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Office of Financial Aid

Main Office
  finaid@udc.edu | phone 202.274.5060 | fax 202.274.6060

Office Hours
8:30 to 5 Mon – Fri (extended hours during Registration)

UDC FAFSA School Code: 007015


Physical Address and Walk-in Assistance

Flagship Community College
4200 Connecticut Ave. NW
Bldg. 39, Suite A-111
Washington, DC  20008   
801 North Capital St. NE
3rd Fl, Room 305
Washington, DC 20002

Federal Work-study & Student Employment Programs

The University of the District of Columbia (UDC) offers two types of employment for students: Federal Work-Study Program (FWS) and Student Employment Programs (SEP). Both programs provide part-time job opportunities to undergraduate and graduate students with financial need, allowing them to earn money to help pay education expenses while obtaining valuable work experience related to their degree or certificate program.
FWS is a federally funded employment program that awards eligible students who complete the Free Application for Federal Student Aid (FAFSA) www.fafsa.ed.gov and have demonstrated financial need are awarded FWS as part of their financial aid packages. Applicants must first complete the FAFSA at and indicate that they are interested in participating in FWS every year.

SEP is a UDC institutionally funded employment program available to both undergraduate and graduate students.

Both programs encourage community service work and work related to your course of study. Recipients are offered the opportunity to work 20 hours a week at various types of jobs both on and off campus.


***NOTICE***
Due to a high volume of student applicants, the Federal Work-Study and Student Employment Program (SEP) are not accepting any more applications for the 2013-2014 school year until further notice.  Those who have applied to the program and have been notified that they are on a waitlist will be notified by e-mail if spring semester openings become available on a first come first serve basis.

Please note that Student Employment Programs cannot guarantee a placement of a position, even if you have been allowed in the program to apply for positions, due to a lack of available positions and/or budgetary restrictions. Notifications will be e-mailed by the Student Employment Coordinator.
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Students: Resume Tips | Interview Tips and Professional Etiquette | Student Worker 3 R's

Supervisors: Supervisors | OFF-Campus Employers | Payroll

Supervisors

Requesting a FWS of SEP Employee

Any campus department administrator may request FWS or SEP employees.  A FWS or SEP request application must be completed by the department to begin the process of a student working in that area. The application process to obtain a student worker is now an online process! All requests must be accessed through the www.myinterfase.com/udc/employer website. Please see the link Instructions for Creating Job with the instructions on how to request new positions or to re-active positions that you wish continue for the new school year. There are also instructions included on reporting your hire once you have selected your student worker. 

When requesting a Federal Work-Study or SEP employee, you are the employer and are accepting the responsibilities involved in that role.
It is also important to remember that the work-study population is restricted to those students awarded this particular portion of financial aid assistance and is limited. You may request as many Federal Work Study employees as necessary; however, you are not guaranteed any work-study employees. The Student Employment Coordinator will authorize the number of positions an office can obtain along with the salaries for the positions posted.

The deadline for priority consideration ends on July 19, 2013. A mandatory orientation will be held on July 23, 2013 at 11:30 am for supervisors who completed their application by the deadline. 

Both authorized supervisors and student workers must attend a mandatory orientation before beginning employment. The purpose of the orientation is to further elaborate on the expectations of the program, procedures, guidelines and a Q & A session. You will select the applicants that interest you, and will be able to download resumes and student class schedules. You can then contact the applicants and schedule interviews.

Supervisors will be informed by e-mail from the Student Employment Coordinator on orientation dates and locations.

General Rules & Regulations

  • Students must be meeting Satisfactory Academic Progress (SAP), be enrolled at least half time and attending classes to qualify for the FWS or SEP programs.
  • All student workers must be authorized to work prior to beginning work at any work-study site. You MUST wait for an e-mail from the Student Employment Coordinator to confirm the start date. A student working prior to being authorized is prohibited and will not be able to get paid for work performed unauthorized.
  • A student worker should never work during class time, nor should a student work extra hours to compensate for days that time was not earned.
  • Students will not be compensated for working more hours that he/she has been awarded.
    • Student workers are not allowed to work over five (5) hours per/day, twenty (20) hours weekly.
    • Student workers are paid on an hourly basis.
    • Half hours can be worked; however, they must add up to a whole hour by the end of the pay period.

Note: It is the student and supervisor's responsibility to insure that the student does not work more hours per pay period than the student is authorized to work.

  • Supervisors must provide personal supervision of students assigned to them. On completion of tasks, workers may be allowed to study or complete homework assignments onsite in the assigned work-study area.

Note: Periodic inspection of the work-study site will be conducted by the Student Employment Coordinator. Students and/or supervisor found not following the outlined rules and regulations will be disallowed from participating in the program.

  • Student workers must sign in/out of the work-study site daily. See (Payroll Procedures).

Note: It is the responsibility of the student worker supervisor to ensure that all timesheets are submitted on time. Any supervisor that submits two (2) timesheets late or incomplete in a single semester will be terminated from FWS/SEP. The student will be reassigned.
** As of July 1, 2013, Supervisor and/or Timekeepers will no longer be authorized to submit retroactive pay through the ADP system, the student must submit a completed Retroactive Payments Request Form, signed by the supervisor and approved by the Student Employment Coordinator before being processed by Payroll on the next pay period.

  • In an effort to prevent problems, real or imagined, no student will be assigned to work with a relative.
  • No employment fringe benefits will be paid to the student worker.
  • Supervisors must complete an end-of semester evaluation of all student workers under his/her supervision.

Note: Students receiving two (2) unsatisfactory evaluations will be considered for relocation or termination from FWS/SEP.

  • Student workers are required to attend all meetings called by the Student Employment Coordinator or the Financial Aid Office.
  • Students must notify his/her supervisor of any absence or tardiness.

Note: Not notifying the supervisor may result in termination. 

  •  Students recommended for termination by the supervisor will not be allowed to work the remainder of the semester, and will be suspended for one full semester.

Note: Termination letters must be submitted in writing to the Student Employment Coordinator. 

  • Supervisor should ensure that student workers extend good customer service to our customers and the appropriate work attire is worn at all times while at work (No shorts, No flip flops, No revealing clothing –i.e. mid-drift shirts, low rider jeans, sagging pants, tank tops, or miniskirts.)

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Off-Campus Employment

Any students participating in off-campus employment must meet the eligibility requirements and follow the general rules and regulations under the Federal Work Study (FWS) program. All off-campus agencies must complete an Off-Campus Work Study agreement with the University of the District of Columbia in addition to applying through the www.myinterfase.com/udc/employer website.

Do you qualify to be a Federal Work-Study Off-Campus Employer?
The university will consider requests to enter into contractual agreements with federal, state or local public agencies, and private non-profit organizations based upon the following rules and upon available funds.

  • Employer must be a public or private non-profit organization, with a 501c3 federal tax designation.
  • Employment must not result in the displacement of other employees.
  • Work must be in the public interest.
  • Work cannot require religious or political involvement.
  • Work does not involve the construction, operation or maintenance of any facility used or to be used for sectarian instruction or as a place of religious worship.
  • Employer will provide meaningful work. Preferably, work will enhance the student's educational objectives.
  • Employer must provide adequate supervision and training for the student employed.
  • Employer must provide responsible record keeping and monitoring of student hours within the limitations of the student's FWS certification (award).
  • Employer must have funding available and the ability to write checks to pay its portion of the student's wages (25%).

Submit the following documents to Student Employment Coordinator:

  • A copy of the Articles of Incorporation for Non-Profit status designating the 501c3 tax status (not required for government agencies).
  • A description of the agency's program indicating major functions and purposes.
  • If your agency is approved to participate in the program, confirmation and hiring process instructions will be e-mailed to you. 
  • In addition, the Off-Campus Work Study agreement will be sent by the Student Employment Coordinator via faxed to the Off-Campus agency and should be submitted back signed.
  • Agreements run from July 1st through June 30th of the following year. Renewal is NOT automatic. You must re-apply each year. The Student Employment Coordinator will send you a renewal notice as a reminder.

Note:  The agreement must be signed by both UDC and your agency before a student can begin working at your agency.  The Student Employment Coordinator will inform you of the amount of Federal Work-Study awarded and employment time frame. A student cannot begin working prior to the first day of classes for which the term of the Federal Work-Study is initially awarded.

If you have questions about the program or the application process, please contact the Student Employment Coordinator, Chereen Leid at 202.274.5060, or by e-mail at fwssep@udc.edu.

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Payroll Procedures

Message from UDC Human Resources: As of January 1, 2011 we have successfully configured ADP TimeSaver; a world-class web based time and labor management application to our business toolset for our student employees.

Complete the following trainings and make contact with Carole Lear at cleary@udc.edu to ensure you have access.

See Tutorial: http://edu.adp.com/tlm/education/library/media/TS3_1/Employee/player.html

Time Entry for TimeSaver v3.1 is a thirty minute virtual course that includes concepts, and procedures, and assessments that explain how employees enter time, view and approve their time cards. In addition, the Time Entry course reviews how to log in to the system, change passwords, and view reports.

  • Student workers follow the Group 1 payroll schedule and are paid on a bi-weekly basis

             (See Payroll Schedule).

  • It is the student worker and the supervisor's responsibility to monitor the submitted time for each pay period.
  • Student workers and supervisors should notify the student employment coordinator when he/she does not receive payment. Student workers should not continue to work until payment issue is resolved unless authorized by the student employment coordinator.
  • All supervisors must sign off on all students' timesheets. The student and supervisor signatures must be on the timesheet as well as the date. Any missing electronic signatures will result in lack of payment. 
  • Timekeeper: All timekeepers will be assigned an ADP Login. If a student does not submit their time in the ADP Time saver on the entry date he/she will be locked out and the time will be recorded on the next pay period. (Transactions are void if you do not select approve button) 
  • Students requesting retroactive payment for pay periods missed must complete a Retroactive and a completed paper timesheet.  The request form must be signed by your supervisor and approved by the Student Employment Coordinator before being processed by Payroll.

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Wages for SEP student workers

Student worker wages are determined by skill level of the job not by seniority or graduate level.


Resume Tips

Resume Overview

Your resume is an important aspect of the job search process. It is the first impression you make with an employer and a well-structured resume can open the door to an interview. Your resume should be one page in length and include your contact information, career objective, education, experience, honors & awards, skills, and extracurricular activities.

Resume Tips

When writing your resume, you should ensure that your objectives are aligned with those of the employer. Be sure to emphasize what skills you have learned, in addition to jobs performed, in both paid and unpaid positions. Use action verbs and specific examples to explain your accomplishments to the employer. Finally, remember to proofread! Use Action Verbs such as Accomplished, Administered, Advised, Analyzed, Assisted, Built, Collaborated, Completed, Conducted, Coordinated, Created, Developed, Devised, Directed, Examined, Facilitated, Formulated, Generated, Implemented, Improved, Initiated, Investigated, Managed, Marketed, Monitored, Motivated, Negotiated, Proposed, Researched, Specified, Supervised, Taught, Used, Wrote.

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Interview Tips and Professional Etiquette

Interview Tips

What to do before the Interview

Be prepared! Know yourself and the job description and practice interview questions. Be sure to dress professionally and to arrive early to the interview.

What to do during the Interview

Demonstrate self-confidence! Greet the interviewer with a firm handshake and maintain eye contact throughout the interview. Listen attentively, ask pertinent questions, and use good communication skills. As the interview concludes, make sure you know the next steps in the hiring process and express interest in being hired.

What to do after the Interview

Send a thank you letter/email to the interviewer thanking them for their time and consideration, and expressing your continued interest in the position after learning more about it. Be sure to make note of who interviewed you, when your interview was, and what follow-up actions you have taken. You should also reflect on your interview experience. Identify your strengths and weaknesses in order to continually improve your interviewing proficiency.

General Etiquette for the Workplace

  • Always be on time for work. Notify your employer in advance if you expect changes in your work schedule. In the event of any unplanned changes in your schedule, contact your employer.
  • Be sure to switch your cell phones to vibrate or silent while at work.
  • Follow the dress code of the office.
  • Never use office resources for personal use.
  • Never use foul or offensive language while working.
  • Make an effort to establish positive and professional relationships with your co-workers.

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Student Worker 3R's: Rules, Regulations and Responsibilities

Office Expectations

  • No student will work if all required documents have not been processed.
  • Students cannot work until the supervisor is notified by the student employment coordinator.
  • All student workers must read and follow the Student Worker's Manual and all procedures and instructions as stated.
  • Check your UDC e-mail every day for updates or any changes within the program.
  • Student workers should be informed by the Supervisor the policies, procedures and other expectations of the work site.
  • Student workers must obtain supervisor's contact information.
  • Student workers must sign in and out of the work site daily.
  • A Supervisor must be on site during student's work hours.
  • Students cannot supervise other students.
  • Student workers should make sure all tasks are completed in a satisfactory manner.
  • Student workers must not exceed 8 hours per day. Student workers cannot exceed 20 hours of work per week. OVERTIME is not permitted!
  • Please Note: Student workers are not allowed to work during scheduled class time. Student workers can work during their scheduled work time. If funding is available students may work during scheduled breaks, this notification will be made by the student employment coordinator.
  • Student employment is strictly by the hour. Therefore, if a student worker misses any time for any reason he/she will not be paid.
  • Students are not paid for any mealtime breaks.

Where can I direct my questions about student employment?

Any questions or concerns you may have should be directed to the Student Employment Coordinator, Chereen Leid at 202.274.5060, or by e-mail at FwsSep@udc.edu, located in the Financial Aid Office Building 39, Suite A-111.

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