FAQ

Student Employment

Federal Work Study Program Online

Q&A


	Accessing the Online System
	Job Description Creating New Job
	Approver
	Assignment Page-Under Construction
	Student Issues
	Job Postings
	RUID
	Payroll
	Student Job Search

Accessing the Online System

How do I get shared access?
	Your department must authorize you for Shared Access. A staff member who has registered to the online system will give you an email address and password. You will log in as a registered user.


If one person is logged in and reviewing a job description, can someone use the same log-in information at the same time?
	Yes. Multiple users can log in at the same time using the same log-in information.


Can you only create one ID and password for each account number?
	No. All staff members who submit job description forms or approve job descriptions for your department may create an ID and password for the same account number.


Can you change your password once you’ve established one?
	Yes. Log on to the system. Select "Edit Registration"* from the menu on upper left of screen. Make your changes. Click Update. Your change is complete.*


What do you mean by “department account code”?
	This is your work study account number. It is printed on all student EAFs and it is the account number you use for your work study payroll.


Do I need to give out the FWSP account number to everyone in my department who fills out a job description form?
	That may not be necessary. Work study account numbers appear on all documents and records issued for work study students. It is also the account number used for the work study payroll.

Does it matter which browser I use?
	No. But for best performance, Internet Explorer is recommended.

Job Description-Creating New Jobs

Can you create more than one job, once you are logged in?
	Yes. Complete the first form, but do not logout. Select "Create New Jobs" from the menu on the upper left of the screen. Complete your next form. Repeat as needed. Log out when all forms have been completed.


Can more than one person in a department submit a job description with the same account number?
	Yes. More than one person in a department can use the same account number.


How do you file a job description form if your department has several office locations and account numbers?
	File a separate form for each office location and account number.


How do you indicate that the hours you need students to work are “flexible”?
	List your standard office hours. In brackets type (flexible).


Can you go in and revise a job description even for something minor, like the number of hours needed?
	Yes, you may revise the form as needed. Sign in and select "Review 08-09 Jobs." Select job the job you want to revise and make changes.


How will the SEO know that a revised job description has been sent?
	Your revised job description form will be received by the SEO as a Modified Job Description. New and modified forms will be reviewed daily.


If you prepare a document in Word, can you cut and paste the information and place it in the job description form?
	Yes. There is a 600 character limit for this field.

In the portion of the job description form where it asks for information on the department, can you put your RU website URL in as a live link?
	You can list the URL but the link will not be live.

Will there be a time limit on when you will accept job description forms?
	All job descriptions will be accepted. However, job descriptions must be received by March 21 for 2008-09 in order to meet the deadline for the upcoming year’s request for allocations. Forms received after that date will be considered for placements only if there are funds and eligible students available after filling jobs received on time.
Will you be willing to extend deadlines if anything happens to the server hosting the database?
	Yes.

How do you know who your approver is?
	Approvers are typically directors, deans and department chairs. Department Head, Chairperson or Director approval is required for assurance that assigned students will be properly supervised and will work in the position described on the Job Description Forms.

What do you advise for a situation where the approver has never been involved in signing off on job description forms?
	Inform the approver that their authorization is required on the JDF. You may also refer the approver to the SEO for assistance.

How does the authorizing person know that I’ve completed a job description form?
	The preparer must notify the approver that a job description has been filed and requires authorization.

Can the same person be both a preparer and an approver?
	Yes. There may be instances when they are same person. For instance, a dean, director or department chair may file and approve their own forms. In the majority of cases, however, the approver and preparer are not the same person.

If you are both a preparer and approver, at what point in the process do you identify yourself as preparer/approver?
	When you log into the system, you will be asked to select the option for the approver’s page or the preparer’s page.

Are the internal approval procedures for a department affected in any way by the introduction of the online system?
	Internal procedures should be determined by the department. The job description form has always required approval. Approval will now be done online rather than on paper.

Do the approver for TRS and the approver for the job description form need to be the same person?
	The TRS and job description forms are not related. Continue to process TRS as per university Payroll Office procedures.

Assignment Page-Under Construction for Improvements

Student Issues

What do you do if you no longer want a student to work for you and you’ve already submitted the job description form?
	Contact the Student Employment Office.

If you have a “no show” and therefore can’t inform that student that you don’t want him or her back, you can’t tell the student in person that you don’t want him back. Can you still put on your form that you don’t want him back?
	Yes.

Job Postings

If you prefer to receive a graduate student, will it take longer to fill the job?
	It may take longer in some instances. There are fewer graduate students than undergraduates and most jobs for graduate students require an interview.

Suppose we have very specific hours that we need to fill?
	Indicate the exact hours on the Job Hours section of the job description from.

Suppose we know of a student who hasn’t worked on FWS before? How can we let SEO know that we want him or her?
	Contact the SEO by email or phone to request a specific student.

RUID

Will RUID’s replace social security numbers for payroll?
	No. Social security numbers are still required for payroll documents.

If we don’t want a student to return but we don’t know his/her RUID, how can we list that person?
	Just list the student’s name.

Do we still need to see a student’s social security card?
	Yes. Payroll requirements and procedures will not change.

How do I know whether or not I have to put the student on payroll?
	The Payroll Status box will indicate if the student needs payroll forms or is already on payroll.

Student Job Search

How do students see the job information? Do they say that they want a specific job and get to go there or are they just assigned to the department through the SEO
	Students select jobs from a job list, or they may request to be placed in a particular department.

Can students request not to return to a job?
	Yes.