Student Employment Office PO Box 519; MS 1338, Prairie View, TX 77446 Phone: 936.261.1793 Fax: 936.261.1734 E-Mail: seo@pvamu.

edu Website: www.pvamu.edu/studentemployment

Student Employment Office 2013 2014 Rehire Packet

Students and supervisors must submit all forms listed below 5 BUSINESS DAYS PRIOR to your date of hire. This packet is required for students who have been previously processed for on campus employment through the Student Employment Office. Please type and print single sided only.

This packet is required for students who have been previously processed for on-campus employment through the Student Employment Office. Please print single sided only.

Steps for Rehires to secure employment

1. Search for jobs on the Student Employment website (pvamu.edu/studentemployment) 2. Print: a. Student Employment Application and fill it out b. Work-Study Award letter, showing breakdown for the year by semester (work-study students only) 3. Set-up interview with hiring department 4. Go to interview and bring the following documents with you: a. Student Employment Application b. Resume c. Work-Study Award letter overview (work-study students only) 5. Receive job offer 6. Complete Rehire Refresher Orientation online via the SEO website (annually every fall semester). 7. Turn in your completed packet to the Supervisor for review and certification. The hiring supervisor and creator of the EWR are responsible for ensuring the following documents are signed and attached (as individual items) to the created EWR, in order to process and hire the student worker. A. Job Offer Letter (signed by supervisor and student) B. Work Study Award (overview showing breakdown of the year by semester) The student is responsible for providing the following documents to the Student Employment Office after they have been reviewed and certified by the Supervisor. 1. 2. 3. 4. 5. 6. 7. Supervisors Certification Checklist (signed by supervisor) Student Employment Application Work Study Guidelines and Statement of Debt Form (signed by supervisor and student) Detailed Class Schedule (signed by supervisor and student) Student Work Schedule (signed by supervisor and student) Student Employment Statement of Student Responsibility (signed by supervisor and student) Refresher Orientation Results Page (fall semester only)

*** Students are not eligible to begin employment until the EWR has completed routing through the Budget Office. ***

Student Employment Office PO Box 519; MS 1338, Prairie View, TX 77446 Phone: 936.261.1793 Fax: 936.261.1734 E-Mail: seo@pvamu.edu Website: www.pvamu.edu/studentemployment

Student Employment Office

2013 2014 Supervisor Certification Checklist Requesting Student Workers
Student Employment positions will be posted for 10 days.
1. Advertise the vacant position Complete the PVAMU Student Employment Job Description Form and submit it to the Student Employment Office (SEO). This form is on the SEO website at: http://www.pvamu.edu/files/human_resources/docs/SEO%20Job%20Description.pdf Please list in detail the duties assigned to this position and estimate the number of hours per week represented by each duty. SEO will post student employment positions for a 10 day period; if you would like to re-post the position, you will need to notify the SEO via email. A position may be posted two times. 2. Identify potential students and schedule interviews 3. Make a job offer Complete the Student Employment Job Offer Letter by typing in the required information on page one of the letter. The letter can be found under Supervisor Forms on the SEO website at: http://www.pvamu.edu/pages/1949.asp The PVAMU hiring cycle allows hiring dates of the 1st and the 15th of each month. When making a job offer, please keep in mind the wage table requirements for each student classification. The Wage Table can be found at: http://www.pvamu.edu/files/human_resources/docs/Wage%20Table%20Recommended%20Chan ges%20for%20Fall%202011R.pdf 4. Review the students hiring paperwork and create/submit the EWR Review and certify all hiring paperwork; both the supervisors and the students signatures are needed on several forms. When reviewing the students class schedule and work schedule, initial the pages to indicate that there are no overlaps between the two schedules.

5. Review the Student Statement of Responsibilities Both the student and the supervisor will sign the form. A copy should be retained by the hiring department and the original included the hiring packet for the student to deliver to the SEO.
6. Monitor the students work study balance sheet each pay period The Work Study Balance Sheet must be completed by all Federal Work Study and Texas Work Study students and their supervisors. This form assists in tracking the students hours and earnings. Any money earned in excess of the award allocation will be charged back to the hiring department at 100%. The Balance Sheet can be found at: http://www.pvamu.edu/files/human_resources/docs/Work%20Study%20Balance%20Sheet.pdf 7. Evaluate the students performance Provide feedback on the students performance at the end of the employment. The Student Employment Performance Review Form can be found at: http://www.pvamu.edu/files/human_resources/docs/SEO%20Performance%20Review%20Form% 20Revised%208-1-2011.pdf

Supervisor Printed Name

Supervisor Signature

Date

Student Employment Office PO Box 519; MS 1338, Prairie View, TX 77446 Phone: 936.261.1793 Fax: 936.261.1734 E-Mail: seo@pvamu.edu Website: www.pvamu.edu/studentemployment

STUDENT EMPLOYMENT APPLICATION

(
This application must be filled out in detail. Failure to complete all sections or to sign the application will result in your application being returned for completion, causing a delay or possible disqualification. A resume may be attached but may not be substituted for a completed application.

(Please Type)
Job Code: Position:

PERSONAL INFORMATION
Last Name First Name M.I.
Primary Telephone Number: Cell/Other Telephone Number:

School ID

Mailing Address

PVAMU email address:

City Local Address

State

Zip

City

State

Zip

Classification: Freshman

Number of hours registered for this semester:

Sophomore Junior Senior Graduate

Expected Graduation Date: Have you ever been employed on campus?

Major: Are you presently legally authorized to work in the United States? Yes No

Yes No
If yes, please provide start date, department, and semester.

If you are a male between the ages of 18 and 25, do you have proof of registration with the Selective Service System or exemption from such registration?

Have you ever been convicted of any local, state or federal law violation, other than a minor traffic violation (this includes a plea of guilty or no contest)?

EMPLOYMENT HISTORY
Employer: Supervisor: Telephone Number:

Address:

City:

State:

Zip: Begin Date:

Job Title: End Date: Duties: May We Contact?

Yes

No

Employer:

Supervisor:

Telephone Number:

Address:

City:

State:

Zip: Begin Date:

2
Job Title: Duties: End Date: May We Contact?

Yes

No

Employer:

Supervisor:

Telephone Number:

Address:

City:

State:

Zip: Begin Date:

Job Title: End Date: Duties: May We Contact?

Yes

No

JOB RELATED SKILLS (Check all that apply)

Typing WPM: Computer/PC Skills Library Web Design Customer Service

Computer applications: MS Word

Power Point

Telemarketing Accounting Food Service Filing Writing Experience MS Excel Access Outlook Publisher

Maintenance/Custodial Security Data Entry General Office Skills Other: Bilingual/Multilingual

Other Languages:

Other:
Special Skills/Comments:

REFERENCES
Name Title Telephone Number Email

I certify that the statements made by me in this application are true, complete, and correct to the best of my knowledge and belief and are made in good faith. I understand that any false statements made herein will void this application and any actions based on it. I agree to keep this application current should any of the information change. I authorize Prairie View A&M University to make any reference checks necessary to complete the selection process for my potential employment with Prairie View University. I all so authorize all employers to provide full details concerning my past employment and release them from all liability that may result from such truthful information. I understand this application and all attachments are the property of Prairie View A&M University and that my application will remain under consideration until the position I applied for has been staffed. My employment is also at-will, which means that either my employer or I can end the employment relationship at any time. The filling out of this application and the acceptance thereof does not obligate Prairie View A&M University to offer me employment. BY SIGNING BELOW, I certify that I have read and agree with these statements.

____________________________________ Applicants Printed Name

_____________________________________ Applicants Signature

__________________ Date

Student Employment Office PO Box 519; MS 1338, Prairie View, TX 77446 Phone: 936.261.1793 Fax: 936.261.1734 E-Mail: seo@pvamu.edu Website: www.pvamu.edu/studentemployment MEMORANDUM STUDENT WORKER GUIDELINES, GENERAL TERMS, STATEMENT OF DEBT, and CRITICAL POLICIES FORM To: All Federal Work Study/Texas Work Study employees, Student Hourly employees, their Supervisors, and Department Heads From: Student Employment Office (SEO) Guidelines for the Acceptance & Usage of Work Study Funds and Statement of Debt Work-study awards are an estimate of the funds you are eligible to receive. The amount of funds you actually earn will be based upon the rate of pay and the number of hours worked. The work-study check should be used to pay fee installments on or before the deadlines set by the Fiscal Affairs Office. If the entire installment is not paid, the Fiscal Affairs Office may assess a late fee. No pending work-study funds shall be used toward future earnings to pay the balance of any installments. Prairie View A&M University will garnish work-study checks to pay any cost of attendance a student may owe. At the time of hire, all students must provide their supervisor and the SEO with a copy of their work-study award letter, which must be accessed through the Panther Tracks system. All work study awards are granted through the Office of Student Financial Aid and are subject to be cancelled, reduced, or increased at the discretion of the Office of Student Financial Aid per the work study regulations mandated by the Department of Education and the Texas Higher Education Coordinating Board. To avoid any departmental chargebacks that may result due to a change in award amount made by the Office of Student Financial Aid, all students must re-print out a copy of their award letter at the beginning of each bi-weekly pay period. The students hiring supervisor must receive an updated award letter each pay period to ensure that work-study funds are available to cover all prospective earnings within that pay period. All bi-weekly award letter printouts must be retained in the students internal employment file. If a student has found that a change has been made to his/her original award amount, the student must notify their hiring supervisor and the SEO immediately. Employment Conditions for all Federal & Texas Work Study Students All students receiving work-study awards from the Office of Student Financial Aid may work no more than twenty (20) hours in one week and may continue their employment under a work-study title code until the students total work-study award has been exhausted. Once the student has earned his/her total work-study award, the student must immediately stop working and is no longer eligible for employment through the work-study program. In addition, the hiring supervisor must ensure that an Employee Wage Request (EWR) has been created to terminate the students employment from the work study account effective as of the day that the student will have exhausted his/her total work study award allocation. General Terms for the Monitoring of Work Study Awards It is the responsibility of both the student and employer to monitor all earnings made through the work-study program in order to prevent the student from exceeding his/her award allocation. The Time Traq system does not prevent students from entering time once the students entire award amount has been earned; therefore it is imperative that all work study students and their supervisors use the Work Study Balance Sheet, provided on the SEO website, each pay period to monitor the students award allocation. Failure to monitor the students work-study award amount, may lead to costly chargebacks made directly to the hiring department. Departmental Chargebacks Hiring departments are responsible for paying 100% of all funds that their work-study students earn in excess of their award amounts. If for any reason, a work study students hiring department approves time through the Time Traq system which results in an overpayment being made to the student in excess of the total award amount, SEO will notify the students hiring supervisor and the department head in writing detailing the amount of the total payment that must be returned to the work study account. The department will have a total of five (5) business days to ensure that an EWR is routing for the purpose of retroactively transferring the student to the Student Hourly title code effective as of the date that student exhausted his/her work study award.

Updated: 08/02/2013 bde

Student Employment Office PO Box 519; MS 1338, Prairie View, TX 77446 Phone: 936.261.1793 Fax: 936.261.1734 E-Mail: seo@pvamu.edu Website: www.pvamu.edu/studentemployment

Dear ___________________________ The Department/Office of ___________________________ at Prairie View A&M University is pleased to offer you the following position and hourly pay rate. Federal/Texas Work-Study Position at $ ________ hourly Student Hourly Position at $ ________ hourly Your immediate supervisor will be ________________________ and the preferred starting date of employment is ___________________. Your workweek must not exceed 20 hours for undergraduate students and 35 hours for graduate students. This position is not benefits-eligible. Therefore, you will not receive health or other insurance coverage through the University to include, but not limited to medical, vision, dental, life or disability. Additionally, you will not receive paid time off such as sick, vacation or emergency leaves, holiday pay, etc. Since the position offered to you is deemed security sensitive, the offer of employment is contingent upon the clearance of a background check. Should you fail to clear the background check, this offer is rescinded. As a condition of employment acceptance for student workers, the following criteria (other requirements may be required) must be satisfied 1 upon hire :
At least part-time enrollment at Prairie View A&M University Minimum 2.0 GPA and good academic standing Completion of the 5 State-Mandated Trainings2 Satisfactory completion of all hiring documents3 Satisfactory completion of hiring orientation4

Effective January 15, 2009, based on Executive Order 13465, Economy and Efficiency in Government Procurement through Compliance and Certain Immigration and Nationality Act Provisions and the Use of Electronic Employment Eligibility Verification System, the University, as a federal contractor, is now required to verify your documents provided with Form I-9 through the E-Verify electronic system. Your information will be entered within three business days of your hire date, based on the Form I-9 documentation you provided. You 3 may view a list of acceptable documents online . Failure to provide acceptable documentation to the Student Employment Office by the third business day will void this offer and your employment will be terminated. Please indicate your employment decision below by signing your name in the appropriate space and return the original letter to me. We are looking forward to having you as a new member of the Prairie View A&M University team. We feel your qualifications and experience will add to our talent pool, and in turn, believe the University can provide you with opportunities for personal and professional growth. Sincerely, ____________________________ Department (Supervisor) Signature I accept the position offered above. Student Signature: _________________________ Date: _________ Date: _________

I decline the position offered above. Student Signature: _________________________

1 2

http://www.pvamu.edu/pages/1681.asp https://sso.tamus.edu/Logon.aspx?ReturnUrl=%2f 3 https://www.pvamu.edu/pages/1949.asp 4 https://www.pvamu.edu/pages/1651.asp Updated: 08/01/2013 bde

Student Employment Office PO Box 519; MS 1338, Prairie View, TX 77446 Phone: 936.261.1793 Fax: 936.261.1734 E-Mail: seo@pvamu.edu Website: www.pvamu.edu/studentemployment Unearned Work Study Funds: Un-used funds are returned to the federal or state work-study accounts. HIV/Aids in the Workplace Learning Environment Policy (34.04.03) This regulation establishes workplace guidelines for The Texas A&M University System (system) concerning individuals with HIV/AIDS as required by Texas Health and Safety Code, Chapter 85. 2.1 Employers, employees and students will not engage in discrimination against individuals with HIV/AIDS. Employees and students with HIV/AIDS are entitled to the same rights and opportunities as individuals with other communicable diseases and/or other disabilities. 3.2 System members must make available to students; on request, one or more educational pamphlets on HIV infection developed by the DSHS or similar educational materials and must include in the student handbook a statement that pamphlets are available from the system member. 6.6 Employees who want assistance in dealing with their own or a coworkers HIV infection may contact the member employee assistance program, if available, for counseling and referral to community services. In addition, member human resources offices can counsel employees on benefit coverage and leave availability. Employees and students may also be referred to the Texas HIV/STD InfoLine for more information on HIV/AIDS and services such as testing and treatment providers. 7.1 Based on the Federal Privacy Act, the Americans with Disabilities Act, as amended, the Texas Commission on Human Rights Act and the Texas Communicable Disease Prevention and Control Act, any medical documentation or information provided by an HIV-infected employee or student to medical or management personnel must be considered confidential and private information. As such, employers are forbidden by law to disclose this information without the employees knowledge and written consent, except as provided by law. Alcohol and Drug Abuse and Rehabilitation (34.02.01) The provisions of this regulation are based on requirements of federal and state law. Administrators should exercise caution in all matters relating to this regulation, ensuring that procedures are carefully followed and that substantial evidence from reliable sources supports a decision to counsel or test a student or an employee for drug use. The System Office of General Counsel (OGC) must be informed by the appropriate administrator of possible violations of this regulation and advice of an OGC attorney must be secured before testing anyone due to reasonable suspicion of drug or alcohol use or abuse. Advice of the OGC is not needed for required testing as described in Section 6, and the general counsel may waive the requirement to seek OGCs advice for reasonable suspicion testing when a System component shows documented evidence of training for administrators and supervisors in alcohol and drug awareness. I have received, read, understand and will comply with SEO procedures regarding work-study guidelines, general terms, conditions, statement of debt, HIV/Aids Policy (34.04.03), and the Alcohol, Drug Abuse and Rehabilitation (34.02.01). I understand that my participation in working on-campus is subject to the terms state above.
Student Printed Name Signature Date

Supervisor Printed Name

Signature

Date

Dept/Budget Head Name

Signature

Date

Updated: 08/02/2013 bde

Student Employment Office PO Box 519; MS 1338, Prairie View, TX 77446 Phone: 936.261.1793 Fax: 936.261.1734 E-Mail: seo@pvamu.edu Website: www.pvamu.edu/studentemployment

Student Employment Work Schedule

INSTRUCTIONS: Students should fill this form out with their supervisor. No student may work during his/her scheduled class times. For scheduling changes, please submit a revised work schedule to the SEO. Undergraduate students may work a maximum of 8 hours per day and no more than 20 hours per week. Graduate students may work a maximum 8 hours per day and no more than 35 hours per week. Rest Periods: For every four (4) consecutive hours of work, all student employees are permitted to take a rest period, not to exceed fifteen (15) minutes. These rest periods are to be taken away from the work area and should be scheduled and controlled by the supervisor to ensure office continuity. A student that works six (6) or more consecutive hours is also entitled to take an unpaid lunch break of at least thirty (30) minutes.

Student Last Name: Supervisor Last Name: Supervisor Phone Number: Department Location:

Student First Name: Supervisor First Name: Alternate Supervisor: Room Number:

Student Work Schedule Fall 2013

Time In & Out

Spring 2014 Monday

Summer I 2014

Summer II 2014 Friday Saturday

Sunday

Tuesday Wednesday Thursday

In Out In Out In Out

Total Hours per Day Total Hours Per Week
I understand that undergraduate students are limited to a 20 hour work week. Graduate students are limited to a 35 hour week. In addition, student employees are not permitted to work during scheduled class times, and University observed holidays. My signature on this document indicates that I will comply with SEO procedures regarding the work hours of student employees.

Student Signature: _____________________________________ Supervisor Signature: ___________________________________

Date: ________________ Date: ________________

Student Employment Office PO Box 519; MS 1338, Prairie View, TX 77446 Phone: 936.261.1793 Fax: 936.261.1734 E-Mail: seo@pvamu.edu Website: www.pvamu.edu/studentemployment

Student Employment Office

Statement of Student Responsibilities
Student workers are required to comply with the work performance standards established by the department for which they are employed. Students who fail to perform in an acceptable manner may be removed from their work assignment and from the student employment work-study and student hourly program at any time. Student workers must read, understand, and adhere to the list of student responsibilities. Violation of the student responsibilities may subject a student worker to immediate termination of on-campus employment. Any student who accepts a student worker position also accepts the responsibility of maintaining professional work standards and agrees to: 1. Not work in any assigned position until the employment has been approved by the Student Employment Office. 2. Perform his or her work assignment in a serious and responsible manner. Student workers are required to adhere to the following rules and policies regarding the privacy and confidentiality of student and staff records and/or information: a. Any student worker involved in handling student and/or staff records or confidential information must take the online FERPA and HIPAA training prior to starting their work assignment, in addition to the (5) five state mandated trainings required by the university. b. Student and/or staff records, in whole or in part, are not to be removed from any university office by student workers unless they are requested to do so by their supervisor in transporting documents from one office to another in a sealed envelope. c. Student workers granted access to student or staff record information are accountable for the protection of the information and its contents while in their possession. The student and/or staff record information shall not reveal any personal sensitive information, such as, name and social security numbers or, UIN #s or, student ID or, date of birth. d. Student workers shall not discuss personal record information of relatives, friends, or peers. e. Student workers shall not accessing personal record information of relatives, friends, or peers. 3. Respect the privacy of all students, staff, and faculty and maintain confidentiality of all university records and documents. 4. Shall not make personal use of university equipment or office supplies except as designated by a supervisor. 5. Follow a predetermined work schedule that is acceptable to both the student worker and the supervisor and document the work hours on the Student Work Schedule. Students should not have any work/class schedule conflicts. 6. Adhere to the limitations described under the Types of Student Employment Programs at http://www.pvamu.edu/pages/1662.asp and not exceed working the maximum number of work hours in a week. 7. Notify the supervisor via phone and/or email, as soon as possible, when illness or other circumstances prevent the student from working.

Updated: 08/01/2013 bde

8. Request time off at least two working days in advance, except in the case of an emergency. 9. Dress appropriately according to the Dress Code Policy; be dependable and prompt, and conduct him/herself in a businesslike manner. Link: http://www.pvamu.edu/pages/1660.asp, 10. No study or homework assignments should be worked on during working hours. 11. Discuss any work-related problems with the supervisor. If the problem cannot be resolved, the student should contact the Student Employment Office for assistance. 12. Provide the supervisor at least one (1) weeks notice before terminating a job in the middle of a semester. 13. Stop working immediately upon reaching the maximum earnings awarded the Office of Financial Aid on their Federal or Texas Work-Study award (unless otherwise approved by the hiring department to be switched to a student hourly position). Weekly monitoring of the students award is the responsibility of the student. To assist the student in monitoring work study awards, students must log in to the Panther Tracks and review their award to keep track of the remaining unearned award for the semester. Work Study Balance Sheet is provided on the Student Employment website at http://www.pvamu.edu/pages/1949.asp 14. Not accept any access codes from supervisors to complete or access any university systems, to include access codes to unlock offices, and access supervisors email. Student workers are prohibited from unauthorized access, entry, alteration, falsification, or distribution of any academic, personal, or payroll records. Student workers in violation of this policy will be dismissed immediately for cause, as well as subjected to a judicial review process, which includes the possibility of expulsion from their academic program and the university. 15. Enter worked time into the Time Traq System accurately and on time every payroll period. A schedule of pay periods identifying due dates is provided on the student employment website. 16. Maintain eligibility requirements for working on-campus as demonstrated on the student employment website.

I acknowledge that I have read and understand the Student Employment Statement of Student Responsibilities. ___________________________________________ Student Printed Name ___________________________________________ Student Signature ______________________________ Date

I acknowledge that I have reviewed this information with the student worker and addressed any questions he/she may have concerning our hiring department. ___________________________________________ Supervisor Printed Name ___________________________________________ Supervisor Signature ______________________________ Date

Updated: 08/01/2013 bde