• TABLE OF CONTENTS
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 Welcome to SFA
 Table of Contents
 General information
 Student responsibilities
 Confidentiality
 SFA departments
 Timecards
 Financial aid terms
 Standard forms
 Payroll notes and deadlines
 Notes






Group Title: Student employee handbook, University of Florida
Title: Student employee handbook
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Permanent Link: http://ufdc.ufl.edu/UF00087109/00001
 Material Information
Title: Student employee handbook
Series Title: Student employee handbook
Physical Description: Serial
Language: English
Creator: Office for Student Financial Affairs, University of Florida
Publisher: University of Florida Office of Student Financial Affairs
Place of Publication: Gainesville, Fla.
Publication Date: 2003-2004
 Subjects
Subject: University of Florida.   ( lcsh )
Spatial Coverage: North America -- United States of America -- Florida
 Record Information
Bibliographic ID: UF00087109
Volume ID: VID00001
Source Institution: University of Florida
Holding Location: University of Florida
Rights Management: All rights reserved, Board of Trustees of the University of Florida

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Table of Contents
    Welcome to SFA
        Page i
    Table of Contents
        Page ii
    General information
        Page 1
        Page 2
        Page 3
        Page 4
    Student responsibilities
        Page 5
    Confidentiality
        Page 6
        Page 7
        Page 8
    SFA departments
        Page 9
        Page 10
        Page 11
        Page 12
        Page 13
    Timecards
        Page 14
        Page 15
    Financial aid terms
        Page 16
        Page 17
        Page 18
        Page 19
        Page 20
    Standard forms
        Page 21
        Page 22
        Page 23
        Page 24
    Payroll notes and deadlines
        Page 25
    Notes
        Page 26
Full Text









I 0L O I o A


Congratulations!


You have been assigned a job as a student
assistant at Student Financial Affairs
(SFA). As an employee at SFA, you are part of
a staff of about 70 student assistants and 80
permanent employees. Our organization is
busy and complex, and each student who
works here helps to keep it running smoothly.
We tend to think of our student staff as
"student essentials."

SFA is a service organization, a branch of
Student Affairs. We provide more than $276
million in financial assistance to more than
75% of the student body yearly. Our job is to
help students receive the money they need to
attend UF. As such, you will be working to
help your fellow students. While working
here, you will be:

Earning money to contribute toward
your education
/ gaining valuable work experience
/ providing UF with needed services


After reading


You may be feeling somewhat nervous about
starting your job. You may also have concerns
or questions, such as:

/ What are my duties?
/ How do I dress?
/ What if I don't know how to
do something?


R elax. Don't be afraid to ask questions or
ask for help. It's always better to admit
you don't know something but are willing to
learn than to give someone incorrect
information. We hope this handbook will help
you feel at ease about these concerns by giving
you a good understanding of what you can
expect from your job and what will be
expected of you.


your Student Employee Handbook


please keep it for future reference !
















W e lc o m e ............................................................................................................................................i
Contents ......................................................................... ..................................... .................ii
G general Inform action ....................................................................................... ...........................
Reading the H andbook........................................................................ ..........................
A absences ..................... ............................................................................................................ 1
A ppearance.............................................................................................................................
Breaks/Lunch ....................................................................................... ........................... 1
Cellular Phones .......................................................................... ......................................
Conduct............................................................................... ..............................................
Confidentiality of Student Records ................................................... ........................1
D direct D deposit ....................................................................................... ...........................2
D rug-Free W workplace Policy .............................................................. ..................... 2
Earning Your A w ard ........................................................................... ...........................2
E-M ail ................................................................................................................... 2
G giving N notice ............................................................................. ................................... 2
G rade Point A average ........................................................................... ...........................2
Injuries..... ................ ... ......... ............ .. ..........................2
Office Equipment Policy-Computers, Telephones, Copiers, Etc. ...........................3
Payroll ...................... .......................................................... .3
Perform ance Evaluation and Raises ............. ....................................................... 3
Public Relations ............................................................ ................................ ...............3
Q questions .............. ................................................... ............................. ........... 3
Scheduling W ork H ours...................................................................... ..................... 4
Telephone Etiquette ............................................................................. ...........................4
W 4 Cards .................................................................. ................................................. 4
Student Responsibilities ................................................................................ ...........................5
Confidentiality ......................................................................................................................... 6
D division of Student A affairs ................................................................. ..................... 6
Student Financial Affairs Confidentiality Guidelines ............................ ............ 7
Student Inform ation Release C hecklist ............................................. ....... .............. 8
SFA D epartm ents................................................................................ ...................................... 9
Tim e Cards .................... ...................................................................................................................14
Financial A id Term s ....................................................................................... ...........................16
Standard Form s................................................................................................................................21
Class D ism issal Form ........................................................................... ...........................22
Class/W ork Schedule .... ...........................................................................23
Record of M oney Earned ..................................................................... .....................24
Payroll D ates & D headlines ............................................................................ ...........................25
N otes..... ................ ............................................. ................................. ..................... 26


ii













I GiE N E A I INFORMATION


Reading the Handbook

Please take the time to read this entire
handbook. It contains information about
important topics, such as BREAKS,
CONFIDENTIALITY, EARNING YOUR
I and INCOME TAX
IPTIONS.

sences
\ ur supervisor will tell you
who to notify in case you
S must be absent. If you
XkI\ will be absent or late for
Work, you must call in.
S Tell your supervisor in
advance if you know that you will be absent.

Appearance
Although UF has no specific dress code, student
employees are expected to dress neatly and
appropriately for an office. Students working at
the front desk should not wear any short
miniskirts, short shorts, cutoffs, ragged jeans, or
tank or midriff tops, etc.

Breaks/Lunch
Employees who work four consecutive hours are
entitled to and should take a 15-minute break
within that time period, the same as a full-time
University Support Personnel Services or
Administrative and Professional employee.
Employees who work less than four hours are
not eligible for a break. If you work six or more
hours, you must take a 30-minute, "off the
clock" lunch break, signing out when leaving for
lunch and signing back in upon return. This may
not be taken in conjunction with the 15-minute
break. Breaks should not be taken in the work
area. Smoking is not allowed in Criser or
Peabody Halls.

Cellular Phones
Student employees should not use personal cell
phones at work.


Conduct
Since SFA employs many students, extended
conversation and socializing can be distracting
to others and disrupt work.

Please discourage friends and family from
visiting you at work. Please do not read
newspapers or books during work hours.

Please understand that you can be fired for
any of the following reasons:

1. working under the influence of alcohol,
stimulants, or other drugs;
2. missing work for two consecutive days
without notifying your supervisor;
3. reporting more hours on your time card than
you actually worked;
4. violation of the Student Affairs policy on
confidentiality of student records;
5. working during a scheduled class without a
signed Class Dismissal Form (p. 22).

Confidentiality of
Student Records
An important responsibility of the Office for
Student Financial Affairs is confidentiality of
student records. Records must be treated
confidentially and professionally. They may be
discussed only with individuals authorized to
have access to educational records. Violations of
the Student Affairs policy on the confidentiality
of student records is a violation of the Student
Conduct Code and constitutes grounds for
termination.

Any student assistant who provides confidential
information from this office to anyone outside
the department will be terminated immediately
and referred to Student Judicial Affairs for
expulsion from the university. Follow these
guidelines to prevent pressure on yourself
concerning access to records.
1. Do not let friends, relatives or acquaintances
know you have access to confidential data.
















2. Do not use computer terminals or files for any
purpose other than to perform functions
assigned to you by your supervisor.
3. Report to your supervisor anyone's attempts
to gain unauthorized access to information.
A complete statement of the Division of Student
Affairs' and Student Financial Affairs' policies
on confidentiality is printed in this handbook.
Please read it carefully.

Direct Deposi t
Students are strongly encouraged to sign up for
direct deposit of their paychecks. To do so, you
may use the EFT Form attached to your pay stub
or you may use UF's ISIS system on the Web.
Once you reach ISIS, select "Financial Services"
and then "EFT Signup." To use ISIS go to:
www.isis.ufl.edu/

Drug-Free Workplace Policy
The following are required of the university and
its employees:
1. An employee shall notify his or her supervisor
or other appropriate management
representatives of any criminal drug statute
conviction for a violation occurring in the
workplace no later than five days after such
conviction.
2. The university shall notify any federal
contracting agency within ten days of having
received notice that an employee engaged in
the performance of such contract or grant has
had a criminal drug statute conviction for a
violation occurring in the workplace.
3. The university will take appropriate personnel
action against any employee who is convicted
for a violation occurring in the workplace or
will require the employee's satisfactory
participation in a drug abuse assistance or
rehabilitation program.

For a complete statement of UF's Drug-Free
Workplace policy, consult the University
Personnel Services' web site at:
www.hr.ufl.edu/handbook/policiestoknow/
drugfree.htm


Please call UF's Office of Employee Relations
at 392-1072, 1-800-955-8771 (TDD), if you have
questions about university policies and
procedures.

Earning Your Award
You may not earn more than the amount
approved on your work permit. Use the
Record of Money Earned form on page 24 at the
back of this handbook to keep track of the
money you earn. If you are close to earning
more than the approved amount before the end
of the semester, check with your supervisor
immediately.

E-Mail
See "Office Equipment Policy."

Giving Notice
Give your supervisor at least two weeks notice
if you plan to end your employment.

Grade Point Average
As a student assistant, you must maintain a
cumulative 2.0 grade point average. Students
whose cumulative GPA falls below 2.0 must
petition to continue working.

Injuries
If you get hurt during working hours, you, your
immediate supervisor and the departmental
safety coordinator must contact the UF Worker's
Compensation Office before you go to an
authorized medical provider if your injury does
not require emergency medical care. The
Worker's Compensation telephone number is
(352) 392-4940; TDD 1-800-955-8771; FAX (352)
392-8329. Your supervisor will help you to make
arrangements if you require a doctor's attention.
Our office accountant serves as our
departmental safety coordinator.
















Office Equipment Policy-Computers,
Telephones, Copiers, etc.
Student assistants should not use the office
telephone for personal calls without their
supervisor's permission
then should use it onl
when necessary.

Students should
under no
circumstances install
privately owned softw
programs onto office
computers. Please read the University of
Florida Software Copyright Policy at:
pirate.ifas.ufl.edu/. SFA policy is that all
personal computer disks must be checked by
one of the Macintosh technical staff from
Systems and Programming.

Employees may not use office equipment, such
as the computers, copy machine, word
processors, or typewriters for personal work.
E-mail policy. According to Florida Statutes,
e-mail information is defined as a public
record. E-mail created or received by University
of Florida employees in connection with official
business, which perpetuates, communicates or
formalizes knowledge, is subject to the public
records law and open for inspection. Students
who are required to use university e-mail in the
performance of their job should be aware of the
University of Florida's Policy on Public Records
Law and E-mail. If your e-mail falls within the
definition of a public record, you may not
delete it except as provided in UF's record
retention schedule. For in-depth information,
go to the UF web site on E-mail as Public
Records at:
www.pr.ufl.edu/email.htm#emplovee


Payroll-
(also see "Completing Your Time
Card")
You will be paid at least minimum wage. You
will receive your first paycheck the second
payday after you begin work. Payday is every
other Friday, and paychecks are usually
available by 11 a.m. You must sign your time
card at the beginning of each pay cycle and
complete your time card correctly and on time
to receive a paycheck on time.

Performance Evaluation and Raises
After three months, your supervisor will
evaluate your performance. If your work is
unsatisfactory, you may be evaluated sooner.
After six months of work, you may be
considered for a raise consistent with your job
performance. If your work is satisfactory, you
should be considered for a raise of $.20 per
hour. If you are rarely absent, show initiative,
are highly responsible and your work is above
satisfactory, you may be considered for a raise
of $.35 per hour. If your work is excellent, you
may be considered for a raise of $.50 per hour.
Students holding positions with certain job
requirements, or jobs requiring special skills or
abilities may receive higher than average pay.

Public Relations
Take pride in your position at Student
Financial Affairs. The impression you make
may influence the attitude of visitors. SFA is a
student service organization and we work with
students who may be feeling stress related to
financial issues. When talking to visitors in the
office, listen carefully and give clear and polite
responses. Call people by their first names if
possible. Be considerate of others' feelings.

Questions
Don't be afraid to ask questions or ask for help.
It's better to admit you don't know something
but are willing to learn than to give someone
incorrect information.
















Scheduling Work Hours
You may work up to 20 hours every week
when classes are in session. You may not work
during scheduled classes or exams. You may
work during finals week, but not during a
scheduled exam. If a class or exam has been
completed early, cancelled or rescheduled, you
must provide a completed class dismissal form
(p. 22) to your supervisor before working
during that time.

Use the chart at the back of this handbook to set
up your weekly work schedule (p. 23) with your
supervisor. Fill in your classes and your work
schedule. Remember that SFA's hours are from
8:00 a.m. to 5:00 p.m.

Let your supervisor know in advance if you
need to work fewer hours or plan to take some
time off. Plan to make up any work you miss.
You will have some flexibility in scheduling
work around your class schedule, but remember
to discuss any schedule changes with your
supervisor by the first day of class each
semester.

Telephone Etiquette
1. Learn how to use the phone. If you have
questions, ask your supervisor for help.
Don't try to answer the phones until you
have been properly trained.
2. Always identify yourself. Give your name
and department when you answer or place a
call.
3. Each call is important. Use courtesy, and BE
A GOOD LISTENER.
4. Your voice creates an image. Use a pleasing
tone of voice and speak clearly into the
receiver.
5. Take complete messages: caller, area code
and phone number, date and time, the
message and your name. Keep pads and
pencils by the phone.
6. When you put someone on hold, explain
what you are doing and check back


frequently. If you know the wait will be
long, offer to take a message.
7. Be sure of what you intend to say before you
place a call.
8. When transferring a call, please tell the caller
that you are transferring the call and
provide a brief explanation before
transferring.

W-4 Cards
The W 4 Card (Employee's .ii-, i i. i, ti Allowance
Certificate) is used to designate the appropriate
income tax withholding status for employees.
Students must complete a W-4 to be appointed
to payroll. All student W-4 cards are kept on file
at the Student Employment Office. To make
changes or corrections, students should go to
the Student Employment counter in the Criser
Hall Lobby.

When completing your W-4 card be sure to use
a permanent (home/parental) address to which
your W-2 may be mailed at the end of the
calendar year.

When filling out your W-4 card, you have two
choices concerning your preferred withholding
status: 1) to claim EXEMPT (no money will be
withheld); or 2) to claim ZERO, ONE, or more
exemptions. If you claim ZERO, ONE, or more
exemptions, the Internal Revenue Service (IRS)
will withhold a portion of your earnings.

Exemption from withholding may be claimed
only if:
* last year you had a right to a refund of ALL
federal income tax withheld because you had
NO tax liability; AND
*this year you expect a refund of ALL federal
income tax withheld because you expect to have
NO tax liability.
If you meet both of the above conditions, enter
year effective and "EXEMPT."
















students should consider Federal Work-Study (FWS) or Other Personnel Services (OPS) positions
as regular jobs. They should work with their supervisors to coordinate a work schedule and meet
that schedule. Student workers have a dual responsibility, since they must also maintain satisfactory
academic status. If you are employed through FWS or OPS, you have the following specific
responsibilities:


1. TO apply for financial aid each year
as soon as possible after January 1, if
you wish to continue receiving
funds through the Federal Work
Study program.
2. TO maintain at least a 2.0 GPA. Any
student whose GPA falls below 2.0 n
petition to continue working.
3. TO earn the amount of your allocation.
Students assigned to jobs which will not
pay the total amount of their allocations
may obtain a second job assignment from
Student Employment.
4. TO complete an Employee's Withholding
Allowance Certificate (W 4 card) indicating
your tax exemption choice as soon as you
are hired. Students who desire to change
their exemption status at any time must
come to the Student Employment Office.
5. TO submit signed time cards to your
supervisor every two weeks by the due
date. Late time cards delay paychecks until
the following pay period (two weeks later).
6. NOT to work more hours each pay period
than indicated on your work permit. You
may work up to 20 hours in Week One and
20 hours in Week Two, but not 15 hours
Week One and 25 hours Week Two.
7. NOT to work during scheduled classes or
exam times without written documentation
from your professor that the class/exam
has been cancelled. You must give this
documentation to your supervisor.
8. NOT to earn more than the semester award
amount listed on your work permit. Halfway
through the semester, you should check to


,0 if you are in danger of earning your
vacation before the semester ends. When you
ve earned your award amount, you must
S stop working or petition to revise your
award. You must show additional need to
S be awarded more aid. Continuing to work
without petitioning will jeopardize your
future aid and the university's
eligibility to receive funds.
9. TO notify your supervisor in advance if you
will be absent from work. Frequent absences
are a justifiable cause for dismissal.
10. TO consult with the Student Employment
Office and discuss your situation with a staff
member if you wish to quit your job.
11. TO give your supervisor two weeks notice
before quitting your job.
12. TO go to Student Employment for
counseling and possible reassignment, if you
are laid off for any reason.
13. TO arrive at the office prepared to work.
14. TO observe the Student Affairs policy on
confidentiality of student records (p. 6).
Student employees who have access to
student records must not discuss
confidential student information with
anyone.
15. TO notify your supervisor or other
appropriate management representative of
any criminal drug statute conviction for a
violation occurring in the work place no later
than five days after such a conviction.
16. TO be sure to sign your time card when
you begin work.














I C 0 F I D E Nn I_ A LIn T"


DIVISION OF STUDENT
AFFAIRS POLICY

The University of Florida (UF) assures the
confidentiality of student educational
records in accordance with University rules,
state statutes, and the Family Educational
Rights and Privacy Act of 1974 (FERPA),
known as the Buckley Amendment.

Students' Records
Access Rights
In general, all students have the right to
personally review their own educational records
for information and to determine the accuracy of
these records. Parents of dependent students, as
defined by the Internal Revenue Service, have
these same rights. A photo I.D. or other
equivalent documentation, or personal
recognition by the custodian of the records, will
be requiredbefore access is gained.

Exceptions to Students'
Records Access Rights
Students do not have access to:
1. personal notes of administrative, faculty, or
supervisory personnel which are not
accessible to or revealed to other parties;
2. financial information of parents;
3. confidential letters of recommendation
placed in files before January 1, 1975, or
those for which the student has waived
right to access; or
4. medical, psychiatric, or psychological data
recorded by professionals or
paraprofessionals for their own use in
treatment of the student; however, such
records can be reviewed by a physician or
other appropriate professional of the
student's choice.


Student Consent Prior to Records
Release Policy
Student educational record information will
not be transmitted to third parties outside the
university without the student's written
consent, with the following exceptions:
1. Public information: student's name,
local/permanent address and e-mail
address, telephone listing, academic major,
dates of attendance, awards received,
participation in officially recognized
activities, and sports, weight, and height
for athletic team members. This information
will be released to anyone requesting it.
Public information will not be released if a
student completes and returns a Restriction
of Directory Information form, available
through the Office of the University
Registrar.
2. Information may be released to a student's
parent if the student is financially
dependent upon the parent (IRS definition).
The burden of identifying such dependency
rests with the student or parent.
3. Information concerning application for or
receipt of financial aid, which may be
released to official agencies involved in
decisions on aid allocation.
4. Information released to university officials
with a legitimate educational interest.
5. Information required by federal or state
agencies as specifically provided by law.
6. Information released to comply with lawful
subpoenas. Reasonable attempts will be
made to notify students prior to compliance
with the subpoena by certified letter
preferably, or by personal or telephone
contact in emergency situations.
7. Information needed in connection with an
emergency to protect the health or safety of
the student or other persons, as authorized
by Department of Education regulations.
8. Information pertaining to student judicial
hearings may be released to victims, when
required by law.
















Procedure for Access to
Review Records
Students are provided a full and fair
opportunity to present evidence to show that
records contain inaccurate, misleading, or
otherwise inappropriate information, and to
facilitate prompt corrective action where
justified. Requests for review of records should
be made in writing to the dean, director, or
department chairperson responsible for
maintaining the records sought. Positive
identification of the student will be required
before access to the records will be granted.
Reviews of records will be made in the
presence of a university official. An
explanation or interpretation will be given
with respect to any record.


STUDENT FINANCIAL AFFAIRS
CONFIDENTIALITY GUIDELINES

Counseling, disciplinary, academic, and
financial information in student records is
personal and private, and employees who
work with these records must ensure their
confidentiality. Refer to the policy on the
confidentiality of student records on the
preceding page.
1. Only counselors and authorized employees
may discuss or give out private information
about student records.
2. When helping students, do not reveal
confidential information or ask questions
about finances, lifestyle, age, religious
conviction, or academic progress in front of
others.
3. Should you need to discuss records with a
student, ask for a picture I.D. to be sure
that you are dealing with the right person.
A student who has no I.D., or who has
telephoned must give you his or her correct
full name, UFID number, date of birth, and
permanent home address before you may


give out information. If the student cannot
supply all of this information, compare his
or her signature to his or her signed
financial aid application for verification.
Except as a last resort, do not send a
student to the Office of the University
Registrar for verification.
4. When working with students at a desk or
counter, cover or put away other student
files, keep your voice modulated, and ask
others to stand out of hearing range of your
conversation.
5. If you must discuss personal information or
ask confidential questions at a desk or
counter, ask the student's permission to do
so, or offer to set up a private meeting.
6. Do not give confidential information to a
student's spouse without written consent.
7. Do not give confidential information to the
parents of an independent student without
his or her written permission. If you
cannot ascertain a student's dependency
status, assume that he or she is
independent and give no information.
8. Parents of a dependent student must be
able to provide information indicating that
they have claimed the student as an income
tax exemption during the most recent tax
year. If they do not meet this criteria, you
may not release any information to them
without the student's consent.
9. Such eligible third parties as the
Department of Education, other UF offices,
and other institutions of higher learning
may call to discuss a student's file. In these
instances, take the phone number and
return the call to be sure the call is
legitimate.
Unless the student has requested that
information not be released (according to the
Registrars' files), public information MAY be
released without the consent of the student
(see Division of Student Affairs Policy on page 6
for a definition of public information).

















Student Information Release Checklist
Two laws, one federal and one state, govern the release of student records. The federal law, known as the "Buckley
Amendment," is formally the Family Educational Rights and Privacy Act of 1974. The state counterpart is in Florida
Statutes Section 228.093. In accordance with these laws, the following student records policy is established as a guide.

Person Making Request


Type of Information
Requested


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Name of Student 1 1 1 1 1 1 1 1 1
Age of Student 3 5 3 3 2 3 6 3 4
Date of Birth 3 5 3 3 2 3 6 3 4
Citizenship 3 5 3 3 2 3 6 3 4
Local Address 1 1 1 1 1 1 1 1 1
Local Telephone, if listed 1 1 1 1 1 1 1 1 1
Permanent Address 1 1 1 1 1 1 1 1 1
Name/Address/Telephone of
Parent/Guardian/Spouse 3 5 3 3 2 3 6 3 4
Residence Status 3 5 3 3 2 3 6 3 4
Student I.D. Number (UFID) 3 5 3 3 2 3 6 3 4
Athletic Teams-Height/Weight 1 1 1 1 1 1 1 1 1
Dates of Attendance at UF 1 1 1 1 1 1 1 1 1
Degree & Date Conferred at UF 1 1 1 1 2 1 1 1 1
Full or Part-time Status 3 5 3 3 1 3 6 3 4
Honors at UF 1 1 1 1 1 1 1 1 1
Major 1 1 1 1 1 1 1 1 1
Previous School Attended 1 1 1 1 2 1 1 1 1
Financial Aid: Acad./Non-Acad. 3 5 3 3 1 3 6 3 4
Class & College Year in School 1 1 1 1 2 1 1 1 1
Admissions Status 3 5 3 3 2 3 6 3 4
Class Schedule 3 5 3 3 2 3 6 3 4
Current Academic Status 3 5 3 3 2 3 6 3 4
GPA/Credits Completed 3 5 3 3 2 3 6 3 4
Test Scores 3 5 3 3 2 3 6 3 4


1. Public Record or Directory Information-Can be released unless student has given written instructions not to release.
2. Release restricted for internal use by University officials who have legitimate educational interest in the information.
3. Student's written permission or court order required to release.
4. Release restricted to other educational institutions in which student seeks to enroll.
5. Release only to parents of dependent students as so defined by IRS.
6. Forward the request to the Office of Vice President of Student Affairs.













Il S FA~ Q -EPART lM ENTS


SFA Departments are located in both
Criser and Peabody Halls. Peabody Hall
houses administrative offices (including the
director's and two associate directors' offices),
three assistant directors, accounting, secretarial
support, systems and programming,
disbursements and fund returns, and customer
service offices. Criser Hall contains the student
service lobby, the student resource center, one
associate director's office, four assistant
directors' offices, and processing sections such
as data entry, document editing, loan
certifications, the mailroom, manual
awarding/revising, Pell Grants,
information/publications, quality assurance,
scholarships, state programs, student
employment, training and outreach, and
verification.

Accounting (P-113H Peabody)
Accounting controls all departmental
accounting and fiscal activities. The accountant
and senior fiscal assistant are responsible for
all phases of purchasing and handle accounts
receivable for federal administrative allowance
funds and private donations. This office
prepares financial and compliance reports for
federal, state, and institutional donors and
helps the director and associate directors with
special fiscal projects. Internal control duties
include maintaining departmental ledgers and
preparing the departmental operating budget.
Accounting also supervises building services
such as telephones, equipment, repairs, safety,
and custodial maintenance.

Associate Directors'
(P-113D & E Peabody and S103A Criser)
SFA has three associate directors. One supervises
customer service, loan processing, and the
satellite offices, including two student affairs
coordinators and five student financial aid
coordinators. The second associate director


oversees technical areas such as Pell Grant,
Verification, Student Employment, Awarding,
and Record Retention, including two student
affairs coordinators. These two associate
directors also coordinate data processing
requests with the systems coordinator in charge
of the Systems and Programming area, supervise
funds management and research, coordinate the
delivery system, and are responsible for federal,
state and institutional audits. The third associate
director is in charge of office training,
development, and outreach programs, the
Student Resource Center, and the
information/publications area, which includes
the office web site.

Athletic Awarding
(P-102A Peabody)
This section consists of one financial aid
coordinator who ensures compliance with
federal, state, institutional, and NCAA
regulations. This staff member counsels
student athletes and coordinates and
administers financial aid for student athletes.

Awarding/Revising
(S-103 Criser)
Awarding/Revising section personnel (two
financial aid coordinator positions) revise
students' awards when their application
statuses or financial situations change, or when
students request revisions for which they are
eligible. The staff is also responsible for
correcting overmet awards, processing award
repayments, and doing budget adjustments.

College of Dentistry Adviser
(Health Sciences Center, D3-17A)
The function of this office is to assist dental
students with the financial aid application
process.
















Colleges of Health Professions,
Nursing, Pharmacy, &
Veterinary Medicine
(Health Sciences Center, HPG-208)
The Health Sciences Center Satellite Office is
responsible for coordinating all financial aid
services for the four colleges. Services include
aid awarding, aid packaging, and debt
counseling for more than 1,900 students. The
office also assists in awarding and packaging all
college-based loans and scholarships. Emphasis
is placed on counseling students to reduce
student loan debts and on providing up-to-date
information about federal aid programs and
requirements.

College of Law Advisei
(164 Holland Hall)
Of the approximately 1200 law
students at the University of
Florida, more than 900 receive
financial aid. The Law School Aid
Office guides these students
through the federal aid application
process, from completing the FAF / I
to procedures for disbursement. Private loan
applications for Law Loans and Law Access are
certified by this office.

College of Medicine Adviser
(Health Sciences Center, M-128)
The function of this office is to assist medical
(MD) and physician assistant (PA) students with
the financial aid application process.

Customer Service
(P-101-103 Peabody)
Customer Service is the basic contact area for
financial aid applicants and recipients, whether as
walk-in visitors or by phone or mail. Financial aid
advising teams serve students at customer service
desks in the main lobby. Special programs, such


as Graduate Record Exam (GRE) Fee Waivers,
overseas studies, the AIM program, and
transient students are handled by assigned
customer service advisers. Financial aid advisers
counsel students about their aid, analyze
financial aid applications and related data to
ensure the best, most equitable, aid decisions,
and make appropriate awards and revisions of
student aid packages. The advisers also assist
students who fall below satisfactory academic
progress standards with the academic progress
petition process and verify eligibility for and
process university short-term loan applications
from students who have emergency educational
expenses. To provide the best possible advice,
advisers must stay up to date on federal, state
and university policies and procedures which
C ect financial aid application and
;bursement. The front desk at
customer service is open from 8:00
a.m. to 5:00 p.m. daily to handle
walk in traffic. Customer Service
also maintains a phone bank staffed
with four full-time clerical support
- staff and a complement of trained
I student assistants. Most incoming
calls to the financial aid office are handled by
the phone bank.

Data Processing
(S-103S Criser)
The main responsibility of data processing staff
is data entry-entering information into the
computer system (using either an on-line or
batch process) from application documents and
updating records to generate the on-line
financial aid files. Financial aid files include the
tracking file, award file, loan applications,
credit history file, verification file, check file,
PLUS application file, academic progress file,
student work permit file, transcript information
(incoming and outgoing), history information,
Federal Student Aid Report information, and need
analysis and reported data.
















Director's Office
(P-113A and C Peabody)
The staff of the Director's office is in charge of
the overall administration of financial aid
programs at the University of Florida. The
Director represents UF statewide and nationally,
helping to shape long-range policies and goals.
The Director's Office Manager handles all
personnel paperwork for the department,
processes payroll certifications, supervises the
secretarial support and word processing area,
handles travel arrangements, and assists the
Director with local and national responsibilities.

Disbursements & Fund Returns
(P-105, P-104 Peabody)
Disbursements is in charge of final review of
student eligibility for loans, scholarships, and
campus-based aid before disbursement of
funds. This section receives-from the federal
government and from scholarship donors
funds either for deposit with University
Financial Services for disbursement, or for
direct disbursement to students. This section
returns to donors/federal accounts any funds
for which students are not eligible.

Document Editing & Mailroom
(S-103 Criser)
Document Editing is where the processing
cycle begins. The staff receive, sort, scan, and
distribute incoming mail and edit incoming
application forms for problems, making sure
that all forms are sent to the data processing
section to be entered into the system. This
section also coordinates incoming and outgoing
financial aid transcript activities. Most major
SFA mailouts are also handled by this area.


Information/Publications
(S-102 and S-102-A Criser)
Information/Publications Services
disseminates information about financial aid
programs and SFA to the university
community and prospective UF students. A
program of brochures, handbooks, forms,
newsletters, slide shows, flyers, and signs is
produced by student writers and artists
supervised by a full-time publications
coordinator. Information/Publications is also
responsible for design and content of the SFA
Web site. Publications provides support to
Customer Service and other sections of the
office that need assistance with editing,
printing, and graphic arts and produces
numerous inhouse publications, such as this
handbook, a staff handbook, and a staff
information pamphlet.

Loan Certification
(S-103 L-O Criser)
The Loan Certification Section administers loan
programs, including Federal Direct Stafford
Loans (Subsidized and Unsubsidized), Federal
Direct PLUS Loans, and private loan
applications that require school certification.
These loan programs generate approximately
33,000 applications each year, totaling about
130 million dollars. Staff process and evaluate
loan applications, interact with the federal
government, process promissory notes and
check student eligibility before awarding loans.

Pell Grants
(S-103B Criser)
The Pell Grant Section processes approximately
15 million dollars annually in awards for the
7,000 students a year who receive Pell Grants at
UF. The Pell Grant financial aid coordinator also
coordinates governmental reporting and
reconciliation of the program, calculates Pell
Grant awards, updates information on the
















computer system, and maintains Pell Grant
source documents.

Phone Room
(P-103 Peabody)
Full-time and student staff respond to general
telephone inquires about financial aid and our
office in particular from 9:00 am to 5:00 pm
Monday through Friday.

Quality Assurance
(S-103 Criser)
The Quality Assurance section was established
when Student Financial Affairs was accepted by
the Department of Education to participate in the
Institutional Quality Control Pilot Project. As a
participant, SFA carries out specific federally
prescribed quality assurance activities. Each
year, Quality Assurance reviews and compares
aid recipients application files and verification
documentation to determine error-prone
patterns. Findings are used to improve existing
practices and procedures by implementing
corrective actions in deficient areas. Information
collected is used to determine institutional
verification criteria to be applied to the entire UF
aid applicant population.

Records/Optical Scanning
(S-103R Criser)
The Records/Optical Scanning section maintains
an accurate, up-to-date system of records
consisting of more than 125,000 active and
inactive files. The section also scans all records
using the University-Wide Scanning System,
purges the file system once a year and merges
current files with those of previous years'
applications.

Scholarships
(S-103C and E Criser)
Scholarships coordinates outside, private
(custodial) scholarships, college-awarded
scholarships, and SFA-awarded scholarships.


Each year, about 10,000 students receive some
type of scholarship. This section processes
applications, awards scholarships, and
corresponds with donors and recipients.

State Programs
(S-103C and E Criser)
The State Programs section administers Florida
state-funded programs such as the Florida
Student Assistance Grant, Florida Bright Futures
Scholarships, and others. These state programs
have about 25,000 UFrecipients who receive
about $55 million. The department monitors
student eligibility, processes warrant receipt
lists, keeps records of each transaction, and
arranges the disbursement of state funds. The
section also submits grade/hour reports after
each academic year and reviews appeals for
undergraduates.

Student Employment
(S-103J Criser)
Student Employment helps students find jobs
through the Federal Work-Study program,
including Federal Community Service jobs;
Other Personnel Services; and off campus jobs.
About 7,400 students are employed on campus.
Student Employment issues work permits,
processes paperwork to enroll students in the
UF payroll system, maintains and posts job
listings from on and off campus employers, and
counsels students about employment. Student
Employment also communicates employment
policies and procedures to university offices,
develops and updates forms, supervises
employment counseling, and conducts annual
training sessions for on-campus employment
coordinators.

SFA Student Resource Center
(S-107A Criser)
The SFA Resource Center helps students
research and apply for aid via onsite computers.
The computers provide access to an SFA
















electronic scholarship bulletin board, online
student job lists, FAFSA on the Web, e-mail, and
ISIS, to name a few resources. The Center is
staffed by Federal Work-Study students, who
assist with the computers.

Systems and Programming
(P-108-110 Peabody)
Systems and Programming (S & P) develops and
maintains the computer software systems
needed for automated delivery of student
financial aid at UF. The area consists of nine
systems analysts and programmers. S & P staff
are responsible for developing and maintaining
the computer software systems needed for
automated delivery of student financial aid at
UF and for maintaining all records for more than
40,000 financial aid applicants. S & P also
designs and maintains the on-line terminal
display system used by staff and coordinates
electronic data exchange with federal, state, and
local agencies to gather information required to
process a student's aid.

Training and Outreach
(S-103A Criser)
Training & Development (T & D) organizes on
and off campus financial aid awareness and
orientation programs such as Summer Preview,
spring application workshops and
presentations to high school students and
counselors. T & D is responsible for technical
financial aid training for staff, staff
development programs and new employee
orientation.

Verification
(S-103B and D Criser)
Verification staff (four full-time staff) review all
students' aid applications for incomplete or
incorrect information, comparing parent and
student IRS forms to information reported on
students' financial aid applications. Staff also
verify that students meet citizenship,


independent status, and selective service and
other federally mandated requirements.

Word Processing
(P-113 Peabody)
Word Processing produces and maintains
quality control of all outgoing and in-house
correspondence and forms, and maintains a
central forms catalogue system for each SFA
section. Word Processing provides secretarial
support for the director and associate directors,
with secondary responsibilities to the assistant
directors and other staff members. Word
Processing also responds to requests from
parents and students for general financial aid
information and applications.


















Time cards are submitted every two weeks
on Tuesday afternoon by 4:00 P.M. Fill out
your time card each day (in pencil). At the
end of each day, add up your hours worked
and round off according to the schedule on the
back of the time card (shown below). Do not
use decimals. YOU MUST keep the time card
up to date in case you are not at work when
pay certifications are submitted to Payroll. Sign
your time card (in ink) when you receive it.

Entering and Totaling
Your Hours
Each time card covers a two-week period. You
will notice that each pay-period week begins
on Friday of one week and lasts through
Thursday of the next week. Also, please note
that if you work six hours or more, you must
take a thirty-minute, off-the-clock lunch
break. Each day, enter the time you begin
working (A) and the time you stop working (B)
under In and Out of the appropriate column.
Enter the total hours you work each day on the
Total line (C) for the week in which you are
working.


At the end of the first week, enter your total
hours for that week in the "Hrs. Worked" block
on the top right corner of the card under the
1st week column (D). Enter the number of hours
you worked the second week in the 2nd week
block (E), and then carry these figures down to
the "Total" blocks under each week (F and G).
Add these two together and record the total in
the "Total Hours" block (H). Each work week
ends at midnight Thursdays. Please note that
any time worked after midnight Thursday is
considered part of the next week. Sign (I) and
have your supervisor sign 0) the time card.
You will be paid for these hours on the next
paycheck.

Projected Hours
Since time cards must be turned in every other
Tuesday at 4:00 PM, hours worked from 4:00
PM Tuesday through Thursdayat midnight may
be projected. Place an asterisk (*) next to these
hours and indicate under your signature that
these hours are projected (K). See Time Card
Photocopies on next page for more information.


Sample Time Card

EO P otEEj-Sf L c -qo oo I-o 9 Ao -i- MESOC SEC N ASSIGNMENTACCT POSITION NO ENING DTE TKL ASSIGN 0D P/R ID
1ST WEEK 2ND WEEK Eamed Hr n WEE 2N WEEK
HOURS IMI HOURS MIN
F Sat Sun Mon. Tues. Wed IThu. Fr Sat. Sun. Mon Tues Wed Thu.s. Woed j 0
'". 1i | 1i g | || o D:B | iday (H) 2 ; _
%03 :B0 Out -' ___I o 1 o1 I S1.90 1 10.0oo P. Ha1 (PH)3 3 3
n I II 2 _" I_ Vacaon (V) 4 i
Out Out Admm Lv (A) 5 5
In_____________ In I Sick (S) 6 5 6
Out Out SpeComp ISCU) 7 7
T Total OveiComp (OCUI) 8
an accur1tel rp-eclfl -.II .-. ...,~, ,r.,.,. TOTAL ~\\ \00 G ,^
arkek o k aeoo ed anar.tm t, ea.ed lor pay purposes du.ng the .Ii: *-
period idCatde I un snde falsfi caton of this tme worked and -w Spn Comp (SCE) 9 9
aae rard is cause for immdate iMlsaal To be woked ous
sh_,rltO, adiusled, I ne0ncesSayl yn flheea pa pcaed l r Over Comp (OCE) 10 1 0 O
GN RE SUPERVSOR'SSIGNATURE LWOP 1 11
Raular O rtime Termina Lv Derenal
University o? Florida TOTAL nourn Mm Hu Mn ea ...o Hours Min Hour. Mn Co
Included Employee Time Card PAY n ,
PERIOD UR MI
HOURS


I TiMECARDS



















F-\ II- of P& A 000 I-9000 l o.mm o : 9IA0 : (,6- o(o,6koq5)- Q
NAME SOC SEC NO ASSIGNMENT ACCT POSITION NO ENDING DTE TKL ASSIGN 10 P/R ID
1STWEEK 2NDWEEK Eame H STWEEK 2NWEEK
t WE OUS MIN HOURS MINS
F Sat Sun Mon Tues. Wed Thu Fri Sat. Sun, Mon. Tues. Wed. Thu Hs Worked )I 1 s I
-A :oo,8 2:oI 1 in 2:o1 Hai da (H) 2 2
oO S.~ ll 5:8' Out '.Ot I 'oloSao o Pao n RHald I 3 3
In In Vacaton (V 4 4
Out Out Adm-. Lv (A) 5 5
In In Sick Lv (S) 6 6
Out Out Sc Cmp sC I I I p o
To 3 | Total 3 I OvermCp (OCU) 8 a
*I- .tour [ eled lime Ico-nfrm Pl= mf hs bon epsented don t account TOTAL 00 O
..... .. ... : 1 i -= .' i j owners aloenffD: qureprilot l urposes exept
I .. -.....; rpo r ao ni Spec Camp (SCE) 9 9
.. J .- overcop, c toCE) 10 1
EMO S S R SUPERVISOR'S SIGNATURE LWOP 11 i


University of Florida
Included Employee Time Card


See Intucin on Bac I


TOTAL H r M"
PAY
PERIOD 2-1 O0
HOURS


Round Off Totals Daily
Example: If you work a total time of 3 hours and 10
minutes, the entered time should be 3 hours and 15
minutes, because the number of minutes worked falls
between 8 and 22.

Time Card Photocopies
When your time card is complete, either you or your
supervisor must make a copy of it to retain. On Friday,
if you have projected hours, indicate on the photocopy
that you have worked those hours by signing next to
your original signature and initialing the area above the
projected hours on the copy (shown above). If you do
not work the projected hours, ask your supervisor for
instructions. Photocopies should be turned in to Student
Employment on Friday afternoons.

Lunch Break
Students must sign out on their time cards for lunch
and sign back in when returning from lunch. Scheduled
lunches should be taken between 11:30 a.m. and 1:30
p.m. However, the student and his or her supervisor
may discuss alternatives in keeping with the smooth
operation of the work area.


Hous Mm Tvo I Reaso I Hours


NOTE: If you work:
00-07 minutes
08-22 minutes
23-37 minutes
38-52 minutes
53-60 minutes


Mn Hours Mm Code





You will be paid for:
00 minutes
15 minutes
30 minutes
45 minutes
60 minutes


A complete photocopy
includes:
A. Time you began working (in the appropriate day
column)
B. Time you stopped working
C. The total number of hours worked each day
(rounded off)
D. The hours worked in the first week
E. The hours worked in the second week
F. The total number of hours worked in the first week
G. Total hours worked in the second week
H. Total hours recorded in F. and G.
I. Your original signature
J. Your supervisor's signature
K. Indication of* Projected Hours
L. Your signature on the copy
M. Your initials above projected hours
N. Your supervisor's signature on copy.














I FINANCI AL l _AID TERM


Please look over the following terms to
familiarize yourself with our terminology. You
won't remember all of these at first, but you
can refer back to them as you need.

Academic Progress (financial aid): the
academic progress of financial aid recipients,
who must meet specified educational objectives
within a specific time as defined by UF to
continue receiving aid.

Award Letter: a document sent by Student
Financial Affairs to financial aid applicants
indicating the type, amount, conditions and
disbursement dates of funds awarded to them
through the various aid programs.

Award Revision: an increase, decrease,
program substitution, or cancellation of a
recipient's award. Either the recipient or an
SFA adviser may request the revision.

Award Revision Document (ARD): form used
by counselors to initiate an award revision or
to manually award a student.

"Batch" updates: "batch" refers to a data entry
process whereby data is grouped and keyed
onto special data entry screens to be applied to
the computer system overnight.

Budget/Cost of Attendance: the educational
expenses approved by UF as necessary for
students to continue their education.

Campus-Based Programs: federal aid programs
(Federal Work-Study, Federal Perkins Loan,
Federal Supplemental Educational Opportunity
Grant) that are administered by UF. Funds are
awarded on the basis of need at the discretion
of the campus aid administrator.

Complete Date: the date when all of a
student's required application documents have
been received and, if applicable, all necessary
verification procedures are finished.


Dependent
Student: a
student who
is, for
financial aid
purposes,
considered
financially dependent on his or her parents
according to established federal guidelines.

Documentation: a process used to record in a
student's file any special circumstances which
require unusual treatment. Documentation
allows step-by-step tracing of decisions made
concerning a student's aid package.
Documentation also refers to the process by
which an applicant supplies documents to
verify information listed on financial aid forms
(see "verification").

Family Contribution: in need analysis, the sum
of a parents' and student's total contributions
toward the cost of the student's education.

Federal Community Service: an off campus
segment of the Federal Work-Study Program.
Guidelines are the same.

Federal Direct Stafford/Ford Loans
(Subsidized and Unsubsidized): the federal
government provides the funds for these loans.
The subsidized Stafford is need-based; the
federal government pays the interest while the
student is in school. The unsubsidized Stafford is
not need-based; the federal government does
not pay the interest while the student is in
school.

Federal Methodology: the national need
analysis standards mandated by the U.S.
Congress and used by the federal need analysis
processor and by colleges.

Federal Pell Grant: student financial aid's
primary federal grant program.
















Federal Perkins Loan: a federal, need based,
low-interest (%) loan program.

Federal PLUS Loans: a student loan program
that provides loans for parents of dependent
undergraduates students; not based on
financial need.

Federal Supplemental Educational
Opportunity Grant (FSEOG) : the second
largest federal grant program. It is one of the
campus-based programs and generally goes to
students with the greatest financial need.

Federal Student Aid Report (FSAR): the
eligibility report students receive directly from
the Federal Pell Grant Program.

Federal Work-Study (FWS): federal part-time
student employment program based on need.
FWS requires a minimum 2.0 GPA and half
time enrollment.

Fee Deferment: a process by which fees owed
to UF are deferred for students who have aid
or benefits pending and who follow specific
procedures and guidelines to qualify.

FICE Code: numerical designator assigned to
institutions of higher learning that UF uses to
code federal Financial Aid Transcripts (both
incoming and outgoing). Codes are found in
the FICE Edit Book. Institutions are listed
alphabetically by state and institution.

Financial Aid Award/Package: an offer of
financial aid that combines various forms of
aid, typically from one or more sources.

Financial Aid Transcript (FAT): a summary of
aid received from previously attended
institutions. Financial aid transcript information
is required for students to be awarded aid.

Florida Bright Futures Scholarships (FBFS):
the state of Florida's primary scholarship


program, including Florida Academic
Scholarships, Florida Medallion Scholarships,
Florida Gold Seal Vocational Scholarships, and
Top Scholars Awards.

Florida Student Assistance Grant (FSAG): a
grant awarded by the state of Florida-based
on need, GPA and credit hours.

Ford Federal Direct Loan (FFEL) Programs:
federal long-term, low interest students
loans-includes unsubsidized and subsidized
Federal Direct Stafford/Ford Loans and
Federal Direct PLUS Loans.

Form UPS 50: a standard form used by the
university that includes a Loyalty Oath, an
Intellectual Property Agreement, a Controlled
Substance Questionnaire, and a Florida
Retirement Plan form. Form UPS 50 must be
completed by all UF employees.

Free Application for Federal Student Aid
(FAFSA): the free federal financial aid
application on which families record their
financial data. FAFSA information is used to
evaluate how much the family and/or student
should be able to contribute toward the
student's college expenses. SFA primarily uses
the family contribution amount determined by
the federal processor to calculate financial need
and make student awards. The FAFSA is a
required document.

Full-Time Student: at UF-for undergraduates,
a student enrolled for at least 12 credit hours
during fall, spring, and summer. For graduates,
a minimum enrollment of 12 credit hours during
fall and spring or 6 credit hours during the
summer.

Gift Aid: financial aid which need not be
repaid-grants and scholarships, parental
contribution, benefits, fellowships, waivers.
















Grace Period for loan repayment: the period
that begins when a loan recipient is no longer
classified a half time student and ends when
the repayment period starts-usually six
months later.

GPA: grade point average.

Graduate Student: a student
enrolled in a formal graduate
program.

Grants: gift aid to undergradua
based on need and/or academic
performance.

Half-Time Student: at UF for
undergraduates, a student enrolled for 6-11
credit hours during fall, spring or summer. For
graduates, a minimum enrollment of five credit
hours during fall, spring, or four credit hours
during summer.

I-9-Employment Eligibility Verification: all
employees, both citizens and non-citizens,
hired after November 6, 1986 must complete
this form at the time of hire. The employer is
responsible for ensuring that this form is
properly completed when the student is hired.

Independent Student: a student who, for
financial aid purposes, is considered financially
independent of his or her parents.

Kofax Imaging Digital Document System
(KIDDS): an administrative system on UF's
ISIS web server that allows SFA's Records area
to scan student documents on a high-speed,
high-resolution scanner and store them on a
file server at the Northeast Regional Data
Center (NERDC). KIDDS enables UF staff to
access these documents on a standard Web
browser with a NERDC ID and password.

Loans: long-term, low-interest student loans
(4%-9%) are repayable after the recipient
graduates, withdraws, or drops less than half


time status. Funds for the loans may be federal,
institutional, or private. UF short-term loans
are for emergencies and must be repaid at the
end of the semester in which they are
borrowed.

:the basis for most financial aid awards.
is determined by subtracting a student's
lily contribution amount (as determined
rom the FAFSA) from the cost of
attendance and "student budgets".

Analysis: the process of establishing the
_._a.nt of money a family should be able to
contribute toward college expenses. Need is
based on family income, number of children,
assets and other variables. Need analyzes are
provided by the federal processor from
information students provide on the FAFSA.

Net Check: a system used for paying student
financial aid funds to students which allows
University Financial Services to deduct
institutional charges, such as fees and housing,
before disbursing remaining funds to the
student.

Online: entering information (data) into the
computer by keying the information directly
onto a financial aid screen for instant input.

Other Personnel Service (OPS): a state funded
student employment program that is not based
on financial need. OPS requires a minimum 2.0
GPA.

Overmet Need: any amount of financial aid
which exceeds the recipient's financial need.
Federal, state or university policy may require
a reduction, cancellation, revision or repayment
of a portion of the awarded amount.

Parental Contribution (PC): the amount a
student's parents are expected to contribute
toward his or her educational expenses.
















Performance Evaluation: the method by which
a student employee's job performance is
reviewed for continuation of employment
and/or a pay raise.

Period of Enrollment: the period of time
during which a student is formally enrolled in
classes at the university.

Petition: the process by which a student
appeals an action taken by SFA. Petitions are
received for academic progress, student
employment, and family contribution and/or
budget revision.

Post-Baccalaureate Student: a student who has
a bachelor's degree but is not yet admitted to a
graduate program, and who is classified a "6"
for class in college.

Repayment: circumstances in which a student
must repay aid already received.

Quality Assurance Program: a special federal
program which allows UF to establish its own
verification criteria and determine which
student files must be verified; SFA has a
Quality Assurance Section which selects
random samples of students for this program.

Scholarships: gift aid to students; based
primarily on achievement, although need is
sometimes a consideration.

Selective Service Compliance Certification:
certifies that students have registered with the
Selective Service or that they are not required to
register. Federal rulings require students to sign
this statement to be eligible for financial aid.

Self-Help Aid: financial aid which is in the
form of a loan and/or employment.

Social Security Administration: a federal
agency which pays benefits to eligible families
and individuals, and also assigns a nine-digit
identification number to all individuals.


Statement of Educational Purpose: a statement
on the FAFSA which students must sign to
indicate their agreement to use aid funds only
for educational purposes.

Student Assistant Appointment Form (SP -
100): a form used by University of Florida
departments to appoint students to
employment positions.

Student Contribution: funds available to
students to meet educational costs from
student employment, savings, trust accounts,
real estate, checking accounts, child support,
alimony, social security benefits, welfare, Aid
to Dependent Children or, for married
students, spouse's earnings.

Student Financial Affairs (SFA): UF office
which administers all student financial aid
programs (located in S-107Criser Hall).

1040, 1040A, 1040 EZ: federal Internal Revenue
Service (IRS) income tax forms which form the
basis of financial information families provide
on the FAFSA.

Time Card: card on which student employees
must record total time worked in order to be
paid every two weeks.

Track Type: the computer-screen designation
used at SFA to indicate programs for which an
aid applicant is applying or eligible.

UFID Number: UF identification number
issued to all students, staff, and faculty. For
more information, go to:
http://www.ufid.ufl.edu/.

Undergraduate: a student who has not
achieved a baccalaureate degree.

University Financial Services (UFS): the
University of Florida student "business office"
(located in S-108 Criser Hall) from which
















financial aid checks are disbursed and where
students pay fees.

Verification: a review process established by
the federal government to verify the accuracy
of information reported on financial aid
application documents. Students are selected
for verification according to prescribed federal
guidelines.

Veterans' Administration (VA): a federal
agency which awards benefits to veterans and
their dependents to help them pay their
educational expenses.

W-4 Card: the Federal Employee :Tri, -i j .i. i, ll
Allowance Certification which indicates the
employee's tax exemption choice.

Work Permit: a University of Florida form
which indicates the amount awarded to a
student for a specified academic period, to be
earned through employment at UF
or at a public non-profit community
organization. A work permit is required for
FWS and OPS employment.














STANDARD FORMS

On the following pages are three sample forms that students can copy for their own use
throughout the year.

1. Class Dismissal Form (allows a student to work during a scheduled class).
2. Class/Work Schedule
3. Record of Money Earned (form for keeping track of hours worked and money earned).



















DEPARTMENTAL LETTERHEAD






MEMORANDUM

To: Student Employment

FROM: Instructor

RE: Student Employment During Class

Student employment policy governing both Federal Work-Study (FWS) and Other Personnel Services
(OPS) forbids a student working during scheduled classes unless they have given a valid Class
Dismissal Form to their work supervisor prior to their working. This form must be attached to the time
card when submitted. Failure to comply with this policy may result in dismissal of the student
employee or ineligibility the department / agency to participate in student employment programs.


Student


UFID


The class listed below has been (please circle one):


DISMISSED EARLY or CANCELLED

for the indicated date and time period.

List course and section number

Indicate normal class meeting schedule (e.g., MWF 3rd period)

Please indicate date and time of early dismissal or cancellation




Instructor's Signature


Date Signed
















0I CLS/ O K S H D L


Name

Position


UFID


Program


Students and employers must be aware that students cannot work during scheduled classes unless the student has
submitted a valid class dismissal form. Students should complete a Class / Work Schedule indicating when they have class
(C) and when they prefer to work (W).
Two-hour work blocks are preferred.


*Hours permitted to work per week


Amount awarded
Fall/
Spring


Pay rate per hour


Summer


Time Period Monday Tuesday Wednesday Thursday Friday Time

7:25 8:00
to 1 to
8:15 9:15

8:30 9:30
to 2 to
9:20 10:45

9:35 11:00
to 3 to
10:25 12:15

10:40 12:30
to 4 to
11:30 1:45

11:45 2:00
to 5 to
12:35 3:15

12:50 3:30
to 6 to
1:40 4:45

1:55 5:00
to 7 to
2:45 6:15
El
3:00 7:00
to 8 to
3:50 8:15
E2
4:05 8:30
to 9 to
4:55 9:45
*Formula: Award /weeks of term / pay rate = hours eligible to work per week.


Term
















Students and employers should keep a cumulative record of student employees' hours worked and
earnings to ensure that students do not earn more than their awarded amount for employment and
to enable employers to calculate the employer's 30 percent share of a student's earnings. NOTE:
Pay periods are two weeks long.
Name UFID
Hours Per Week* Position
Hourly Rate Program
Amount Awarded: Fall Spring Summer Total

Pay Period Biweekly Money Money Earned
Ending Date Hours Worked Earned To Date


*Formula: The amount of the student's award divided by the number of weeks in the term divided by the
student's pay rate equals the hours the student may work per week.

















Student Employment Critical Dates & Payroll Deadlines
Dates are subject to change.
Fall 2003
Fall 2003 work permits cover the period August 15, 2003, to December 20, 2003. The first fall time card
is due August 26, 2003. The first day of fall classes is August 28, 2003. Fall classes end December 10,
2003. Graduation ceremony is December 20, 2003.
Paperwork Due Pay Period Dates Pay Dates
08/20/2003* 08/15/2003-08/28/2003 09/05/2003
09/04/2003 08/29/2003-09/11/2003 09/19/2003
09/18/2003 09/12/2003-09/25/2003 10/03/2003


'2003
'2003
'2003*
'2003*
'2003*
'2003*


'26/2003-10/09/2003
'10/2003-10/23/2003
'24/2003-11/06/2003
'07/2003-11/20/2003
'21/2003-12/04/2003
'05/2003-12/18/2003


10/17/2003
10/31/2003
11/14/2003
11/26/2003
12/12/2003
12/26/2003


Spring2004
Spring 2004 work permits cover the period December 21, 2003, to May 6, 2004. The first spring time
card is due December 31, 2003. The first day of Spring classes is January 6, 2004. Spring classes end
April 21, 2004. Graduation ceremony is May 1, 2004.


Paperwork Due
12/22/2003*
01/08/2004*
01/22/2004
02/05/2004
02/19/2004
03/04/2004
03/18/2004
04/01/2004
04/15/2004
04/29/2004


Pay Period Dates
19/2003-01/01/2004
02/2004-01/15/2004
16/2004-01/29/2004
30/2004-02/12/2004
13/2004-02/26/2004
27/2004-03/11/2004
12/2004-03/25/2004
26/2004-04/08/2004
09/2004-04/22/2004
23/2004-05/06/2004


Summer 2004
Summer 2004 work permits cover the period May 07, 2004, to August 12, 2004. The first summer time
card is due May 06, 2004. The first day of summer classes is May 10, 2004. Summer classes end August
06,2004.


Paperwork Due
05/13/2004
05/27/2004
06/10/2004
06/23/2004*
07/08/2004
07/22/2004
08/05/2004
* Early payroll deadlines.


Pay Period Dates
07/2004-05/20/2
21/2004-06/03/2
04/2004-06/17/2
18/2004-07/01/2
02/2004-07/15/2
16/2004-07/29/2
30/2004-08/12/2


Pay Dates
01/09/2004
01/23/2004
02/06/2004
02/20/2004
03/05/2004
03/19/2004
04/02/2004
04/16/2004
04/30/2004
05/14/2004


Pay Dates
5/28/2004
6/11/2004
6/25/2004
7/09/2004
7/23/2004
8/06/2004
8/20/2004











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