Looking to hire a FWS?

Any instructor or staff member that is looking to hire a FWS student must first complete a Federal College Work Study Request Form. Please note that there are two versions of this form, one for a new job title and one for a recurring request.

If this is your first request, or this is a new position that you are wanting to add, you would need to complete the Federal College Work Study Request Form for New Job Title. This form must include detailed duties and responsibilities so a job description may be created.

If this is a request for a position that you have previously filled, please complete the Federal College Work Study Recurring Request Form. Be sure to review the current job description to ensure that no changes need to be made.

Also, if you know the name or names of the student(s) that you would like to hire, please contact Kimberly Lowery in the Financial Aid Office to make sure that the student(s) qualifies for the FWS program. If the student qualifies, they will need to complete an application for the FWS program.

Your request form will need to be submitted to the Financial Aid Office as soon as possible. Funding is limited and there is no guarantee that all requests can/will be filled.

Upon receipt of your request and depending on funding, a job posting will be created on the FWS website. As applications are received and reviewed for eligibility, you will by contacted by Kimberly Lowery with candidate information so that further review and interviews may take place. After you have made your selection, the job posting will be removed from the site.

To ensure that FWS students adhere to their expectations as well as have the opportunity to learn and grow during their employment, from time to time it may be necessary for a Supervisor to counsel or correct certain actions of the student employee. If this occurs, a Work Study Corrective Action Form should be completed by the Supervisor and discussed with the FWS student. Please note that a student will only be allowed a total of three (3) citations per academic year – at which time termination may be considered. A copy of any Corrective Action Forms should be sent upon completion to Kimberly Lowery in the Financial Aid office for addition to the FWS student record.

Corrective Action Form

If a student leaves the FWS position for whatever reason, a Termination form should be completed as soon as possible and should be forwarded to Kimberly Lowery in the Financial Aid office. Once the form is received in the Financial Aid office, the student’s FWS award will be adjusted accordingly and the termination will be filed in the student’s FWS record.

Status Change Form

In order to provide feedback to FWS students, a Performance Evaluation should be completed at the end of each semester for each FWS student. A copy of this form should be forwarded to the Financial Aid office.

Performance Evaluation

Below is a list of additional information for work-study supervisors. Failure to comply with any of these items may result in termination and cancellation of your Federal work-study student worker.

Student worker(s) are not allowed to start work until the new hire packet has been submitted to the Financial Aid Office and a Work Study Contract has been signed by the student.

Supervisors should maintain a signed/updated copy of the student worker’s official class/work schedule on record at all times. Any changes should be reported to the Financial Aid Office immediately.

Supervisor should provide clear and concise work instructions daily to the student worker(s) for clarity on the work assignment(s) given and expected completion times and dates.

Supervisor should provide instructions to the student of the appropriate dress code/office attire while employed by this office.

Supervisor understands that work-study students are not allowed to work during holidays, breaks, etc. unless prior written notification is submitted to the Financial Aid office and approval is granted and received for the proposed extenuated work dates.

Supervisor understands that the Federal Work-Study Program is a grant-based program and the monies available have to be “Earned” by the student(s); free money and/or monetary favors should not be paid to any student without proper consent and approval. Any Supervisor found out-of-compliance with this will be immediately cancelled from the program.

Supervisor understands that students will not be paid for time claimed during designated class periods – such action is out-of-compliance. It is the Supervisor’s responsibility to ensure that the student worker(s) does not/do not claim time worked during scheduled class periods. Supervisor should refer to the student’s class schedule to determine possible violations. Supervisor should make adjustments to the students’ time sheet accordingly, if out-of-compliance is determined.

Supervisor understands that the Financial Aid office should be contacted immediately if any student expresses his/her desire to resign from area or is proposed for termination.

Supervisor understands that back-pay due to missed deadline/cut-off dates will be forfeited for the payroll month; and that payroll not reported as scheduled will be regarded as time not worked by the student – this is interpretation of the Financial Aid office. Supervisor concedes that any subsequent compensatory action sought by the student will be the responsibility of that department for the respective pay period.

Supervisors will be responsible for paying any earnings above the awarded amount via department funds. Timesheets are to be prepared efficiently and without error.

Supervisor acknowledges the following list of items as a failure to maintain compliance with the Federal Work-Study Program:

  • Incomplete information
  • Class Schedule Conflicts
  • Failure to submit timesheets before cut-off deadline
  • Failure to check timesheet for errors
  • Failure to monitor student’s timesheet to ensure projected time is worked
  • Failure to attend orientation and or work-study training sessions, as needed/required

By submitting a FWS request, the supervisor understands the responsibility of maintaining an accurate record of time worked daily for each work-study participant that they directly supervise. Also, the supervisor acknowledges that failure to maintain/follow each item noted above may be grounds for cancellation of work-study application.