Unit Assessment Procedures
General Policies: FWS/Student Aides
Student Placement Process
Evaluation
Required Emplyment Documentation
Employment Limits
Termination Of Employment
Payment Policies and Procedures
Budget Policies and Procedures

1. Unit Assessment Procedures

A. Unit Requests

Unit requests for student assistants for the coming fiscal year are made once a year in early summer in a meeting with the Student Assistant Program staff. This request will include the specific number of students needed over the fiscal year and the positions for which they will be needed. At this time, unit directors may discuss if their needs remain unchanged or if new initiatives (projects, etc.) require changes in student assistant support.

B. Job Descriptions

As required by federal regulations, each unit will submit a job description for each offered position. The description will list job responsibilities, student qualifications, position level and supervisor.

C. Recommendations

The Cahill Center Director submits recommendations to the Senior Administration based on available budget, total allocations requested and programmatic needs. Senior administrators will have the final approval for allocations in their respective areas of responsibility.

[ return to top ]

2. General Policies: FWS/Student Aides

A. All United States citizens and permanent resident aliens must be matriculated, degree-seeking, full-time or part-time students at Ramapo.

B. All United States citizens and permanent resident aliens who seek FWS positions must file a Free Application For Federal Student Aid (FAFSA) in the Financial Aid Office.

C. All international students must be full-time students (for INS purposes) to be eligible for consideration for student assistant positions. The only exception to this is during the student's last semester or by the authorization of the International Student advisor.

D. Students must be in good academic standing and making satisfactory progress toward a degree.

E. Students who have been suspended (interim, academic, disciplinary, psychological) or dismissed (academic, disciplinary) from Ramapo may not work on campus.

F. Students who wish to work in summer positions must have proof of fall registration or sign an agreement to register for fall classes. The Financial Aid Office has determined that August graduates may have a FWS summer award if deemed eligible.

• Students may not hold more than one position at a time. An exception is made only for students holding tutoring positions in Center for Academic Success and TAS, CCIS lab assistant positions and Berrie Center/Contemporary Arts combined positions. In rare instances when a student has an exceptional skill needed by a second unit, a request to hire that student for a semester may be made in writing to the Student Assistant Program.

• The maximum weekly work limit is fifteen (15) hours when classes are in session; thirty-five (35) during breaks and vacations. Students in units with twenty-four (24) hour coverage (Residence Life, Security) or extensive weekend schedules (Athletics, Berrie Center , Library, Student Center ) may work twenty (20) hours weekly. Students holding two (2) positions as described in section G above may also work a total of twenty (20) hours per week maximum.

I. All student assistants (FWS students and student aides) must be cleared for work on campus by the Student Assistant Program Office before they begin their assignment. This involves a check on student status and all other required forms of employment documentation. International students must be full-time students (for INS purposes) and may begin employment 30 days before the beginning of the semester.

[ return to top ]

3. Student Placement Process

FWS students and student aides report to the Cahill Center Student Assistant Program (Room C-209) where they complete a Student Assistant Application form. Major, cumulative grade point average and cumulative credits earned toward their degree are checked.

B. Students are referred to units only if their employment file (documentation) is complete. If the Student Assistant Program Office does not find previous payroll employment data, the student then must present required employment documentation as described in Section VI of this guide.

C. The unit supervisor (or delegate) describes the position, responsibilities, etc. to student and makes a decision whether to offer the student the position.

The supervisor should adequately discuss:

1. Job description and skill compatibility

2. Starting date

3. Schedule of weekly hours-- never conflicting with classes

4. Variations in schedule (mid-terms, exams, breaks)

5. Expected conduct and dress

6. Salary

7. Responsibility for college facilities and equipment

8. Confidentiality issues

9. Procedures for signing in and out (timekeeping)

10. Punctuality and attendance expectations

D. If a position is offered and if the student chooses to accept the position, the student and supervisor sign an employment form and agreement with beginning work date, salary, etc.

E. The student returns all copies of required paperwork (employment form and agreement) to the Student Assistant Program Office.

F. If a unit requests continuation of a specific student, the Student Assistant Program will make every effort to comply if the student meets the requirements and the appropriate allocation is available. An exception would be if a higher level of position were also available from another unit. In a commitment to encourage student development, the student would also be offered the higher level position.

G. If a unit needs additional students, the supervisor should stay in close contact with the Student Assistant Program coordinator until all needs are met.

H. Every two (2) weeks, the Student Assistant Program coordinates with Human Resources all new student employee additions, any changes or terminations. All finished paperwork, including copies of all employment documentation collected, is forwarded to Human Resources by the pre-set schedule to meet the payroll deadline.

[ return to top ]

4. EVALUATION

Supervisors will be asked to complete an evaluation of the student's work performance at the end of the academic year.

5. Required Employment Documentation

In order to be entered on the HRS System for payment, the student must supply the Student Assistant Program Office with the following:

A. United States Citizen:

1. Valid Ramapo Student ID or photo driver's license

2. Social Security Card

3. I-9 -- completed

4. W-4 -- completed

B. Permanent Resident Alien:

1. Valid Ramapo Student ID or photo driver's license, Permanent Resident Card

2. Social Security Card

3. I-9 -- completed

4. W-4 -- completed

C. International Student (in Human Resources Office, Room D-119):

1. Valid Ramapo Student ID or photo driver's license

2. Social Security Card

3. I-9 -- completed

4. W-4 - completed

5. I-20 and Visa

6. Tax Treaty determination

[ return to top ]

6. Employment Limits

A. Maximum Work Hours

Hourly student employees are paid only for the exact hours worked and are not eligible for unemployment benefits. Fifteen (15) hours weekly is the maximum permitted when classes are in session, twenty (20) hours for students working in units with twenty-four (24) hour coverage, units with extensive weekend schedules or students holding two (2) positions as described in section H of General Policy. During breaks, vacations, and summer, thirty-five (35) hours are the maximum hours which a student can work. These hours are contingent upon the provision for student supervision by the unit and the existence of adequate unit and student allocations.

B. Earnings Allowed

1. As previously discussed, if a student is eligible for financial aid based on need, the Office of Financial Aid will allot a specific award of Federal Work-Study that indicates the maximum amount that can be earned during the fiscal year.

2. Students who are not eligible for FWS awards, but have been approved for student aide positions, will be allowed to work within permitted hours up to the unit allocation. The supervisor must be aware that heavy summer use and work during semester breaks by student employees using their student aid budget might negatively affect the ability to meet unit needs during the academic year.

C. Raises

Students will be paid according to the skill level of the position (Range) and the student's academic level (Step). Raises should occur at the start of a semester and reflect any changes in a student's academic level. Raise effective dates should adhere to the published payroll schedule. A raise is NEVER retroactive. All requests for raises must be submitted in writing by the student's supervisor on the appropriate section of the Employment Form. (Salary ranges are described in Section XIII of this Guide.)

[ return to top ]

7. Termination of Employment

A. Cancellation of Agreement

1. Automatic Cancellation (Termination Form Required)

a. Student does not provide social security card within eight weeks after applying for a number; proof of application is a requirement for employment.

b. Student reaches his/her FWS award limit

c. Unit exhausts its student aid allocation

d. Student is suspended (interim, academic, disciplinary, psychological) or dismissed (academic, disciplinary) from the College

e. Student is unable to obtain permission to continue campus work after disciplinary or "interim" disciplinary suspension

f. Student fails to complete required student training during the appropriate semester

2. Cancellation for Cause--a position may be cancelled "for cause". In problems with student work performance, tardiness or absenteeism, a supervisor must notify the student that he or she will lose the position if punctuality or performance is not improved. Should the undesired behavior persist, the supervisor must notify both the student and the Student Assistant Program of the decision to cancel or fire and complete a termination form.

Immediate dismissal is warranted for other reasons such as abuse of confidentiality, theft, time reporting falsification or other serious Conduct Code infractions. A student may request a meeting with the Student Assistant Program Assistant Director if he or she feels that the dismissal is unjust. The Assistant Director will meet with both parties and make a decision which will be final. Students found to be justifiably dismissed "for cause" will not be referred to another unit for the remainder of the semester.  Future employment at Ramapo College will be determined on a case by case basis dependent upon previous history.

"Cause" includes:

a. Misuse of confidential or privileged information

b. Failure to carry out tasks reasonably required for position

c. Failure to perform work in a professional, competent and diligent manner

d. Failure to maintain full-time student status (students on F-1 visas) and full-/part-time status (US citizens or permanent residents)

e. Being found guilty of acts of racial discrimination, sexual harassment or other serious Conduct Code infractions

f. Misuse, misappropriation or theft of College property

g. Falsification of College documents, time sheets, etc.

h. Excessive tardiness

i. Unexcused or excessive absenteeism

B. Resignation From a Position

1. When a position is accepted, the student makes a semester-long commitment to the hiring unit and supervisor who then depends upon the student to perform the assignment during the hours and periods mutually agreed upon. Therefore, resignation from a position should only occur for a legitimate reason such as the need for more study time or an unresolvable conflict. The problem must be discussed with the Student Assistant Program Assistant Director before resignation.

2. Should the resignation request be approved, two weeks notice is required as it would be for any professional position. The Employment Form (Termination section) is to be sent from the unit to the Student Assistant Program Office.

3. Failure to follow the resignation procedures may result in the student not being eligible for placement that semester.

[ return to top ]

8. Payment Policies and Procedures

A. General Policies

1. Federal Work-Study students and student aides are hourly employees and will only be paid for the exact hours worked.

2. Retroactive payments and lump sum payments are not permitted.

3. Only students who have submitted a completed Employment Form and Agreement and who have provided proper documentation to the Student Assistant Program will be entered into the HRS system to initiate payment.

4. Incorrect or late submission of time reporting will result in a delay to the student of at least one pay period. Every effort must be made to meet College deadlines. In the event a student is not on the HR system or the on-line time reporting was not completed correctly, a yellow paper time sheet may be submitted. Time sheets must be brought by the unit ( not by the student) to Payroll according to the payroll schedule.

5. The Compensation Schedule (p. 12) describes the range, pay rate, and steps for all positions.

6. Departments must adhere to the approved college pay rates, ranges, and steps for raises. Should an exception be needed, a request with appropriate justification must be submitted in writing to the Student Assistant Program Assistant Director.

B. Required Steps To Get Paid

1. An Employment Form and Agreement as well as any other required documentation must be completed and on file with the Student Assistant Program and subsequently submitted to Human Resources before the student may begin work.

2. Students must have Ramapo College Email address for the web-based on-line time reporting system. They must follow unit sign-in and sign-out procedures and record hours worked on the College's on-line time reporting system on a bi-weekly schedule.

3. Supervisors review and approve the accuracy of students' time by the scheduled payroll deadline.

4. Designated unit staff must pick up checks for student assistants bi-weekly according to the published schedule. Unit supervisors are responsible for check distribution to students.

5. In case of a student emergency, arrangements can be made by the unit supervisor with the Payroll Office for a special early pick up of the student's pay check.

C. Payment of First Check

Students will receive their first paycheck two weeks to one month after being properly processed. The student works for two weeks and is paid two weeks later.

D. Advances

Advances are authorized ONLY in the rare case of an error committed by the Payroll Office.

E. Withholding of Taxes

The college is required by law to withhold federal and state income taxes if so dictated by the student's W-4 form. Students are exempt from Social Security taxes (FICA) and Medicare taxes (MQFE) if they are enrolled at least part time (6 or more credits) during the academic semester. This exemption does not apply to students not enrolled in classes during the summer.

F. Benefits

Student assistants are not eligible to collect unemployment benefits nor any other institutional benefit from their campus position.

G. Work-Related Injuries

Students who are injured on the job should report immediately to Health Services. Security should be called if assistance is needed. Students follow all college procedures for reporting injuries through the immediate filing of appropriate forms available in the Human Resources Office.

[ return to top ]

9. Budget Policies and Procedures

A. Budget Allocation

Units will be allocated a budget (through the previously described needs assessment process) for the entire fiscal year that covers the period from July 1 st through June 30 th . This might include a specific assignment of FWS students, a student aid allocation or a combination of both.

B. Transfer of Funds

Units may arrange to transfer funds from their base budget or other sources to their unit's Student Aid account to fund additional student salaries not covered by their institutional or federal allocation. This transfer is done through established budget transfer procedures. The Student Assistant Program is informed of this transfer by the Budget Office.

C. Budget Monitoring

Unit supervisors are expected to monitor their student aid budget allocations. Should a unit overspend its budgeted allocation, the College may offset this overage from the unit's base budget. Each Vice President will be financially responsible for overspending of any unit in his/her area of responsibility.

D. Emergency Requests

Emergency requests for student aid funds must be submitted in writing to the Cahill Center Director. The request will be immediately forwarded to the Vice President for Administration and Finance with a report of the unit administration of funds to date. The Vice President will have the final responsibility for fund allocation.