June, 2010

1. GRADUATE ASSISTANT HIRING PROCESS June, 2010

2. The Federal Work Study Program Overview Eligibility Requirements Graduate Assistant Hiring Process Requesting a Graduate Assistant Posting Job Advertisement Personnel Action Form (PAF) Graduate Assistantships/Job Descriptions Overview of NEW Graduate Assistant Process 2

3. Hourly, part-time position providing meaningful work experience for eligible students. Provides opportunities for community service. Allows graduate students to earn money to help pay educational expenses. Graduate students are encouraged to find work related to their course of study or interest. The Federal Work Study Program Overview

4. Federal Work Study Eligibility Requirements • Student must complete 2010-2011 FAFSA. • Student must be enrolled at least half-time. • Student must demonstrate financial need. • Student must remain in good academic standing including Satisfactory Academic Process. • Meet Title IV requirements/Federal Regulations.

5. Graduate Assistant Hiring Process The New Graduate Assistant Hiring Process 5

6. Graduate Assistant Hiring Process – Requesting Supervisor must complete Request for Position for a Graduate Assistant using eEmployee. 6

7. Graduate Assistant Hiring Process – Job Description Supervisor will create a job description using eEmployee. 7

8. Graduate Assistant Hiring Process – Posting a Job Job description posted live to Optimal Resume 24-72 hours of receipt. Posted 30 days by default 60/90 day campaign available “HOT JOBS” blasts from Career Services emailed to students bi-weekly. Features On/Off Campus Opportunities Résumés will be emailed directly to indicated contact person.

9. Graduate Assistant Hiring Process - GAPAF The supervisor must complete a Graduate Assistant Personnel Action Form using eEmployee. 9

10. Graduate Assistant Hiring Process - GAPAF The Graduate Assistant – Personnel Action Form must be completed when a student meets one of the following: New Hires Transfers Add Department Separation - Terminated - Resigned - Graduates - Withdraws Please submit a PAF for each Graduate Assistant in your department

11. Graduate Assistantships – Job Descriptions The Graduate Assistant Program (GAP) covers all forms of part-time student employment with the school including: Teaching Assistantships – Affiliated with an academic program – responsibilities include grading papers, presenting in class, hosting discussion groups, etc. Faculty Assistantships – Assist faculty members – responsibilities include filing, scheduling, typing, photocopying, collecting/summarizing articles, etc. Research Assistantships – Affiliated with academic/nonacademic – responsibilities include design, execution, analysis, and dissemination of scholarly work, etc. Professional Assistantships –Affiliated with administrative areas – responsibilities include clerical work, departmental projects, gathering information, etc. Community Assistantships – Community service and community based projects. 11

12. Graduate Assistant Hiring Process Overview After a student has been screened for the position, the candidate must present the following items at the time of the interview: FWS Authorization Letter Resume If the department chooses to hire the student, the supervisor will then submit a Graduate Assistant Personnel Action Form (PAF). The student will then receive the hiring forms and meet with the designated FWS contact to complete the hiring paperwork. Both student and supervisor will receive an official notice to start with start date! 12

13. Graduate Assistant Hiring Process The New Graduate Assistant Process (for students only) 13

14. Graduate Assistant Application Process – Getting Started! Interested students must submit a Student Employment Eligibility (SEEF) Form using e-Go. www.ego.thechicagoschool.edu/studentemployment 14

15. Graduate Assistant Process Students seeking a job must search & apply for opportunities using the Career Services Job Board, Optimal Resume. 15

16. Graduate Assistant Process Applicants can also build and create impressive resumes as well as cover letters and CV’s. 16

17. Graduate Assistant FWS Approval Process Student submits Student Employment Eligibility Form (SEEF) through eGo only! Financial Aid emails student FWS Authorization Notice. Financial Aid processes request within 24 – 72 hours. FWS Authorization Notice provides the eligible academic terms and the students’ allocated amount. If student is missing Financial Aid documents the process is on hold until the student provides necessary documents. NEW HIRES ONLY: After FWS Authorization Notice is received – student must complete necessary HR Forms. 17

18. Graduate Assistant Hiring Process NEW HIRES - Please remember that the supervisor must submit a PAF to begin the hiring process. THE STUDENT CANNOT BEGIN WITHOUT A PAF ON FILE. Please allow 24 -72 hours for the PAF to be received and processed by the FWS Coordinator. If PAF is submitted for a new hire, the student will receive the hiring forms via email to begin the HR process. Student will meet with designated FWS contact to complete the process. 18

19. Graduate Assistant Hiring Process Both student and supervisor will receive OFFICIAL NOTICE with a start date included! Under NO CIRCUMSTANCE should any student begin an assignment without receiving official notification from FWS Coordinator. The student will be provided with EZ Labor access to enter/swipe hours. Supervisor must approve hours each pay period. Students are allowed to work up to 20 hours per week. Includes summer and inter-sessions. Please be patient. The timeframe for processing a graduate assistant is 1 week. 19

20. Questions FWS – FederalWorkStudy@thechicagoschool.edu Payroll/EZ Labor – Payroll@thechicagoschool.edu eEmployee – helpdesk@thechicagoschool.edu 20