1 2017 Community service work study |Summer OrientationWelcome to csws orientation- a way to help prepare you as a S/U employee, a federal work study employee and a public service intern. 1)First a bit of housekeeping : restrooms/water fountain kitchen/tea/coffee 2)Introductions of facilitators and staff if any 3)Overview of the what we’ll cover today.
2 What we’ll cover today…Making the most of your experience Summer procedures & policies Thinking ahead to fall quarter
3 introductions Name Pronouns Class Year Major Your OrganizationFavorite Disney Character
4 your CSWS experience How do you begin to implement the learning objectives we just spoke about? How do you get off on the right foot this summer?
5 APPROACHING your CSWS ExperienceGreat learning opportunity Not expected to know it all Growth mindset Avoid judgment Of self, of organization, etc. Learn from environment Community & work culture Explore profession/field Ask to meet with people Networking We encourage you to continue to have a “Learner Approach” this summer while on the job. ie: interested in starting your own non-profit and will be doing direct service, have an informational interview/coffee with the Development Director or a Board Member to find out how to choose a board member or how to write a grant?
6 Principles for ethical & effective serviceReciprocity through Partnership Clarifying Expectations and Commitments Preparation Respect for Diversity Safety and Wellbeing Reflection and Evaluation Humility Give out principle descriptions upon entry to orientation. Each group gets a principle. 5 min to read the principle and talk amongst your group Then present/report out a scenario you might have experienced through a skit or talk about a scenario illustrating the principle.
7 Professionalism Time/schedule -- COMMUNICATE! DressComputer & phone use Avoid office politics and gossip Making an impression – Potential References! Take queues from your supervisor when it comes to time/schedule, office etiquette around dress, & computer and phone use. Reminder to be respectful about office computer use and treat work on their computers as confidential. Also if working with children ask about a dress code.
8 Student HANDBOOK BEFORE: DURING: AFTER: Learning PlanContact Supervisor and organization preparations DURING: Timesheet Requirements Ongoing Feedback (Halfway point) AFTER: LAST evaluations with Host Gather Pictures for Haas Reflections A way to be Intentional about your learning. Found at CSWS webpage under forms and handbook. Ask to meet with your supervisor 2 times – midway and at the end of the program.
9 Learning Plan A tool for you - use it!Prioritize what you hope to learn from your summer experience this year. It’s meant to be fluid--make changes, cross things out, add things in! Your supervisor is aware you will be creating a learning plan and will work with you to help you achieve your goals. Clarify Expectations early on A way to be Intentional about your learning. Found at CSWS webpage under forms and handbook. Ask to meet with your supervisor 2 times – midway and at the end of the program.
10 Learning Plan Your Turn!
11 Summer Procedures & Policies
12 EXAMPLE TIMESHEET No overtime pay allowedYour timesheet MUST be signed and dated by BOTH you and your supervisor. Your supervisor MUST write “I approve of this student’s hours” on your timesheet. No overtime pay allowed EXAMPLE TIMESHEET Submit timecard online on Axess Print out submitted timesheet from Axess page: FORMAT PRINT TO SHOW TOTAL HOURS You sign and supervisor signs Scan the signed document and it to Box Look for Box confirmation (Helpful Payroll hints on back of Timesheet)
13 TIMESHEET SUBMISSION When you scan in your timesheet, use this format to save your file: Last Name, First Name_Pay Period Date_Sum2017 Ex: Zepeda, Yvette_6-30_Sum2017 A separate address via Box is set up for timesheet submission. Box Address: NOTE: You MUST fill out a timesheet even if you did not work any hours during the pay period. Just submit a timesheet with zero hours For every 4 hrs—15 min rest break still on the clock. If you work 8 hours a day then your timecard must reflect a lunch break which must be at least 30 minutes duration (in communication w/supervisor). Starts after the 6th hour. See Example Timesheet form for examples and helpful payroll hints on the backside. Found at the CSWS webpage under Forms and Handbook.
14 paychecks Paid by direct deposit,on the 7th and 22nd of each month Timesheets are due 15th & 31st or last day of month Required Supervisor signed timesheet scanned to me Max. Earnings; $6, $16/hr x 375 hours Taxes will be taken out from paycheck Complete W-4 tax form in AXESS Yes, taxes are taken out and for many it seems like it is an exorbitant amount! Some students have indicated it is a little less than 1/4 of your paycheck. Timesheet & salary Info are very important so please take notes and refer to your handbook often. Some students found it helpful to take this info with them to their job to refer to periodically.
15 If You have another job…JUNE 2017 Sunday Monday Tuesday Wednesday Thursday Friday Saturday 40 hr/wk MAX 1 Other Job 15 16 CSWS Job 22 Pay day for 6/1-15 pay period 30
16 Getting Paid: Tips Verify your pay via the online Pay Statement in Axess. This should be checked each pay period to verify your pay and compare to your approved program allotment. Do not exceed your $6,000 allotment as your Host Organization will be responsible for paying the excess at the full hourly rate. After you reach you’re your $6,000 allotment you should no longer submit timesheets. Reminders will be sent out but please add dates to your calendar as you are ultimately responsible for logging your hours as per the HR deadlines so as to be paid. Please log your hours daily and don’t wait till the morning of to complete the timesheet, as inevitably something may happen that may block you from logging your hours into axess which may in turn cause a delay in your paycheck.
17 Last TidBits Video And Photo GuidelinesRelease Forms Mid-Summer and Final Evaluation Forms Working with youth? By California State Law, you are a mandated reporter: Report any known/suspected instances of child abuse or neglect (check with supervisor) If you are injured while working, or encounter any form of harassment, call & Yvette Zepeda within 24 hrs
18 Title IX Prohibits discrimination on the basis of sex (gender) in educational programs and activities receiving federal financial assistance. Stanford University is committed to providing an environment free of discrimination on the basis of sex (gender) including: sexual harassment sexual misconduct sexual assault relationship (dating and domestic) violence stalking The University provides resources and reporting options to students, faculty, and staff to address concerns related to sexual harassment and sexual violence prohibited by Title IX and University policy. https://titleix.stanford.edu
19 Finish strong Closure to projects Update on statusLocation of work (paper & electronic files) Ask for feedback/evaluation
20 When you return to campus…CSWS Summer Debrief Dinner Academic year Community Service Work-Study Service-learning courses (compiled quarterly) SURPS: Symposium of Undergraduate Research & Public Service Presentation Other Haas Center programs SURPS –Great opportunity for 15 CSWS students along with 15 Fellowship students and over 30 Undergraduate research students develop a poster and showcase it at the big Alumni Reunion Homecoming Weekend event, Admit weekend event etc. When you spotlight this organization it benefits the organization in that you can hi-light the mission of the organization and the meaningful work that they do. While highlighting the contributions you have made and how this placement has altered your perspective, i.e. studies, your class choices or your career path etc. SURPS Requirements: -Application process -Take photos ( check with your supervisor about photo guidelines) More information via
21 Last reminders Review/edit your tax information online via AxessAll Summer s should be directed to Yvette with header: CSWS Summer 2017 Your full name Issue (i.e. timesheet, paycheck, taxes, host org issue) You are an employee of the university, of public service, & of yourself!
22 Sign and Submit your csws program agreement form NOW!
23 Pop Quiz!
24 MAKE your own Timesheet
25 POP QUIZ True or False: June is a busy month so you can add hours worked in June to your timecard in August - no problem. ?
26 POP QUIZ ? True or False: Your friend invites you to Bali for 2 weeks, you have a million things to do before you leave - as you glance over your “to do list” you think about work related tasks and remember there is something you need to do…. “Timesheet…nah, I didn’t work so I don’t need to submit a timesheet”.
27 POP QUIZ True or False: It is strongly recommended that you meet with your supervisor at midpoint and at the end of your work-study experience. ?
28 You should work on Sept 5th--after all, it is Labor Day.POP QUIZ True or False: You should work on Sept 5th--after all, it is Labor Day. ?
29 ? POP QUIZ Multiple ChoiceIf you exceed your approved hours for the summer, who must pay Stanford at the rate of $16.00/every extra hour? ? The student The host organization Jane Stanford The federal government REMOVE? Sounds encouraging
30 ? POP QUIZ Multiple Choice:Who is responsible for keeping track of your hours and for making sure you don’t go exceed your allocation? ? Your freshman RA Your dog You The amazingly wonderful admins REMOVE? Sounds encouraging
31 Be on the lookout [email protected]For s from us concerning: Missing docs I-9 Forms Contracts 501c3 Future deadlines Timesheet clarifications Updates Join the Stanford CSWS Facebook Group! “Stanford CSWS”
32 Fill out the event survey on your way out!questions? Fill out the event survey on your way out! Yvette Zepeda, CSWS Program Director |