Overview of Federal Work Study Program

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1 Overview of Federal Work Study Program Federal Work Study (FWS) is a federally funded, need-based, financial aid program that allows students demonstrating financial need to earn funds through employment with authorized FWS employers. This program provides employers with vital student support assistance while providing the students with valuable employment opportunities and income to use toward educational and living expenses incurred throughout the year. An additional benefit to the student is that FWS earnings are excluded when determining the student s financial need on the following year s FAFSA. Students participating in the FWS program have a wide range of career goals, majors, and backgrounds. The program arranges on-campus and off-campus employment opportunities that provide experience for the student and complements their class schedules to aid in professional development while they are attending school. Examples of job opportunities within the program include office and clerical support at CVCC and for non-profit organizations within our community, research and laboratory support, computer assistance, tutoring, horticultural needs, athletic program assistance, automotive lab assistance, computer integrated machining lab assistance, and other various positions that are specific to the needs of the current academic year. Awards are limited to one job per student per academic year. As long as the student remains eligible for FWS, they may continue their employment in the same department (if requested by the supervisor) or they may explore opportunities in other available departments in subsequent years of attendance. The FWS student may work during the semester while classes are in session. If the FWS employee is needed during semester and summer breaks, the department supervisor should request the additional time when submitting the Federal Work Study Job Description Form. The FWS employee earnings may never exceed the established FWS award. Student Eligibility Students are awarded FWS by the Financial Aid Office. This financial aid program is awarded in addition to or in lieu of other financial aid programs once the student is determined to be eligible for Title IV federal financial aid. As with any federally funded financial aid, the student must first complete the Free Application for Federal Student Aid (FAFSA) by the filing deadlines to be considered for any awarded positions. Since there are a limited number of positions that CVCC can offer, it is best to fill out the FAFSA by the April 1 st priority deadline that has been established by the institution. In addition to completing the FAFSA in a timely manner, the interested student employee must be enrolled in a degree seeking program, have a complete financial aid file which may entail returning requested verification documentation, maintain satisfactory academic progress (information found on the Financial Aid page at and students cannot be in default on loans nor can they have an overpayment status for grants.

2 How to apply 1. Apply for financial aid at 2. Upon receipt of communication via CVCC from the Financial Aid Office, student should complete and return all requested documentation promptly. If the financial aid file is not complete, the applicant cannot be considered for FWS. 3. Complete a FWS application and attach resume. Note on the application the desired choices for departments to work in. Turn in application to the Financial Aid Office. 4. If all eligibility requirements are met the student will be contacted and an interview will be arranged for the student and FWS Manager in the Financial Aid Office. 5. If the student is considered an appropriate fit for the vacant position, an interview will be arranged for the student and department supervisor. 6. If the applicant is chosen for the position the FWS Manager will contact the student to pick-up an employment packet that will contain: Confidentiality Agreement Employee Withholding Allowance Certificates (W-4 & NC-4) Employment Background Authorization & Release US Department of Justice Form I9 which will include providing the Financial Aid Office a copy of both driver s license and social security card or other acceptable form of identification specified on I9, and Certification of Employee Status Under Retirement Reemployment Laws. **** Every applicant that is awarded a position is required to pay for and consent to a background check. The fee for this is $36.00 and can be paid in the CVCC Business Office. The background check must be completed prior to beginning the new position. 7. Once a clean background check is returned The FWS Manager will contact the applicant to return with the completed employment packet. A contract to work will be initiated at this meeting. 8. Student will return to the department supervisor to finalize employment schedule.

3 CVCC Federal Work Study Policies To protect the integrity of this program FWS student employees and department supervisors are asked to adhere to the following policies: 1. The decision of the number of hours in which the student will work each week is determined by the supervisor and the CVCC FWS Manager. If the student employee will be needed during semester breaks, the supervisor should request this time on the job request form so that monies can be allocated for the extra time to be worked. 2. The FWS student employee is permitted to work only between the dates listed on the employment contract. 3. The hours worked by the student employee must be supervised. Special projects that are worked on away from the campus and without direct supervision cannot be paid. 4. A FWS student employee may work during the summer semester if they are enrolled for at least 6 credit hours, have remaining financial need, work is available, and if FWS funding is available. 5. The FWS student employee is only permitted to work for one department at a time unless prior approval is received from the CVCC FWS Manager. 6. Potential conflicts of interest should be avoided. Family members or romantic partners should not work in the same department. 7. The FWS student employee should not congregate with friends and/or classmates while on the clock. 8. The FWS student employee is not permitted to do homework while on the clock. 9. The FWS student employee must always maintain Satisfactory Academic Progress as defined on the CVCC Financial Aid webpage. Failure to do this can result in dismissal from the position.

4 Responsibilities of FWS Student Employee 1. Complete a schedule with your supervisor at the beginning of each semester. Keep in mind the requirements of your classes. 2. Only work within the scheduled times and the hours of your employment contract. 3. Make sure that you report for work promptly when scheduled. Your supervisor is depending upon it. 4. Personally contact your supervisor in a timely manner should you need to be absent due to illness. 5. PROFESSIONALISM AND CONFIDENTIALITY ARE IMPERITIVE!! As a condition of your employment, you are bound by CVCC S Confidentiality Policy. Any violations of this policy can result in immediate dismissal. 6. Appropriate dress and mannerisms are required at all times as you are representing CVCC. 7. Time spent at work should be dedicated to the department that you are assigned to. Personal study time is not permitted unless permission is granted by your supervisor. 8. Any work related issues such as scheduling, job expectations, or conflicts should first be discussed with your supervisor. The Financial Aid Office will only be involved if immediate compromise cannot be reached. 9. It is your responsibility to accurately record time worked and earnings. Ensure that neither will exceed the amounts listed on your contract. It is further your responsibility to make sure that the time sheet is delivered to the Financial Aid Office by the last business day of the month. 10. In the event that you should decide to resign from your work study position, proper notice is required. Please give a two week notice to your supervisor and to the Financial Aid Office.

5 Responsibilities for FWS Supervisors 1. A copy of the employment packet will be mailed to you via interoffice mail. Prior to the student employee beginning to work please make sure that there is a current employment contract and signed documentation showing that acceptable use and confidentiality training has been completed. 2. Set up a schedule that does not interfere with the student s class schedule and ensure reasonable allowances for unforeseen scheduling problems due to class work and/or exams. 3. Explain all duties and provide any necessary training, including informing the student employee of all special safety precautions pertaining to the work environment for the particular position. Ensure all duties fall within the job description provided to the Financial Aid Office. 4. Monitor the number of hours worked by the student employee and ensure that they are consistent with the employment contract. Student employees may not work off campus without supervision. 5. Review the student employee time sheet for accuracy and sign once approved. The supervisor s signature confirms that the time sheet has been verified for accuracy. 6. Provide a 15 minute break for every three consecutive hours worked. If the student employee works at least six consecutive hours a ½ hour lunch must be provided and an hour lunch should be provided if the student works for eight hours or more in one shift. 7. Should the student employee fail to complete assignments in a satisfactory manner or if there are other disciplinary issues, please refer to the steps outlined in the Disciplinary Procedures Section of this handbook.

6 Disciplinary Procedures for Federal Work Study Should there be an issue with the FWS student employee s performance or attendance, please follow the procedures below. STEP 1. Give student employee a verbal warning. Convey to the student employee that the actions are unacceptable behaviors that must be changed. STEP 2. If behavior continues, the supervisor should give the student employee a written warning that notifies the student that they are in danger of termination. The supervisor may also elect to refer the student employee to the Financial Aid Office for counseling. STEP 3. The FWS student employee is terminated. A FWS Student Employee may be removed from a position for any of the following reasons: 1. The student employee is not fulfilling the requirements of the position (hours, duties, or attendance) 2. The student employee receives funding that causes them to be ineligible for financial aid. 3. There is not enough demand for the particular service. 4. The student employee is found to be misappropriating funds, supplies, or breaking confidentiality or acceptable usage policies. (these are grounds for immediate dismissal)

7 Payroll Procedures To ensure that you are paid accurately and on time, please follow these guidelines. 1. Fill out your timesheet completely, legibly, and in black ink. 2. Employees are only paid for the hours that they work. Record each time to the closest ¼ hour. For example if the shift begins at 12:10 record the start time as 12:15. Notate lunch breaks on the timesheet as well. 3. Initial any correction made on the timesheet. 4. Make sure that you and your supervisor have signed the timesheet. 5. STUDENT EMPLOYEES ARE RESPONSIBLE FOR TURNING IN TIMESHEETS TO THE FINANCIAL AID OFFICE NO LATER THAN THE LAST BUSINESS DAY OF EACH MONTH. TIMSHEETS RECEIVED AFTER THE LAST BUSINESS DAY OF THE MONTH WILL BE PROCESSED WITH THE FOLLOWING MONTHS PAYROLL. 6. Payday is the 20 th of each month unless the college calendar states otherwise. Student employees are paid via direct deposit to either a checking/savings account or to the Higher One card.

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