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Student Workers, Temporary Work Opportunities, & Time Sheets Guidance for Supervisors

The COVID-19 situation is rapidly evolving, and we know there are many questions about student workers, temporary work opportunities, and time sheets during expanded telework. Below, please find detailed information and guidance about each of these topics. 

Student Workers

Federal Work Study (FWS)

FWS students will continue to earn and receive the balance of their FWS award.

  • Students should complete work remotely whenever possible, working with their manager to substitute alternate assignments that can be completed remotely if regular responsibilities are not suited to remote work. 
  • FWS employees will not be penalized if we can’t identify appropriate work to be done.
  • FWS students who are continuing to work remotely should continue to submit time sheets as usual. 

Actions for supervisors of FWS students who are not able to work remotely:

  • Estimate the number of hours for which the student is to be paid, based on the approximate number of hours per week that they have been working. Typically, 5-7 hours per week, not to exceed 20. 

  • Supervisors should notify their students of the number of hours for which they should continue to submit time sheets and ensure that students fill out time sheets and that they are signed in a timely way.
  • Note in the comments section of the time sheet “COVID-19 Hours” for documentation purposes before accepting the hours.

Students should be strongly encouraged to sign up for direct deposit. Students without direct deposit will have their checks mailed to the permanent address we have on file. Checks will not be available for pick up during expanded telework.

Supervisors should work with their HR representatives to ensure that neither the student’s FWS allocation nor the department’s budget is exceeded. In the event the student’s FWS allocation is close to being met and the department has continuing interest in having the student work for them, please reach out to Shirleyne Mcdonald in Financial Aid to see if additional funds are available to allocate to the student.

Part-Time Student Staff (non-FWS)

Supervisors of non-FWS student employees are strongly encouraged to assign work that they can complete remotely, so that students can continue to be paid. This includes:

  • graduate assistantships (GFAs)
  • graduate workers
  • undergraduate workers

If it is difficult to conduct the student’s regular duties remotely, please make every effort to assign alternate tasks that can be conducted remotely, so our students can continue to be paidAs a supervisor, be creative. A few examples of alternate remote work include:

  • Research projects that can be completed online that would be of use to you or your team now or in the future.
  • Stories, blog posts, or short articles students could write about your work or the work of your office that might eventually be helpful in your communication efforts.
  • Documenting or updating procedures for front desk or other positions
  • Assign remote tasks to assist someone else in your department or a different department at AU.

It is not appropriate to pay non-FWS students for work they haven’t performed. Doing so can have financial aid and tax implications for the student.

Actions required by supervisors of ALL student employees (both non-FWS and FWS)

  1. Check in with your student employee(s) and make a personal connection – How are they doing? How are they adjusting to online courses? Are they staying connected with AU faculty, friends, staff? Refer them to the AU COVID-19 site for the latest university information.
  2. Discuss working remotely:
    • Do they have access to a laptop, tablet, or device capable of connecting to the internet and running Skype or other team collaboration platform? If they do not have access but do have some work that could be done remotely, what alternatives can you find?
    • What systems, if any, have they (and you) used for project management or team collaboration? (For example: Slack, GroupMe, Asana, Trello, google docs, etc.) 
  3. Develop appropriate work assignments.
  4. If you cannot develop alternate remote work, reach out to your colleagues for ideas or to see if they have needs that could be supported by student workers. 
  5. All employees, including students, who will be working remotely are required to complete the same Temporary Telework Agreement that specifically covers the expanded telework period. Advise your student of your unit’s HR Representative so they know to enter that person’s name in the “HR Representative” box. Student telework arrangement will be in effect through May 5, 2020.
  6. Sign off on time sheets in a timely manner - all student workers except GFAs must complete time sheets as usual in order to be paid.
    1. If a different person or department is assigning work than the supervisor of record, make a note of that when approving time sheets. You do not need to rehire the student into a new position. The goal is to help as many student workers as possible continue to work and receive their funds without interruption.
    2. GFAs will continue to receive their stipend checks as usual without completing time sheets. 

Finally, whether or not your student employees are working with you during the expanded telework period, stay in touch! Let them know how much we care about them and their “AU-remote” experience.

Temporary Work Opportunities for Existing Students During Expanded Telework Period

Temporary, alternative work opportunities are available for staff and students who are not required to be physically present on campus but whose work cannot be completed remotely. HR’s Ready Hire is managing the temporary work opportunities. Temporary positions for current non-FWS student workers will be posted on the AU Student Career Page, as they become available.

To submit a temporary work opportunity

Do you need assistance? Submit a work order to create temporary work opportunities for student workers.

  • If your unit has available temporary work opportunities for students, please complete the online work order. It is important to list the contact for this work order directly on the form. The work order will be posted internally for or students. Students will reach out to the contact listed and advise the contact of their availability.
  • Once a student has been selected for the work opportunity, please send that individual a confirmation e-mail with information including expected work hours, contact name(s), information and specific job duties for them to complete. Additionally, hiring managers or their designee should contact Readyhire@american.edu once the opportunity has been staffed in order to remove it from the available opportunities.

Access available opportunities for current non-FWS students

Once jobs are posted, students can access temporary work opportunities with the following steps:

Current Non-FWS Students

  1. Access temporary work opportunities with the following steps:

  • Go to the AU Student Careers page
  • Search for Temporary positions on the Student Jobs page
  • Enter the search term “Temporary” in the Keyword box
  1. Connect with contact listed to submit availability for the temporary work opportunity

Please note, student employees will need to adhere to the same work requirements/restrictions (i.e., less than 20 hours per week, completing background check if required, etc). If you have any questions, please contact ReadyHire@american.edu.

Students

Federal Work Study (FWS)

Guidelines: FWS wages continue.
E-Action Requirements: Not applicable.
Time Sheet Requirements:

  • Supervisor estimates number of hours worked based on approximate number of hours usually worked per week and notifies FWS student of the result.
  • FWS student completes time sheet using hours provided by supervisor.
  • Supervisor ensures time sheet is completed and signed and notes "COVID-19 hours" in the time sheet's comment section.

Paycheck Distribution: Direct deposit or checks will be mailed to permanent address. No campus pick-up option.

Graduate Assistants (GA)

Guidelines: Stipends continue if GA teleworks.
E-Action Requirements: Send e-action to suspend stipend if GA not teleworking.
Time Sheet Requirements: Nothing required.
Paycheck Distribution: Direct deposit or checks will be mailed to permanent address. No campus pick-up option.

Resident Assistants (RA)

Guidelines: Will continue to receive stipend aid.
E-Action Requirements: Not applicable.
Time Sheet Requirements: Nothing required.
Paycheck Distribution: Direct deposit or checks will be mailed to permanent address. No campus pick-up option.

Non-FWS Student Workers

Guidelines: Wages continue if non-FWS student teleworks
E-Action Requirements: Send e-action only if non-FWS student worker's job is terminated.
Time Sheet Requirements: 

  • Teleworking student workers complete time sheets as usual.
  • Non-teleworking students only complete time sheets if on-site work is performed.

Paycheck Distribution: Direct deposit or checks will be mailed to permanent address. No campus pick-up option.

 

Staff

Monthly Staff

Guidelines: Monthly wages continue
E-Action Requirements: Process any new hires or terms as usual.
Time Sheet Requirements: Complete leave report as usual.
Paycheck Distribution: Direct deposit or checks will be mailed to permanent address. No campus pick-up option.

Bi-Weekly Staff

Guidelines: Bi-weekly wages continue.
E-Action Requirements: Process any new hires or terms as usual.
Time Sheet Requirements: Complete time sheet as usual.
Paycheck Distribution: Direct deposit or checks will be mailed to permanent address. No campus pick-up option.

Regular Part-Time Staff

Guidelines: Bi-weekly wages continue.
E-Action Requirements: Process any new hires or terms as usual.
Time Sheet Requirements: Complete time sheet as usual.
Paycheck Distribution: Direct deposit or checks will be mailed to permanent address. No campus pick-up option.