Students who receive state or federal need-based work study awards are eligible to apply their award to an off-campus job. The advantages of applying your work study award off campus are too numerous to mention, but they include: Gaining valuable job experience that may help students inform their career choice. Making a difference in our community, by working with children, the poor, the homeless, older adults, etc. Work StudyProcessImportant Thingsto KnowHow toGet Paid Steps to obtain a Community-Based Work Study position Check your Work Study eligibility. Students eligible for federal work study or need-based state work study programs will be notified of an award via email sent to their Regis account or through Webadvisor. You can also check your eligibility by contacting Clare Felletter at firstname.lastname@example.org. Finalize your class schedule, accounting for any sports or extracurricular activities you may have. Consult the Community-Based Work Study job listings to find a job that looks like a good fit for your interestes and availability. Contact the agency or community organization that you'd like to work for to set up an interview. After you have received an offer, attend a Community-Based Work Study Orientation or contact Clare Felletter at 303.458.3550 or email@example.com. After You Are Hired Set up a schedule with your chosen organization. BEFORE YOU MAY START WORKING you must complete and return the necessary paperwork to the Financial Aid office located on the 4th floor of Main Hall. All new hire paperwork can be found here. Schedule a Community-Based Work Study Orientation by contacting Clare Felletter at 303.458.3550 or firstname.lastname@example.org. You must also submit your CBWS Release Form and Personal Conduct Agreement (included in your CBWS Student Handbook). Start work! Turn in your timesheets weekly via email to your site supervisor who will approve them and forward to email@example.com. You will also have to log your hours and submit them in WebAdvisor. Please see the "How to Get Paid" tab at the top of this page for more information. IMPORTANT THINGS TO KNOW ABOUT YOUR COMMUNITY-BASED WORK STUDY POSITION The amount of Work Study money that you have been awarded is the amount that you are eligible to earn during the school year. You cannot earn more money than your award. Any money not used by the end of the school year is lost and does not carry over into the next year. The program does not continue into the summer. There are a limited number of spaces available to participate in this program and hundreds of students eligible. You need to work hard to secure a job in a timely fashion if you hope to participate. You must work a minimum of 8 hours per week to participate in the CBWS Program. You may work up to 20 hours per week during the times that Regis is in session. You do not have to work over fall, winter or spring break, but you may choose to do so and are eligible to work 40 hours per week during these times. Work with your site supervisor to determine your schedule during the breaks. You cannot continue your work into the summer months. You are the one who is ultimately responsible for keeping count of the amount of money that you earn and ensuring that you do not work in excess of the amount of Work Study money you’ve been awarded. Determine in advance how you will spread your hours over the course of the year to align with your scholarship money. Figure your hours properly; your organization will depend upon you once you’ve started working for them. A chart has been included in the packet. You can use this to keep track of your earnings. You must commit to an organization for the full year. Your organization is your employer, and if you have issues, you need to try to work them out with your supervisor at your site. Should you choose to leave a job, you are expected to give at least two weeks notice. Please note that it is a privilege and not a right to participate in the CBWS program. Agency supervisors ultimately determine if they think you’d be a good match for the organization or not and also have the right to dismiss you for any reason (barring discrimination). The CBWS Director also determines whether you’re an appropriate fit for work in the community in Regis’ name. As this is a Federal Program, there is a very strict division between church and state. Regardless of the organization you are working for, you may not practice religious proselytizing, care for church property, or become involved in partisan politics. Your agencies are aware of this, and should not ask you to participate in such activities. Your site supervisor will be asked to complete an evaluation of your work before the close of the fall semester. An example of the evaluation form is enclosed in this booklet. We will also ask that you provide us with formal feedback about your experience working at your organization at the close of the fall semester. Please feel free to come see Clare Felletter at any time regarding your Community Based Work Study experience. Clare can be reached at 303.458.3550 or at firstname.lastname@example.org or in Main Hall 214. You must submit timesheets every two weeks to the Center for Service Learning in order to be paid. Please note that this process has two steps: first, emailing your completed hours to your site supervisor for approval and then submitting an additional electronic copy via WebAdvisor. STEP ONE: In order to be paid, you must first submit an email timesheet to your site supervisor listing your completed hours for the two week period with a brief description of their daily tasks for approval (example on pg. 16 in Student CBWS Handbook). In order to approve the hours, site supervisors will then be responsible for forwarding the email to email@example.com with the student employee Cc’d on the email, noting if the hours are approved or not approved. These timesheets must be submitted by the date listed on the Student Payroll Schedule, (always due on a FRIDAY, see pg. 9 in Student CBWS Handbook) for the period listed if you want to be paid for your time worked. Timesheets should be approved by supervisors and submitted to the firstname.lastname@example.org account by 4 p.m. on the appropriate Fridays. Timesheets submitted directly to the CBWS account without supervisor approval will be considered invalid and will not be approved. You are responsible for submitting your timesheet in a timely manner so your supervisor can approve it no later than 4 p.m. on Fridays. Late timesheets will push your paycheck back by two weeks. Take note of the Student Payroll Schedule (pg. 9 in Student CBWS Handbook). This will list the pay periods, dates that timesheets are due, and the pay dates for the 2017-2018 academic year. STEP TWO: You must submit your email timesheet to your supervisor for approval BEFORE you complete your online WebAdvisor timesheet. Timesheets submitted only on WebAdvisor without an approved email timesheet from a supervisor to verify them will NOT be approved. You have until 11:59pm on Friday after you turn in your paper timesheet to complete your online timesheet. How to log your hours online in WebAdvisor: Log into webadvisor.regis.edu Enter the Employees menu Enter Time Entry Check the box for the CBWS position Enter in your time in terms of hours worked and click Submit. You can enter on a daily, weekly, or bi-weekly basis as long as it is submitted before the pay period is over. When all time has been entered and is ready to be submitted to your supervisor, click the box next to the statement: “Checking this box becomes your electronic signature acknowledging your submitted time as accurate and ready for supervisor approval.” Note: The Time Entry Status of “Not Complete” means that it has not been submitted to your supervisor. Time should only be submitted to your supervisor when all time worked for that period has been entered. An email will automatically be sent to your supervisor letting them know you have submitted a timecard. Your Time Entry Status is now complete. PLEASE NOTE: You must be using Internet Explorer version 9 or Firefox. If you need instructions on how to install a newer version of your web browser, please contact the ITS Help Desk at ext. 4050. On payday, pick up your paycheck at the Cashier’s Office in the basement of Main Hall or work with the Cashier’s office to have your check directly deposited into your bank account. Please contact Shirley Archuleta (Payroll Specialist, at 303-458-4369 or email@example.com) if you have any questions regarding how to log your hours online or regarding the amount you’ve been paid. Do not let timesheets pile up. Each period in which you work you should complete and submit timesheets both via email and online using WebAdvisor. Late timesheets create an administrative nightmare for three separate offices at Regis. Please be considerate and submit your timesheets on time. Multiple late timesheets will be grounds for termination! Please turn them in on time.