Student Work Study Guide
- What is federal work study (FWS)?
- How do you determine if I am eligible?
- When and how do I apply?
- When will I know if I have been awarded work study?
- How will I be assigned a position?
- What departments typically hire work study students?
- How many hours should I expect to work?
- How will my hours be scheduled?
- How do I change jobs?
- Will work hours be available during Jan-plan or the summer sessions?
- Where else can I find employment on campus?
- When is payday?
- How do I fill out my timecard?
- How and where do I get my check?
- What is my rate of pay?
- Why should I feel good about receiving a work study assignment?
- What are my responsibilities as a work study employee?
- Will I automatically be awarded work study every academic year?
- What should I expect from my supervisor?
- What else do I need to know?
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
WHAT IS FEDERAL WORK STUDY (FWS)?
FWS at Finger Lakes Community College hires students during the academic year for part-time employment, and during the college break periods for full-time employment. It is one of the most beneficial aid programs available to students, because it provides financial assistance to college students through work.
But FWS is
not only an employment program, it is also a financial aid program with
specific guidelines and regulations. Because it is a financial aid program,
students must be found eligible to receive work study funds. Students
and supervisors alike should know the procedures of the program, particularly
specifics like student eligibility, selection, placement and general responsibilities.
Please read on for additional information.
The FWS was authorized in the Higher Education Act of 1965, and has been
amended in subsequent federal legislation. Post-secondary institutions
apply annually for federal funds which provide up to 75% of the total
wages. The remaining 25% of the earnings are paid by the post-secondary
institution receiving the grant. Currently, Finger Lakes Community College
is using 7% of all FWS funds to employ students in community service positions.
HOW DO YOU DETERMINE IF I AM ELIGIBLE?
A student may be determined eligible for Federal Work Study only after meeting all of the following criteria:
- A student must demonstrate financial need. Need is determined by a uniform need analysis evaluation. Students must file the Free Application for Federal Student Aid (FAFSA) to start the process.
- A student must be a U.S. citizen or a permanent resident of the US or a Trust Territory.
- A student
must be enrolled or accepted for enrollment as a
matriculated student on at least a half time basis. - A student
must be maintaining satisfactory progress toward a
degree, be in good academic standing, and not have been in
attendance at Finger Lakes Community College for longer than
the equivalent of 6 semesters. - A student
must meet the financial aid application deadline as
published in the college catalog.
The Financial
Aid Office will verify eligibility requirements and make work study awards
consistent with college and federally established regulations, and will
determine a student's continued eligibility for the program. Eligibility
will be determined at the start of each semester or break period.
Applying for Work Study is as easy as 1..2!
- Fill out the Free Application for Federal Student Aid (FAFSA) and,
- Fill out the FLCC Supplemental Form indicating that you want part-time employment.
The college has sufficient funding to hire approximately 100 Work Study students , so it is important to file as soon after January 1st as possible because funds are awarded on a first-come, first-served basis. Applications filed prior to April 1st are given first priority.
Work Study is a need-based financial aid program. Need is determined through a process called federal need analysis. The FAFSA form is available in high school counseling offices and the FLCC Financial Aid Office. The Supplemental Form* is available for download below or by contacting the Financial Aid office.
FLCC Supplemental Form (.pdf, 107KB)
* The Supplemental Form available on this page requires Adobe Acrobat Reader. Adobe Acrobat Reader is a free download at the Adobe Acrobat Web site. If you need further assistance or would like to receive a FLCC Supplemental Form by mail, contact the Financial Aid office at (585)394-3500 or by e-mail at aid@flcc.edu.
The FAFSA can be filled out and mailed to the federal government or filed on-line at www.fafsa.ed.gov.
WHEN WILL I KNOW IF I HAVE BEEN AWARDED WORK STUDY?
You will receive an award letter from FLCC listing Work Study, if awarded. The college usually runs out of Work Study funding by May 1st, so it is important to file your paperwork as early in the year as possible. However, if you are not awarded Work Study, please call the Financial Aid office to be placed on a wait list. As students leave the program, openings do become available.
HOW WILL I BE ASSIGNED A POSITION?
In August, the Financial Aid office will mail you employment paperwork with instructions. Two of the items that you need to fill out are the State and Federal Withholding forms. This will allow the college to withhold the proper amount of tax from your pay. If you think that you will not earn enough during the year in wages from all employment to make it necessary to pay taxes, you can claim "exempt" on these forms. Otherwise, you should indicate the number of exemptions you require.
After you return the forms, call the Financial Aid office to schedule an appointment to discuss placement. It is important that you bring your driver's license and Social Security card with you to the appointment. These will be needed to complete an I-9 Immigration Form. This is required of all persons who work in the United States. During the appointment, you will choose a position and be given a Work Study Authorization form that shows the number of hours to be worked each week, dates of employment, and rate of pay. You will then go to the assigned supervisor for an interview. The supervisor and the student must sign the form, and the student must return the top two copies to the Financial Aid office.
WHAT DEPARTMENTS TYPICALLY HIRE WORK STUDY STUDENTS?
Offices/Departments that typically hire work study students are as follows:
|
|
Some of the available positions include: office assistants, lab assistants, technical assistants, library assistants, maintenance and grounds assistants, campus safety assistants, child care assistants and theatre assistants.
HOW MANY HOURS SHOULD I EXPECT TO WORK?
Work Study awards are based on a fixed amount of money available to each student for the academic year. This award is translated into the number of hours/week you should work to ensure that the funds last the entire academic year (typically 10 hours/week).
HOW WILL MY HOURS BE SCHEDULED?
Hours you are to work will be agreed upon by you and your supervisor. Normally, you will set up hours around your class schedule. It is expected that you will work your assigned hours or give adequate notice if you are unable to do so. College policy does not allow you to work more than 20 hours/week. New York State Labor Laws require that after 6 hours in one shift, you must take a 30 minute lunch break. This break is shown on your timecard, and it is unpaid.
Students may not earn more than the awarded amount granted. It is your responsibility to monitor your earnings to date. You may elect to earn less than the awarded amount, but the amount may not be increased without the permission of the Financial Aid Office
First, you should give adequate notice to your current supervisor and inform him/her of your decision to change jobs. Next, make an appointment with the Financial Aid Office so that you may be placed in another position.
WILL WORK HOURS BE AVAILABLE DURING JAN-PLAN OR THE SUMMER SESSIONS?
Your 10 hours/week do not include work hours during Jan-Plan or the summer sessions. Even if your assigned department does not require Work Study employees during these sessions, you may still be able to work in another department. Contact the Financial Aid Office if you would like to request Work Study during these times. There is a possibility of working up to 37.5 hours/week, depending upon the availability of funds. If you are requesting Work Study employment during the summer sessions, a FLCC Summer Supplemental form must be filed (available April 1st).
WHERE ELSE CAN I FIND EMPLOYMENT ON CAMPUS?
The college also hires students as student aides. Hiring is done directly by individual departments. Unlike work study, a student does not have to show need. View our list of departments that hire student aides.
The college also maintains a Job Board where outside employers list employment opportunities in the community.
Your timecard will automatically be sent to your department when you start work. Check with your supervisor about where your timecard will be kept. DO NOT remove your timecard from this area. Payday is the Friday after the ending date on your timecard. In order to be paid, two things must happen:
- You must submit your signed and completed timecard to your supervisor on or before the ending date.
- The timecard must be submitted to the payroll office no later than 9 a.m. on the Monday after the pay period ends. (Please note that holiday weeks may result in a change in this time).
It is your responsibility to establish the correct procedure with your supervisor to be sure these two things are accomplished; otherwise, you will be unable to receive a paycheck for these hours worked until the following two-week period.
HOW DO I FILL OUT MY TIMECARD?
Each time that you work, enter your start time and finish time on the card. Each day on the card can accommodate three separate work periods. Add the hours up for each day at the bottom of the column, then add the hours across at the end of the week. At the end of the second week, write the total hours for both weeks in the space provided.
HOW AND WHERE DO I GET MY CHECK?
On the Friday after you submit your timecard, go to the Payroll Office located on the first floor, Room B133, between the hours of 10 a.m. and 3 p.m. to pick up your check. If you do not pick-up your check before 3 p.m., it will be mailed to your home address.
Direct Deposit is available if you request it. Ask in the Payroll Office for the Direct Deposit form.
All Work Study employees are paid at the federal minimum wage rate.
WHY SHOULD I FEEL GOOD ABOUT RECEIVING A WORK STUDY ASSIGNMENT?
The opportunity to work on campus at FLCC will be rewarding in several ways.
First, the location of your work will allow you to attend classes and fulfill your work obligation without having to leave campus.
Second, by working on campus, perhaps within a department that is in your field of study, you will have the chance to become more familiar with the faculty and staff at FLCC. They can be valuable resources to you as you pursue your career plans.
Third, a satisfactory experience as a Work Study employee will show future employers that you can handle the responsibility of school and work successfully, something that employers value highly!
Fourth, funds earned through Work Study are not counted as earnings on your FAFSA for the following year. That means that your reportable income will be lower on your form than it would be if the wages were earned at other types of employment, possibly allowing you a higher financial aid award.
And finally, the opportunity to work within the college environment will increase your chances of successfully completing your degree. After all, you have just become an important part of FLCC, not only as a student, but as a part-time employee!
WHAT ARE MY RESPONSIBILITIES AS A WORK STUDY EMPLOYEE?
Most importantly, it is your responsibility to realize that your employment at FLCC is a real job! It is not time to do your homework, get your lunch, or visit with your friends. Your Work Study money can only be earned by fulfilling your obligation as a worker. Please do not embarrass yourself or your supervisor by falsifying your timecard. This is a serious offense which could result in your dismissal from your job and the program as well.
You are expected to work the hours discussed by you and your supervisor. Discuss with your supervisor the procedure to follow if you need to reschedule your hours due to illness or other emergency. It is expected that you will give adequate notice if you are unable to work your scheduled hours. Failure to do so could result in a poor evaluation or even dismissal from your job.
You are also expected to perform your duties, as outlined by your supervisor, in a mature and professional manner. Please ask your friends to respect your responsibilities as an employee and not visit you while working. Different departments will have different expectations relating to:
- appropriate dress
- eating while working
- telephone procedure
- safety procedures
- confidentiality issues
If you are unsure about your supervisor's expectations concerning these or any other issues regarding your employment, it is important that you ask questions.
WILL I AUTOMATICALLY BE AWARDED WORK STUDY EVERY ACADEMIC YEAR?
Federal Work
Study eligibility DOES NOT carry over from one academic year to
the next. It is your responsibility to apply annually by the published
deadline if you wish to return to the program.
WHAT SHOULD I EXPECT FROM MY SUPERVISOR?
While the Financial Aid Office administers the Work Study program, it is important to establish a good working relationship with your supervisor. This person is depending on YOU to do your job in a satisfactory manner.
In return, you should expect your supervisor to make their expectations clear about your tasks. Supervisors will not ask you to perform a task that is beyond your ability.
You should expect your supervisor to fairly evaluate your performance and provide you with feedback, not only in areas where improvement is desirable or required, but also in areas where you have performed well. Work Study, like your class work or other employment, is a learning experience. Let your supervisor help you become a more effective employee. Accept constructive feedback as a natural part of the employment process, not as a punishment.
A good rule of thumb is to use your common sense. Use good manners, speak clearly, and present yourself to the public as a professional college employee. It is up to you to realize the difference between your leisure time on campus with your friends and your obligation to the department in which you have been assigned to work.
Your work time is probably not a good place to make a fashion statement. Follow your supervisor's recommendation on appropriate dress.
The administration, faculty, and staff at FLCC appreciate the time and effort shown by the students participating in the Work Study program. Our hope is that your learning experience at FLCC will be enhanced by our Work Study program. Please feel free to discuss any questions or concerns about this program with the Financial Aid Office.