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Discrimination Against Work Study
and Student Assistant Employees
Policy 104

 

Procedure for Work Study

Procedure for Student Assistants


Discrimination against Work Study or Student Assistant employees is prohibited by Title VI of the Civil Rights Act of 1964: "No person in the United States shall, on the ground of race, color, or national origin be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance." Therefore, the Federal Work-Study Program, like every program or activity receiving financial assistance from the Department of Education must be operated in compliance with this law.

There is a major distinction between Federal Work-Study employee and a Student Assistant employee. Federal Work-Study is a need based Federal Financial Aid Program allocated to the institution to award to qualified students. Funding for Student Assistant employment is entirely from Nicolet College resources, and student financial need is not necessarily a criterion.

The Student Financial Aid Office is responsible for administering Work Study and Student Assistant employment. (Reference document: Handbook for Supervisors of Work Study and Student Assistant Employees)

Procedure for Work Study

  1. Requests for Federal Work-Study students, identifying the nature of the position, must be made to the Financial Aid Office. A handbook detailing procedures, eligibility, roles, and responsibilities is available in the Financial Aid Office.
  2. A list of all departments desiring to hire a Federal Work Study is compiled and put on the Financial Aid Office website. In addition this same list is sent to each student awarded Federal Work Study.
  3. Students who are awarded Federal Work-Study as part of their financial aid package will be asked to return their award letter, which allows the student to accept or decline the work-study, to the Financial Aid Office. If the student accepts, the student is provided a list of departments for which they may apply for a position. If the student declines, students from a waiting list will then be awarded work-study.
  4. After a student decides where they wish to work and the department concurs, students must then complete the following forms:

    *A Work Permit
    *The Hiring Checklist
    *Authorization to Hire Form
    *Employee Information
    *WT-4 form
    *W-4 form
    *Employment Eligibility Verification (I-9)
    *DirectDeposit Authorization
  5. The student will deliver the Work Permit to the employing department. The Work Permit indicates the pay rate, the number of hours per week the student is allowed to work, the semester(s) the Work Permit is to be used, and a section for the supervisor to sign indicating their desire to hire the student.
  6. The immediate supervisor is requested to inform all students of the nature of their responsibilities. A Student Employee Responsibilities form will need to be reviewed and signed by the student. The supervisor will treat all Federal Work-Study students as regular employees.
  7. Students are awarded Federal Work-Study until Nicolet College's funds are exhausted. Supervisors who wish to rehire their work-study student for the next academic year should encourage their student to reapply early. If a returning work-study student applies late for financial aid, it is possible they will not receive work-study for the next academic year or summer session.

Procedure for Student Assistants

  1. Departments on campus must request annually through their budget the funding they feel will be required for student assistant help for the fiscal year. A handbook on procedures, eligibility, roles, and responsibilities is available in the Financial Aid Office.
  2. Each budget request should be reviewed by the appropriate administrator to determine the relative need for the student assistant position.
  3. If a need for the position has been established at the department level, the Director of Financial Aid should be notified of the approval by the administrator of the department requesting the position
  4. The Financial Aid Office will post the approved position publicly for three days to provide time for students to apply.
  5. After the three-day time period has elapsed, the department may make their selection recommendation to the Financial Aid Office.
  6. The Financial Aid Office will determine the student's eligibility for the student assistant position.
    A. If eligibility has been established, the Financial Aid Office will complete a Student Assistant Work Permit for the student. The department will receive a copy of the permit.
    B. If the student is ineligible, the Financial Aid Office will notify the department in writing of the student's ineligibility. At this point, the department may select another student and refer them to the Financial Aid Office following the same procedure.
  7. The Financial Aid Office will monitor the bi-weekly earnings to ensure the student remains within the budgeted amount.


DATE APPROVED: March 1, 1995
DATE(S) REVISED: April 2004
DATE(S) REVIEWED: April 2004


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