Please see Campus Employment for more information
on how Federal Work-Study relates to undergraduate financial assistance.
Federal Work-Study (FWS) at Oglethorpe
About the FWS Program
History of Federal Work Study
The Federal Work-Study (FWS) program was
originally authorized by the Economic Opportunity Act of 1964. It
was originally intended to provide part-time employment for students
from low-income families. The program became a student financial aid
program when the Higher Education Amendments of 1968 transferred and
incorporated the statutes for the program into the Higher Education
Act of 1965, as amended. As such, it is a federal "Title IV" aid
program. The program is currently authorized under Part C, Title IV,
of the Higher Education Act of 1965, as amended by the Education
Amendments of 1968, 1972, 1976, 1980, 1986, 1992, 1998.
Purpose of the Student Work Program
The purpose of the Student Work Program is to stimulate and
promote the part-time employment opportunities for undergraduate
students with demonstrated financial need.
Employment under FWS must be reasonably
available to the extent of available funds, to all eligible students
in the institution with demonstrated financial need who desire such
employment. The institution must provide assurances that employment
made available from FWS funds must, to the maximum extent
practicable, complement and reinforce the educational program or
vocational goals of each student receiving assistance under the FWS
Federal share/institutional share of student compensation (FWS)
For each academic year, the federal share of FWS compensation
paid to students may not exceed 75 percent. The minimum
institutional share for each academic year is 25 percent, which will
be paid by the institution. The federal and institutional shares are
expected to remain at the current split for subsequent years. This
is subject to change based upon the annual appropriation from
Congress and allocation from the U.S. Department of Education as
well as FWS program Reauthorization regulations.
Qualifications for student employment
A student must meet the following qualifications to be employed
in the work program:
- Enrolled at least six (6) hours as a regular student pursuing
- Maintain satisfactory progress as defined by the Office of
- Must be a citizen or permanent resident of the United States.
- Have financial need as determined by the FAFSA (for FWS).
Commitment to equal opportunity
Oglethorpe University makes no distinction in its
admission policies or procedures on grounds of age, race, gender,
religious belief, color, sexual orientation, national origin, or
disability. The University also complies with all applicable federal
and Georgia statutes and regulations prohibiting unlawful
discrimination. All members of the student bodies, staff, and
faculty are expected to assist in making this policy valid in fact.
Establishing a Student Assistant Position
Employment Request Form (ERF)
The employment request form must be completed and submitted by the
employer for each available position in the department or
organization. Information from the ERF is used to post job vacancies
and the information is made available to student applicants.
Incomplete ERF's will be returned to department and the job posting
will be delayed.
The student's hourly wage is determined by the
institution. Federal Work-Study positions must pay wages at least equal to the federal minimum wage. Pay level increases are determined at
the beginning of the fall term each year for prior year student
Hiring a Student Assistant
Student Employment Procedures
No student may work before all employment documents have been
completed by the hiring department and submitted to the Office of
Financial Aid for authorization to begin work. Under no circumstance
will the Office of Financial Aid authorize payment for any student
working before all employment documents have been completed and
submitted for approval.
Employment Authorization Form - Expected to be effective
at a future date
The Employment Authorization Form is used by the
Office of Financial Aid to hire and authorize the student for the
federal work-study position. An employment request form creating the
job must be on file before or accompany an authorization form when
submitted. Section 1 is completed by the employing department and
must be filled out in its entirety. Section 2 is completed by
student, which accepts the position. The supervisor must return all
copies of the authorization form to the Office of Financial Aid
along with the other required forms. If a student is a new
applicant, it will be necessary for the supervisor to complete all
payroll documents on the student and forward them to the Office of
Financial Aid. NO STUDENT IS TO BEGIN WORK BEFORE HE/SHE IS
AUTHORIZED BY THE OFFICE OF FINANCIAL AID. Federal work-study
authorization is accomplished if section 3 is completed by the
Office of Financial Aid and a copy of the authorization form is
returned to the supervisor or department.
Employment Eligibility Verification Form I-9
Federal regulations require an I-9 to be completed on every new
applicant for employment. The student completes section 1. The
supervisor completes section 2 after reviewing and inspecting the
appropriate documents used to establish identity and employment
eligibility. The I-9 must be re-certified (section 3) if there is
any break in employment service. Acceptable documents are listed on
the back of the I-9.
Federal Tax Form
The Federal W-4 form is required for students who
are new employees on the university payroll system or students who
have not been employed for at least one year. This form must be
completed and forwarded to the Office of Financial Aid.
Payroll Time Sheet - The purpose of the time
sheet is to document the hours a student works during a bi-weekly
pay period. Supervisors are required to utilize a time sheet, on the
departmental level, for each student they employ. The student should
use the time sheet to sign in and out daily. Supervisors will find
the time sheet to be helpful when they are completing the official
work-study time card. Supervisors are required to maintain time
sheets for 3 years in the event there is a payroll discrepancy or
Beginning in 2008, time sheets are available online through OASIS.
Payroll Timecard - Pre-printed bi-weekly
timecards are sent to the department once the student is established
on the payroll system. Time cards are to be completed by the
supervisor, not the student. Both the supervisor and the student
must sign time cards. Time cards must be turned into the Office of
Financial Aid by 11 AM on the Monday following the pay period end
If a student is authorized to work by the Office
of Financial Aid and the department did not receive a pre-printed
time card, a manual card must be completed by the supervisor and
submitted to the Office of Financial Aid.
Departments should not allow a student to begin
work nor should they submit time cards before the student is
authorized to begin work. The department is responsible for 100
percent of the wages prior to work authorization.
Paychecks - Student Assistants are paid according
to the bi-weekly payroll schedule. Students may pick up their
paychecks at the business office on the Friday following the most
recent pay period end date.
Problems with Pay - if a student does not receive
a paycheck, the supervisor should check departmental records to
ensure that the student is authorized to begin work and the
necessary paperwork has reached the Office of Financial Aid on time.
Departments may check with the Office of Financial Aid as to whether
the time card was received in time for processing or for further
assistance and direction.
Student should not be allowed to earn more than
the amount of their work award. It is a supervisors responsibility
to monitor the students bi-weekly earnings to ensure that he/she
does not earn more than the total eligibility amount shown on the
employment authorization form. If the student exceeds his/her award
maximum the employing department will be billed for 100 percent of
the over earnings.
The Office of Financial Aid routinely sends out
letters notifying supervisors of their students remaining earnings.
It is a supervisor's responsibility to continue monitoring earnings
and to ensure that the student does not exceed his maximum.
Exhausted Student Work Program Earnings
Once a student has earned his/her award maximum,
the student must be terminated from the Student Work program. The
department may hire the student at 100 percent departmental funding
or the student must stop working. To continue to employ the student,
the supervisor must contact the human resources office to complete
the necessary forms and information regarding paying the student
from the department's budget.
Unused work earnings cannot be carried over from
one employment period to the next (i.e. one academic year to the
next). Unearned work funds will not be made up by other sources of
Student Assistant Employee Benefits
Students employed under the Student Work program:
- Do not accrue sick leave or vacation time.
- Do not receive pay for holidays.
- Are compensated only for hours worked.
- Are not paid over time (department will be charged).
- Generally should not work more than 20 hours per week during
periods of enrollment.
- Should work only during normal working hours.
The student employee who resigns or is terminated
will receive any unpaid wages that are due. When a student assistant
finds it necessary to resign or leave a job he/she should give the
employer two weeks notice. In the case of involuntary termination,
two weeks notice should be given to the student by the supervisor or
department head. The student employee who has been found in extreme
violation of institutional policies may be terminated without
advance notice. In involuntary termination, the circumstances of
that termination should be reported to the Office of Financial Aid
by completing a student employment evaluation form. Appeals of
involuntary termination should follow the procedure discussed in the
grievance procedure section.
The work experience a student gains through
part-time employment is a valuable asset and skill development and
career/life planning. It is important to maintain a record of those
experiences for reference purposes. Performance evaluations are
beneficial to supervisors, to students, and to post-graduation
employers. Supervisors are required to complete a student employment
evaluation form at the end of each academic year. Also, the
evaluation is required at the time employment terminates. The
employer or share the evaluation with the student employee in both
should sign evaluation. The joint signature is a method of notifying
the Office of Financial Aid that the student has reviewed the
supervisor's comments. However, if you are unable to obtain the
student signature, a copy should be mailed to the student and to the
Office of Financial Aid.
The following steps should be taken in any case
of misunderstanding or misinterpretation of student employment
policies, procedures, or work practices:
- The aggrieved student employee shall make every effort to
informally resolve the problem with the immediate supervisor.
- If the aggrieved student employee is dissatisfied with the
action taken by the supervisor, or if the supervisor fails to take
action, then the student shall contact the department supervisor
at the next management level to request further action.
- Should the grievance remain unresolved, the student employee
shall meet with the financial aid administrator in charge of
student employment. During this meeting the nature of the
grievance and past proceedings will be reviewed.
- The financial aid staff member will meet with the student
employee and the departmental contact person to mediate the
grievance. A written record will be made of the proceedings and
copies of the record will be sent to the student employee and the
Note: Any grievance regarding alleged discrimination as to
race, religion, color, sex, sexual preference, national origin,
age or handicap shall be reported to the Office of Financial Aid
and to the Director of Human Resources for investigation and
Student/Employer Rights and Responsibilities
Each student employee has the right to:
- Information regarding the award amount, rate of pay, and the
average number of hours to be worked per week.
- A specific job description, as well as the supervisor's
expectations and standards.
- A clearly defined work schedule.
- Adequate training to perform assigned tasks.
- A safe and sanitary working environment.
- Regular supervision and review of work performed.
- Clear explanation of the procedures for submitting completed
time sheets and for receiving paychecks.
- Instructions by supervisors regarding procedures to be
followed if the student cannot report for a scheduled work period.
- A procedure for stating concerns related to the job or the
Each student employee has the responsibility to:
- Become familiar with information provided regarding the terms
of the award and with general student employee policies.
- Work out a schedule with their supervisor no later than the
end of the first week of employment.
- Understand the specific job responsibilities, as well as the
supervisor's expectations and standards.
- Arrange a mutually agreeable work schedule with the supervisor
and work the assigned hours regularly.
- Notify the supervisor immediately if a scheduled work period
must be missed.
- Accurately document work hours.
- Perform assigned tasks in an efficient and timely manner.
Remember that as an employer you are also a "work
educator". You train and evaluate student employees not only in
specific job duties but general employment matters as well. It is
important that you provide adequate orientation and on-the-job
training. Be sure your employee knows:
- The required hours of work.
- The expectations as to quality and quantity of work.
- The operational procedures and policies of work in your
- All other departmental and student employment policies and
personnel procedures, as appropriate.
The supervisor has the responsibility to:
- Forward appropriate documents to the Office of Financial Aid
when the student is hired or terminated.
- Not allow any student to work prior to completing payroll
- Discuss any problems with the student employee if the student
employee is not performing in a satisfactory manner.
- Maintain bi-weekly time sheets, complete time cards, secure
student signatures, and send time cards to the Office of Financial
Aid by the due dates.
- Complete student evaluations at least once an academic year
and forward them to the Office of Financial Aid.
Points to Remember
Student Assistant positions may not replace or
displace other institutional positions normally staffed through the
Human Resources Office (particularly FWS positions).
Federal Work-Study regulations have strict
requirements prohibiting certain types of religious or political
involvement by a student while working in a work-study position.
More information is available by contacting the Office of Financial
Questions or concerns related to the Student Work program at
Oglethorpe University should be directed to the Office of Financial
Aid in Lupton Hall (404.364.8354).