INSTRUCTIONS FOR REGISTRATION AND LOGIN 

Registration is required for access to the Federal Work Study Program (FSWP) Online System.  You need only register once.  To prevent unauthorized access to the system, and to ensure security for confidential student information, you will need to provide your NetID to complete the registration process.

New User: 

1. Select “New User” on the Department Login page, and proceed to Rutgers Central Authentication Service.
2. Enter your NetID and password, and log in.  You will be directed to the FSWP Online Registration page.
3. To register, enter your first and last name, and email address.  You will be prompted to create a password (which must be different than you NetID password), and to enter your four-digit work-study account number (Example:  8XXX).
4. After you click “Enter,” your registration will be complete; however, you must review your registration information for accuracy.
   1. If your registration information is correct, select “Create a New Job Description,” and proceed to a blank Job Description Form (JDF). 
   2. If your registration information is incorrect, select “Account Number Help,” and go to “Edit Registration.”  Make all necessary corrections, and click “Update,” and select “Create a New Job Description,” which is located in the upper left menu.  You will be directed to a blank JDF.

Registered User: 

1. Select “Registered User” on the Departmental Login page.
2. Type in the email address and password you used to register, and click “Enter.”

Approver: 

All Federal Work Study Job Description Forms (JDFs) require approver authorization.  Dean, Chairperson or Director approval is required to ensure that there is sufficient work available for assigned students, and ensure that assigned students will be properly supervised, and will work in the position described on the Job Description Forms. 

If you are not a registered approver, follow these instructions:   

1. Select “New User” on the department login page, and proceed to Rutgers Central Authentication Service.
2. Enter your NetID and password, and login.  You will be directed to the FSWP Online Registration page.
3. To register, enter your first and last name, and email address.  You will be prompted to create a password (which must be different than you NetID password), and to enter your four-digit work-study account number.  After you click “Enter,” you registration will be complete. 
4. You may choose to “Select All,” if you want to authorize all pending job descriptions, or you may approve each job description individually.
5. Log out when complete.

If you are a registered approver, follow these instructions: 

1. You may choose to “Select All,” if you want to authorize all pending job descriptions, or you may approve each job description individually.
2. Log out when complete.

       INSTRUCTIONS FOR RENEWING JOB DESCRIPTION FORMS FOR THE 2008-2009 ACADEMIC YEAR – NEW!

Have you previously submitted a Job Description Form(s) (JDF) in 2007-08 for the department in which you are currently employed?

•      If yes, you can use the Quick Renewal function.  Please read all of the instructions before proceeding. 

•       If no, use the “Create 08-09 Jobs” function in the menu on the left.  Please note that if you created a job description in a department other than the one in which you are currently employed, you must use “Create 08-09 Jobs” function in the menu on the left.     

Quick Renewal Instructions:

•      Once you click “Next” at the bottom of these instructions, you will see a list of last year’s 2007-08 JDFs.
   

•      Review all individual JDFs carefully.   Make the changes you need for each JDF for summer of 2008, and for the academic year 2008-09.  To delete a job, use the “delete” function to the right of the position.  To add a new job description, use “Create 08-09 Jobs” in menu at left. 
   

•      Complete all sections highlighted in yellow, and check them for accuracy, before you submit your JDF for approval. 
   

•      Add the names of students you do not want to be reassigned to your department in the appropriate section.  Please note that names from a prior year will not be carried forward.
   

•      Once you have completed all steps above, you must to notify the departmental approver, and request that your JDF be approved, in order for your form to be received by the Student Employment Office / Financial Aid.  All 2008-09 JDFs need to be approved by the person you have listed in the approver section, even if you are not making any changes to the form.  (If the approver has not registered to use the Student Employment data base, they must register using the standard registration procedure.)

       INSTRUCTIONS FOR CREATING NEW JOB DESCRIPTION FORMS 

You will need to complete numerous fields to complete each JDF.  These fields will provide the Student Employment Office (SEO) with pertinent information about all available work-study positions within your department, and facilitate the process of getting students seeking work-study positions to fill available positions within your department.  Below is clarification on how to complete these fields.

Department Information: 

Account Number – This is the six digit SEO account number, which starts with 53-, and is followed by a four digit number that begins with 8.  (Example:  53-8106).

Campus –Selected location from a drop-down menu.

Building and Room – List your exact location information in this area. 

Job Information: 

Job Title – Select the position title from the drop-down menu.  (This is a required field.)

Job Description – Provide information on work-study position duties.  (Note that you are limited to 600 characters here.)

Special Skills – List all required and preferred skills.  (Be specific about special technical, computer, lab and language skills.)

Graduate Student Needed – The default is set at “No” on this question, but you have the option to select “Yes” if your position requires a graduate student.

Graduate Student Preferred – The default is set at “No” on this question, but you have the option to select “Yes” if your position requires a graduate student. 

Job Hours:

List the hours available for work-study students to work.  You may list specific days and times of your standard office hours. 

Other Information: 

Briefly describe the work performed by your department – Describe the work performed by the department, not the work-study student’s job responsibilities.  You are limited to 300 characters. 

Student’s Supervisor’s Information: 

Provide the name and contact information for the student’s immediate supervisor. 

Contact Information: 

Provide the name and contact information student is required to report to initially, prior to being directed to their immediate supervisor.  (You need only complete this area if this information is different than that of the student’s immediate supervisor.) 

Interview Information: 

If your department requires an interview, provide the name and contact information for the person responsible for interviewing the work-study student. 

Approver Information: 

Provide the name and contact information for the FWSP Online System approver for your department.  (This person is generally the Dean, Chairperson or Director of your department.) 

After all sections are complete, click “Continue” to proceed to the next page. 

Assignment of Current Non-Graduating FWS Employees: 

All students who worked in the department for the academic year will be reassigned to your department if they are eligible for FWS funds, and if they wish to return.  List only the students who should not be reassigned to your department.  (List the student’s name, RUID and School Code.) 

Approval Required: 

All Job Description Forms require approval by the designated departmental approver.  Provide the contact information for your Dean, Chairperson or Director.  It is your responsibility to notify your approver that you have submitted a JDF, and that it requires his or her approval.  Your JDF will not be processed without your approver’s authorization. 

Click “Submit” to file your JDF. 

  INSTRUCTIONS FOR EDITING JOB DESCRIPTION FORMS 

You may make changes to your JDF by logging onto the FWSP Online System.  Follow these instructions to modify your current-year JDF: 

1.      Login as a registered user.  (Type the email address and password you used to register.)
2.      Click “Enter.”
3.      Select “Review/Revise” for the JDF you want to edit.
4.      Modify the JDF as you wish.
5.      Click “Update All Changes.” 

Please note that modified JDFs do not require additional approver authorization. 

  INSTRUCTIONS FOR SHARED ACCESS 

Shared access will allow staff members who do not file job description forms, and who are not registered to the online system, to access their department’s JDFs and assignment page.  Your department must authorize you for shared access.  To access the FWSP Online System, you will need the email address and password of a registered user in your department.  You do not need the registered user’s NetID.  Follow these instructions to gain shared access: 

1.      Go to the Departmental Login page.
2.      Select “Registered User.”
3.      Enter the user’s email address and password.
4.      Click “Enter.” 

  INSTRUCTIONS FOR LOST/FORGOTTEN PASSWORD 

If you have lost or forgotten your SEO Password, go to the “Department Login” page and click on “Forgot your Password.”  Enter your email address when prompted, and your password will be sent to you via email.  If you continue to experience problems with your password, please feel free to contact the SEO at 732-932-8817.      

  DEPARTMENTAL LOGIN