree program

6

Residents Life Staff

$7.50 - $10.40

Resident Assistants and Hall Directors

*7

Assistant Supervisor

$6.00

Limited supervisory responsibilities

*8

Supervisor

$6.25

Advanced supervisory responsibilities

*Note: Students at Level 7 and 8 have an additional $200 added to his or her award maximum

 

How much can I earn?

A student's award is based on his/her enrollment classification. The amounts are as follows for the academic year:

  • Freshmen - $1,200
  • Sophomores - $1,350
  • Juniors - $1,550
  • Seniors - $1,750

There are exceptions to these amount for Connection and PASS Leaders,  Student Government , Student Activities Board officers (if they hold another position) and Residence Life Staff.

How many hours can I work a week?

If a student wishes to earn his/her maximum award, the student should expect to work an average number of hours each week:

  • Freshmen - 7 hours per week
  • Sophomores - 8 hours a week
  • Juniors - 9 hours a week
  • Seniors - 10 hours a week

A Student Employment Salary letter indicates the average number of hours a student should work per week. (Hours per week may fluctuate based on the needs of the department.)

Who will monitoring my earnings?

The Student Employment Coordinator and student supervisors monitor earnings throughout the year. Students will be allowed to earn up to their award maximum. Supervisors will be notified when the student is within $300 of his/her award maximum.

What is an earnings maximum?

An earnings maximum is the maximum amount a student can earn during the academic year. This amount is the same as the student's Financial Aid work-study award.

What happens if I earned my award before the of the academic year?

Once the student has earned his/her maximum for the academic year, the student will be terminated from the work-study program. The supervisor may request an exception for a student to continue working (providing funds are available).  Supervisors should contact the Student Employment Office for more details.

What happens if I do not earn all of my award?

Any work-study funds not earned at the end of the academic year will be forfeited and do not carry over to the next year. Unearned work-study will not be made up by other sources of financial aid.

Will I be taxed on my Student Employment earnings?

Yes, income earned through the Work-Study Program is taxable. Students will receive a W-2 (Wage and Earnings Statement) by January 31 for their earnings in the previous calendar year. Students should include these earnings on appropriate tax returns. Full-time students are exempt from FICA (social security taxes). During the summer, students must be enrolled at least six (6) credit hours to maintain this exempt status. 

Address Change

What should I do if my address changes?

There are two offices where an address change should be made: the Registrar’s Office and the Payroll Office. Changing the address with the Registrar automatically changes it with the Financial Aid Office. Please complete new tax forms in order to correct the address in Payroll.

Other Employment Opportunities

Is work available over the summer?

Summer positions are available. Positions are limited and are filled on a first-come-first-served basis. Students do not need to qualify for Federal Work-Study. As long as the student is enrolled for the next academic year and in good academic standing, he/she can work during the summer.

Students can work up to 40 hours per week if not enrolled in classes, providing the position is budgeted for that amount. Students can work up to 20 hours a week during the term enrolled.

Wages earned during the summer do not count against the student's academic year work award. Summer employment is temporary and does not guarantee continued employment in the department during the academic year.

May I work during breaks?

Students may work during winter and spring breaks if the supervisor authorizes him/her to work. However, earnings during these periods will count toward the student's work-study award. Students are not authorized to work more than 40 hours per week.

Student Employee Performance Reviews

Will my supervisor evaluate my performance?

Students are evaluated at the end of each semester. During this evaluation the student and supervisor will discuss the student's job performance and future employment opportunities in the department.

Pay Increases

How do I qualify for a pay increase?

Students may qualify for an hourly rate increase if their position has a substantial change in responsibilities or increased job skills. The supervisor should revise the student's position description and submit request to the Student Employment Office for review and approval.

Employment Benefits

Do Student Employees Receive Benefits?

Students employed in the work-study program:

         1. Do not accrue sick leave or vacation time.
         2. Do not receive pay for holidays.
         3. Are compensated only for hours worked.
         4. Are covered under Worker's Compensation for job related injuries.
         5. Should not work more than 20 hours a week during the academic year.
         6. Should not work more than 40 hours a week during the summer.

Dress Code

Is There a Dress Code?

Lynchburg College does not have a "formal" dress code that is applicable campus wide. Each department is responsible for establishing a dress code based on the nature and location of the job.

Scheduling Time Off

What if I Need to Schedule Time Off?

Occasionally student employees may need to be absent from work. It is expected, as well as common courtesy, that students request approval from their supervisor to be absent. This request should be given as soon as possible, in advance. Students are expected to make up time missed, if possible.

Disciplinary Procedures

What are the Disciplinary Action Procedures?

It is our goal that the student's campus employment experience is a positive and rewarding one that will prepare students for employment after college. Student employees are expected to treat his/her campus employment position as a real job. While it is expected for student employees to do so, this is not always the case. For this purpose we have guidelines for supervisors to follow in handling disciplinary problems. There are four basic steps a supervisor can take to handle disciplinary problems. This does not necessarily mean that after four offenses the student is automatically terminated. They are, in fact, set to assist supervisors in helping students have a meaningful work experience and develop a work ethic by dealing with issues that may affect the student's job performance. The Student Employment Coordinator is to be informed of any action(s) taken. Supervisors will document any offenses and forward a copy to the Student Employment Office.

Issues that require action include, but are not limited to, the following:

  • Breach of confidentiality
  • Falsifying timecard information
  • Gross negligence resulting in serious injury to property, person or public relations.
  • Misuse of supplies and equipment
  • Physical violence or obscene language
  • Poor work performance
  • Reporting to work under the influence of drugs or alcohol
  • Tardiness
  • Telephone misuse
  • Theft
  • Unexcused absences

Depending on the severity of the infraction, the following may occur:

  1. On the first offense, the student is generally given a verbal warning. The student will be told why the particular behavior was unacceptable and the consequences if it continues to occur.
  2. If the same offense occurs a second time, the student will be given a written warning. Both the supervisor and the student employee should sign the written warning, and the supervisor will send a copy to the Student Employment Office.
  3.  If the behavior does not improve, an appointment will be made for the student employee to meet with the Student Employment Coordinator. The Coordinator and student employee will discuss any issues that need to be addressed to correct to problem.
  4.  If there is no effort on the part of student employee to improve, then the supervisor can choose to terminate the student's employment from the department. Termination should only occur when all other means of improving the situation fail.

Termination of Employment

How can a student be terminated from Employment?

  • Student's Resignation

Students may choose to resign for academic, extra-curricular or personal reasons. Students should notify their supervisor and the Student Employment Coordinator of his/her intentions to resign. When possible, students should give his/her supervisor a two-week notice to allow time to find a replacement.

  • Supervisor's Request

Supervisors may request termination of a student employee. The termination may be the result of, but not limited to, poor job performance, excessive absenteeism, falsifying timecard information, etc. Termination should be requested as a last resort. The supervisor should speak with the student employee about ways of improving inappropriate behavior before termination is requested.

  • Student Employment Coordinator

The Student Employment Coordinator may terminate a student's employment. Students who have reached or exceeded his/her work award for the academic year will be terminated. Also, students whose enrollment or academic status drops below the required standards will be terminated from student employment. Students and supervisors will be notified of this action.