# Work Schedules

###### Students should establish a work schedule with their supervisor that does not interfere with their classes.
• •  Student schedules should be written so that funding for their positions (from either FWS or departmental budgets) will enable them to work until the end of the academic year.
• •  If for any reason the student cannot work their scheduled shift, they must notify their
supervisor before the work shift begins.
• •  Students can work their normal schedule (up to 20 hours) during finals week. In some
instances, it may be necessary to allow student employees more flexibility due to exams, class schedules or other factors related to their student status. Student employees must advise their supervisor about any schedule changes they may need to make during this week.
• •  Student employees in good standing may be scheduled to work up to 25 hours per week between semesters and during other break periods.

## Calculating Student Employment Fund Needs

How to calculate the amount of money you will need to fund student employment:

Step 1. Multiply number of hours per week * _____ hourly wage * number of weeks in the fall.

Step 2. Multiply number of hours per week * _____ hourly wage * number of weeks in the spring.

Step 3. Multiply number of hours per week * _____ hourly wage * number of weeks in the summer.

Step 4. Add the fall, spring, and summer amount together to get the entire fiscal year funding need for one student. If you have more than one student, do the same for them and add all the student annual funding needs together.

Note: The number of weeks in each semester can be found on the Academic Calendar, the University Calendar or contained in the letter with the Student Intent Forms that are distributed each year.

If you have multiple students earning different amounts, having different hours, you may want to calculate each one separately for the year and then add the total for each student to get the fiscal year need of funds for the fund/org.

Fall/Spring

To calculate the benefits, take the total salary you calculated:

 Salary X .01 = Benefit Amount (1%) \$100 X .01 = \$1

Fund \$100 to 601651 and \$1.00 to 602003 of the same unit.

Summer

If a student is taking 6 credit hours or more in the summer, the calculation is the same as above. If the student is taking less than 6 credit hours in the summer, the benefit percentage increases to 9.85%.

 Salary X .0985 = Benefit Amount (9.85%) \$100 X .0985 = \$9.85

Check with the Budget Office at the beginning of each year to see if the benefit percentages have changed.

## Calculating FWS Student Work Hours

Please use the following calculation :

Total FWS award ÷ rate of pay ÷ pay periods expected to work = hours the student can work in one pay period.

Example:  \$2400 (for academic year) ÷ \$8.10 ÷ 21 pay periods = 14.11 hours the student can work in one pay period (two weeks) without going over the total award granted.

To determine the number of pay periods a student can work with a desired number of work hours per week without going over the total FWS award amount, do the following calculation:

Total FWS award / rate of pay / desired work hours per pay period (two weeks) = number of pay periods student can work before exhausting award.

There are 21 pay periods in the academic year, including winter and spring breaks. If your student works through the summer, there are 26 pay periods.

For Additional Help, www.xavier.edu/budget/student-employment/calculation.cfm.

###### Maximum Working Hours for Student Employment

Students may work a maximum of 20 hours per week (all positions combined) when classes are in session and a maximum of 25 hours per week (all positions combined) during breaks (when classes are not in session).

The total number of hours worked for one week is the combination of all hours worked at all of the student employment jobs and graduate or teaching assistants held by the student employee.

Students may never exceed the maximum # of hours described above.

Students using Federal Work Study in an off-campus tutoring program may only work 20 hours per week.