• TABLE OF CONTENTS
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 Front Cover
 Copyright
 Welcome
 Table of Contents
 General information
 Student responsibilities
 Confidentiality
 SFA departments
 Reporting time worked
 Work hour restrictions/work programs/work...
 Financial aid terms
 Standard forms
 Schedule of pay periods and pay...
 Back Cover














Group Title: Student employee handbook, University of Florida
Title: Student employee handbook
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Permanent Link: http://ufdc.ufl.edu/UF00087109/00002
 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: 2005-2006
 Record Information
Bibliographic ID: UF00087109
Volume ID: VID00002
Source Institution: University of Florida
Rights Management: All rights reserved by the source institution and holding location.

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Table of Contents
    Front Cover
        Front Cover
    Copyright
        Copyright
    Welcome
        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
    Reporting time worked
        Page 14
    Work hour restrictions/work programs/work permit
        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
        Page 25
        Page 26
    Schedule of pay periods and pay days
        Page 27
    Back Cover
        Page 28
Full Text









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The Student Employee Handbook is produced by
the Information/ Publications Section of the
Office for Student Financial Affairs.
The University of Florida is committed to equal treatment of
students without regard to race, creed, color, religion, age,
disability, sex, sexual orientation, marital status, national
origin, political opinions or affiliations, or veteran status.






I0 W C TO I


Message from SFA's Director

It is my pleasure to welcome you to the
University of Florida (UF) Office for Student
Financial Affairs (SFA). I hope you find your
work experience here both pleasant and
rewarding. As you will soon learn, one of the
most important benefits of your job will be the
personal growth experienced through working.

You will find your employment can be an asset
to your lifelong learning experience. While
helping to pay your college expenses, you will
learn new job skills; refine interpersonal
relationship, customer service, and time
management skills; and enhance your resume. I
should know. I was a student assistant in this
office when I was a UF undergraduate.

This handbook is designed to help inform you of
our office policies. It provides general
information, informs you of your responsibilities
as a student employee, acclimates you to the
different departments within our office, and
gives detailed information on confidentiality of
records. Please read it carefully and talk with
your supervisor if you have questions regarding
any of our policies.

It is our goal to help you be successful in a
culturally diverse, technologically sophisticated,
and increasingly complex society. I think you
will find your future successes rooted within
your work experiences that began at SFA.

Sincerely,

Karen Fooks
Director


Congratulations!

You have been assigned a job as a student
assistant at SFA. As an employee here, you are
part of a staff of about 80 student assistants
and 70 permanent employees. Our
organization is busy and complex, and each
student who works here helps to keep it
running smoothly.

SFA is a service organization, a branch of the
Division of Student Affairs. We provide more
than $362 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:

/ Earn money to contribute toward your
education
/ Gain valuable work experience
/ Provide UF with needed services

You may be 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?

Relax. 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.


After reading your Student Employee Handbook
please keep it for future reference !








W elco m e ..............................................................

General Information ............................................. ............1
Reading the Handbook........................................... .....................1
A b sen ces ...................... ..................................................................................................... 1
A p p earan ce ..................................................................... ..........................................
Breaks/ Rest Periods...................... ... .............................................................
C ellu lar P h o n es.................................................................................................................
Conduct......................... ... ...............................................
Confidentiality of Student Records ................................... .... ......................1
D direct D ep o sit ............................................................................................................. 2
D rug-Free W workplace Policy ............................................................... .....................2
E warning Y our A w ard ............................................. .................................................... 2
E -M ail P policy ...................... ............................................................................................ 2
G iv in g N o twice ................................................................................... .............................. 2
G rade Point A average .............................................. ................................................... 2
G rievance Procedures .............................................................................. .......................2
In ju rie s.................................................................... ................................ ...................... 3
L u n ch .. ....................... .................................. ...............................................3
Office Equipment Policy-Computer Software, Computer Chatrooms ...................3
Payroll .............................................................................. 3
Performance Evaluation and Raises................................... ... ......................3
P u b lic R elatio n s .................................................................................... ............................3
Q u estion s ...................... ................................................................................................... 3
Scheduling W ork H ours...................................................................... ...................... 4
T eleph one E tiqu ette ................................................ ................................................... 4
W -4 C ard s ...................... ................................................................................................. 4
Stu dent R responsibilities ................................................ ...................................................... 5
C o n fid en tiality ................................................................................ ......................................... 6
D division of Student A affairs ................................................................. ...................... 6
Student Financial Affairs Confidentiality Guidelines ............................... ........... 7
Student Information Release Checklist........................................................8
SFA D epartm ents ..................... ............................................................................................... 9
Reporting Tim e W orked............................................................. ......................................... 14
Work Hour Restrictions/Work Programs/Work Permit ...................... .......... ............ 15
Fin an cial A id T erm s ..................................................................................... ...................... 16
Stan d ard F o rm s................................................................................... ......................................2 1
C lass D ism issal Form ......................................................................... ......................22
C lass/W ork Schedule ........................................................................ ...................... 23
Record of M money Earned ............................................. ...........................................24
Student Employment Petition ................... ....................................25
U F W ork P erm rit ............................................................................... ....................... 26
2006-07 Schedule of Pay Periods and Pay Days......................................... Inside Back Cover


ii






I G ENE AL- I NFORMATON-


Reading the Handbook

Please take the time to read this entire
handbook. It contains information about
important topics, such as breaks/rest periods/
confidentiality, earning your award, and
income tax exemptions.

Absences
If you know in advance that you will be late or
absent from work, it is your responsibility to
notify your supervisor. If you have something
unexpected happen that will make you have to
miss work or be late, you must contact your
supervisor to let them know when you expect to
return to work.

Appearance
Although UF has no specific dress code, student
employees are expected to dress appropriately
and in a manner consistent with the university's
public interests. Students working at the front
desk are expected to dress professionally and in
a manner that is inoffensive to the public you
are serving.

Breaks/Rest Periods
Employees who work four consecutive hours are
entitled to and should take a 15-minute rest
period whenever possible. During this period, we
encourage you to leave your work station and
relax. Rest periods may not be accumulated to
extend your lunch hour, arrive late or leave early.

Cellular Phones
Student employees are not allowed to use cell
phones in their work areas. If you have an
emergency call that requires your attention, you
should take a break and continue that
conversation outside.

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 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 at SFA 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 UF Division of
Student Affairs' and SFA policies on








confidentiality is printed in this handbook.
Please read it carefully.

Direct Deposit
Paychecks
Federal Work-Study students are encouraged to
sign up for direct deposit of their paychecks.
Direct Deposit Authorization Forms are available
at http: / /fa.ufl.edu/forms. Fax your completed
form to Payroll Services at (352) 846-0166.
Financial Aid
Students receiving financial aid are encouraged to
also sign up for Direct Deposit of their aid on ISIS.
Once you reach ISIS at www.isis.ufl.edu, select
"Financial Services" and then "EFT Signup."

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/workplace/dfstatement.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.
2


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 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 Policy
According to Florida Statutes, e-mail
information is defined as a public record.
E-mail created or received by UF 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
UF 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#employee

Giving Notice
You should 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.
Grievance Procedures
Because UF encourages informal resolution of
grievances and complaints, your immediate
supervisor is available to help you resolve any
work-related concerns or misunderstandings.
Should this type of informal resolution be
unsuccessful, you may choose to initiate a
formal grievance or complaint. Please contact
Student Employment for assistance.








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, unless your
injury requires
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.

Lunch
Employees working more than six consecutive
hours must take a 30-minute, off the clock, lunch
break. Your supervisor sets your lunch break.

Office Equipment Policy
Employees are not allowed to use office
equipment, such as computers, copy machines,
word processors, or typewriters for personal
work.

Computer-Software
Students are prohibited from installing
privately owned software programs onto
office computers. Please read the UF Software
Copyright Policy at: pirate.fas.ufl.edu. SFA
policy is that all personal computer disks must
be checked by SFA's Systems and
Programming section.

Computer-Chatrooms
Employees are not allowed to use SFA
computers to enter chatrooms to communicate
with others.


Payroll
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.

Performance Evaluation and Raises
After three months, your supervisor should
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
Full-time students are limited to working 20
hours per week; however, they can petition to
work up to 31 hours per week. To be








considered for more than 20 hours per week,
you must complete a Student Employment
Petition (see page 25).
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
Employees are not allowed to use the office
telephone for personal calls without their
supervisor's permission, and then it should only
be in the event of an emergency.
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 Withholding 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 must
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. 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.
6. 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.
7. NOT to earn more than the semester award
amount listed on your work permit. Halfway
through the semester, you should check to
see if you are in danger of earning your
allocation before the semester ends. When
you have earned your award amount, you
must show additional need to be awarded
more aid. Continuing to work without


petitioning will jeopardize your future aid and
the university's eligibility to receive funds.
8. TO notify your supervisor in advance if you
will be absent from work. Frequent absences
are a justifiable cause for dismissal.
9. TO consult with the Student Employment
Office and discuss your situation with a staff
member if you wish to quit your job.
10. TO give your supervisor at least two weeks
notice before quitting your job.
11. TO go to Student Employment for
counseling and possible reassignment, if you
are laid off for any reason.
12. TO arrive at the office prepared to work.
13. 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.
14. 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.






ICm0 N F I D E N T I A LT


DIVISION OF STUDENT
AFFAIRS POLICY

T he 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 required before 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 !rtt., :- Policy on page 6
for a definition of public information).








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.

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 undergraduates; based on
need and/or academic performance.






Im Sm Fmm Q E PA T M E m


SFA departments are located in Criser and
Peabody Halls. Peabody Hall houses
administrative offices (including the director's
and two associate directors' offices), three
assistant directors offices, accounting,
secretarial support, systems and data entry,
disbursements and fund returns, financial aid
advisers offices, and athletic awards. Criser
Hall contains the student service lobby and
student resource center, one associate
director's office, three assistant directors'
offices, and processing sections such as
document editing, loans (certification and
cancellation), the mailroom,
awarding/revising, Pell Grants,
information/publications services, quality
assurance, scholarships, state programs,
student employment, training and outreach,
and verification. Peabody office numbers are
prefixed by "P;" Criser office numbers by "S."

Accounting (P-113F, G, H)
Accounting controls all departmental
accounting and fiscal activities. The accountant
and fiscal assistant are responsible for all
phases of purchasing and accounts receivable
for federal administrative allowance funds.
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
maintenance.

Administrative Support (P-113)
Administration's support staff assists the
Office Manager as receptionist to handle
telephone inquiries, walk-in traffic, incoming
and outgoing FAXes, copying jobs, scheduling
student assistants with daily assignments, and
secretarial support to assist with payroll and
personnel matters, word processing in-house


and outgoing documents and correspondence,
maintaining a central forms catalogue system
for each SFA section, provide assistance to the
director and associate directors with secondary
responsibilities to the assistant directors and
other staff members.

Associate Directors
(P-113D & E Peabody and S103A Criser)
SFA has three associate directors. One supervises
financial aid advising, loan processing, student
employment, scholarships, state programs, the
satellite offices (including three student affairs
coordinators), and three student financial affairs
coordinators. The second associate director
oversees the department's technical areas. The
third associate director administers training and
development, outreach, the Student Resource
Center, information/publication services,
including SFA's Web site; Verification,
Awarding, Document Processing, the Mail
Room, Record Retention, and Special Programs.
Additionally, the three associate directors
coordinate the delivery system and data
processing requests with the systems and
programming area, supervise funds
management and research, and are responsible
for federal, state, and institutional audits.

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

Awarding/Revising
(S-103 D,G,H Criser)
Awarding/Revising section personnel (two
financial aid coordinators) revise students'
awards when application statuses or financial
situations change, or when students request
revisions for which they qualify. The staff is
also responsible for the Pell Grant Program, 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 Public Health & 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
students in the colleges. 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 Adviser
(164 Holland Hall)
The Law School Aid Office guides law
students through the federal aid
application process, from
completing the FAFSA to
procedures for disbursement.
Private loan applications for
Law Loans and Law Access
are also 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.

Financial Aid Advising
(P-101-103 Peabody)
Financial aid Advising 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 counters in the
main lobby and in private offices upon referral or


appointment. Advisers counsel students about
their aid, analyze applications and related data to
ensure the best, most equitable aid decisions, and
make appropriate awards and revisions of student
aid packages. Advisers also assist students with
the academic progress petition process, Graduate
Record Exam Fee Waivers, and process UF short-
term loan applications from students with
emergency educational expenses, as well as
assisting transient students, overseas studies
students, study abroad program, and AIM
program students. Advisers must stay up to date
on federal, state, and university policies and
procedures that affect financial aid application and
disbursement. The customer service lobby is open
from 8:00 a. m. to 5:00 p.m. daily to handle walk-
in traffic and maintains a call center with five full-
time clerical support staff and a complement of
trained student assistants. Most incoming
calls to the financial aid office are handled
by the financial aid advising call center.

Data Processing
(P109 Peabody)
Data processing staff key
information into the SFA computer
system (using either an on-line or
batch process) from application
documents and update 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 Director is in charge of the overall
administration of financial aid programs at UF.
The Director also represents the university
statewide and nationally, helping to shape
long-range policies and goals. The Director's








Office Manager handles all departmental
personnel administration and payroll
processing, supervises the administrative
support staff, and assists the Director with local
and national responsibilities.

Disbursements & Fund Returns
(P-102G, 104, 105 Peabody)
Disbursements reviews 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, and returns to donors/federal
accounts any funds for which students are
ineligible.

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 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 Services
(S-102 and S-102A Criser)
Information/Publications disseminates
information about financial aid programs and
SFA to the UF community and prospective UF
students through publications, news media, and
the Web. This section is administered by an IT-
Expert. Additionally, a full-time Coordinator of
Information/Publications maintains SFA's
comprehensive Web site, and student
paraprofessionals assist with producing
brochures, forms, handbooks, slide shows,
newsletters, flyers, and posters. Publications also
produces inhouse publications, such as this


handbook, a staff handbook, a staff information
pamphlet, and the SFA Annual Report.

Loan Certification
(S-103M-O Criser)
The Loan Certification Section administers loan
programs, including Federal Direct Stafford
Loans (Subsidized and Unsubsidized),
Federal Direct PLUS Loans, Graduate PLUS
Loans, and private loan applications that require
school certification. These loan programs generate
31,000 applications each year, totaling more than
120 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, D Criser)
The Pell Grant coordinator is part of the
awarding staff. SFA processes awards for
students who apply for Pell Grants at UF. The
Pell Grant 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 customer service staff
respond to general telephone inquiries about
financial aid and our office in particular from
9:00 am to 5:00 pm Monday through Friday.

Quality Assurance
(S-1031, D Criser)
As a participant in the federal Department of
Education's Institutional Quality Assurance
Pilot Project, SFA carries out specific federally
prescribed quality assurance activities. Every
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
(S-103R Criser)
The Student Financial Aid Records office uses
the university-wide scanning system to update
and maintain accurate, up-to-date records. The
Records office scans and maintains all student
aid records.

Scholarships
(S-103C, E, and K Criser)
Scholarships coordinates outside, private
(custodial) scholarships, college-awarded
scholarships, and SFA-awarded scholarships.
This section processes applications and
scholarship notification documents, awards
scholarships, and corresponds with donors and
recipients.

SFA Student Resource Center
(S-107A Criser)
The SFA Resource Center helps students research
and apply for aid via on-site 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.

Special Programs
SFA's Special Program Area has two, full-time
staff members, and manages four programs.
Academic Progress ensures that students
recieving federal aid are making adequate
progress toward a degree. Students who are not
meeting minimum GPA or progression
requirements, or who have exceeded allowed
withdrawals, terms, or hours must petition to
continue recieving federal aid. The Overseas


Program works in conjunction with the
International Center to manage budgets for
students studying abroad and the disbursement
of aid to students studying abroad. The
Transient Program manages the disbursement
of aid to students who are studying at an
approved host school for a semester. The
Potential Walkaway/Unofficial Withdrawal
Program ensures compliance with regulations
governing the return of federal funds for
students who did not complete an academic
semester. Special Programs works in conjunction
with UFS to calculate the return of federal funds
to the Department of Education and place
students in repayment.

State Programs
(S-103C, E and S107F Criser)
The State Programs section administers Florida
state-funded programs such as the Florida
Student Assistance Grant, Florida Bright
Futures Scholarships, and others. 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, L 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.
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.

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 and provides tech support
for the department. The area consists of nine
systems analysts and programmers and three
technical support staff, two of whom are part
time. S & P staff are responsible for
maintaining the records of more than 69,000
aid applicants. S & P also designs and
maintains the Web-based access 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, U, and S-107G Criser)
Training & Outreach organizes on- and off-
campus financial aid awareness and
orientation programs such as Summer
Preview, application workshops, presentations
to high school students and counselors, and
minority outreach. This area is also responsible
for technical financial aid training for staff,
staff development, and new employee
orientation.

Verification
(S-103D, F, I Criser and P101A Peabody)
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, selective service, and other
federally mandated requirements.







I REO TN TM WO KE


Reporting Time Worked
With the implementation of PeopleSoft, we are
no longer using timecards to keep a record of
your time worked. You must report your time
as follows:

- Log into the system via the myUFL portal,
using your GatorLink user ID and password
(http: / /my.ufl.edu).

- Navigate to My Self Service > Time
Reporting > Choose "Web Clock."

- Click the "Punch Type" drop down menu and
select the appropriate punch ("IN or "OUT"
only).

- Click the "Enter Punch" button.

- Review the confirmation screen and click "OK."


Bark [iF." Rload 5'o.



myufl4


Discussion Forum
Inflnratlon



I Gator iCkets
I JO6 at IF

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Note
Be sure to check with your supervisor to
confirm that you are using Web Clock in you
department.


Best Practices
- Use Web Clock every time you arrive at
work and every time you leave.

- From the "Punch Type" drop down list,
select "IN" or "OUT" only.

- If you miss a punch, please use "Report
Weekly Punch Time" to make corrections or
see your supervisor or Payroll Processor for
assistance.


Time Reporting Mozilla CD




S...rhmyUFL:

My Links F7j
New Window I He.o I C..tm-ze Page I


Time Reporting Home
Report and Request Time
Review and enter your reported tme. Submit a requestto work overtime.
Report Weekly Elapsed Time
Web Clock
Report Weekly Punch Time
Request Overtme
cO View Tme and Scheduls
S Access all tme-reportng related options via the Launch Pad. View yourwork schedule.
Time and Labor Launch Pad
Work Schedule
- w Vew Forecasted and Payable Time
S View your forecasted or payable time in either a summary or detail. Review your balance
for Comp Time.
Payable Time Summary
Payable Time Detail
Comensatory Time
GoTo: Emlovee Home






Im WORK HOUR 0ESTRCTI R PR PERMIT


Work Hour Restrictions
(Without a Petition)
The following shows the numbers of hours you
are allowed to work per week based on your
enrollment status:

Undergraduate Hour Restrictions
(Fall, Spring, and Summer Terms)
Credit Hours Eligible Work
Enrolled Hours
12 or more 20
9-11 30
6-8 32
less than 6 No Permit

Graduate Hour Restrictions
(Fall and Spring Terms)
Credit Hours Eligible Work
Enrolled Hours


12 or more
9-11
6-8
less than 6


20
30
32
No Permit


Graduate Hour Restrictions
(Summer Term)
Credit Hours Eligible Work
Enrolled Hours


12 or more
9-11
6-8
less than 6


20
30
32
No Permit


Note: F-1 and J-1 students are limited to 20
hours per week during the fall and spring
terms. During the summer term they follow the
guidelines outlined above.
Note: Full-time students who want to work
more than 20 hours must to complete a Student
Employment Petition available on the SFA Web site.


Work Programs
The purpose of Federal Work-Study and
Student Assistant OPS is to provide students
with part-time employment to help meet
college costs and, if possible, provide work
experience in a related field. To be eligible, you
must have at least a 2.0 GPA and be enrolled
for at least half time.

Federal Work-Study (FWS)
FWS is a federally funded and need-based
student work program. Your eligibility is
determined from information you provide on
your FAFSA. To be eligible, you must show
need on your federal need analysis report. The
number of hours you may work will depend
upon your financial need.

Student Assistant OPS
The state-funded OPS program is not based on
need. The total hours you can work and the
amount you can earn will depend upon
departmental budget and need.

Work Permit
The University of Florida policy for students
working on Federal Work-Study (FWS) and
Other Personnel Services OPS) is that they must
be enrolled at least half time each term in order
to maintain exemption from FICA.

Students are required to have a UF Work Permit
to work on campus. For FWS students, the
work permit indicates the number of hours they
are authorized to work for the academic year
and/or the amount they have been awarded.
You can obtain a UF Work Permit by visiting the
Student Employment counter (bring a picture
ID) in S107 Criser. You can also request a work
permit by calling (352) 392-0296 (you must
provide your department's Post Office Box).






IF l I L- A l D TSI


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 SFA 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.

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.









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, .i,, t, II. student records policy is established as a guide.


Person Making Request


Type of Information
Requested


Cl)
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Cl)
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'~~ C

Cl)a

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r


Cl
C
2,
hJ


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a C
u


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 a 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.








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.

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


Need Analysis: the process of establishing the
amount 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 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: 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 Withholding
Allowance Certification which indicates the
employee's tax exemption choice.

Work Permit: a UF 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 four 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).

4. Student Employment Petition (Form to work more hours or to work with a low GPA).

5. UF Work Permit (required for FWS and OPS employment-take on job interviews).










PROFESSOR'S 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






ICLW0 R


UFID


Name

Position


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.


Term


Amount awarded
Fall/
Spring


*Hours permitted to work per week

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
E1
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.








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 25.1 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.






I ,0 0m P T I


UF UNIVERSITY of

UF FLORIDA


Student Employment Petition


Division of Student Affairs
Office for Student Financial Affairs


S-107 Criser Hall
P. O. Box 114025
Gainesville FL 32611-4025
(352) 392-1275
Fsx (352) 392-2861
www.sfa.ufl.edu


Students are limited to working 20 hours per week and must maintain at least a 2.0 GPA in order to
continue eligibility. However, students can petition to work up to 32 hours per week. In order to be
considered for this exception, please complete your section of this form, have your academic advisor
complete their section and then return this form to Student Employment in S107 Criser Hall.

Student Section-Please read and complete this section.


Name


UF ID


Address
Phone Number
I am requesting a student employment exception for the following reason:
I am requesting student employment while my GPA is below a 2.0.
I am requesting to work more than twenty (20) hours per week. I would like to work
hours per week in the department of

Academic Advisor Section-The Student Employment Office within the Office for Student Financial
Affairs will make the final determination regarding those cases where student employment regulations
are made. We are asking that you meet with the student and then complete this section of the petition.
Thank you for your input and assistance regarding the student's circumstances.


Academic Standing:


Good Warning Probation Suspension


After meeting with the student, it is my recommendation that the student's petition be:


Approved


Denied


Financial Aid Administrator's Section-This section is to be completed by a Student Employment
Coordinator.


Approved


Denied


Signature


Date


An Equal Opportunity Institution


empl-0010-12/05








UW |UNIVERSITY of

UF FLORIDA
Sc\S-107 Criser Hall
Office for Srudent Financial Affairs107 Criser Hall
PO Box 114025
Gainesville, FL 32611-4025
(352) 392-1275
Fax (352) 392-2861
http:/ /www.sfa.ufl.edu
Student Work Permit
Date (1)

Last Name, First Name UFID (3)
Address DOB: (4)
Address (2)
City, State Zip Code

Employing Department Responsibilities

As employer, you must monitor FWSP wages to make sure the student does not earn more than the
approved earnings. When the student has earned the full amount, you should get them to contact Student
Employment to inquire about eligibility of an increase to their approved earnings.

The University of Florida is an affirmative action employer and offers equal employment opportunity
without regard to race, color, creed, sex, age, national origin, marital status, veteran status, or disability.

Student Responsibilities

You have been qualified for employment and authorized to work under the following conditions:

Department Approved Approved
Name Begin Date End Date Program Work Hours Earnings
(5) (6) (7) (8) (9) (10)

By signing below I am certifying that I have read the following and agree:

1. To abide by the above conditions of your Work Permit.
2. To maintain at least a 2.0 G.P.A.
3. To maintain half-time enrollment.
4. To not work during scheduled class hours. If a scheduled class is cancelled or dismissed early you must
provide your supervisor with a written memo from the instructor certifying that the class has been
dismissed. The following is the University of Florida's policy regarding violations:
a. If you are found to have violated the above policy you will be placed on employment probation for
the first offense. A second offense will result in termination from Federal Work Study or Student
Assistant-OPS employment.
b. Departments will also be placed on probation and may be suspended as an authorized employer if
the problem is not corrected.


Signature Date






U PY O DATEI & EDI


2006-07 Schedule of Pay Periods and Paydays


Pay Period Begin Date

Summer B 2006

06/30/2006
07/14/2006
07/28/2006
Fall 2006

08/11/2006
08/25/2006
09/08/2006
09/22/2006
10/06/2006
10/20/2006
11/03/2006
11/17/2006
12/01/2006
12/15/2006

Spring 2007

12/29/2006
01/12/2007
01/26/2007
02/09/2007
02/24/2007
03/09/2007
03/23/2007
04/06/2007
04/20/2007
05/04/2007
Summer A 2007

05/18/2007
06/01/2007
06/15/2007


Pay Period End Date


07/13/2006
07/27/2006
08/10/2006


08/24/2006
09/07/2006
09/21/2006
10/05/2006
10/19/2006
11/02/2006
11/16/2006
11/30/2006
12/14/2006
12/28/2006



01/11/2007
01/25/2007
02/08/2007
02/22/2007
03/08/2007
03/22/2007
04/05/2007
04/19/2007
05/03/2007
05/17/2007


05/31/2007
06/14/2007
06/28/2007


* Bold type indicates accelerated payroll schedule due to holiday observations.


Pay Day


07/21/2006
08/04/2006
08/18/2006


09/01/2006
09/15/2006
09/29/2006
10/13/2006
10/27/2006
11/09/2006
11/22/2006
12/08/2006
12/22/2006
01/05/2007



01/19/2007
02/02/2007
02/16/2007
03/02/2007
03/16/2007
03/30/2007
04/13/2007
04/27/2007
05/11/2007
05/25/2007


06/08/2007
06/22/2007
07/06/2007


























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