Community-Based Work Study

Steps to obtain a Community-Based Work Study position

1. Make sure you are eligible to participate in the Work Study Program. You should be eligible for either Federal Work Study or Need-Based State Work Study. An email was sent to your Regis account and an award letter is located on Webadvisor regarding your eligibility.
   
   
2. Figure out your school schedule, accounting for any sports or other outside commitments you may have.
   
   
3. Consult the CBWS job listings to find a job that looks right for you at a time that works for you.
   
   
4. Attend a Community-Based Work Study Orientation or contact Paul Burson at pburson@regis.edu, 303-458-4943, or in Main Hall 214.
   
   
5. Contact the agency or community organization that you'd like to work for and set up an interview.
   
   
6. Go to your interview, get hired (hopefully!), and set-up a schedule with your chosen organization.
   
   
7. BEFORE YOU MAY START WORKING, you must sign and turn in your CBWS Release Form and Personal Conduct Agreement (the last two pages of your CBWS Student Handbook) to Paul in Main Hall 214. You must also complete the necessary employment paperwork to turn in to Financial Aid on the 4th Floor of Main Hall.
   
   
8. Start work!
   
   
9. Turn in your timesheets to the Work Study mail box in Main Hall 214 as well as logging them in WebAdvisor.

IMPORTANT THINGS TO KNOW ABOUT YOUR COMMUNITY-BASED WORK STUDY POSITION

• The amount of Work Study money that you have been awarded is the amount that you are eligible to earn during the school year. You cannot earn more money than your award. Any money not used by the end of the school year is lost and does not carry over into the next year. The program does not continue into the summer.
• There are only 50 spaces available to participate in this program and hundreds of students eligible. You need to work hard to secure a job in a timely fashion if you hope to participate.
• You must work a minimum of 8 hours per week to participate in the CBWS Program.
• You may work up to 20 hours per week during the times that Regis is in session. You do not have to work over fall, winter or spring break, but you may choose to do so and are eligible to work 40 hours per week during these times. Work with your site supervisor to determine your schedule during the breaks. You cannot continue your work into the summer months.
• You are the one who is ultimately responsible for keeping count of the amount of money that you earn and ensuring that you do not work in excess of the amount of Work Study money you’ve been awarded. Determine in advance how you will spread your hours over the course of the year to align with your scholarship money. Figure your hours properly; your organization will depend upon you once you’ve started working for them. A chart has been included in the packet. You can use this to keep track of your earnings.
• You must commit to an organization for the full year.
• Your organization is your employer, and if you have issues, you need to try to work them out with your supervisor at your site. Should you choose to leave a job, you are expected to give at least two weeks notice.
• Please note that it is a privilege and not a right to participate in the CBWS program. Agency supervisors ultimately determine if they think you’d be a good match for the organization or not and also have the right to dismiss you for any reason (barring discrimination). The CBWS Director also determines whether you’re an appropriate fit for work in the community in Regis’ name.
• As this is a Federal Program, there is a very strict division between church and state. Regardless of the organization you are working for, you may not practice religious proselytizing, care for church property, or become involved in partisan politics. Your agencies are aware of this, and should not ask you to participate in such activities.
• Your site supervisor will be asked to complete an evaluation of your work before the close of the fall semester. An example of the evaluation form is encolsed in this booklet.
• We will also ask that you provide us with formal feedback about your experience working at your organization at the close of the fall semester.

• You must submit timesheets every two weeks to the Center for Service Learning in Main Hall 214 in order to be paid. Timesheets must be submitted by the date listed on the Student Payroll Schedule (always falls on a FRIDAY) for the period listed if you want to be paid for your time worked. Timesheets should be submitted by 5 p.m. on the appropriate Fridays. Late timesheets will push your paycheck back by two weeks. Take note of the Student Payroll Schedule (pg. 9 of Student Handbook). This will list the pay periods, dates that timesheets are due, and the pay dates for Fall 2012. The Spring 2013 schedule will be released later in the Fall semester but follows the same two week rotation.
• Print off your CBWS timesheets online here. Fill out, sign, and have your supervisor sign a timesheet every pay period. Make sure that the dates on your timesheet correspond with the dates for that pay period. Unsigned timesheets will not be accepted.
• Do not let timesheets pile up. Each period in which you work you should complete a timesheet. Late timesheets create an administrative nightmare for three separate offices at Regis. Please be considerate and submit your timesheets on time.
• On the Fridays that timesheets are due, go to Main Hall 214. Turn in your CBWS time sheet that was signed by your community agency supervisor in the mailbox labeled "Work Study Timesheets".
• After you have turned in your signed CBWS timesheet to Main Hall 214, log into WebAdvisor to log your hours. **You must turn in your paper copy of your timesheet which was signed by your community supervisor BEFORE you complete your online timesheet. We cannot process your online timesheet without your paper timesheet to verify your hours. You have until 8 a.m. on the Monday after you turn in your paper timesheet to complete your online timesheet.**
• How to log your hours online in WebAdvisor:
  • Log into webadvisor.regis.edu
  • Enter the Employees menu
  • Enter Time Entry
  • Check the box for the position and the dates you wish to enter and click Submit. Note: At the beginning of the new pay period, there will be two lines, one for the new pay period and one for the pay period that just ended.
  • Enter in your time using either AM or PM and click Submit. Note: The enter key will save your information. If entering more than one time, use the tab or mouse to navigate the screen.
  • When all time has been entered and is ready to be submitted to your supervisor, click the box next to the statement: Checking this box becomes your electronic signature acknowledging your submitted time as accurate and ready for supervisor approval.
  • Note: The Time Entry Status of 'Not Complete' means that it has not been submitted to your supervisor. Time should only be submitted to your supervisor when all time worked for that period has been entered.
  • An email will automatically be sent to your supervisor letting them know you have submitted a timecard. Your Time Entry Status is now complete.
  • PLEASE NOTE: You must be using Internet Explorer version 9 or Firefox. If you need instructions on how to install a newer version of your web browser, please contact the Help Desk at ext. 4050.
• On payday, pick up your paycheck at the Cashier's Office in the basement of Main Hall or work with the Cashier's office to have your check directly deposited into your bank account.
• Please contact Shirley Archuleta (Payroll Specialist, at 303-458-4369 or sarchule@regis.edu) if you have any questions regarding how to log your hours online or regarding the amount you've been paid.
• Do not let timesheets pile up. Each period in which you work you should complete a timesheet. Late timesheets create an administrative nightmare for three separate offices at Regis. Please be considerate and submit your timesheets on time.