HR Update: Federal Work Study Update for Supervisors of Student Workers

April 7, 2020
Coronavirus Update

Dear Student Supervisor,

Over the past several weeks, we recognize that you have experienced unique challenges while adapting to new methods of working. We thank you for your patience during this time as we have made critical and difficult decisions to keep you, faculty, staff and students safe.

One of the recent decisions we made was developing a plan to address the financial implications for students due to COVID-19. For students with federal work-study (FWS) jobs who have been unable to work, Baylor would provide a lump sum payment based on the average number of hours the student worked during the three pay periods before spring break. The amount of a payment would not exceed the student’s total FWS awarded amount, and payments would not be made if less than $100. These payments will be processed through Baylor’s Payroll Office by Friday, April 10, 2020.

We are now extending the FWS payments to two additional groups of students. Exceptions to the initial FWS payment plan can be requested by managers.

FWS Exception:
We are now extending the FWS lump sum payment to allow managers to submit an exception request for one of the following scenarios for those students to be considered in the final FWS lump sum payment:

  • A federal work-study student(s) clocked hours in the weeks after spring break but is now unable to work due to the lack of telework assignments available.
  • A department has created temporary work for the student at significantly reduced hours and can no longer provide work to support a reduced schedule.

This exception request is not a method of allowing students to “opt out” of work to receive the lump sum payment. If there is adequate remote work available to the student, they should be instructed to continue working in order to receive their FWS award. The Department of Education has allowed a provision for FWS funds to be paid to those students who have been unable to work during this time due to COVID-19, therefore any students actively working are not eligible for the payment.

Student Supervisor Action Steps:
In order for your student employees to be considered for the final FWS lump sum payment, you must submit an email to Student_Employment@baylor.edu by 5 p.m. Tuesday, April 14, 2020, with the following information:

    1. Student Name
    2. Student ID Number
    3. Information supporting the exception scenarios detailed above
PAYMENT DATES:
If approved, students will receive checks in two waves:

  1. Students with NO clocked hours since Spring Break will receive a payment by Friday, April 10, 2020.
  2. Students approved through the exception process will receive a payment by Friday, April 24, 2020. This lump sum payment will be the difference in what they would have been eligible for in the original payment minus any wages earned since March 9, 2020.

Please note: All students receiving payments will have their job assignments “ended” in banner.

OTHER FINANCIAL CONCERNS
If a student is not eligible to receive the FWS lump sum payment or they hold a University work-study job and feel that additional financial support is needed, we encourage them to complete the application for the President’s Excellence Fund.

FINAL ACTION ITEM FOR SUPERVISORS
As a part of our response to the federal support for student financial aid, we are needing to verify available work for students at the University. To ensure our job board is up-to-date so that students can easily identify those jobs that can support remote work, we ask that you review your job postings on JobX by 5 p.m. Thursday, April 9, 2020, to remove any postings that are not active or cannot be supported remotely. For any jobs that can be done remotely, we ask that you update the summary or description to reflect this. 

For more information regarding the COVID-19 response and student workers, please visit our FAQ website under the HR: Student Worker FAQs header.

We recognize the challenges and hardships that many students are facing. We appreciate your understanding as we work to make the best decisions for supporting students, faculty and staff during this time.

For questions, please email Student_Employment@baylor.edu.

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