2004 WSASEA Spring Conference Minutes
May 17, 18, 19
I.
a. Theme: WSASEA’s 25th Anniversary
II.
a. Icebreaker
i. GOALS (for next 3 days at Spring Conference):
1. Learn more about FERPA
2. Work-study practices
3. Meet everyone
4. HECB improvements
5. Networking
6. State & Federal updates
7. Overall understanding of WSASEA
8. Prepare to teach to new staff
9. Outreach to student
10. Fresh perspectives from other schools
11. Ways to inform & educate employers about work-study
12. International student regulations
13. Electronic time sheet process
14. Budget management
15. Create new network resources
16. Meeting with schools to discuss challenges (private & public schools, etc.)
ii. NORMS (how to accomplish goals):
1. Require adherence of common courtesy
2. Better utilization of ListServe
3. Asking questions & asking for what we want
4. Offering ideas or suggestions
5. Open communication & sharing
6. Restrict sidebar conversations
7. Create a lasting bond between schools
8. Directory expertise
9. Listening effectively with respect for others
10. On time
11. Stay focused to stay within time lines
iii. SLOGANS (WSASEA or Student Employment):
1. “Empowerment through employment’”
2. “We work for you to find you work.”
3. “Work now & optimize future success.”
4. “Working so all students enjoy accomplishments.”
5. “Fast relief for student employment headaches.”
6. “It’s a work in progress. Get back to me.”
7. “Work right for future bright.”
8. “Building opportunities for student success.”
9. “Working so all student education is affordable.”
10. “We satisfy all student employment applications.”
III.
a. New Hires
i. New Executive Director
ii. New Deputy Director
iii. External Program Associate – Khris Blumer
iv. Internal Program Associate – Jeff Powell
v. SWS Program Coordinator – Juliette Knight
b. Expenditure Survey
i. Memo
ii. Survey rounds
iii. Reporting trends – information should be sent to Khris Blumer
iv. Survey form location
v. Signature-less document submission
vi. Statewide Utilization
1. Public schools – up to 82.5% in 03-04 from 82.2% in 02-03
2. Independent schools – up to 75.7% in 03-04 from 75.3% in 02-03
3. Trends
c. Considerations
i. Possible late timesheet reimbursement
ii. Lower employer reimbursement rates
iii. Reduce student awards
iv. Institutional funds
v. Extending accounting deadline
d. Information Update
i. Employer contracts
ii. Publications
iii. Updated program manual
iv. Fact sheet
e. Year End 2003-04 Reports & Deadlines
f. New Year 2004-05
i. Contract & Job Description renewals
1.
2nd round to go out & due
2.
After
ii. Initial award letters
g. SWS Websites
i. HECB website for financial aid administrators & employers
ii. SWS secure website for:
1. Cash request form
2. Reserve balance
3. Master contract list job descriptions
a. Track changes in yellow
b. History of employer
c. Should launch at the end of next week or the following weeks
4. Student payment history
5. Forms & memos
h. Payment Processing
i. Timesheet verification & submission
ii.
Timesheet deadlines for end of year –
iii. Cash requests
iv. FICA & other deductions
v. Electronic timesheet upload
1. SPU currently using
vi. Job description tool
vii. Student payment history tool
viii. FICA/other deductions
1. Off campus employers must make FICA deductions; violation if no FICA is withheld
2. FICA comprised of Social Security (6.2%) & Medicare (1.45%)
3. Juliette would prefer that schools send social security number adjustments through security email
ix. Rounding gross compensation on timesheets for reimbursement processing
1. HECB will send out an email regarding policy
x. Cash requests
1. Prefer Excel format sent as an attachment to Juliette
2. Use most current form
3. Sent to schools at beginning of each month; must be completed thoroughly, accurately & on time
xi. New Employers
1. 1-2 year employment history
2. Inquire about payroll process
3. Inquire about experience in supervising employees
4. Inquire about back-up system for paying student employees
i. Job Development Update
i. New role as Program Assistant for Job Development
1. Ramping up skills
2. Exchange: Energy/New Ideas - Experience/Knowledge
3. Partnership & communication
4. Future directions
ii. Initiative
1. Americorps Part-time Education Award Possibility
2. Regional meetings
3. New administrator trainings
4. Technical visits
5. Campus Compact to overlap with Americorps program & with community service program
j. Upcoming Deadlines
i. 2003-04 deadlines:
1.
Administrative grant final outcomes report –
2.
Administrative grant final A-19 invoice –
3.
Community service project –
a. Timesheets
b. Cash requests
c. A-19 invoices
d. Student by student report
e. Year end final report
k. Revamping Regional Meetings & Re-instituting Administrative Training
l. Community Service Reimbursement Options
m. FTE’s SWS & FWS
n. Minimum Wage Increases
o. Unit Record
p. Roadmap Update
q. U.S. Supreme Court Finding regarding religious institutions
r. State Legislative Updates
s. Master Plan Update
t. 2005-07 Budget Preparation
u. House Reauthorization Proposal
v. LEAP/GAP Proposal
w. Kerry Proposal
x. Caroline Covenant
y. NSEA & the Future of FWS
z. Resources
i. HECB website: http://www.hecb.wa.gov
ii. Secure website: https://fortress.wa.gov/hecb/secure.login.asp
iii. Department of Revenue website: http://www.dor.wa.gov
iv. Secretary of State website: http://www.secstate.wa.gov/corps/search/aspx
v. Labor & Industry website: http://lni.wa.gov/
aa. Federal Work Study Updates
IV.
a. Family Educational Rights & Privacy Act passed by Congress
in 1974
b. Outlined Directory Information that may be revealed to anyone
without permission of the student
i. Name
ii. Address
iii. Phone number
iv. Date of birth
v. Place of birth
vi. Dates of attendance
vii. Major/program of study
viii. Degrees & awards received
ix. Last institution attended (other than current one)
c. LeRoy Rooker, Director of the FPCO
d. Education record
i. Anything written, video or audio taped, in a computer, on film, in print or archived that contains information directly related to the student & maintained by an educational agency/institution
ii. Excludes sole possession records; employment records not created as a student employee; law enforcement records; medical records; alumni records
e. Be aware of your university’s/college’s policy
i. The law allows institutions to pick & choose their directory information (there are now about 20 items on the list
f. Know the exceptions to the student consent rule
i. Staff who deal with financial aid compliance issues
ii. Parents of dependent children (as defined by the IRS code, not financial aid regulations)
iii. Parents of non-dependent children when suspensions are the result of alcohol or drug abuse or violent crime
iv. Subpoenas & court orders – have to be legally issues (within the state of the institution); in most cases have to give students ample time to respond before releasing the information; for some we do not have to notify the student, in fact, if the subpoena so states this, we cannot
v. Victims of alleged crimes of violence – result of disciplinary hearing only to the victim & regardless of the finding
g. Be award of 3rd party responsibility
h. Respond appropriately when students have opted out of Directory Information
i. Student has the right to opt out of the directory information clause – the student wants nothing revealed to anyone about him/her without a written consent
ii. Student chooses this option – the institution has to work on the premise that this student does not exist to the public
iii. When inquiries come about this student, we answer that we know nothing about this person
iv. All exceptions listed in the law still apply
i. Use your Registrar as a resource
j. FERPA does not apply to aliens as needed to carry out the
SEVIS act
k. Patriot Act – no tracking or notifying of students required if
subpoena lists the Patriot Act as the reason for the request
l. Megan’s Law – FERPA amended to allow disclosure of sex
offenders attending institutions
m. Solomon Amendment – any legitimate armed services recruiter
may now request information about students & we are required
to comply
n. Gramm-Leach-Bliley Act – very strict law that regulates
financial institutions & defines colleges & universities as
such
o. Workforce Investment Act – institutions cannot designate any
state agency, other than those directly connected with
education to perform data analysis that uses non-directory
information
p. HIPAA – records subject to FERPA are excluded from the
HIPAA statute
V.
a. Change is scary & often feared
b. Recognize personal resources
c. &nb