ŷ��AV

ŷ��AV uses an electronic system (Etrieve) for onboarding student employees. Supervisors are required to submit a WSEA Form for students hired, or rehired, for the upcoming academic year.

As a departmental work-study supervisor, you must request a copy of the student’s class schedule at the time of the interview in order to ensure there is no conflict between class times and the proposed work schedule.

Etrieve email notifications will be sent to the hiring supervisor as part of the workflow process. Students are unable to begin working until all departments (Financial Aid, Human Resource, and Payroll) complete their tasks.

​​​​​Students must complete a Form I-9 with their hiring supervisor. An original copy of a US Passport OR two other forms of ID such as a Birth certificate, Driver’s License, Social Security card, etc. must be verified. Photographs cannot be accepted.

Supervisors MUST make copies and attach accepted documents.

This is only required for all new work-study students or for students who have not worked for ŷ��AV in the past 2 years.

The W-4 Form is the IRS document you complete for your employer to determine how much should be withheld from your paycheck for federal income taxes and sent to the IRS. Accurately completing your W-4 will help you avoid overpaying your taxes throughout the year or owing a large balance at tax time.

This is only required for all new work-study students, or students who are making a change to the current W-4 Form.

Employers must require new hire employees complete Form RI W-4 in addition to Federal Form W-4. 

Effective January 1, 2020, ŷ��AV must have new hire employees complete Form RI W-4 showing the number of dependents or other personal exemptions claimed. Employers can no longer rely on federal withholding certificates (Federal Form W-4) in computing both the Federal withholding and the Rhode Island withholding for employees. 

This is only required for all new work-study students, or students who are making a change to the current W-4 Form.

Direct Deposit form with verification of the student’s account number and routing number (void check, bank statement, bank web page, an authorization verification letter or account card from your bank). 

Student now can sign up for direct deposit online with 'Self-Serve Banking' through RogerCentral.

The Student Code of Conduct Form must be completed at least once while employed at ŷ��AV.

The Supervisor Responsibility Form is required for all NEW supervisors.

Job Information

Job Title:

Job Description*: 

Academic Major Preferred (if any): 

*Students are prohibited from driving during work-study employment with the limited exception of authorized work-study driver positions. 

Department Information

Contact Name:

Department:

Phone Number:

 Email:

Starting Date: 

Interview Timeline:

All questions about the Community Service Work Study Program should be directed to:
• Payroll - Patria Komiega, Administration Assistant at pkomiega@rwu.edu or 401-254-5628
• General - Community Service Work Study Coordinators at engage@rwu.edu or 401-254-3787

All questions regarding your financial aid award should be directed to the Financial Aid Office at 401-254-3100 and
located on the first floor of the Administration Building.

Approval

Students may only begin to work at a site after the Feinstein Center has received a signed off-campus work study
agreement, Financial Aid has processed the Work Student Employment Authorization form via Etrieve, and
Environmental Health and Safety (EHS) has approved the job description.

Work-Study Locations

Off-campus FWS jobs with federal, state, or local public agencies or private nonprofit organizations must be in the public interest. Off-campus FWS jobs with private, for-profit organizations must be academically relevant to the maximum extent possible.

From the 2023/2024 Federal Student Aid Handbook, Volume 6, Chapter 2.

• You may not work at a for-profit business.
• You may not earn academic credit and work study funds at the same time.
• Working during your scheduled class time is prohibited.
• Practicum, student teaching or a credit-bearing internship will not be approved as community service work-study
  positions.
• You cannot be paid by the agency at the same time you are being paid work-study funds.
• As an ŷ��AV employee, you are not permitted to sign a liability waiver from the host site. If you are asked to do so,
  please contact the Feinstein Center for assistance.
• You may work at a religious institution, but the work you do may not be religious in nature (i.e. you can coach CYO
  basketball but may not teach Sunday school) or take place in a worship space (i.e. you cannot paint a chapel but you can paint an office).
• You may hold two work-study positions only if one of them is a community service work-study position. One may be on-campus, or both may be community service work. In the case of multiple positions, you must list all work-study employers with our office.
• It is the student’s responsibility to keep track of monies earned and not exceed their federal work-study award.

Additional Payable Time

Training and meetings are payable time. This includes meetings called by the site supervisor or the CSWS supervisor.
This also includes training directly related to the tasks of your job or training needed to satisfy requirements for the job (i.e. CPR/First Aid, OSHA, etc.)

ADP/Time Sheets

ŷ��AV uses the ADP app to keep track of when you clock in and out of work. Download the ADP mobile app on your
mobile device and create an account (at the bottom of your screen it should say “New? Get started”) using your ŷ��AV
email address. Your employee ID number is your student ID. After setting up your account, under “Clock” you can clock in and out.

In order for ŷ��AV to be in compliance with Department of Labor regulations, students must be paid in a timely manner. Therefore, it is imperative that students log hours in ADP as they occur.

Students who hold two paid positions listed in ADP must use the “transfer job” function to ensure the hours are being
charged to the correct account. This can only be done on the web platform, NOT the App.

If a student forgets to log their hours as they occur, contact Patria Komiega immediately at pkomiega@rwu.edu.

Submission of false or inaccurate hours will be reported to Financial Aid and may result in loss of a work
study award.

Off-Campus Work Study Agreements

The federal government requires ŷ��AV to hold a signed agreement with all work study sites. The Feinstein Center will
contact the supervisor at your site to facilitate this.

Transportation

Students are responsible for their own transportation to their work site.
Students are encouraged to utilize ŷ��AV shuttle or RIPTA to reach their CSWS sites whenever possible.
Students are not permitted to operate or be a passenger in vehicles owned and operated by the agency for whom they
work. For example, a student may not take the food pantry van to pick up a donation.
The complete ŷ��AV Motor Vehicle Policy can be found online. 

Workplace Situations

The Feinstein Center for Service Learning and Community Engagement Coordinator is your official supervisor, but you also have a site supervisor at the agency. Any problems you encounter at the agency should be reported to your site supervisor immediately. These include injury, illness, and theft of personal items.

If you encounter situations on site that make you uncomfortable for any reason at all, and you feel that you cannot
speak to your site supervisor, please contact the Director of the Feinstein Center immediately!

Work Study Safety Guidelines

The Roger Williams University Department of Environmental Health and Safety (EH&S) develops and implements
programs aimed at protecting the safety and well-being of the campus community. EH&S assists with and monitors
compliance with local, state and federal statutes, as well as regulations pertaining to occupational health, safety and
environmental protection. As such, EH&S has established this “Safety Conditions Checklist” for off-campus sites who will be hosting Roger Williams University Work Study Students.

Prior to hosting a University work study student, please review the following to identify the working conditions
and physical demands which relate to the essential functions of the position. All required training must take place before the work study student begins to perform services.

If the position will be directly exposed to any hazards in the work environment, such as chemicals, commercial
products (oil, cleaning solvents), blood borne pathogens, or any other materials deemed hazardous by local, state or
federal regulations, proper training and Personal Protective Equipment (PPE) must be provided by the host site. PPE
includes such items as: protective eyewear, laboratory coats, appropriate gloves, hearing protection, respiratory
protection (pursuant to the host site’s Respiratory Protection Plan), safety shoes and hard hats.

If the position involves lifting, the maximum lifting required shall be forty (40) pounds with proper safe lifting training
techniques provided.

If the position involves landscaping work, proper training is required for all equipment. Proper PPE is also required.

Students may not work on ladders higher than ten (10) feet or on any roof.
Students may not work in confined spaces.
Students may not use powered industrial vehicles (fork/reach/bucket lifts) or other industrial powered machinery that
requires special certifications.
Students may not operate their own motor vehicles or the host site’s motor vehicles as part of their duties.
Students must be informed of emergency evacuation procedures and protocols for the areas that they will be
working in.
Students may not be engaged in high risk duties that require specialized training. 

Questions or concerns about whether the University would consider an activity to be high risk should be directed to the University’s Department of Environmental Health and Safety (EHS) at (401) 254-3494.