Office of Veteran Student Services

Operating Standard #5: Veteran Student Services Work Study Program______

Operating Standard #5

Veteran Student Services Work Study Program

EFFECTIVE: 15 May 2009

APPROVING AUTHORITY: Veteran Student Services Manager, University of Colorado Denver

STANDARD DESIGNATION: OVSS-OS5

REFERENCES: Title 38 USC § 1685

Title 38 USC, Chapter 30, 31, 32, 33, 35

Title 10 USC, Chapter 1606, 1607

OVERVIEW: This operating standard outlines the duties and responsibilities of students employed by the Office of Veteran Student Services, program specifications and eligibility. This operating standard applies to employees at both the Downtown Denver and Anschutz Medical Campuses.

SECTION I: Program Overview

In accordance with established Federal regulations, work study employees must be assigned to work sites that will permit them to perform VA related activities. These work sites include, but are not limed to, Regional Offices, VA Medical Centers, Veteran Centers, VA Outpatient Clinics, National Cemeteries and local education institutions.

Within the Office of Veteran Student Services, work study employees, hereinafter referred to as “Certification Technicians” or “students”, are responsible for preparing benefit certifications for the Veteran Student Services Manager, providing general information on education benefits and UCD programs, providing general office support to the Veteran Student Services Manager and providing customer service in support of our veteran and veteran dependent students.

Students employed by the Office of Veteran Student Services are also required to adhere to established Federal, State and institutional policies on confidentiality, business ethics and non-discrimination. Students are contracted with the Office of Veteran Student Services and the US Department of Veteran Affairs on a semester-to-semester basis.

SECTION II: Eligibility

General eligibilityfor the Work Study Program is determined by the US Department of Veteran Affairs. Current eligibility criteria are as follows:

  • A student must receive VA education benefits as authorized under Title 38 USC, Chapters 30,

31, 32, 33 or 35; or Title 10 USC, Chapter 1606, Chapter 1607; AND

  • Attend school and receive benefits at the 3/4 or full time rate.

Additionally, the Veteran Student Manager has mandated that all students seeking employment through UCD/VA Work Study Program must maintain a2.5 cumulative GPA or higher and be in good standing with the University of Colorado System. Students must also have no less than one year of education remaining to be considered for employment.

SECTION III: Duties and Responsibilities

As it is the mission of the Office of Veteran Student Services to help our students succeed academically, Certification Technician’s first priority, while on duty, is the operation and maintenance of the office. Students are encouraged to work all authorized hours, and are required to submit their preferred work schedule at the beginning of each semester. Certification Technician scheduleswill be observed, unless alternate scheduling is agreed upon by the Veteran Student Services Manager and student worker. Students are responsible for accurately checking and submitting their timesheets to the Veteran Student Services Manager for signature at the end of each 50 hour work cycle. Additional areas of responsibility are as follows:

Education Benefits:

  • Certification Technicians will prepare education benefit certifications in accordance with established regulation, on behalf of our customers.
  • Certification Technicians will provide general information on VA Education Benefits, but will notadvise students on their eligibility or potential eligibility for VA programs, as that determination is made solely by the US Department of Veteran Affairs. Certification Technicians may, however, inform students of the eligibility criteria published by the US Department of Veteran Affairs.
  • Students will maintain and verify records within the VA Online Certification of Enrollment (VAONCE) system.
  • Certification Technicians will maintain and verify records within the University of Colorado Student Information System (SIS).
  • Certification Technicians will prepare official correspondence pertaining to education benefits, US Department of Veteran Affairs matters, or as directed by the Veteran Student Services Manager. All official correspondence will be signed by the Veteran Student Services Manager, unless otherwise directed.

Office Management:

  • Certification Technicians will be required to maintain a neat and orderly workspace at all times.
  • Certification Technicians will ensure the appropriate signage is displayed any time the office is unoccupied.
  • Students will be required to man the reception desk, as directed by the Veteran Student Services Manager
  • Certification Technicians will be required to check campus mail on a daily basis.
  • Certification Technicians will ensure all supply needs are brought to the attention of the Veteran Student Services Manager in a timely manner
  • Certification Technicians will provide general office support, as directed by the Veteran Student Services Manager
  • Certification Technicians are required to monitor the email account and respond to emails timely manner. Students will ensure the Veteran Student Services Manager is included on any email in response to University of Colorado departments or agencies.
  • Students will ensure their language and conduct is in keeping with university standards.

Personnel Management:

  • Certification Technicians will notify the Veteran Student Services Manager if they are unable to work or if they anticipate being late to work. Student will be considered “late” 30 minutes after their scheduled work time.
  • Students will be given one full semester to become familiar with pertinent policies and procedures. Additional training time may be granted on a case-by-case basis.
  • Certification Technicians will ensure their current contact information is provided to the Veteran Student Services Manager.
  • Certification Technicians should work in presentable casual attire, unless otherwise requested.
  • In the event of inclement weather or emergency, the Veteran Student Services Manager will notify Certification Technicians of modified work schedules, location(s) and/or office closure.

SECTION IV: Administrative Items

The Veteran Student Services Manager reserves the right to refuse renewal of work study contracts based on poor work performance, lose of good academic standing, misconduct and/or violations of established policy or procedure, to include this operating standard.

Studentswill be terminated for:

  • Failure to report for work, without notification, 3 times within one semester.
  • Failure to report for work on time, without notification, 6 times within one semester.
  • Intentional violations ofestablished policy or procedure, to include this operating standard.
  • Severe misconduct

Studentsmay be terminated for:

  • Failure to maintain a 2.5 cumulative GPA.
  • Poor academic standing, or at the advice of their academic advisor.
  • Failure to work more than half of their total allotted hours, without just cause.
  • Failure to report for work, with notification, 6 times within one semesterAND without just cause.
  • Violations of established policy or procedure, to include this operating standard.

Students will be evaluated on a case-by-case basis with regard to their termination, potential termination, or non-renewal of contracts. Mitigating circumstances will be considered in all cases. Students are encouraged to present any matters which might contribute to their termination, or potential termination, to the Veteran Student Services Manager as soon as they are aware of them. Students who have been terminated must wait 1 calendar year from the date of their termination to be considered for reemployment with the Office of Veteran Student Services. Students whose contracts have not been renewed due to poor work performance, lose of good academic standing, misconduct and/or violations of established policy or procedure must, wait 6 months from then end of their last contract to be considered for reemployment with the Office of Veteran Student Services.

All Certification Technicians will be required to actively participate in the Office of Veteran Student Services Faculty/Staff Advisory Group. Students are encouraged, but not required, to participate in the Veteran Student Organization (VSO). Students are authorized to use Office of Veteran Student Services computer systems and equipment in support of their studies and for limited personal use, within the limits of established university policies. Students are authorized to utilize “down time” to complete assignments and/or study, butwill prioritize office functions over those of their studies and/or personal needs, while on duty.

Students will be required to sign a statement of understanding at the beginning of their employment stating that they have read, understand and are willing to adhere to this operating standard. If at any point a student feels that they are unable to fulfill the requirements set forth in this operating standard, they may request to be released from their contract. Student making such a request will remain eligible for employment with the Office of Veteran Student Services.

APPROVING AUTHORITY

//ORIGINAL SIGNED//

GEORGE B. HARRIS III

VETERAN STUDENT SERVICES MANAGER

OFFICE OF VETERAN STUDENT SERVICES

ANNEX A – VETERAN STUDENT SERVICES WORK STUDY PROGRAM AGREEMENT

MEMORANDUM FOR RECORD

SUBJECT: WORK STUDY PROGRAM OPERATING STANDARD STATEMENT OF UNDERSTANDING

  1. I, ______, certify that I have read and understand all information presented in the Office of Veteran Student Services Operating Standard #5 (Veteran Student Services Work Study Program).
  1. I agree to adhere to all of the provisions set forth in Operating Standard #5, and understand that failure to follow this standard may result in my termination or non-renewal of my work study contract.
  1. I understand that if at any time I feel unable to comply with Operating Standard #5, that I may request to be released from my contract. I also understand that I may seek reemployment with the Office of Veteran Student Services at any time, if released from my contract at my request.

CERTIFICATION TECHNICHIAN

SIGNATURE: ______DATE: ______

VETERAN STUDENT SERVICES MANAGER / CERTIFYING OFFICIAL

SIGNATURE: ______DATE: ______
ANNEX B – WORK STUDY APPLICATION (VA FORM 22-8691)

APPENDIX C – VA WORK STUDY AGREEMENT (STUDENT SERVICES) (VA FORM 22-8692)


APPENDIX D – WORK STUDY TIME RECORD (VA FORM 22-8690)