Administrators are required to enter student worker information into the new Student Work Study Form (formerly known as EPAF). The form is an automated process developed by the Human Resources office for handling Student Employment assignments (including IWS, FWS, and Student Hourly) through the Self-Service Banner. In this article, you will learn how to create a new or returning student assignment, update a pay rate, and terminate a student assignment.

Note: If the administrator entering the student worker’s information into the electronic form is NOT responsible for the student’s timesheet, contact Payroll Services so they can set up Web Time Entry accordingly. Do NOT use the Notes section in the form to communicate this.

Complete a New or Existing Assignment Entry

If this is an initial assignment entry of any kind (such as a new student worker, a returning student worker, changing from FWS to IWS, etc.), you will enter the latest job information as a new assignment entry.

1. Access the Student Work Study Form:
   • Log into Self-Service Banner and the Employee Dashboard and select Submit Electronic Forms.
      
   • Scroll down until you see Human Resources - General Forms.
   • Select Student Work Study under Human Resources - General Forms.
     
     
2. The student work-study form will appear. All fields with a * red asterisk will need to be filled.
3. Enter the Student Banner ID number. The Student Banner ID will populate. Note: You must know the Student Banner ID number to complete the form.
    
4. Select the desired campus.
    
5.  Next to Employee Status, select Assignment Entry.
   
6.  Next to Position, enter the position number. For example, 771012 is for student hourly positions. Note: If you need to know the position number, email budget@rowan.edu to get the correct position number. For grant-funded positions, OSP must approve, and they will provide a position number.
   
7.  Skip Suffix. The Suffix will always be 00. 
8.  Next to the Assignment Start Date, enter the hire date. This date is not required to be the start date of a pay period. Note: The Student Employee Job Assignments information is at the bottom of the form. It shows the current status of students' job assignments.
   
9.  Select Start at the bottom of the form.
   
10.  The student's new job information page will appear. Enter the information in all the fields marked with a * red asterisk: 
    • Timesheet Org (Your Department Organization Number)
    • Hourly Rate
    • Banner ID of Time Entry Approver 
      
11. Scroll down to view and verify the FOAPAL for the student job assignment. 
12.  Select Submit Form.
    
13. The student will receive an email with a link to the Student Authorization form. The student MUST open and acknowledge the Student Authorization form. The form will be forwarded to HR for approval and processing. You will receive an email notification once the form is fully approved.
     

Update Pay Rates

1. Access the Student Work Study Form:
   • Log into the Self-Service Banner and the Employee Dashboard and select Submit Electronic Forms.
      
   • Scroll down until you see Human Resources - General Forms.
   • Select Student Work Study under Human Resources - General Forms.
      
2.  The student work-study page will appear. Enter the information in all the fields marked with a * red asterisk: 
   • Student Banner ID. The Student Banner ID will populate.
   • Campus
   • Next to Employee Status, select Rate Update.
      
3.  Next to Position, enter the position number. For example, 771012 is for student hourly positions. Note: If you need to know the position number, email budget@rowan.edu to get the correct position number. For grant-funded positions, OSP must approve, and they will provide a position number. Email OSP to obtain a position number.
   
4.  Skip Suffix. The Suffix will always be 00. 
5.  Next to Effective Date, enter the date the new pay rate takes effect. Note: This date must be the start of the pay period. View the Payroll Calendars from Payroll Services website for more information on pay periods.
6.  Select Start at the bottom of the form.
   
7.  The student’s job information page will appear. Enter the information in all the fields marked with a * red asterisk: 
   • Timesheet Org (Your Department Organization Number)
   • Hourly Rate
   • Banner ID of Time Entry Approver
     
8.  Scroll down to view and verify the FOAPAL for the student job assignment.
9.  Select Submit Form.
   
10.  The student will receive an email with a link to the Student Authorization form. The student MUST open and acknowledge the form for HR to see and approve the pay update request. 
11.  Once the student opens and acknowledges the Student Authorization Form, the form will be forwarded to HR for approval and processing. You will receive an email notification once the form is fully approved. 

Terminate a Student Assignment

1. Access the Student Work Study Form:
   • Log into the Self-Service Banner and the Employee Dashboard and select Submit Electronic Forms.
      
   • Scroll down until you see Human Resources - General Forms.
   • Select Student Work Study under Human Resources - General Forms.
      
2.  The student work-study page will appear. Enter the information in all the fields marked with a * red asterisk: 
   • Student Banner ID. The Student Banner ID will populate.
   • Campus
   • Next to Employee Status, select Termination.
      
3. Next to Position, enter the position number. For example, 771012 for student hourly positions. Note: If you do not know the position number, email budget@rowan.edu to get the correct position number if needed. For grant-funded positions, OSP must approve, and they will provide a position number. Email OSP to obtain a position number.
    
4.  Skip Suffix. The Suffix will always be 00. 
5.  Next to Termination Effective Date, enter the last date of employment. Note: It must be the last day of the current or a future pay period.
   
6.  Select Submit.
   
7.  You will receive an email that the termination request has been submitted for approval. You will also receive an email when the request has been approved.

Key Roles to Remember

Students will supply administrators with information to be entered into the form:

• Institutional Work Study (IWS) - Positions made available through institutional funding.  Jobs vary from general office work to pre-professional opportunities.  May not exceed 20 hours while classes are in session. 25 hours when not in session.  Students must be enrolled full time.
• Federal Work Study (FWS) - Available for main campus and SOM students through the Department of Education’s Federal Work Study program.  Students must indicate desire to participate in the Work Study program and show “financial need” on their FAFSA.  Students must present a Federal Work-Study Referral Form to the administrator.  Jobs provide skills and experience to assist students in career development.  May not exceed 20 hours per week while classes are in session. 30 hours per week when not in session.  Available to full- and part-time students.
• Hourly - Available for main campus and SOM students and based on department funds.
• Grant-Funded - Funding received from Office of Sponsored Programs (OSP).

Administrators will enter information into the Student Work Study form on the Banner Employee Dashboard and send any required information to the Human Resources department.  NOTE: If the administrator entering the Student Work Study form is NOT responsible for the student's timesheet, contact Payroll Services so they can set up in Web Time Entry accordingly. Do not use the Notes section on the Student Work Study form to communicate this. 

Proxy - All secretaries should be trained in the Student Work Study form process so that they can be backup for absent administrators.  The proxy cannot see the form submitted by another administrator; however, they will be able to enter new forms during the administrator’s absence. 

Approvers - HR will review information entered into the Student Work Study Form and once all mandatory documentation is received, either approve or disapprove.

• Approvals will be processed twice a day. You can email the Budget office to get the correct position number if needed.
• Once approved and the Job Begin Date is reached, students will be active in Banner.
• OSP must approve the funding of the Grant-Funded students and they will provide position number. Email OSP to obtain position number if needed.

More Resources

Human Resources - Student Employment website

Information for Federal Work Study

Questions? Reach out to the Work Study Coordinator Edyta Paluch, 856-256-4500 ext. 53129 or paluch@rowan.edu.