New College of Florida provides part-time student employment through the New College Work Study (NCWS) program. This program is similar to the Federal Work Study program. The main objective of student employment programs is financial support, but on-the-job experience is also important. Ideally, students find jobs related to their interests, talents, and vocations and leave school with valuable work experience.
The Federal Work Study program was authorized and funded by the United States Congress in 1965 for students with a documented need for help with college expenses. Beginning in 2001, New College established a similar program geared toward helping New College students fund their education.
Although NCWS positions should be viewed as regular jobs with normal duties and responsibilities, these jobs differ from others in several ways. First, NCWS jobs should allow students flexibility in scheduling work hours.
Secondly, NCWS is part of a student’s financial aid package. Because federal and state regulations prohibit students employed through NCWS from receiving more financial aid than the amount allowed by their documented need, the Financial Aid Office must sometimes revise awards for students who receive additional resources. Therefore, the Financial Aid Office cannot guarantee the permanency of a student’s work eligibility. Both students and their campus employers should periodically check the student’s aid status and available funding.
A normal work week for students cannot exceed 20 hours, generally consisting of two or three consecutive hours, four or five days per week. NCWS salaries are minimum wage, unless otherwise requested by the employer and approved.
In order to be eligible for NCWS, students must meet the following general requirements:
Students interested in obtaining NCWS employment should be directed to the Financial Aid Office for a determination of their eligibility. The Human Resources Department will provide information regarding open positions. Department/Division supervisors in need of NCWS students should submit requests for students prior to the Fall semester each year; the Human Resources Department will notify Fiscal Liaisons of the specific date. Late requests for students or jobs will be considered as funding allows.
The Financial Aid Office is responsible for allocating NCWS funds according to federal regulations and institutional policies to eligible students.The number of students assigned to each department can vary from semester-to-semester depending on funding levels, the needs of the College and the needs of the individual students.
New College is committed to the principles of equal education and employment opportunities for, and non-discrimination towards, applicants and employees with respect to race, color, religion, age, disability, sex, marital status, national origin, sexual orientation, gender identity, gender expression and veteran status, as provided by law, and in accordance with New College’s respect for personal dignity.
It is New College’s goal to create and maintain a work and study environment that is positive and free of unlawful discrimination. Further, New College encourages the recognition of the diversity of its population and seeks to promote delivery systems, curricula activities and programs that reflect this diversity in all facets of College life. Unlawful discrimination, harassment and retaliation are prohibited at the college.
Behavior that constitutes unlawful discrimination, harassment or retaliation is unacceptable, prohibited, and complaints regarding such behavior should be forwarded to the Director of Human Resources.
New College strives to provide a work and study environment for faculty, staff and students that is free of discrimination and free any form of unlawful harassment based on race, color, religion, age, disability, sex, marital status, national origin, sexual orientation, gender identity, gender expression and veteran status, as provided by law, and in accordance with New College’s respect for personal dignity. The environment will be free of sexual harassment and free from implicit and explicit coercive sexual behavior used to control, influence or affect the well-being of any member of the College community.
As part of the effort to create an environment that is comfortable for all people, the college has established this policy: Sexual harassment and discrimination are prohibited at New College. Behavior which constitutes sexual harassment and discrimination is unacceptable and complaints regarding such behavior should be forwarded to the Director of Human Resources.
Sexual harassment is prohibited by the college. Sexual harassment can include physical conduct or verbal innuendo of a sexual nature, which has the purpose or effect of creating a hostile or offensive environment and includes unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature when:
Harassment does not include verbal expression or written material that is relevant and appropriately related to the subject matter of a course/curriculum or to an employee’s duties. This policy is not intended to abridge academic freedom or the college’s educational mission.
New College will not discriminate against its employees on the basis of disability and will provide accessibility and reasonable accommodation to its employees with regard to any aspect of employment including fringe benefits, training, conferences, professional meetings and recreational/social activities sponsored by New College. To request a reasonable accommodation under the Americans with Disabilities Act (ADA), an employee should:
New College of Florida (NCF) complies with the Family Educational Rights and Privacy Act (FERPA) of 1974 (Buckley Amendment), which gives students the right to:
Regarding the release of a student’s personally identifiable information, the Family Educational Rights and Privacy Act permits the release of directory information by NCF to:
The following items are considered by NCF as directory information:
Name, date and place of birth, addresses (including electronic), campus box number, phone numbers, field(s) of study or program(s), dates of attendance, enrollment status, sponsors, participation in officially recognized activities, degrees, awards and honors received, previous schools attended, or post-completion placements.
If you do not wish for your directory information to be released, please notify the Office of the Registrar (PMD-115).
FERPA violations may be reported to:
Family Policy Compliance Office, U.S. Department of Education
400 Maryland Avenue SW
Washington, D.C. 20202-4605.
Office of the Registrar, 10/07/2005
Any student employee working in an office with access to student records should be made aware of the Federal Family Educational Rights and Privacy Act (FERPA). All student employees with access to student records must sign the Work Study Contract and Confidentiality Agreement. Employers need to give the student a copy and keep the original in their files.
NCWS employees may not work during scheduled class times and NCWS employees may not be excused from class in order to work during scheduled class times. The student must give the supervisor a print out of his/her class schedule so that the supervisor can verify that the employee is not working during classes. NCWS employees may not work more than a total of 20 hours per week while classes are in session (including finals week) during the fall and spring semesters. To determine the number of hours per week a student may work, use the following formula:
To determine the number of hours per week a student may work, use the following formula:
|Formula|| Sample Student Award|
|Semester award allocation||$1,000 / semester|
|Divided by hourly rate of pay||÷ $7.501|
|Equals number of hours per semester||= 133 hours/semester|
|Divided by # of weeks in semester||÷ 14 weeks (excluding breaks)|
|Equals hours to work weekly||= 9.5 hours/week|
NCWS student pay begins at minimum wage unless otherwise requested by the employer & approved. At the time of publication, minimum wage is $7.50/hour; the maximum pay a NCWS student can earn is $10/hour.
The purpose of setting weekly hours is to help spread earnings over the full award period. Variances from the average weekly schedule are not violations of the program, except that students may not work more than 20 hours in one week. Students who earn too much too quickly are often unable to budget funds over the full award period and may find themselves short of money as the semester ends. Departments will be held responsible for funding hours worked in excess of the student’s allowable hours and/or funds, as well as for any overtime hours worked by the student.
To help you track your students’ hours and earnings, please use the Record of Wages Earned (Fall/Spring); the form can also be found on the Financial Aid Work Study website. By keeping an accurate and timely record, you can better budget students’ Work Study awards throughout the course of the entire semester.
NCWS students are paid minimum wage unless otherwise requested by the employer and approved; at the time of this publication, minimum wage for NCWS students is $7.50/hour. A minimum increase of $.50 is applied for each returning year of service within the hiring department; the maximum pay a NCWS student can earn is $10/hour.
It is the policy of New College to comply with state and federal laws regarding meals and breaks. NCWS students are permitted a paid 15-minute rest break for each four-hour work period. While it is not required, the supervisor should not unreasonably deny a paid 15-minute break during a shift of four hours or longer. It is expected that break periods will be taken approximately half way through a shift; breaks cannot be taken at the beginning or end of a shift to arrive late or leave early.
If a NCWS student works more than 6 continuous hours, he/she is required to take a 30-minute, unpaid rest/meal break. This rest/meal break must be taken away from the student’s work area and not in conjunction with the 15-minute rest break. This 30-minute rest/meal break must be documented on the timesheet. The student and supervisor should discuss break times in advance to allow for the smooth operation of the work area.
Hours in excess of 20 hours per week MAY be approved during official school break periods (e.g. Holiday Break, Spring Break, Fall Break and ISP); however, the student must submit the School Break
The supervisor must approve the request; Human Resources must also approve the request. Extra hours cannot be guaranteed due to each student’s individual funding. Check your Record of Wages Earned (Fall/Spring) prior to the school break period to ensure that your student can work the desired number of hours. Do not allow students to work for more than 20 hours per week until you have written approval from the Human Resources Department.
Hours in excess of 40 hours per week are paid at 1.5 times the employee’s regular hourly rate for all hours physically worked. Please note: For hours in excess of 32 hours per week, students will lose their tax exempt status and will be subject to all applicable federal taxes.
Once an employer/employee relationship has been established between a NCWS student and his/her employing department, the student is to be compensated for all hours actually worked. The FLSA, as amended, prohibits employers from accepting voluntary services from any paid employee. A student also cannot participate in a preliminary training period without pay.
A NCWS employee is not guaranteed continued employment from one semester to the next. The supervisor may end the appointment at any time (see Termination Procedure section).
NCWS employees are not eligible for paid time off such as vacation, paid holidays, disability leave, funeral leave, sick leave or jury duty leave. However, these are considered reasons for excused absences when coordinated through the supervisor. Such time off is without pay.
NCWS employees are protected under the state of Florida Workers’ Compensation Program for injuries or illnesses arising out of and in the course of their employment. Workers’ Compensation is a broader coverage than group health insurance. If the injury/illness is accepted as a covered injury/illness, Workers’ Compensation pays the doctor, hospital, and prescription drug bills connected with the injury or illness.
Immediately upon notification of a work related injury or illness, either send the employee to or have them call, Human Resources at x5020. It is imperative that the employee call OptaComp at 1-877-518-2583 with one of the HR Representatives. This is mandatory. OptaComp will make arrangements for medical services. For additional information, please read the Worker’s Compensation Procedures. If it is an emergency call 911 to get immediate medical care.
Employers may require dress codes when they are reasonable and related to the purpose or function of the employing unit. If uniforms are required, the employing unit shall provide them at no extra cost to student employees.
If conflicts arise between NCWS employees and their employers, the employing unit shall make every effort to satisfactorily resolve the issue. Unresolved complaints arising from employment or termination issues should be directed to the Associate Director of Human Resources. NCWS employees have certain complaint rights as non-regular college employees.
Your employer must be satisfied with the work that you are performing.
If your job performance is unsatisfactory, after a suitable trial period, it is your employer’s option to terminate you. An employer may terminate a Work Study student, following the procedure prescribed below:
1. Verbal Warning
A description of this warning and the situation that caused it must be written out and forwarded to the Human Resources Department either by memo or email to be kept in the student’s file.
2. Written Warning
A copy of this warning must be forwarded to the Human Resources Department either by memo or email to be placed in the student’s file.
The Human Resources Department must be informed in writing. All time sheets must be turned in for hours worked up to the termination.
Warnings may result from the following Class B violations:
Immediate dismissal may be issued for the following Class A violations:
The above violations are not intended to be all inclusive, and does not include all possible violations of proper workplace conduct.
Supervisors are encouraged to provide an orientation for the NCWS employee to inform him/her about departmental policies, procedures, and the department’s expectations. The orientation should include, but is not limited to:
Training is essential in order for the NCWS employee to understand his/her job responsibilities and what is expected of him/her.
The Departments/Divisions Fiscal Liaison is responsible for submission of time sheets to the Human Resources Department. Employers help this process run more smoothly by collecting time sheets bi-weekly, checking for completeness and accuracy and submitting them to the Fiscal Liaisons for submission to the Human Resources Department by the established payroll deadline. Improperly completed time sheets will be returned unprocessed to the Fiscal Liaison for the necessary corrections. The student will not be paid until the time sheet is corrected and resubmitted. Late time sheets will not be processed until the following payroll period. Students who repetitively turn in late time sheets or turn in several pay periods at one time may be terminated at the discretion of the Human Resources Department.
Students who have signed up for direct deposit will receive their pay statements electronically to their NCF e-mail account and for others, their paychecks will be available for pick-up from the Human Resources Department on the scheduled payday. The current Payroll Calendar can be found on this website.
Time sheets with instructions can be found at Work Study Forms. Fiscal Liaisons must submit time sheets to the Human Resources Department as per the current Payroll Calendar which can be found on this website. At the end of each bi-weekly pay period, time sheets must be verified (signed) by BOTH the student employee and the supervisor/department contact person before submission to the Human Resources Department.
Student employees must keep their time sheets up-to-date daily. At the end of each day, students must record their hours on their time sheets and add up the actual time worked. Each work week ends at midnight on Saturday.
Instructions and the calculations chart are included with the time sheet which is available on this website.
Time Sheet Instructions
Before turning in time sheets, students and supervisors/department contact persons should confirm the following items have been completed:
Supervisors/department contact persons are responsible for checking each time sheet for completeness and accuracy before submission to the Human Resources Department. Improperly completed time sheets will be returned unprocessed to the Fiscal Liaison for the necessary corrections. The student will not be paid until the time sheet is corrected and resubmitted. Please note the following:
If your time sheet is turned in on time, students that have signed up for direct deposit will receive their pay statements electronically via their NCF e-mail account and for others, their paychecks will be available for pick-up from the Human Resources Department on the scheduled payday. Direct Deposit is encouraged. The deadlines for submitting your time sheet are listed in the Fall 2010 Payroll Calendar and the Spring 2011 Payroll Calendar. Missing the time sheet deadline will delay your paycheck by at least two weeks.
Please note: First time NCWS employees may take a month to receive their first pay check due to the initial paperwork that is required for processing.
Students should consider their NCWS positions as regular jobs. They should work with their supervisors to coordinate a work schedule and meet that schedule. Student workers have a dual responsibility, because they must also maintain satisfactory academic status. Students employed through the New College of Florida Work Study Program have the following specific responsibilities: