Manager Responsibilities

On-Campus Federal Work-Study (FWS) Employer’s “STEP BY STEP” GUIDE

The Federal Work-Study Program (FWS) allows students who have qualified and received a federal financial aid award to earn money toward their educational expenses through part-time work opportunities.

Students hired by a university department will be utilizing their financial aid award and be paid through Rowan University’s Payroll department. Although there is no monetary cost to the department to employ the student, please remember that it will be the department supervisor’s responsibility to supervise the student and verify his/her hours. Students are expected to enter their work hours in Web-Time Entry and keep track of their award amount in Banner - Student Self-Serve. Once the student’s award amount is depleted, the student may no longer work as a FWS worker.

Employers should ensure students’ work opportunities are to be career-exploratory, meaningful, and supervised work experiences.

1. Employers seeking candidates for their FWS opening should register and post their job opportunity on Rowan University’s ProfsJobs system at www.rowan.edu/profsjobs (all Rowan students have access to this site to search for opportunities).  Please add to the job posting “Interested students must have a Federal Work-Study award.

2. Employers may review resumes that students submit on-line before selecting students to interview.

Please do not conduct student interviews, intend to hire, or hire any Rowan University Students unless you have a confirmation they have a FWS award through the Financial Aid office.

3. Before extending offers of employment, employers should review Rowan University’s Human Resource guideline for hiring students: http://www.rowan.edu/hr/files/2017_Student_Handbook.pdf and refer to hiring guidelines set forth by Human Resources: http://www.rowan.edu/hr/recruitstaff/

4. Selected student(s) must meet with their department supervisor to complete H.R. and Payroll paperwork. Processing this paperwork may take approximately 1-2 weeks.

In an effort to reduce paper forms and automate the processing for Student Employment (IWS, FWS, and Student Hourly) assignments, the office of Human Resources has developed a Student Employment EPAF process (Electronic Personnel Action Form) through BANNER Self-Service which was implemented in February 2017. Student employee supervisors who are responsible for the hiring and processing of student workers must enter the information directly into BANNER Self-Service. The Office of Human Resources will continue to audit the assignments and maintain final approval of the assignment.

It is encouraged that all departmental personnel who currently process student workers take the training. Training is available via video format (found under the Employee Self-Service tab) or a live training session.

Here is the link to the HR website, where the training video and all training materials and forms are located: http://www.rowan.edu/hr/recruitstaff/

5. Student must not start working until the department supervisor confirms the student is in the Payroll system and has access to Web Time Entry.

6. Careful monitoring is necessary by the student (through Banner Self-Service) and by the supervisor to ensure the student stops working precisely as the FWS award is depleted.​