Cahill Career Development Center

On Campus Jobs

THE ARCHWAY INSTRUCTIONS 

 PDF of Instructions 

Student Aides

Funded by the college's operating budget and based on institutional needs.

Federal Work Study / Community Service

Federal Work-Study (FWS) is a federally funded program. Students who are United States citizens or permanent resident aliens may apply and be awarded federal work-study that is based on financial need. FWS students may then earn up to the award specified by the Financial Aid Office in its award letter for the academic year.

Community Service - Federal Work-Study recipients who can provide their own transportation are invited to explore off-campus placements at community service agencies. These positions (up to twenty hours weekly) can prove to be personally enriching while providing exposure to professional contacts that may be beneficial in furthering career goals.

Off-campus job opportunities at community service agencies can be arranged through the FWS/Community Service coordinator located in the Cahill Center, C-209. There is a financial incentive to compensate for the additional costs of transportation to off campus locations.

Student Responsibilities

A.    Completes all necessary paperwork: Employment Form, Agreement, Tax Forms, etc.

B.    Understands a semester-long commitment is made upon job acceptance.

C.    Arranges mutually satisfying work schedule with supervisor.

D.    Reports to work on time and according to agreed upon schedule.

E.    Adheres to the fifteen (15) hours per week maximum while classes are in session; thirty-five (35) hours during breaks and vacation with supervisor's permission.

F.    Must not work more than six (6) consecutive hours without taking an unpaid break of at least 30 minutes (1/2 hour).

G.    Follows unit sign-in and sign-out procedures and records hours worked on College's web-based on-line time reporting system according to the Bi-Weekly Payroll Calendar. 

H.    If alternate form of time reporting is submitted for three consecutive pay periods, the student could face termination from employment.

I.    Requests excused absence when planning to miss work.

J.    Performs all aspects of the job to the best of his/her ability.

K.    Acts in a professional manner regarding confidentiality.

L.    Discusses all job related problems with the supervisor. If problem cannot be resolved, speaks to Student Assistant Program Coordinator for assistance with resolution.

M.    Gives supervisor at least two weeks notice prior to leaving.

Supervisor Responsibilities

A    Assures that the student employee has been processed appropriately through the Student Assistant Program BEFORE allowing a student to begin work.

B.    Completes all necessary paperwork: Employment Form, Agreement, Terminations as required and when due.

C.    Reviews web time for accuracy; approves according to the Bi-Weekly Payroll Calendar.

D.    If alternate form of time reporting is submitted for three consecutive pay periods, the student could face termination from employment.

E.    The student must not work more than six (6) consecutive hours without taking an unpaid break of at least 30 minutes (1/2 hour).

F.    Trains the student in position duties and responsibilities.

G.    Supervises the student responsibly.

H.    If dissatisfied with student performance, warns student that behavior (punctuality, work performance, etc.) must be improved in order to retain position.

I.    Ensures that the student does not work more hours per week than permitted: fifteen (15) hours maximum while school is in session and thirty-five (35) hours maximum during breaks and vacation. However, the hours to be worked should be less if a student's course schedule does not permit maximum workload.

J.    Monitors unit budget allocation to ensure that the allocated amount is not overspent.

K.    Terminates a student if necessary with appropriate form when employment ends.

L.    Unless termination is for cause, wherever possible gives the student two weeks notice.

M.    In case of supervisor's absence or vacation, arranges for alternative supervision and assures that someone in the unit reviews and approves web time to initiate payment.
 

General Policies: FWS/Student Aides

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


2. 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.


3. All international students must be full-time students (for USCIS 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.


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


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


6. Students who wish to work in summer positions must have proof of fall registration. The Financial Aid Office has determined that August graduates may have a FWS summer award if deemed eligible.


7. Students may not hold more than one position at a time. An exception is made only for students holding tutoring positions in the Center for Reading and Writing and TAS, ITS 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.


8. 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, Public Safety) 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.  Students may not work more than six (6) hours consecutively without taking an unpaid break of at least 1/2 hour (30 minutes).


9. 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 USCIS purposes) and may begin employment 30 days before the beginning of the semester.

Student Placement Process

1. All federal work-study and student aide positions are posted on The Archway. Students are able to view all open positions and apply directly to the hiring units.


2. 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


3. 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.


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


5. The Student Assistant Program coordinates with Human Resources all new student employee additions, any changes or terminations on an on-going basis.  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.

Required Employment Documentation

All student new hires must supply the Student Assistant Program Office with the following:

1. 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


2. 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


3. International Student:
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

Employment Limits

1. 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. Students may not work more than six (6) hours consecutively without taking an unpaid break of at least 1/2 hour (30 minutes).


2. 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.


3. 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 must 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.

Termination of Employment

1. Cancellation of Agreement
1. Automatic Cancellation (Termination Form Required)
1. Student does not provide social security card within eight weeks after applying for a number; proof of application is a requirement for employment.
2. Student reaches his/her FWS award limit
3. Unit exhausts its student aid allocation
4. Student is suspended (interim, academic, disciplinary, psychological) or dismissed (academic, disciplinary) from the College
5. Student is unable to obtain permission to continue campus work after disciplinary or "interim" disciplinary suspension


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 Coordinator if he or she feels that the dismissal is unjust. The Coordinator 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:
1. Misuse of confidential or privileged information
2. Failure to carry out tasks reasonably required for position
3. Failure to perform work in a professional, competent and diligent manner
4. Failure to maintain full-time student status (students on F-1 visas) and full-/part-time status (US citizens or permanent residents)
5. Being found guilty of acts of racial discrimination, sexual harassment or other serious Conduct Code infractions
6. Misuse, misappropriation or theft of College property
7. Falsification of College documents, time sheets, etc.
8. Excessive tardiness
9. Unexcused or excessive absenteeism
10. Failure to use web time (Alternate form of time reporting submitted for three consecutive pay periods.)


2. 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 Coordinator 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.

Payment Policies and Procedures

1. 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 payroll 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 payroll system or web time was not completed correctly, the late time sheet procedure must be followed.  If this alternate form of time reporting is submitted for three consecutive pay periods, the student could face termination from employment.
   
   Go to http://www.ramapo.edu/facultystaff/payroll. 
   
   Click on Forms; then click on Student Timesheet.
   
   Click on "File" then "Save as".  (This file must be saved elsewhere, i.e. desktop or flash drive).  Complete the Student Timesheet.
   
   Send an electronic copy of the completed student timesheet to your supervisor for approval via email.
   
   The supervisor should review the timesheet and then email the timesheet with a note of approval to payroll@ramapo.edu 


5. The Compensation Schedule 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 Coordinator.


2. 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 before the student may begin work.
2. Students must have Ramapo College Email address for the web time system. They must follow unit sign-in and sign-out procedures and record hours worked on the College's web time system according to the bi-weekly payroll 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.


3. Payment of First Check
   Students will receive their first paycheck two weeks to one month after being properly processed. The student is paid two weeks after the end of a pay period.


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


5. 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.


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


7. Work-Related Injuries
   Students who are injured on the job should report immediately to Health Services. Public Safety 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.

Budget Policies and Procedures

1. Budget Allocation
   Units will be allocated a budget for the entire fiscal year that covers the period from July 1st through June 30th.


2. 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 allocation. This transfer is done through established budget transfer procedures. The Student Assistant Program is informed of this transfer by the Budget Office.


3. 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.


4. Emergency Requests
   Emergency requests for student aid funds must be submitted in writing to the Student Assistant Program Coordinator.

Frequently Asked Questions:

• Does Ramapo offer students work on campus?
• What kinds of positions are available?
• Where can I find a job on campus?
• What employment programs are available?
• How do I apply for student employment?
• How do I get hired?
• How will I know what my responsibilities are?
• Can I earn academic credits for my on-campus work experience?
• May I change jobs if I don't like mine after a few weeks?
• How many hours may I work each week?
• What happens during vacation?
• How much will I be paid per hour?
• How much can I earn of my FWS award?
• How do I keep track of my FWS hours?
• How do I report the hours that I work?
• What taxes will be deducted from my paycheck?
• When will I get paid?
• Will I receive training in my position?
• Can I lose my job?
• What if I am injured on the job?
• Are there other kinds of employment on campus?
• Are there opportunities for FWS students at off-campus placements?
• How can a FWS recipient obtain an off-campus position at a community service agency?
• What if I have other questions?

Does Ramapo offer students work on campus?

Yes. Every year approximately 800 students work in a variety of positions in over 90 different College programs and offices.

What kinds of positions are available?

Among the positions offered to students last year were:

Where can I find a job on campus?

All student workers on campus are hired through the Student Assistant Program located in The Governor William T. Cahill Center for Experiential Learning and Career Services, Room C-209.  All federal work-study and student aide positions are posted on The Archway.

What employment programs are available?

There are two major student employment programs with different requirements:

a. Federal Work-Study (FWS) is a need-based financial aid award available to United States citizens and permanent resident aliens. Students apply and, if eligible, are awarded work-study that is based on individual financial need. FWS students may then earn up to the award specified by the Financial Aid Office during the academic year.

b. The Student Assistant Program is funded as part of the College's operating budget and is based on institutional guidelines. Students who are United States citizens, permanent resident aliens or on F-1 visas are eligible for this type of employment.

Student aides are hired through program or project-based awards. These positions are generally ability-dependent (skilled), requiring a "fit" between position requirements and student abilities. Ability may refer to specialized knowledge, assignment familiarity, effective communication/interpersonal skills or willingness to comply with specific project and supervisory requirements.

How do I apply for student employment?

All students should search open positions through the Cahill Center job bank and apply to the hiring units.

Students who feel they might be eligible for Federal Work-Study should file a Free Application for Federal Student Aid (FAFSA) by the March 1st deadline. They will be notified by the Financial Aid Office if awarded Federal Work-Study.

How do I get hired?

There are several steps that must be followed to obtain an on-campus position. The Student Assistant Program staff will guide students through the required procedures.

The student must:

1. Search open positions on The Archway.
2. If hired by unit, visit the Student Assistant Program in the Cahill Center, Room C209.
3. If never been employed by the College, present required documentation-- Social Security Card, student ID or a photo driver's license, completed W-4 and I-9 forms
4. Receive necessary employment form and agreement
5. Have forms completed by hiring supervisor
6. Return forms to Student Assistant Program office

How will I know what my responsibilities are?

Job requirements and responsibilities are listed with each job posting on The Archway.   In addition, the Student Assistant Supervisor in each unit is asked to thoroughly describe work responsibilities to the student during the interview process before offering the job to the student applicant.

Can I earn academic credits for my on-campus work experience?

If a student's position is of a pre-professional level, related to his/her academic studies or career goals and at least fifteen hours a week for the full semester, the student may investigate whether Cooperative Education/ Internship credits may be earned. For more information, Contact a Career Advisor in the Cahill Center.

May I change jobs if I don't like mine after a few weeks?

No. When a position is accepted, the student makes a commitment to the hiring unit and supervisor for a full semester. At the end of the semester, a student who wishes to change jobs may check The Archway to see if other positions are available on campus.

How many hours may I work each week?

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, Public Safety) or extensive weekend schedules (Athletics, Berrie Center , Library, Student Center ) may work twenty (20) hours weekly. Students holding two (2) positions (tutoring positions in Center for Reading and Writing and TAS, ITS lab assistant positions and Berrie Center/Contemporary Arts combined positions) may also work a total of twenty (20) hours per week maximum.  Students may not work any more than six (6) hours consecutively without taking an unpaid break of at least 30 minutes (1/2 hour).

What happens during vacation?

During breaks, vacations and summer, thirty-five (35) hours per week are the maximum hours which a student can work. These hours are contingent upon the provision for student supervision by the unit and adequate unit student aid allocations.

How much will I be paid per hour?

Students are paid according to a published compensation schedule in which positions are classified in ranges according to the skills and experience needed to perform particular jobs. A student's academic status (cumulative earned credit toward their degree) is also used to make a placement determination. On-campus salaries currently range from $7.25 to $9.00 per hour.

How much can I earn of my FWS award?

Federal Work-Study students may earn up to the amount of their FWS award; however, they are not guaranteed that the full amount of their award will be used. This will depend upon the assigned hours scheduled with their supervisor. For student aides, hours to be worked are determined by the student supervisor and their unit allocations.

How do I keep track of my FWS hours?

FWS students are expected to maintain records of total hours worked and total earnings. The student supervisor will also be monitoring these earnings. The supervisor will be notified when their student employee is within $300 of their total Federal Work-Study award and the supervisor is required to notify the student when the total is nearing exhaustion.

How do I report the hours that I work?

Students follow unit sign-in and sign-out procedures and record hours worked on College's web-based on-line time reporting system.  If the alternate form of time reporting is submitted for three (3) consecutive pay periods, student could face termination.

What taxes will be deducted from my paycheck?

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.

When will I get paid?

It generally takes four weeks for students assuming new positions to be paid--two weeks for students to work and submit time and two weeks for payroll preparation. After this period, students will be paid every two weeks as indicated in the published schedule if time worked is submitted properly according to the published schedule. Pay checks are available for pick up from your unit supervisor.

Will I receive training in my position?

Training is provided by the hiring unit.

Can I lose my job?

Yes. Students sign Employment Agreements accepting specific employment standards.

Automatic Cancellation:

1. Student does not provide a social security card within eight weeks after applying for a number; proof of application is a requirement for employment
2. Student reaches his/her FWS award limit
3. Unit exhausts its student aid allocation
4. Student is suspended (interim, academic, disciplinary, psychological) or dismissed (academic, disciplinary) from the College
5. Student is unable to obtain permission to continue campus work after disciplinary or "interim" disciplinary suspension

Students may also be dismissed "for cause" from their positions for the following reasons:

1. Misuse of confidential or privileged information
2. Failure to reasonably carry out tasks required for position
3. Failure to perform work in a professional, competent and diligent manner
4. Failure to maintain full-time student status (students on F-1 visas) and full-/part-time status (U.S. citizens or permanent residents)
5. Found guilty of acts of racial discrimination, sexual harassment, or other serious Conduct Code violations
6. Misuse, misappropriation or theft of College property
7. Falsification of College documents, time reporting, etc.
8. Alternate form of time reporting submitted for three (3) consecutive pay periods
9. Excessive tardiness
10. Unexcused or excessive absenteeism

A student may request a meeting with the Student Assistant Program Coordinator 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 who are dismissed "for cause" will not be placed again until the next semester.  Future employment at Ramapo College will be determined on a case by case basis dependent upon previous history.

What if I'm injured on the job?

Students who are injured on the job should report immediately to Health Services. Public Safety 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.

Are there other kinds of employment on campus?

Funding for student employees is occasionally available through faculty and administrators who are awarded grants by the state, federal government, foundations or private corporations. Students apply directly to these programs or supervisors for available positions. These positions could be posted on The Archway.

Also the Campus Bookstore and Campus Dining Service offer positions to students on campus.

Are there opportunities for FWS students at off-campus placements?

Yes. Federal Work-Study recipients who can provide their own transportation are invited to explore off-campus placements at community service agencies. These positions (up to twenty hours weekly) can be personally enriching while providing exposure to professional contacts which may be beneficial in furthering career goals.

How can a FWS recipient obtain an off-campus position at a community service agency?

Off-campus job opportunities at community service agencies can be arranged through the Federal Work-Study/Community Service coordinator located in the Cahill Center , Room C-209. There is a financial incentive to compensate for the additional costs of transportation to off-campus locations.

What if I have other questions?

For questions concerning on-campus employment, federal work-study, and payroll:
Dianne McNally, Room C-209, (201) 684-7224.

For questions concerning Federal Work-Study/Community Service placements:
Karen Booth, Room C-209, (201) 684-7447.

For questions concerning Financial Aid:
Mark Singer, Room E-118, (201) 684-7549.

FY '12 COMPENSATION SCHEDULE

Student Bi-Weekly Payroll Schedule

National Student Employment Week

The Ramapo College administration, staff and faculty thank all of our student workers for their outstanding contributions to the Ramapo College Community.

The National Student Employment Association has declared the second complete week in April each year to be set aside to honor student workers all over the United States. During this week these students are nationally recognized for their professionalism, initiative, and hard work.