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With Liberty And Justice For All

CETL Research, Scholarly Support (formerly OSRSA)

Welcome to the CETL Research Landing Page

Life University is dedicated to creating an environment and providing services that support research, scholarship and innovation across all departments, disciplines and program offerings at the institution. These activities are centrally coordinated through the Center for Engaged Teaching and Learning (CETL), an administrative unit reporting to the institution’s Chief Academic Officer.

The CETL administers programs, compiles data, and provides pre- and post-award support to faculty, students and staff to advance the university’s research agenda as well as departmental priorities and individual plans for growth. Major programs managed by the CETL include:

FUNDED PROJECTS

This signature effort provides internal grant awards to support small-scale faculty-, staff- and student-led research and scholarly projects. It might be funding to test and evaluate neuro-based techniques in concussive research, complete an extended literature review on cultural competency and chiropractic education, or support collaboration between a team of investigators in nutrition and biopsychology to explore how mindfulness might influence healthy eating habits. CETL issues a call for applications each quarter, which are due by 5:00. p.m. on Monday, Week 3. Funded Projects applications are peer-reviewed by the Research Advisory Council. Click here to access the rubric by which all Funded Projects applications are judged. Final award decisions are made by the Chief Academic Officer in consultation with the Director and applicants are notified of the outcome Week 8.

For sample applications, please access the following links: CGUS Sample, COC Sample 1, and COC Sample 2.

To apply for a funded project, please complete the following steps:

Step 1: Complete the Project Overview.
Step 2: Complete the Funded Projects Application (Please note: you will attach the project overview to the application, so you must complete it before beginning the Funded Projects Application).
Step 3: Once your project is accepted, please access the following two videos to learn more about the reimbursement process for your materials: Part One and Part Two.

RISE SCHOLARSHIPS

Life University recognizes that students must be introduced to and supported to engage in research and related activities early and throughout their matriculation at the university. This activity is critical to producing the next generation of researchers and thought leaders. Toward that end, the Research, Innovation, Service and Education — RISE — Scholarships provide opportunities for full-time equivalent students to compete for scholarship funding while working under the mentorship of a Life University faculty or staff advisor on research or other evidence-based education, service, entrepreneurial or creative project. Scholarship slots are equally divided between the College of Chiropractic and the College of Graduate and Undergraduate Studies. Pending satisfactory progress, scholarships are renewable each quarter and recipients have the funds — $2250 — applied toward their tuition. RISE scholarship applications are due by 5:00 p.m. on Monday, Week 7. Click these links to download Eligibility Guideline, Applications and Rubrics for new and renewing applicants.

Before applying, please fill out this project overview for new RISE applicants. For renewing applications for students, please fill out the project overview for renewal. Once completed, please follow the instructions for the appropriate application below and attach the completed overview accordingly.

STUDENT TRAVEL

To be eligible for a CETL Student Travel Award, students must be accepted to make a presentation of a poster, paper, workshop, or creative work at a conference, symposium, or other gathering recognized by a professional association conducting work in or related to the field of study. Students pursuing travel award funding must work with a Life University faculty or staff member who will agree to serve as a mentor, which includes providing guidance and feedback to the student (or team of students) during the ideation, planning and preparation process. Travel awards cover up to 80% of registration, travel, lodging and per diem costs up to $1,600 per year, regardless of the number of events attended. Applications are reviewed by the Research Advisory Council and are due on a rolling basis, 45 days prior to travel.

 

RESEARCH, SCHOLARLY, CREATIVE WORKS AWARDS

This annual program advances LIFE’s ongoing commitment to developing, acknowledging and rewarding excellence in the broad range of research and scholarship being carried out on campus and in collaboration with other investigators locally, nationally and in other countries. Administered by the Center for Engaged Teaching and Learning (CETL), the Research, Scholarly, Creative Works program is open to faculty and staff at all ranks and from all departments and programs. Calls for applications are made annually, and projects being considered must have been published or presented no more than one year prior to submitting the application. Applications are peer-reviewed by the RSCW Awards Committee and ranked as exceptional, exemplary, or commendable based on degree of quality, degree of effort, timeliness of effort and importance to the mission of Life University. Awards can range from $500 to $2,500.

PROFESSIONAL DEVELOPMENT GRANTS

Through CETL Professional Development Grants (formerly known as CETL Travel Grants), LIFE University provides up to 100% funding for faculty and staff to engage in:

  • scholarly activities (presentations) relevant to LIFE University’s mission
  • professional development opportunities (attending conferences) that advance instructional goals and impact student learning.

For more information, please visit the eCenter in CETL.

The CETL is located in the Learning Resource Center. Please feel free to stop by, schedule an appointment, or send an email to CETL@LIFE.edu. We look forward to hearing from you.

RESEARCH TRACK

The future of the profession rests with every new generation of chiropractors. In an ongoing contribution to the growth and development of the next generation of chiropractic researchers and practitioner-scientists, the College of Chiropractic is committed to supporting those students who have a desire to nurture their knowledge and skill in this very vital area of professional growth.

Within the graduation requirements for the Doctor of Chiropractic degree, there is an opportunity for self-motivated and self-directed students who are interested in completing a research project while completing their DC degree. This is done by completing “Research Track” academic requirements (also known as RT or “the Track”).

RT students are exempted from a few classes and are allowed to complete others through independent study (see more details below.) They actively participate in research and are occasionally called on the participate in research-related activities on behalf of the University. To graduate from the Track, they complete a chapter-based thesis, which follows the typical format of a manuscript intended for a peer-reviewed journal. They graduate with acknowledgement of their work noted on transcripts and during the graduation ceremony.

Positions in the RT are highly competitive. For a limited number of these positions, there are tuition scholarships available. Note that admission into the Research Track does not guarantee a tuition scholarship, as these are granted based on funding availability at the time. Involvement in the Research Track is intended to include multiple phases of a project, including:

  • Further development of study design and literature search (note that a certain amount of design and search is necessary to produce a competitive application to the Track).
  • Data collection and analysis: the actual conduct of research and the “number-crunching” that follows
  • Manuscript preparation, submission to a conference or journal, and the peer-review process
  • Conference presentation (note that conference travel costs may be partially funded by the university but require a separate application process)
  • Journal publication
  • Students can develop their own research studies or work on a new or existing study with a Life University faculty or staff member, or even a field doctor.

For additional information, you may contact one of the current Research Track advisors, Dr. Brent Russell (BRussell@LIFE.edu) or Dr. Christie Kwon (Christie.Kwon@LIFE.edu).

Programs
Life University offers an array of opportunities for students to become engaged in the research process. From developing your own research project to simply being engaged on an ambient level, there is an opportunity that can fit your time and interest level.

INSTITUTIONAL REVIEW BOARD

The Life University Institutional Review Board (IRB) has the responsibility to oversee and review all research studies in which humans will be involved. For IRB documentation and procedures, please enroll in our Blackboard site: Institutional Review Board. For specific questions or for additional information, please contact our IRB Chairperson Dr. Brent Russell at IRB@LIFE.edu.

RESEARCH ADVISORY COUNCIL

Life University’s Center for Engaged Teaching & Learning receives support and advisement from a nine-member, cross-campus committee that serves to develop and support research policy, review and recommend research scholarships and provide oversight for the Funded Projects budget, which serves to support new and existing research initiatives with base-level research grants.

Faces of LIFE – Student Ambassadors

Why I Chose LIFE, Student Ambassadors

Living Life at Life U Podcast, Student Ambassadors

My 1st Quarter, Student Ambassadors

Sherybel Berrios-Ramos

Sherybel Berrios-Ramos

What has been your most memorable quarter at Life U? My experience in Life University has been nothing short of amazing. There are a lot of things that I cherish from all my time here on campus…

Read more…

Christian M. Figueroa Hidalgo

Christian M. Figueroa Hidalgo

10th quarter DC student from San Juan, Puerto Rico. What has been your most memorable quarter at Life U? My most memorable quarter has been 10th quarter. I started serving at the Outpatient…

Read more…

Sarai Camacho

Sarai Camacho

My advice for new students would be to dive deep. What I mean by that…

Read more…

Cortney Blake

Cortney Blake

I honestly never got to see Life University campus before I came here. It was a really quick turnaround for me. I was wanting to go to medical school originally but then when Covid19 hit,

Read more…

Menika Brady

New student Menika Brady
Menika Brady

What we are meant to do is always going to be so much bigger than us, so stay focused on that bigger picture. It’s less about myself and more about how I can serve others. When we do that, the…

Read more…

 

 
 

Faces of LIFE, Student Ambassadors

Veronica Garcia Chapparo, D.C.

Dr. Véronica Andrea Garcia Chaparro graduated with a bachelor’s degree from Life University (Life U) in the 2018 Spring Quarter and graduated from the Life U Doctor of Chiropractic Program in the 2019 Winter Quarter…

Read more…

 
DC Student  Catherine Clement
Catherine Clement

M.S in Positive Psychology – Coaching Psychology track graduate D.C. student. “The Problem Solver” Prior to attending Life University (Life U), Catherine Clement owned and operated Stabilize…

Read more…

DC student Sherybel Berrios Ramos
Sherybel Berrios Ramos

If you were to put a pin in a map that shows where all the students enrolled in Life U are from, the pins would dot all over as a colorful testament to our diverse campus culture. Many of those…

Read more…

 

Kyle Padilla
First Responder Turned Chiropractor and Lifelong Public Servant
D.C. student and Student Ambassador

Hands-on learning and a public servant mindset come naturally to Kyle Padilla. Padilla is a Doctor of Chiropractic student and Student Ambassador at Life University.

Read more…

Cheyanne Nance-Butler
Finding Your Path
DC Student, Student Ambassador

Community involvement and making a positive difference means a lot to Cheyanne Nance-Butler. From the beginning of her time here at Life U, she has strived to give back in excellence and out of abundance.

Read more…

DC Alumni Nicole McCarty
Dr. Nicole McCarty

Family is very important to Life University alumna Dr. Nicole McCarty. In addition to raising her toddler daughter, Dr. McCarty is a caregiver to her grandparents and her mother, who is in…

Read more…

 
DC Student Jesslian Rosa Rosado
Jesslian Rosa Rosado

“When I came to LIFE Leadership Weekend, the Student Ambassadors were a key thing for my decision to come here because seeing all of their stories and struggles, them still finding a way to be…

Read more…

DC student Amber Jackson
Amber Jackson

“I see my son who constantly talks about being under chiropractic care. I mean this 7-year-old understands some of the chiropractic principles,” she shared. “So, the ripple effect from what my…

Read more…

DC student Kjell Paris
Kjell Paris

Kjell Paris is a 12th quarter Doctor of Chiropractic Student at Life University. He is from Braunschweig, Germany and has a brother who is two and a half years younger who is also in the DC…

Read more…

DC Student Nick Shelby
Nick Shelby

For Nick Shelby, becoming a chiropractor is a family affair. Shelby’s father and uncle both graduated from Life University. Regardless of that history, Shelby made the decision to pursue the…

Read more…

Dr. Kevin Kinney, Life University DC graduate
Kevin Kinney, DC
A Mission of “Touch Healers”
Alumni: Doctor of Chiropractic

“Something really cool about Chiropractic is that you can personalize it however you want,” says Life University alumnus Dr. Kevin Kinney. After graduating in 2017, Kinney started a somewhat nontraditional practice since he knew that he did not want to “do the regular office thing.

Read more…

DC Student Patience Canty
Patience Canty
A Mission of “Touch Healers”
Student: Doctor of Chiropractic Program

From Greenville, South Carolina, Patience Canty is in both the Doctor of Chiropractic and Positive Psychology programs here at Life University.

Read more…

LIFE DC Student Xavier Ortiz Valle
Xavier Ortiz Valle
Showing Up To LIFE
Alumni: Doctor of Chiropractic

Xavier Ortiz Valle arrived in Georgia and Life University just five days after graduating from the University of Puerto Rico with an undergraduate degree in biology – a rather unassuming start, but amazing timing for this eighth quarter chiropractic student from Mayaguez, Puerto Rico.

Read more…

DC Alumni Britni Jordan
Britni Jordan
From Tumult to Triumph: Finding Your Purpose
Alumni: Doctor of Chiropractic

Britni Jordan has come a long way to get to Life University. Jordan is from Jacksonville, Florida, but it’s not the distance that she’s traveled, but the journey that she has taken to get here.

Read more…

LIFE DC Student Marleny Espinosa
Marleny Espinosa
Humble Beginnings
Alumni: Doctor of Chiropractic

“I want everyone to know that no matter how humble your beginnings are, you can do anything you want to.” Graduating later this year with a Doctor of Chiropractic degree, Marleny Espinosa is a prime example of this adage.

Read more…

LIFE DC Student JaGerrran Knight
JaGerran Knight
Answering The Call to LIFE
Student: Chiropractic

“When people reach out to you for help, you want to help them in the best way possible and give them the best advantages to thrive,” says JaGerran Knight.

Read more…

Life Nutrition Alumni Helen Diaz in a classroom kitchen
Helen Diaz
Passion and Purpose
Alumni: Dietetics

Now at Life University pursuing a Bachelor of Science degree in Dietetics, Hellen Diaz has come a long distance from her home of Cartagena, Colombia, by way of Fort Lauderdale, Florida. Graduating next quarter, Diaz plans to pursue a dietetics internship here at the University immediately afterward.

Read more…

headshot of Brittany McLain, student ambassador
Brittany McClain
Former Student Ambassador,
Doctor
Alumni: Doctor of Chiropractic

As a student ambassador at Life University (LIFE), Brittany McClain has to be ready for anything. Part of her responsibilities include conducting campus tours for prospective students, as well as facilitating graduation. She never knows whom she’ll run into, and her tour groups expect her to set the tone for the day, whether it rains or shines. “Being a student ambassador really helps you to grow in your leadership skills and communicate better with people,” she says. “We never know who we’re going to meet, and we have to be able to relate to them regardless of where they are in life. And we want them to enjoy their time here!”

Getting involved on campus has also been a major factor in McClain’s success and happiness at Life University. She takes advantage of every opportunity to learn, and has enjoyed her two years as a student ambassador, a team she calls “even more close-knit than your classmates.”

Read more…

headshot of Samantha March-Howard, past student ambassador
Dr. Samantha March-Howard
In Honor of Family
Alumna: Doctor of Chiropractic
August 2015
Former Student Ambassador

Dr. March-Howard graduated from LIFE in December 2014 and cites being a student ambassador as her most transformative experience while on campus. When she visited LIFE campus during LIFE Leadership Weekend, the student ambassadors made a huge impact on her: “I saw what they were able to do and that they loved what they did, and I saw myself being able to do the same.”

Read more…

picture of ShaCarolyn Halyard
ShaCarolyn Halyard
Living in Integrity
Alumni: Master’s of Science in Positive Psychology – Coaching Track
July 2015

“Dr. Lisa Rubin, my advisor for the Student Ambassadors, saw something in me way before I did,”

Headshot of Dr. Nico Staples
Dr. Nico Staples
Who You Really Are
Alumnus: Doctor of Chiropractic, Class of 2014
Past Student Ambassador

Read article

Headshot of student ambassador Andres Julia
Andrés Juliá
Bringing Chiropractic to Puerto Rico
Alumni: Doctor of Chiropractic
June 2015
Former Student Ambassador
Read article.

Student Ambassador Awards

Student Ambassador Awards


Student Ambassador: Xavier Ortiz
Competition: Talk the Tic: Spanish edition
Date: April 2018
Student Ambassador: Student Ambassadors
Competition: Student Leadership Awards
Date: May 2018
Award: Student Organization of the Year
Student Ambassador: Student Ambassadors
Competition: Student Leadership Awards
Date: May 2017
Award: Member Development and Education Award
Student Ambassador: Student Ambassadors
Competition: Student Leadership Awards
Date: May 2016
Award: Student Organization of the Year
Student Ambassador: Student Ambassadors
Competition: Student Leadership Awards
Date: May 2013
Award: Member Development and Education Award

DCP Completion Rates

Today’s Conversations on Leadership

Today’s Conversations on
Leadership

Today’s Conversations on Leadership (TCL) is an online magazine aimed at the chiropractic profession that addresses the questions and issues of the day. Visit it regularly for video interviews, podcasts and articles about subjects that interest you. Leading figures from the chiropractic world regularly contribute to discuss, debate and explore proposed legislation, movements and healthcare policies and discoveries that can affect us all personally and professionally.

University Initiatives

Mission and Values

University Leadership

Supervisor Hiring and Management Guide For Student Workers

Supervisor Hiring and Management Guide For Student Workers

     

  1. INTRODUCTION
  2. POSTING-REMOVING AVAILABLE POSITIONS
  3. HIRING NEW STUDENT WORKERS
  4. DEPARTMENTAL ORIENTATION
  5. PROCESS AND PROCEDURES
  6. TIME/ATTENDANCE/a>
  7. VIOLATIONS
  8. TERMINATIONS
  9. WARNINGS AND PENALTIES
  10. TIPS TO HAVING A SUCCESSFUL WORK STUDY TEAM
  11. WORK-STUDY AND PART-TIME STUDENT HIRING PROCESS-OUTLINE
  12. FORMS

Introduction

What is Work-study?

The Federal Work-Study (FWS) is a program that provides funds for part time employment to help students who need help in financing the costs of postsecondary education. Since the position is Federally funded, it requires proof of funding. Each student awarded funding is provided an “Award Letter” that must be presented at the time of interview to the manager and employment to Human Resources (HR). Prior to each quarter, the student MUST present a renewal award letter that shows a continued Federal Work-Study funds award. Departments must have a work study budget that is managed by the Department Head.

What is A Student Worker, Part-Time?

Student Workers are part-time workers who are funded by general funds that come directly from the departmental budget. To hire a Student Worker, you must have funds allocated for student workers within the budget and manage it effectively.

NOTE:  The two budgets are from different fund accounts and cannot intermingle.     

Acronyms:

  • FWS – Federal Work-Study – Students awarded federal funds by Financial Aid
  • STU – Student workers whose pay is funded by departmental funding
  • PSF – Payroll Status Form
  • JD – Job Description
  • SE – HR Coordinator- Student Employment HR Coordinator

 

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Posting-Removing Available Positions

  1. Supervisors should submit to the Talent Acquisition Specialist a Requisition Request Form and Job Summary when requesting a job posting.
    1. If the position will have multiple hires, please indicate such on the ADP Request form.
  2. The Talent Acquisition Specialist will notify the Hiring Manager once the request has been submitted.
  3. Once the position has been approved, the Talent Acquisition Specialist will notify the Hiring Manager that the position has been approved and posted.
  4. The position will be posted on LIFE.edu once the requisition has been approved.
  5. Email the Talent Acquisition Specialist if you would like the position removed from the LIFE website once the position has been filled.

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Hiring New STUDENT WORKERS

 All available student worker positions are posted on LIFE.edu

Supervisors should refer all interested students to the website and provide a copy of the outline on “How to Apply for Student Positions” to the student, which can be found in the forms section of this page. This will ensure they are given the proper instruction on how to apply for a student position.

Guidelines apply to all (FWS and STU) unless specifically stated:

  • All student workers must be actively enrolled and registered for classes.
  • The student applicants are sent directly through ADP upon submission to the Hiring Manager for review.
  • It is the responsibility of the supervisor to call and interview the applicants.
  • Best Practices – Supervisors should call applicants within 24 hours of receiving the application.
  • FWS Only:  During the interview process, candidates applying for a Work-Study position must present a current (dated within the current week) award letter to confirm WS funding.
  • Note: Upon hire, the supervisor should retain a copy of the student’s award letter, class schedule and job description for future reference. HR will maintain the original documents in the official employee file.
  • All student applicants should provide a class schedule to the hiring manager during the interview process.
  • REMINDER: During the interview process, it is important to review the job description and essential job duties to ensure the student understands the expectations of the job.
  • If the supervisor would like to hire the applicant:
  • The supervisor must confirm WS funding during the time of interview by receiving an award letter from the student.
  • Supervisors must submit the New Hire Payroll Status Form in DocuSign to initiate the hire.
  • Supervisors should contact the non-chosen applicants who were interviewed to inform them another candidate has been selected. Supervisors may refer applicants back to the HR Employment site and encourage them to apply for another posted student position.
  • Upon receipt of the New Hire Payroll Status Form, HR will confirm active status of the student and available funding for Work-Study candidates.
  • Once New Hire Payroll Status Form has been approved, an email which includes the new hire forms as well as information on how to initiate drug/background screening will be sent to the student’s Life University email account. Supervisors are included on all communications with students.
  • The student should complete the forms and contact HR to schedule an appointment with the HR Coordinator to complete the on-boarding process.
  • PLEASE NOTE: Students will now be allowed to complete their new hire paperwork with HR and be cleared to work PRIOR to drug screen completion. However, the student has 10 days to complete the screening once employed.
  • Once the paperwork has been processed and deemed satisfactory, the supervisor and student will receive an email from HR indicating they have been cleared to work according to the effective date listed on the email.
  • Drug screenings are required as part of the on-boarding process and will be initiated by the HR Coordinator for all student applicants. Please encourage students to complete this process as soon as possible to expedite the on-boarding process.
  • It is the supervisor’s responsibility to ensure the student worker completes his/her drug screen within 10 days or the student will be TERMINATED.
  • FWS Only – Community Service: If the applicant is being hired for a community service position, a drug screening, criminal background check, and if the position requires any interactions with children, a sex offender registry check will be initiated by HR. All background checks and drug screens are completed via ADP.
  • Once the drug screen has cleared, an email that includes the new hire forms will be sent to the student’s Life University email account. Supervisors are included on all communications with students.
  • The student should complete the forms and contact HR to schedule an appointment with the HR Coordinator to complete the on-boarding process.
  • Once everything (paperwork, drug screen and background check) has been processed and deemed satisfactory, the supervisor and student will receive an email from HR indicating they have been cleared to work according to the effective date listed on the email.
  • It is the supervisor’s responsibility to notify the student worker of the report to work date.
  • STUDENTS MAY NOT WORK UNTIL THE SUPERVISOR RECEIVES CLEARANCE FROM HR!
  • Supervisors must notify the Talent Acquisition Specialist in HR once the position has been filled and to have the posting removed.
  • The position will remain posted on the HR website, and students will continue to be referred to the hiring supervisor until we receive notification to remove the posting.

 

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Departmental Orientation

  • New student workers will require guidance and training while transitioning into their new role and department.
  • The supervisor must review the job description with the student worker.
  • Once the job description has been reviewed and signed by both the supervisor and student, scan a copy to HR. Please make sure the student’s name is printed legibly at the top of the job description to ensure correct filing.
  • Once hired, the supervisor has five days to scan or send in interoffice mail the signed job description to HR. Example: If the student was hired March 1 the job description must be scanned to HR no later than March 6.
  • Supervisors are required to train each student on documenting and submitting time worked. The student’s ADP registration codes are emailed to their University email once hired.
  • The supervisor is responsible for ensuring the student worker is performing his or her position.
  • Suggestion: create a checklist of items needed for the student to perform his or her position.
  • The checklist may consist of what the student will be trained on, their work schedule and budgeting their award balance. It may also consist of where the student will sit, park and how to complete their time sheets.

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Process and Procedures

  • FWS Only:  There is no longer a Departmental FWS budget meaning that there is not a cap on the amount of FWS students that you can employ in your department.
  • However, supervisors must manage the individual student’s work study funds.
  • Utilizing the FWS Budget Spreadsheet will help department heads keep track of funds usage. An example of this spreadsheet is featured at the end of this guide. Please contact HR if you do not have a copy of this spreadsheet.

Each fiscal year, the Financial Aid Department awards specific financial aid recipients with Work-Study funds for the entire fiscal year. The funds are awarded to students based on a needs analysis and other financial aid factors. The award amount should appear in the award letter indicating funds for the entire fiscal year broken down by the quarter. If you require more information about the award process, contact Financial Aid.

  • NOTE: FWS Only: After each pay period, supervisors who employ Work-Study students will receive a courtesy email notification of their students’ earnings who have less than $400 remaining in the quarter. The email will not have the current week’s usage, so it is

imperative to use this as a checker to balance what you have computed with your own spreadsheet!

  • Department heads will be copied.
  • This report comes from Financial Aid, so any questions should be directed to them.
  • If you intend to allow the student to deplete their balance for the quarter, please reply to the email from HR stating you are allowing the student to deplete their funds for the quarter and that you and the student understand an overage will not occur.
    • Overages are not allowed; the amount of any overage is charged to the department’s normal operating budget.
  • Each department is responsible for creating and implementing departmental rules. Make sure there is a balance and remember that since they are student workers, school is the priority. Student workers cannot work more than 25 hours in a week!! Supervisors and students are responsible for the integrity of the hours represented on each timesheet that is approved. Supervisors must ensure the student worker complies. 
  •  Student workers must always have supervision. If you are not available to supervise, be sure to designate a responsible staff member to assist during your absence. STUDENTS MAY NOT BE IN A SUPERVISORY ROLE! Students should have a staff member who will be able to articulate what is expected of them, answer questions and verify hours worked
  • An on-site supervisor must be available for questions and directions. They must also be able to verify and approve the hours students have worked. Students may not make departmental decisions such as budgeting, for example. In most cases, the student worker is hired to assist and provide support to the staff.
  • FWS Only: Supervisors should ensure the student is not working during any scheduled class time! Allowing a student to work while the student should be attending class is a direct violation of federal requirements, which makes it imperative to obtain a class schedule prior to working.
  • FWS Only: Work-Study students must not go over their award balance! Supervisors must ensure the student worker complies.
    • The Work-Study spreadsheet is not mandatory, but it is a helpful tool in tracking the budget and hours for each student.
  • Students can have two WS positions per quarter as long as the secondary WS position is Ripple Effect Community Service. This is inclusive of federal work study and student worker employment..
    • There is an exception for positions paid from an alternate source, such as Wellness Personal Trainer, SSC Note-Taker, etc.
  • FWS Only: Supervisors are responsible for obtaining a current award letter from the student worker each quarter before allowing them to work. The student may retrieve their award letter from their EagleNet account. Students who have not been awarded Work-Study funds may not work in a Work-Study position!
    • Students who are interested in working, but do not have Work-Study funds awarded to them, must go to Financial Aid to determine if Work-Study funds can be awarded.
    • Students who have changes (decrease or increase) to their award amount must submit a new award letter to the supervisor.
      • If the student has a change in their award balance, you can email the HR Coordinator as an FYI.

DO NOT ALLOW STUDENTS TO WORK UNTIL THEY HAVE BEEN HIRED AND RECEIVED CLEARANCE FROM HR!

  • Once the student has received clearance from HR to work, they may start work on the official date of hire indicated in the email to the supervisor. All clearances will be sent via email. 
  • Students must be enrolled in school and registered for classes to participate in the Student Worker program.

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Time/Attendance

  • It is the responsibility of the supervisor to train student workers on submitting their time via ADP prior to timecard approval day.
    • Suggestion: Have student workers enter hours each working day to keep an accurate record of hours worked and to avoid trying to locate students to input hours at the time of payroll.
    • Have a sign-in/sign-out book or timesheets for auditing to ensure hours are accurately being tracked and submitted.
  • Supervisors should designate an alternate supervisor to delegate the authorization of timesheets and management of student workers in their absence. Keep alternates updated with your current student roster if an emergency occurs.
  • IMPORTANT! Supervisors should mandate a timecard deadline for student workers to review and approve timecards each payroll Monday. The supervisor must ensure each student worker is aware of the timecard cutoff and consequences (see Warning and Penalties) associated with not adhering to the deadline.
    • The normal cutoff for all time card submissions by students for the week is by 3:00 p.m. each Friday.

 

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VIOLATIONS

  • Federal Work-Study Program IS NOT A SUBSTITUTE for staff personnel!
    • It is against the FWS policy to employ a student worker in place of staff personnel.
      • Example: Instead of hiring a full-time staff employee to assist with office tasks, the supervisor decides to hire three Work-Study students to perform the same tasks that would normally amount to a full-time staff position. This would be considered a VIOLATION of the FWS policy, and the University could lose all federal funding.
  • Students may not work at unauthorized locations or travel to unapproved destinations for Work-Study tasks.
  • Supervisors who allow students to drive company vehicles such as cars, vans or golf carts must have the student register with the Facilities Management Department.
  • All student positions are working positions; students must perform tasks during their scheduled work time as outlined in their job description.
  • Job descriptions and wage adjustments must be approved by HR. Any changes or corrections to the job description or wage must also be approved by HR.

 

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Terminations

  • Supervisors must ensure terminations are submitted via DocuSign once a student has graduated, withdrawn, transferred or disenrolled. Students who are no longer active at the University must be terminated.
  • Students who have not worked an entire quarter must be terminated.
  • “No show, no call” for a week can result in a termination for the student.
  • Students who have depleted Work-Study funds must stop working! If the student obtains an increase in Work-Study funds, they must provide the supervisor with a new award letter indicating the funds awarded. HR should receive a copy of the new award letter.

 

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Warnings and Penalties

  • Supervisors should ensure all entries in ADP are signed off no later than 5:00 p.m. on Mondays during payroll week. NO EXCEPTIONS!
    • First late timesheet submission: a warning is issued.
    • Second late timesheet submission: the department may lose all Work-Study privileges.
    • Payroll will notify HR of any occurrences.
  • Once supervisors have been notified by HR that a student should discontinue working, and the student continues to work past the warning, this will result in a possible loss of Work-Study students for the entire department.
    • First notification: a warning is issued.
    • Second notification: the department may lose all Work-Study privileges.
  • Supervisors should not allow students to work or submit more than 20 hours in a work week.
    • First notification: a warning is issued.
    • Second notification: the department may lose all Work-Study privileges.
    • Payroll will notify HR of any occurrences.
  • Supervisors should not allow students to work before they have been cleared by HR.
    • First notification: a warning is issued.
    • Second notification: the department may lose all Work-Study privileges.
  • All penalties are inclusive for the entire year and will last for the remainder of the fiscal year (Summer-Spring).

Example: In the Fall Quarter, the supervisor allows a student to work before he/she has been cleared by HR, and in the spring quarter, the supervisor allows another student to work more than 20 hours in a week. Because the supervisor had two occurrences that happened within the same year, the department may lose all Work-Study privileges for the remainder of the entire fiscal year.

FWS ONLY:

  • Supervisors who allow students to go over their award limit:
    • All overages will be assessed to the department’s budget.
      • Overages will be assessed at the end of each quarter or the beginning of the upcoming quarter (in between the break).
    • Financial Aid will notify HR of any occurrences.
    • Department heads will be notified.
  • Supervisors who allow federal Work-Study students to work without Work-Study funds or obtaining an award letter:
    • All balances will be assessed to the department’s budget.
      • Overages will be assessed at the end of each quarter or the beginning of the upcoming quarter (in between the break).
    • Financial Aid will notify HR of any occurrences.
    • Department heads will be notified.
  • BLACK-OUT PERIOD: FWS and STU are not allowed to work during the last two weeks of the Spring Quarter in preparation for the new fiscal year starting in July. They are also not allowed to work during the December Winter Break when the University is closed.
    • There is an exception for those approved to work in the Wellness Center and in Enrollment Services.
    • There may be exceptions for those being paid by alternate funds, such as Personal Trainer, Research Assistant, etc.
  • Please be sure to read all emails and memos sent by HR regarding student workers.

Penalties associated with the Work-Study program are enforced to ensure Life University is compliant with all federally mandated regulations and to afford all eligible students the opportunity to earn extra income while obtaining valuable work experience.

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Tips to having a successful work-study team

  1. Create your departmental guide or checklist.
  2. Review the job description with the student.
  3. Start an orientation for new workers.
    1. Review the student’s class schedule to ensure it does not conflict with their work schedule.
    2. Where they will sit.
    3. Dress/attire.
    4. Day-to-day position functions.
    5. Work-Study funds.
    6. Deadlines (EMPHASIZE)!!!
      1. Train on entering time into ADP daily.
      2. Train students to properly record sign-in/sign-out times.
  • Provide deadline time to have hours entered in ADP by payroll Monday.
  1. Phone etiquette.
  2. Absenteeism/Tardiness/”No Show, No Call”.
  3. How many times is this acceptable to your department?
  4. Are there any penalties for not following the rules?
  5. Optional – Confidentiality Agreement: Not all positions require that the student sign a confidentiality agreement; however, if this is a requirement of the position, be sure it is signed and included in the file. If you have any questions regarding a confidentiality agreement, please do not hesitate to reach out to HR.
  6. Optional – Driving Agreement: If the student will be operating a Life University vehicle, they will require prior approval through Facilities Management. Please contact the Manager of Operations in Facilities Management to obtain the approval documents. Print a copy of the document and provide a copy to the student.

Remember: These are Work-Study students! Be patient, as we sometimes must train and educate students on proper ways to conduct themselves in a place of business. Their first obligation is their school work, but they are also employed in a wage-paying position.

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WORK-STUDY AND PART-TIME HIRING PROCESS

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FORMS

 
REQUISITION REQUEST FORM
 
ADP JOB SUMMARY
 
HOW TO APPLY FOR STUDENT POSITIONS
 
WORK STUDY BUDGET SPREADSHEET EXAMPLE