A Student Guide to the Federal Work-Study Program at USD

In order to begin working under the FWS program, the following criteria must be met:

• FAFSA on file for the current academic year

• Been offered and awarded Federal Work-Study for the current academic year

• Accept Federal Work-Study and complete the FWS/CWO Acknowledgement and Background Check Requirement form on the MySanDiego portal

• Been hired by a FWS-eligible department and completed necessary onboarding steps (background check, new hire forms via Workday)

• Received an authorization email from the SEC to begin working

It's your responsibility to arrive for work when scheduled, on time and ready. Supervisors realize that your primary purpose for being at USD is your education, and that scheduling flexibility is needed, particularly during exams. However, it's important that you treat your job as a real job. You must contact your supervisor on days when you're sick or running late. If at all possible, inform your supervisor well in advance when time off is needed.

• Departments depend upon their student assistants. Continued tardiness or absences can be sufficient grounds for termination of employment.
• You're expected to work the hours assigned to you by your supervisor. These hours are to be scheduled as agreed between you and your supervisor. If you're unable to meet the scheduled hours, you need to discuss changes to the schedule with your supervisor.
• Avoid making appointments that conflict with scheduled hours. If this is unavoidable, notify your supervisor as far in advance as possible, and arrange to make up the missed hours.
• Friends should not be visiting you while you're working.
• Remember to keep time cards accurate and up to date.

Neat, clean and modest clothing is always appropriate. Remember, student employees on campus are representing the University of San Diego to prospective students and/or parents, as well as currently enrolled students. Suggestive or potentially offensive clothing is never appropriate work attire. Some jobs in certain departments will require clothing appropriate to that job. Always check with your supervisor if you need advice regarding what clothing is appropriate for safety, comfort and appearance.

You are not paid to study. If you have finished all tasks, check with your supervisor for additional tasks to be done. If your supervisor has nothing else for you at that time, you may be released for the day.

You will often have more than one supervisor and many different and new responsibilities. The following are a few guidelines that might help:

1. Be open-minded and receptive to change; accept new routines as a challenge. Look at the job as an opportunity to learn as many skills as possible and to gain as much knowledge as possible.
2. Approach the prospect of a new supervisor as a new opportunity.
3. Find out the exact procedures expected by the supervisor and follow them (preferably the procedures will be in writing). Follow directions carefully.
4. Most importantly, ask for help!
5. Earn the supervisor's respect. Give tasks undivided attention. You should ask for additional tasks when you finish the one you were assigned. Maintain a professional attitude, posture (sitting and standing) and general demeanor.

Unless otherwise stated by your supervisor, any portable electronic devices should be turned off or put on silent mode. Cell phones are a distraction at work. You should avoid using your phone for calls or texts while working. Reserve phone usage to break times.

All student employees should receive basic training for the tasks they are being asked to complete. You should feel comfortable asking your supervisor for additional training if you are unsure of job procedures and requirements.

You are responsible for familiarizing yourself with the General Safety for Part-Time and Temporary Employees brochure provided by the Student Employment Center at the start of your first semester of employment and performing your job in a safe manner. Locate the emergency exits nearest to your work area as well as the placement of fire alarms and extinguishers.

Any questions or concerns regarding safety issues should be addressed to your supervisor or USD Environmental Health and Safety at ehs@sandiego.edu.

All FWS/CWO student employees are evaluated twice a year. The mid-year evaluation in late November/early December gives you and your supervisor a chance to assess the progress you have made during the fall semester. This is an opportunity to learn about the areas of job performance that may need improvement and to receive positive feedback where appropriate. The end of the year evaluation should sum up the year's employment activities and give you a good understanding of your performance over the year. A poor evaluation, at the end of the year, can result in removal from the FWS program for the next year.

It's important to note that some types of student behavior may result in removal from the FWS program. Showing continual disregard for your supervisor's guidelines in the area of job assignments, punctuality, attendance and other areas indicate that the privilege of Federal Work-Study employment is not being taken seriously. Job behaviors that cannot be satisfactorily resolved will result in your termination from the FWS program.

In addition, blatant disregard for issues of confidentiality is cause for termination from the FWS program. You, of course, have the option of appealing decisions regarding your financial aid. Those appeals should be addressed to the Assistant Vice Provost for Financial Aid. Time card falsification or other types of fraud will result in removal from the FWS program and you will be required to repay any funds to which you are not entitled. Please note: Cases of fraud may be referred to the U.S. Department of Education and the U.S. Department of Justice, Office of the Inspector General.

Even in the best of employment environments, conflict can arise. The following steps have been adapted from the book Professional Excellence for Secretaries and may give you some suggestions to help maintain a positive work environment.

Schedule a meeting with the other party if differences arise. Decide on a time and a place to sit down and discuss the situation. This provides a pathway toward resolution.

Evaluate the cause. First acknowledge that there is a conflict. (Not admitting there is a problem makes it worse.) Talk non-judgmentally about the reasons for your differences.

Use "I" messages. Say "I thought you wanted this," or "I understood you to say that." In this way, you avoid destructive accusations. Here is a pattern for an "I" message:

I _____________ when you_______________ which causes____________.
(Feel, react) (Act, do) (Consequences)

Encourage the other person to express their feelings. Ask questions that draw out what the other person is thinking. Use phrases like "I would like your reaction to what happened," or "I would like to hear your reasons." The idea is to let the other party know that you are truly listening carefully to their opinions.

Structure your desired outcome. Negotiate! Be sure you each contribute to the "solution" and feel satisfied that it is at least worth trying. (Not every problem is going to be solved overnight. However, progress can usually be made, even in the most difficult cases.)

Evaluate. It's a good idea to set a definite time in the future (a week, a month, etc.) to evaluate the solution.