Work Study FAQ

FAQs

   1. How do I request student employees?
   2. How do I know that a student is “approved” to work in my department?
   3. What happens if I accidentally allow a student to work but I do not have an assignment form?
   4. Why can't I employ any student I wish?
   5. Will the students who worked for me last year return to my office this year?
   6. What if I do not want a student to return to my department who worked for me last year?
   7. How does a student qualify for Federal Work Study?
   8. How do newly admitted students apply for positions on campus?
   9. If a student reports to me am I required to accept them as an employee?
  10. May I interview students before hiring them?
  11. If a student qualified for Work Study last year will they automatically qualify again this year?
  12. The Work Study Job Description and Request Form asks me to include a Dept ID and Job Code.   Where do I find this information?
  13. Who is responsible for certifying hours worked?
  14. Can I "recruit" students to work in my department?
  15. What do I do if I receive a Student Employment Assignment Form but the student never reports to me?


1)  How do I request student employees?

Federal guidelines require certain information for every Work Study position on campus.   Much of this required information is included on the “Work Study Job Description and Request Form”.   This form must be completed by you when requesting a new Work Study position.  If this is a continuing Work Study position, and there are no sweeping changes, the original job description on file will be used.   If you need to make any substantial changes to the information on the form please contact the Financial Aid Office.   To create a new position, please contact the Financial Aid Office to request a blank form.  For new positions, Financial Aid Office staff will determine whether the position qualifies for Work Study funding.

2)  How do I know that a student is “approved” to work in my department?

The Financial Aid Office will certify a student's eligibility using a “Student Employment Assignment Form”.   You may not allow a student to work in your department unless you have received this form.

3)  What happens if I accidentally allow a student to work but I do not have an assignment form?

If you allow a student to work in your office without that form then your department will be responsible for the wages.   In addition, you will be in violation of payroll laws since the student has not completed necessary employment paperwork.   The Financial Aid Office certifies eligibility prior to sending the assignment form to you.   If you do not have this form then the student's eligibility for Work Study has not been certified.   It is quite possible that your student does not qualify for Federal Work Study.
 

4)  Why can't I employ any student I wish?

Federal College Work Study is primarily funded through federal tax dollars.   The federal government provides 75% of the student wage and the College provides 25%.   Therefore, only students with federally defined financial need qualify.

5)  Will the students who worked for me last year return to my office this year? 

Students who continue to qualify for Federal Work Study will automatically be reassigned to your office.


6)  What if I do not want a student to return to my department who worked for me last year? 

Students will automatically be reassigned to your office if they were not terminated in the prior year.  Please have a conversation with your student explaining that he or she will not be returning to your department.  Once you have done this, please complete the Work Study Release form to notify our office of the change.

 
7)  How does a student qualify for Federal Work Study?

Students complete the financial aid application process to determine eligibility.   Students must have financial need as determined by this process.

 
8)  How do newly admitted students apply for positions on campus?

New students who qualify for Work Study receive information from the Financial Aid Office over the summer.   Students are instructed to apply for a position posted on a specialized work study website.   Students are “hired” once they select a position.   Each student must then report to the Financial Aid Office to complete necessary payroll paperwork.   Once the student has completed these two steps, notification is sent to you and the student via the Student Employment Assignment Form.   The student is now approved to begin work in your department.

9)  If a student reports to me am I required to accept them as an employee?

If a student reports to you and you decide that they will not “fit” you are certainly under no obligation to employ them.   Please complete a Work Study Release Form and return the student to our office so they may look for a more suitable position.

10)  May I interview students before hiring them?

You certainly may interview students.   Once you receive the Assignment Form and the student contacts you, please have a conversation with them.   If you or they believe that the employment will not work please complete a Work Study Release Form and send the student back to the Financial Aid Office.   If you decide they are a good fit in your department then the student is approved to work and may begin.   Keep in mind that access to student employees is limited.   If you do not find a suitable student quickly you may not find a sufficient number of students for the year.

11)  If a student qualified for Work Study last year will they automatically qualify again this year?

Students, generally, continue to qualify from one year to the next.   HOWEVER, students do not always qualify.   Changes in financial and/or family information may cause students to lose their Work Study financial aid award.   If this happens, the student may no longer work in your department. 

12)  The Work Study Job Description and Request Form asks me to include a Dept ID and Job Code.   Where do I find this information?

When you request the Work Study Job Description Form from our office we will pre-fill those fields for you.

 
13)  Who is responsible for certifying hours worked?

Each student is responsible for reporting the hours they work to their supervisor.   Work Study students must be paid on an hourly basis and the hours must be certified by you, the supervisor.  The College uses the Kronos payroll system to track hours worked.  Kronos is a web-based system and, therefore, it is very important that you monitor the hours your students are working.

 
14) Can I "recruit" students to work in my department?

All student employees must be assigned through the financial aid system.  In general, students seek you as an employer by reading the job description you have posted.  Many students will be applying for your positions and will be assigned to you.  Therefore, you may not hire a student by simply speaking with him or her.  You must allow students to request to work in your department.  The students who select your department will be assigned to you.  If you decide after speaking with them that they are not a proper "fit" please send them back to the Financial Aid Office with a Work Study Release form.  In attempting to hire students on your own you run the risk of offering a position to a student who does not qualify.

15)  What do I do if I receive a Student Employment Assignment Form but the student never reports to me?

Please allow some time for students to appear in your office.  New students reporting to campus may need an adjustment period to become acclimated to campus.  If a substantial period of time has lapsed please complete a Work Study Release Form and we will remove that student from your department.