2004 WSASEA Spring Conference Minutes

May 17, 18, 19



May 17, 2004


                                I.      1:00-2:00:           Registration (Lisa Fortson from Pierce College, Curtis Hagen from Northwest College & Eryn Pearson from Seattle University)

a.       Theme:    WSASEA’s 25th Anniversary


                             II.      2:00-3:00:           WSASEA Overview/ Board Member Nominations/Rainbow Lodge Housekeeping (Gayle Dohrman from Central Washington University)/Icebreaker (Bob Yohnka from Seattle Pacific University & Eryn Pearson)

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.   3:00-4:00:             HECB Update (Betty Gebhardt, Khris Blumer, Jeff Powell & Juliette Knight)

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 6/30/04

2.      After 9/03/04 employers will have to do new Employer Contracts, Business Profiles & Job Descriptions

                                                                               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 – 7/15/04 & 7/22/04

                                                                              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 – 6/30/04

2.      Administrative grant final A-19 invoice – 6/30/04

3.      Community service project – 7/15/04

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.   4:00-5:15             FERPA Training (Georgia McRae from Seattle University)

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


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


p.   HIPAA – records subject to FERPA are excluded from the

      HIPAA statute


V.  6:30-8:30:               Dependable Strengths (Theo Dobie from Columbia Basin College)

a.       Change is scary & often feared

b.      Recognize personal resources

c.       Potential will allow people to accept change

d.      “People grow & learn from successes.”

e.       Focus on what you do well, not what you do terrible

f.        7 stages:

                                                                                             i.            Recognize obstacles

                                                                                           ii.            Listening to experience to find skills, talents, traits

                                                                                          iii.            Record strengths

                                                                                         iv.            Test reality

                                                                                           v.            Articulation

                                                                                         vi.            Find support

                                                                                        vii.            Apply what was learned

g.       Job Magnet Exercise:

                                                                                             i.            Employers looking for good people

                                                                                           ii.            Recommendations

                                                                                          iii.            High recommendations – you’re being recommended by a valuable resource

                                                                                         iv.            Get connected

h.       Chain of Recommendation

                                                                                             i.            “Who do you know that will recommend you?”

i.         Purpose of contact is to be remembered & referred

j.        Exercise:     approach any random individual with your report & ask if anyone would be interested in your talents/skills to hire

                                                                                             i.            Theo used on students at CDC in preparation for Career Expo

k.      Quad Break-out Exercise

                                                                                             i.            Good Experiences Summary


2004 WSASEA Spring Conference

May 18, 2004



              I.      8:30-9:30:        Work Study Jeopardy   (Bob Yohnka from Seattle Pacific University & Eryn Pearson from Seattle University)

a.       Getting acquainted with rules & regulations of student employment

b.      Teams

                                                               i.            Rebels (Jeopardy winners with $8100.00)

1.      Sue Cornett – Big Bend Community College

2.      Betty Gebhardt – HECB

3.      Robin Guevara – Gonzaga University

4.      Barbara Monson – Green River Community College

5.      Konnie Pitts – Green River Community College

6.      Theo DobieColumbia Basin College

                                                             ii.            Chargers

1.      Gene Carroll – Clark Community College

2.      Twyla Kruger – Walla Walla College

3.      Mona HalcombEverett Community College

4.      Rhonda Hansen – Everett Community College

5.      Colleen King – Eastern Washington University

6.      Sharon Allen – Everett Community College

                                                            iii.            Winners

1.      Lisa Fortson – Pierce College

2.      Victor Rodriguez – Wenatchee Valley Community College

3.      Diana Baker – Highline Community College

4.      Betsy Shields – Everett Community College

5.      Joan RogersonCentralia Community College

6.      Bev DockstaderHighline Community College

                                                           iv.            World Champions

1.      Jeff Powell – HECB

2.      Juliette Knight – HECB

3.      Gayle DohrmanCentral Washington University

4.      Laurie StemmeneWashington State University

5.      Lisa Watkins – St. Martin’s College

6.      Melissa Thompson – Gonzaga University

7.      Paul Wheeler – Heritage College


           II.      9:45-11:00:      Show Me the Numbers – A Detailed Look at Work Study Funds Management (Jim DeWilde from Western Washington University)

a.       Minimize the risk & improve the outcomes

b.      Manual (co-authored by Betty Gebhardt from the HECB; submitted for the NSEA Workbook) can be found on WSASEA website at www.wsasea.org

c.       FISAP website at www.cbfisap.sfa.edu.gov

d.      5 questions/stages to manage work-study funds:

                                                               i.            “How much money is available for student earnings?”

                                                             ii.            “How much opportunity should be awarded to get the desired year-end earnings?”

1.      “How will the work opportunity be apportioned among students?”

2.      “How can administrators identify, monitor & factor in changing trends?”

                                                            iii.            “How can administrators monitor earnings?”

                                                           iv.            “How can utilization be moved upwards or downwards?”  “What options, or levers, exist to influence utilization?”

                                                             v.            “How should administrators respond at year-end when money remains available?”

e.       Formulas

                                                               i.            FWS divided by .8

                                                             ii.            SWS multiplied by 1.25

                                                            iii.            Could use either formula for both, but may need to adjust depending on college/university

f.        Part One – Understanding Concepts

                                                               i.            FWS – 10% carry forward or carry back option of allocation

                                                             ii.            JLD budget – 10% or $50,000; which ever is the smaller amount

                                                            iii.            5% of total gross earnings can be charged for administrative costs

                                                           iv.            Allocation

1.      Establish the actual base amount of student work-study opportunity that will become the final goal for student expenditures to eventually fully utilize the allocation

                                                             v.            Employer match

1.      Reimbursement to the employer

                                                           vi.            Gross earnings

1.      Once a school/university has determined an amount of the FWS allocation that is available for student earnings & has considered the employer match issues, the total amount of funds available for student earnings must be decided.

                                                          vii.            Existing awarding assumptions

                                                        viii.            Changes to awarding assumptions

                                                           ix.            Changes to the earnings climate

1.      Trends fall into 5 broad categories

                                                                                                         i.            Changes in the economy or in student/family behavior

                                                                                                       ii.            Trends in higher education generally

                                                                                                      iii.            Changes within the institution

                                                                                                     iv.            Influences outside of student employment, but within financial aid

                                                                                                       v.            Conditions specific to student work-study programs

                                                             x.            Measure earnings frequently

                                                           xi.            Compare to history

1.      In addition to maintaining historical numeric data, keep descriptive notes about significant shifts in policy & practices for each year so that a few years down the road you are aware of the impact the change had on your data

                                                          xii.            Managing parts of a program or more than 1 work-study program & mandates

                                                        xiii.            Goal of work-study fund management is 100% fund utilization, the means to this end

1.      Accurately determining the amount to be awarded

2.      Translating trends, conditions & historical information into a financial projection

3.      Making periodic assessments

4.      Employing selected practices & adjustments to arrive at year end with allocated program funds having fully benefited students

g.       Part Two – Case Study Applying the Concepts

                                                               i.            Step 1 – FWS allocation available for earnings & ACA

                                                             ii.            Step 2 – Estimating gross earnings for ACA calculation & establishing the earnings goal

                                                            iii.            Step 3 – Check spending assumptions

1.      Initial award over-commitment

2.      Awarding yields & targets

3.      Payroll reports

4.      Early in the academic year

5.      Monthly monitoring

6.      Levers

7.      Year-end – putting it all together

h.       Trends influencing work-study earnings

i.         Options to adjust expenditures

                                                               i.            Student employment administrators

                                                             ii.            Financial aid administrators

                                                            iii.            Other institutional administrators

                                                           iv.            State or federal agency

j.        Charts


         III.      11:10-12:00     An Innovative Work Study Awarding Approach (Gayle Dohrman from Central Washington University)

a.       Problems with work-study

                                                               i.            Over award excessively to spend funds

                                                             ii.            Make awards & prepare hiring forms for students who don’t ever get jobs

                                                            iii.            Nag students to use their work-study awards, then keep awarding

                                                           iv.            Deny transfer students & late admits in fall because all the funds were awarded earlier

                                                             v.            Play catch up with payroll activation after you find out the student has been working for weeks & did not notify you

                                                           vi.            Struggle with funds management

                                                          vii.            Return funds or make them stop working

                                                        viii.            Hope you spend enough community service money, but have little control over it

b.      Goals

                                                               i.            Tailor the award to the student’s actual job

                                                             ii.            Provide better opportunities for students

                                                            iii.            Activate students on payroll before working

                                                           iv.            Know how much you will spend on community service & encourage students to fill these jobs

                                                             v.            Require supervisor training before they hire work-study students

                                                           vi.            Award only to those who will actually work & minimize the need to over award

                                                          vii.            Fund better career-related jobs at the time they are available & students find them

                                                        viii.            Offer better jobs to students & a wider applicant pool to employers

c.       New awarding approach (advantages)

                                                               i.            Award after the student is hired so you know who will work & where & how much they will work

                                                             ii.            Tailor the award to the student’s job

                                                            iii.            Minimize revisions & confusion of students who checked the work-study box on the FAFSA but did not realize they were requesting employment & trading loan for work-study award

                                                           iv.            Over award by only 15-25%

                                                             v.            More predictable earnings projections

                                                           vi.            Easier funds management, so less danger of under spending or over spending

                                                          vii.            Students get just the right award to work the hours they & the employer need

                                                        viii.            Students choose if & how much loan they want to trade for work-study before they are awarded

                                                           ix.            Opportunity to counsel students how loans would be affected by work-study before they get the award

                                                             x.            Doesn’t leave them under or over funded in loan

                                                           xi.            More control over type of jobs accepted

                                                          xii.            Employers have a wider applicant pool; can require supervisor training before hiring work-study students

                                                        xiii.            Manual awarding is more time consuming at front end of awarding process, but less revisions later

                                                        xiv.            Can make minimal awards for students who only want to work a few hours per week

d.      The process

                                                               i.            Students apply for financial aid as usual, notice on award letter with link to Online Work Study Request, also counsel in person, by phone

                                                             ii.            Request Work Study Personnel Action Form (WSPAF - hunting license) for a work-study job

                                                            iii.            Find job, are hired, return WSPAF for award

                                                           iv.            Awarded, award amount is tailored to actual job

                                                             v.            Request I-9, W-4, etc. if needed before approval

                                                           vi.            Approved, notice to student & employer

                                                          vii.            Placed on payroll or reimbursement authorized & timesheets, etc. sent out

e.       Tools & forms

                                                               i.            Online Work Study Request

                                                             ii.            Work Study Personnel Action Form (WSPAF)

                                                            iii.            Hours tracking form

                                                           iv.            Funds management spreadsheet


        IV.      12:00-1:00       Lunch & Student Employee of the Year

a.       Lupe Contreras from Gonzaga University


           V.      1:00-2:30         International Students & Social Security Numbers (Jennifer Miller & Yuriko Brunelle from the Bellevue Social Security Office)

a.       Social Security Cards – basic requirements

                                                               i.            U.S. born applicants

1.      First time cards/numbers

                                                                                                         i.            Under age 1

                                                                                                       ii.            Identity:  preferred – hospital record, insurance card (not Medicare), religious record made before age 3 months, adoption record – ID also required for parent/legal guardian

                                                                                                      iii.            Age:  required – birth certificate, hospital record, passport, religious record made before age 3 months, adoption record

                                                                                                     iv.            Lawful alien status:  not needed

                                                                                                       v.            Over age 1

                                                                                                     vi.            Identity:  preferred for under age 7, required for over age 7 – hospital record, insurance card (not Medicare), religious record made before age 3 months, school ID card or record, passport, driver’s license, life insurance policy, military record

                                                                                                    vii.            Age:  required – birth certificate, hospital record, passport, religious record made before age 3 months, adoption record

                                                                                                  viii.            Lawful alien status:  no needed

                                                                                                     ix.            Verification:  SSA is required to verify the birth certificate with the Bureau of Vital Statistics (BVS)

2.      Duplicate cards

                                                                                                         i.            Identity:  required hospital record, insurance card (not Medicare), religious record made before age 3 months, school ID card of record, passport, driver’s license, life insurance policy, military record

                                                                                                       ii.            Age:  not needed

                                                                                                      iii.            Lawful alien status:  not needed

                                                                                                     iv.            Verification:  If there is an error with the date of birth, SSA is required to verify the birth certificate with the Bureau of Vital Statistics (BVS)

                                                             ii.            Foreign born applicants

1.      Identity:  required unless parolee, refugee or asylee – hospital record, insurance card (not Medicare), religious record made before age 3 months, school ID card or record, passport, driver’s license, life insurance policy, military record

2.      Age:  required – birth certificate, hospital record, passport, religious record made before age 3 months, adoption record

3.      Lawful alien status:  required – I-94, Permanent Resident or Resident Alien card (I-551), Employment Authorization Card (I-688/I-766), 1766, IAP-66, I-20, naturalization certificate

4.      Verification:  SSA is required to verify lawful status with INS via a combination of online & manual processes

b.      DSHS/INS

                                                               i.            Classification codes

                                                             ii.            Verify documents

                                                            iii.            INS Form:  I-94

1.      Class of Admission:

                                                                                                         i.            B-1 – visitor for business; not authorized to work

                                                                                                       ii.            B-2 – visitor for pleasure; not authorized to work

                                                                                                      iii.            F-1 – student (must have I-20 & evidence of on-campus employment – letter from school on letterhead stating full-time student with permission to work on campus); authorized to work with all required proofs

                                                                                                     iv.            F-2 – spouse or child of F-1; not authorized to work

                                                                                                       v.            H-1B – alien in specialty profession; authorized to work

                                                                                                     vi.            H-1C – registered nurse; authorized to work

                                                                                                    vii.            H-4 – spouse or child of H-1; not authorized to work

                                                                                                  viii.            J-1 – exchange visitor (employment authorization will be determined by Form DS-2019 – certificate of eligibility for exchange visitor status - & sponsor letter); authorized to work with all required proof

                                                                                                     ix.            J-2 – spouse or child of J-1; must have employment authorization card (I-688 or I-766)

                                                                                                       x.            K-1 – fiancé(e) of U.S. citizen; authorized to work

                                                                                                     xi.            K-2 – child of fiancé(e) of a U.S. citizen; must have employment authorization card (I-688 or I-766)

                                                                                                    xii.            K-3 – spouse of a U.S. citizen; must have employment authorization card (I-688 or I-766)

                                                                                                  xiii.            K-4 – child of a U.S. citizen; must have employment authorization card (I-688 or I-766)

                                                                                                  xiv.            L-1 – intracompany transferee, executive, manager or has specialized skill of international firm; authorized to work

                                                                                                   xv.            M-1 – vocational student or other non-academic student – must have I-20; must have employment authorization card (I-688 or I-766)

                                                                                                  xvi.            M-2 – spouse or child of M-1; not authorized to work unless employment authorization card presented, verify employment authorization with INS

c.       Miscellaneous

                                                               i.            Safe Harbor Act

1.      IRS still accepting comments until 5/25/04

2.      Act deals with social security taxes

3.      Law still under revision

                                                             ii.            Identity theft

1.      Should not carry card on person

2.      SAVE system – used for verification

3.      SSN office will not give a SSN number over the phone due to confidentiality & identity thefts, individuals must come in person to office

4.      Lost card/applying for a new number – must show proof that someone is using SSN against you/fraud & prove that a claim has been filed, show police reports, etc.

                                                                                                         i.            Domestic violence cases go to Baltimore, MD & local office will not be notified of new SSN

5.      Legislation remains pending on states using SSN on driver’s licenses

                                                            iii.            Enumeration process can take up to 2-4 weeks; countries such as Canada & England will receive SSN number when they arrive to the U.S.

                                                           iv.            www.ssa.gov

                                                             v.            “Not valid” comment on SSN card – need to visit SSN office to reissue a new card that will state “Valid with INS documentation”

                                                           vi.            IRS & Social Security Office working together to verify filed tax forms for accuracy

                                                          vii.            Colleges/universities giving temporary SSN is wrong – must assign a student id number


        VI.      2:30-4:00         WA Department of Personnel:  Civil Service Changes (Joe Gross from the Dept. of Personnel)

a.       Learn about coming changes in state civil service regulations & classification

b.      Implementing the Personnel System Reform Act of 2002/Washington Works

                                                               i.            3 key components

1.      Civil service reform

2.      Competitive contracting

3.      Collective bargaining

                                                             ii.            Cost neutrality still in place

                                                            iii.            Performance management confirmation (objective) to review pay increase for employees

                                                           iv.            All components to be implemented by July 2005

1.      May not have to worry about any changes for students working in & at state agencies, but need to verify with DOP website (cross reference information if any adjustments have been made, but do not rely solely on crosswalk)

2.      Should keep an eye on specifics or call DOP if any clarification is needed if broad or basic

                                                             v.            New human resource management system (HRMS) will support changes

                                                           vi.            Joint effort to implement changes in a coordinated, well-managed effort

                                                          vii.            3 primary agencies

1.      Dept. of Personnel

2.      Office of Financial Management

3.      Dept. of General Administration

                                                        viii.            Working closely with state agencies, higher education institutions, state employees, other key stakeholders

                                                           ix.            Using SWS on campus, need to be paid comparable to what DOP list – required student employment administrators to monitor any revisions & changes to DOP’s class status

                                                             x.            Civil Service Reform

1.      Replaces 44-year-old civil service system

2.      Applies fully to those not in bargaining units

3.      Collective bargaining agreements may override parts for represented employees

                                                           xi.            Classification & compensation system

1.      Reform Act called for streamlining classification structure

                                                                                                         i.            Substantial reduction in the number of job classifications

                                                                                                       ii.            Currently 2400 job classifications into broad occupational categories over a 5-year period; through revision process classifications have been reduced to 1100

                                                                                                      iii.            More responsive, streamlined system

                                                                                                     iv.            Facilitate effective use of state personnel resources

                                                                                                       v.            Enhance career mobility & career advancement

                                                                                                     vi.            Consolidate 83 narrow salary ranges into fewer, wider ranges over 5-year period

                                                                                                    vii.            More focus on key skills & responsibilities of specific positions

                                                                                                  viii.            Provide flexibility t o adapt to changing technology & economic, workforce, citizen & organizational needs

                                                          xii.            Phased implementation for job classifications

1.      Phase I – early 2005

                                                                                                         i.            Single-series conversions to occupational categories

                                                                                                       ii.            Initial consolidation of classes with similar functions in both higher education & general government – primarily clerical, fiscal & information technology classes

2.      Phase II – 2005-2007

                                                                                                         i.            Additional consolidation of low-impact classes into occupational categories

                                                                                                       ii.            Interagency task group began meeting in late March 2004 to discuss additional steps

3.      Phase III – 2007-2009

                                                                                                         i.            Consolidation of remaining classes into occupational categories

                                                        xiii.            Salary adjustments

1.      Provide more options & flexibility

                                                                                                         i.            Salary adjustments within range to address recruitment & retention issues

                                                                                                       ii.            Assignment pay for special skills, assigned duties & unique circumstances

                                                                                                      iii.            Regular progression increases may be adjusted based on nature of work or training

2.      Progression increases may be accelerated or deferred based on performance

3.      Performance Recognition Pay may be granted on lump sum basis for outstanding accomplishments or achievement of predefined work goals

xvi.              Salary premium to address recruitment, retention or competitive market conditions

1.      Local authority granted to employers for up to 15% increases for individual positions

2.      Dept. of Personnel director must approve salary premiums for groups

xvii.            Transition to new system

1.      Employees transition at current salary

2.      Continue to receive step increases to top of salary range

3.      Decentralized administration of options such as assignment pay & performance options still on schedule for July 2005 for non-represented employees

xviii.           Recruitment & selection changes

1.      May use DOP’s online application/screening process or decentralized processes

2.      Applications accepted at any time by automated system

3.      Candidate screening based on position needs, not job class

4.      Use of desirable qualifications, except when required by law

5.      Testing related to position; administered to qualified pool of candidates

6.      Candidate pool an unranked list (except for RIF pools)

7.      Employer can choose whether/how to use promotional preference

8.      Candidate certification decentralized to employer

9.      Employer chooses how many names to certify (no central rule of number)

xix.              Recruitment funnel

1.      Potential pool:  possible job candidates

2.      Applicant pool:  candidates who have applied or who meet required desired qualifications

3.      Candidate pool:  candidates who meet specific criteria

4.      Interview pool:  best candidates for position

5.      Hire

xx.               Performance management

1.      New draft rules support the creation of a performance-based culture in Washington State government

2.      Employers must develop an individual employee performance management program

3.      Employers may consider employee performance as a factor in compensation & layoff with DOP’s performance management confirmation


xxi.              Individual performance management

1.      Program is designed to

                                                                                                   i.            Link individual employee performance to organization objectives

                                                                                                 ii.            Influence employees, supervisors & managers to accept responsibility for performance

                                                                                                iii.            Put more emphasis on clear performance

2.      Employers must develop policies, procedures

3.      DOP will provide guidance, training & tools

4.      New Performance & Development Plan (PDP) will replace old evaluation forms

5.      Training will be required of supervisors within 6 months of hire

xxii.            Performance Management Confirmation (PMC)

1.      PMC is required if an organization plans to use performance as a factor in pay or layoff

2.      Purpose of PMC is to verify the organization has a performance management system in place

3.      PMC establishes accountability for performance management with managers, supervisors & employees

xxiii.           Performance Management Confirmation Process

1.      Organization must develop a plan that satisfies 10 confirmation criteria

2.      Plan is reviewed by DOP & must be approved by Director

3.      DOP will provide guidance & tools to assist organizations to develop plan & obtain confirmation

xxiv.          Changes to RIF

1.      In addition to seniority, performance & competencies may factor into layoff decisions

2.      Employees must meet position-specific requirement of layoff options

3.      All RIF names, plus promotional names, will go to hiring manager

4.      Employer may require review period for RIF appointee

xxv.            Rule Development Process

1.      Majority of draft rules are being rolled out by subject area over 6 month period

2.      Informal comment period of approximately 3 weeks for each group of rules

3.      Feedback form provided on website

4.      Formal comment period will come in late June, prior to adoption in July 2004

xxvi.          New rule format

1.      Applicant screening methods must be based on documented job analysis that identifies competencies needed to perform the work successfully

c.       Human Resource Management System (HRMS)

                                                               i.            Current personnel/payroll system not capable of meeting reform requirements

                                                             ii.            System will be replaced with modern HRMS

                                                            iii.            New system will be implemented in 3 releases

                                                           iv.            1st release on schedule for January 2005

                                                             v.            HRMS implementation schedule

1.      January & April 2005 – 1st release to implement personnel & payroll functions using current rules

2.      July 2005 – implement changes to compensation based on bargaining agreements & new rules

3.      August & October 2005 – add new HR functions such as recruitment, training, performance management

d.      Competitive contracting

                                                               i.            Expanded to services traditionally & historically provided by state employees

                                                             ii.            Employees get a least 90-day notice of intent to contract work

                                                            iii.            Employees can offer alternatives within at least 60 days

                                                           iv.            Affected employees may form employee business units & submit bids for work

                                                             v.            Training provided by DOP & GA

                                                           vi.            Bid process requires

1.      Existence of a competitive market

2.      Measurable standards for performance

3.      Consideration of risk associated with failed performance

4.      Requires successful bidder to consider hiring state employees who may be displaced

                                                          vii.            Competitive contracting goals

1.      Improvements result in cost savings & efficiencies

2.      Fair & consistent rules & processes

3.      Competitive skills & attitudes result in efficiency

4.      Process aligned with state budgeting, collective bargaining & civil service reform

                                                        viii.            Employee Business Unit (EBU)

1.      Employees include line employees, supervisors & managers

2.      State employees will remain state employees if EBU wins contract; continue to receive benefits

3.      If EBU does not win contract, former unit/positions eliminated will be subject to RIF process

4.      EBU is limited to positions directly affected by contract award

5.      EBU a unit within parent agency; relationship defined in performance agreement

e.       Collective bargaining

                                                               i.            Initial discussions started in February

                                                             ii.            Contracts become effective July 2005

                                                            iii.            Governor’s Office negotiates contracts for state agencies

                                                           iv.            Higher education institutions may negotiate their own contracts

                                                             v.            1 master agreement with each union with 500 members or more

                                                           vi.            7 master agreements

                                                          vii.            Each master agreement will apply to all agencies with employees represented by that union

                                                        viii.            Legislature must approve fiscal impacts of contracts

                                                           ix.            Prohibited subjects of bargaining

1.      Pensions

2.      Inherent management policy

3.      Financial basis for layoff

4.      Directing & supervising staff

                                                             x.            Mandatory subjects for bargaining

1.      Wages

2.      Hours

3.      Other terms/conditions of employment

4.      Insurance benefit dollar amount

                                                           xi.            Permissive subjects of bargaining

1.      Exams

2.      Number of names certified for vacancies

3.      Appointments

4.      Classification

                                                          xii.            Employees excluded from bargaining

1.      Washington Management Service

2.      Exempt & confidential employees

3.      Internal auditors

4.      Employees of Dept. of Personnel, Office of Financial Management, portions of Attorney General’s Office & Public Employment Relations Commission

                                                        xiii.            Current status

1.      Majority of draft civil service rules being rolled out now through June 2004

2.      Plan for moving to occupational categories is under development

3.      GA’s competitive contracting rules were adopted March 17

4.      Collective bargaining process is underway

5.      Computer system on schedule

                                                        xiv.            Training to support Washington Works efforts

                                                         xv.            Resources

1.      Washington Works website:  http://washingtonworks.wa.gov

2.      Civil Service Reform website:  http://hr.dop.wa.gov/hrreform

3.      Public Employment Relations Commission website:  http://www.perc.wa.gov

4.      Competitive Contracting website:  www.ga.wa.gov/competitivecontracting

5.      Joe Gross email:  joeg@dop.wa.gov or phone number:  (360) 664-6288


      VII.      4:15-5:30         Buzz Marketing (Betsy Shields from Everett Community College)

a.       Program & curriculum development by Jose Dominguez from The Evergreen State College

b.      Definition of marketing:  “function of catching & keeping customers”

c.       Who is your customer?

                                                               i.            Staff

1.      Educational training sessions

2.      HR management program training

3.      Campus-wide email

4.      Workshops

5.      Staff/faculty newspaper

6.      Attend vision meeting

7.      Include SEOY to campus awards

8.      On-campus fairs

                                                             ii.            Student

1.      What you offer

2.      Explanation

3.      Process

4.      Orientation

5.      Website

6.      Email

7.      Workshops

8.      Flyers

9.      Mass mailings

10.  Word of mouth

11.  Go to student

12.  PowerPoint presentation

13.  Computer stations

14.  Videos

                                                            iii.            Employer

1.      Videos

2.      Flyers

3.      Mass mailings

4.      Word of mouth

5.      Ads in local business journals

6.      Social events/business cards

7.      Bumper stickers

8.      CD’s

9.      Logo promotional items

10.  Meeting with service clubs or local chamber of commerce

11.  Job Fairs

d.      Educate the employer & student, attract employers & inform staff

e.       Attention, interest, desire & action

f.        Who?  What?  When?  Where?  Why?  How? – marketing should be at a 6th or 7th grade reading level in most circumstances

g.       Buzz Marketing basics for student employment

                                                               i.            Buzz basics

1.      Quality service

2.      Trust & credibility

3.      Useful information

4.      Easy, simple & clear

5.      Influential people

6.      Uncontrollable

7.      Unpredictable

8.      Results not always immediate

9.      Recruit champions

10.  Focus on groups

11.  Keep seeding

12.  Timely

13.  Boring sucks!

14.  The goal is ubiquity

                                                             ii.            Start up ideas

1.      Be different

2.      Something new

3.      Something innovative

4.      Make it fun

5.      Quality service

6.      Offer free

7.      Ride existing trend or fad

8.      Offer unique experiences

9.      Create scarcity

10.  Appeal to emotions

11.  Community involvement

12.  Be newsworthy

                                                            iii.            Examples

1.      Website

2.      Host employer events

3.      Part-time job fair

4.      Red carpet treatment for employers

5.      Student employment Appreciation events

6.      Job club

h.       6 steps to help start a buzz marketing effort for a student employment operation

                                                               i.            Start with a quality product or service

                                                             ii.            Establish trust & credibility

                                                            iii.            Must have a useful or interesting message

                                                           iv.            Message must be easy or simple to explain or pass on

                                                             v.            Focus on groups, hubs or opinion leaders

                                                           vi.            Must keep at it

i.         Break-out groups

                                                               i.            Group 1 – promote work-study positions

1.      Radio/TV spots

2.      PSA’s

3.      Job boards

4.      Bulletin boards

5.      Required job fair

6.      Postcards

7.      Classroom presentations

8.      Posters

9.      Candy in office

10.  Meet with student advisors

11.  Go into career planning classes

12.  Popcorn outside office

13.  Attend open houses

14.  Get on university/college committees

15.  Costumes

                                                             ii.            Group 2 – increase SEOY with campus & employers

1.      Change preparation

2.      Online/dynamic website for SEOY submission for employers

3.      Follow-up/feedback letter to employer

4.      Letter to student & supervisor about submission if they did not get nominated with excerpt from supervisor

5.      Breakfast or lunch

6.      On-site visit to award winner

7.      Sponsorship to cover cost

                                                            iii.            Group 3 – build your employer database

1.      Online submission form

2.      Email campus

3.      Flyers

4.      Name/addresses from chamber of commerce

5.      PowerPoint presentation

6.      CD presentation

7.      HECB master contract list

8.      Student resource

9.      WorkSource database

                                                           iv.            Group 4 – build a more effective website

1.      Few words

2.      To the point

3.      Simple

4.      FAQ’s

5.      Survey

6.      Entertaining

7.      Interactive

8.      Tell a friend (address book)

9.      Bribe IT

10.  Word search

11.  Page for each category (student, staff, employer)



2004 WSASEA Spring Conference

May 19, 2004



              I.      8:30-9:30         Breakout Session

a.       Session 1:  public employees retirement system (Brian Berghoff from the Dept. of Retirement Systems)

b.      Session 2:  private/religious institutions (Lisa Watkins from St. Martin’s College)

                                                               i.            Commuter campuses

1.      Traditional vs. non-traditional students

                                                             ii.            Satellite schools

1.      Managing work-study students, time sheets, funds, etc.

                                                            iii.            Reimbursement rates to employers

1.      Funds management – over spending vs. under spending

2.      Some schools require that employers document or state why they want a higher reimbursement; HECB really only requires if employer is not community-service related

3.      Request that there is a posting for reimbursements on the HECB website to verify information regarding employer reimbursement rate

4.      80% reimbursement rate for community-service organizations; HECB prefers to use as a 1 year promotional incentive & then employer would continue in program at 65% rate in following years

5.      HECB could further communicate to employer school’s policies regarding reimbursements, time sheet completion & schedule/deadlines

6.      Jeff Powell from the HECB recommends letting employers in SWS program to petition government to allocate more funds into program

                                                           iv.            Student under-utilizing funds

1.      De-obligate money

2.      How to grow program

3.      Get student to work more

4.      Student survey with incentives for returning

5.      Taking a new approach by meeting with student first & then giving an award to student that has found a placement

6.      Track student taking loans in lieu of taking work-study

7.      Percentage of paid to accept – track history & take an average

                                                             v.            Placements with religious organizations cannot have employer receive monetary benefits or there be any financial gain


           II.      10:00-12:00     Round Table Discussions (Eryn Pearson from Seattle University & Betsy Shields from Everett Community College)

a.       Concurrent small sessions to choose to attend

                                                               i.            Pre sign-ups to attend session

b.      More I-9 information & INS eligibility

                                                               i.            Appropriate documentation

                                                             ii.            Broader interest – open up to International Student Office, HR, Payroll Office, etc.

c.       Town Meeting

                                                               i.            Location at Central Washington University in Group Center

                                                             ii.            October 22, 2004

1.      9:00-10:00 a.m. Networking Hour

2.      10:00 a.m.-3:00 p.m. Town Meeting

3.      3:00-4:00 p.m. WSASEA Board Meeting

                                                            iii.            Gayle Dohrman at CWU will arrange to have morning refreshments; lunches will be purchased individually by members at campus common or off campus

d.      Career Day/Job Fair

                                                               i.            What students should expect in an interview, appropriate dress, resumes

                                                             ii.            Breakout session at Spring Conference & invite other service-related departments

e.       In-home placement

                                                               i.            Nannies, computer programming, elder care, etc.

                                                             ii.            Western Washington University created a disclaimer

                                                            iii.            Policies regarding organizations/businesses that schools do not want to post & in-home placements

                                                           iv.            What are the benefits to the student?

                                                             v.            What are the career goals/experience?

                                                           vi.            Liability – are we putting students in a place to provide workplace experiences?

1.      Specifically regarding SWS program

                                                          vii.            Overseeing student in work environment

1.      Specifically regarding SWS program

                                                        viii.            Certain years employer has been in service

1.      Specifically regarding SWS program

                                                           ix.            Have a legal session at Spring Conference regarding campus policies/statements

                                                             x.            Daycare positions in a stand alone facility would be approved in SWS program, but in-home/private property not allowed

                                                           xi.            Is employer able to oversee payroll & funds available to pay student

1.      Specifically regarding SWS program

                                                          xii.            Improve to HECB Employer Profile to include additional information to further clarify business/employment intent

f.        WorkSource

                                                               i.            Understanding the listing

                                                             ii.            Substitute for some colleges to post positions

                                                            iii.            Changes with co-locations

g.       Impact of current gas prices on students working in off-campus positions

                                                               i.            Some employers provide subsidies for transportation expenses

h.       Employer training – on and off campus

                                                               i.            Supervisor training prior to student placement

                                                             ii.            Information given/orientations

                                                            iii.            Central Washington University has a policy that an employer cannot hire a work-study student until the employer has completed an employer training session once every 2 years

1.      1-on-1

2.      Online

i.         WSASEA website

                                                               i.            1-stop information resource

                                                             ii.            Complete member directory

                                                            iii.            Links to schools, speakers, topics listed on website

                                                           iv.            Area of expertise member list

                                                             v.            Work-study statistics

j.        Satellite schools/branch campuses

                                                               i.            How is student employment handled

                                                             ii.            Student time sheet processing for work-study programs

k.      Listserve questions about topics & feedback or surveys

l.         Why is 3rd day at the Spring Conference not fully attended?

                                                               i.            Expanding to Career Services Council

                                                             ii.            Not enough knowledge about WSASEA

                                                            iii.            Advertise to supervisors in financial aid offices, HR, career service centers, etc.

                                                           iv.            1-to-1 conversations for promotion

                                                             v.            Personal invitations

                                                           vi.            Listserve

                                                          vii.            Network more in campus areas/regions

                                                        viii.            HECB/WSASEA regional meetings

                                                           ix.            Add pictures of Rainbow Lodge to WSASEA website for Spring Conference as well as conference & members that attended

                                                             x.            Partner up with WASEA for Spring Conference

                                                           xi.            Member/non-member directory on WSASEA website


         III.      1:15:2:15          WSASEA Board Meeting

a.       Treasurer’s Report (Betsy Shields)

                                                               i.            Some members that attended conference still have to pay fees

                                                             ii.            Eryn Pearson made a motion to make an exception to reimburse Betsy Shields $50 as a presenter fee for session expenses; will request that in the future all presenters fees must be provided prior to the conference

1.      Lisa Fortson from Pierce College seconded the motion

2.      Open discussion

3.      All in favor for approval

b.      C.O.L.T. (community-service project)

                                                               i.            Donations totaled $160

                                                             ii.            Gayle Dohrman will take money to C.O.L.T. & get a receipt for Board documentation

c.       Conference feedback

                                                               i.            Have an anonymous feedback form available on WSASEA website

d.      Spring Conference reservations

                                                               i.            2005 – 4/18 to 4/20

                                                             ii.            2006 – 4/10 to 4/12

e.       WSASEA Board elections

                                                               i.            Some submissions at Conference

                                                             ii.            Online submission

                                                            iii.            2 year terms – stagger

1.      Article II, Amendment III

2.      Requires member vote

3.      Present term change at Town Meeting 10/22/04

4.      Stagger Vice President & Member-at-Large with Secretary & Treasurer

                                                           iv.            Amendments to WSASEA Board positions

1.      Member-at-Large

a.       Responsible for membership roster list – point of contact for collecting Conference Registration Forms & fees

b.      Make copies of check & registration form – send check & registration copy to Treasurer

c.       Signatory authorization for WSASEA bank account will remain with Treasurer, President-Elect & President

d.      Room assignment at Spring Conference

e.       Point of contact at Spring Conference for speakers & guests

f.        Handle registration each day at Spring Conference

g.       Serve as check & balance person for Treasurer

h.       Gayle Dohrman made a motion to make adjustment to Member-at-Large position duties

1.      Bob Yohnka from Seattle Pacific University seconded the motion