Federal Work Study Guide for Supervisors
What is Federal Work Study?
The Federal Work-Study (FWS) Program provides jobs for undergraduate and graduate students who demonstrate financial assistance. The FWS program gives students an opportunity to earn money to help pay for educational expenses.
How the FWS Program Works
Federal Work Study (FWS) Employment (75% Federal Share – 25% Departmental Share) is partially funded by the federal government. To be eligible for Federal Work Study, the student must apply for financial aid during the academic year. Federal Work Study students are limited to working a maximum of twenty (20) hours per week during periods of enrollment.
Who Can Qualify to Work?
The funds are awarded based on financial need, and are awarded on a first-come, first-served basis, until all funds are exhausted. FWS Students are expected to adhere to a work schedule agreed upon by both the student and the supervisor. Students are not permitted to work during hours when they are scheduled to be in class, even when a class is canceled or dismissed early.
What are the Position Types and Pay Rates?
| TUTORING OPPORTUNITIES $10.00-$12.00/hr |
| Tutor I – Student assists with mentoring and assisting pre K - 12 students in local area schools with subjects ranging from reading, math, and the sciences. Off campus transportation is desired. |
| CLERICAL OPPORTUNITIES $8.00-$11.00/hr |
| Student Assistant I – Student assists in an office environment and duties may include but are not limited to, filing, answering phones, receiving visitors and packages, running GT related errands, making copies/faxes, etc.. |
| Student Assistant II – Student assists in an office environment and duties may include but are not limited to: filing, answering phones, receiving visitors and packages, running GT related errands, making copies/faxes, etc.. Previous working experience needed to be considered for this level of position. |
| RESEARCH OPPORTUNITIES $8.00-$11.00/hr |
| Lab Assistant I– Student assists in a laboratory environment and duties may include but are not limited to: cleaning lab equipment, cleaning the lab itself, taking data readings, make and report findings, conduct lab inspections, etc., |
| Lab Assistant II– Student assists in a laboratory environment and duties may include but are not limited to: cleaning lab equipment, cleaning the lab itself, taking data readings, make and report findings, conduct lab inspections, etc., Previous working experience needed to be considered for this level of position. |
| Undergraduate Research Assistant I – Student assists researcher with their individual project(s). Students who are Undergraduate Research Assistants may not be paid for work that they are being graded upon. |
| Undergraduate Research Assistant II - Student assists researcher with their individual project(s). Students who are Undergraduate Research Assistants may not be paid for work that they are being graded upon. Previous working experience needed to be considered for this level of position. |
| TECHNICAL OPPORTUNITIES $8.50-$11.00/hr |
| Technical Assistant I – Student works with mainly computers and other electronic equipment in a technical capacity. |
| Technical Assistant II– Student works with mainly computers and other electronic equipment in a technical capacity. Previous working experience needed to be considered for this level of position. |
How to Post a Position
The hiring department must complete the Position Request form in order to request a Work Study student for the academic year. The completed form can be sent to the Federal Work Study Coordinator in the Office of Scholarships and Financial Aid (OSFA). We will post the job position information it provides to the website http://www.finaid.gatech.edu/fws/jobs along with contact information for your department.
The 2011-2012 Position Request Form can be downloaded by clicking here.
Please note that there is no guarantee that there will be enough students in the FWS program to fill all positions. Students make their own selections when applying for jobs. It is the responsibility of the supervisor to make sure the potential student is not already working within the Georgia Institute for Technology payroll system before offering a position. It is also the supervisor's responsibility to make sure the student has been awarded federal work-study before the federal work-study position is offered.
How will the student apply for the position?
Beginning in early August, eligible students will be able to access this website. The student is asked to email the supervisor listed with information about their availability, interest in the position, and to attach a resume where possible. If you do require an additional application please provide a link to it on the position request form so that the student may go ahead and apply in addition to the direct contact they made with you. In response the supervisor should notify the student if the position is still open and to arrange an interview when possible. Students are asked to bring a copy of their financial aid award letter showing Federal Work Study to the interview in order to confirm eligibility. Should the department want to hire an eligible student the department will initiate a PSF, which is sent electronically to the OSFA for the FWS Coordinator's approval.
How many hours may a student work?
Federal regulations for the programs require that a student may not work more than 20 hours a week during periods of enrollment and no more than 40 hours per week during periods of non-enrollment (Pre-approval required by OSFA for periods of non-enrollment). Since the Federal Work-Study program is a need-based program it is important that the student not go over the total hours allotted for him/her during the semester for this could result in a Financial Aid over award. For this reason, if a student works over the allotted hours, his/her earnings must be paid out of the supervisor's budget. **Supervisors are not only responsible for keeping track of a FWS student employee's time but how much the student is earning. A FWS student may not earn more than their awarded amount each semester so please plan the students hours accordingly.
Can students continue to work after their FWS funding runs out?
Yes, if the department is able/willing to pay the full wages out their department accounts. A data change PSF must be submitted that reflects the change from FWS to BWS.
Late Time Sheets
It is the responsibility of both the student and the supervisor to submit time documents in a timely manner. The submission of late time documents will result in a request for a written explanation of such occurrences. Repeated occurrences may jeopardize eligibility of the department to participate in the FWS program.
Pay Raises
All pay raises must be cleared with the Federal Work Study Coordinator before taking effect. All pay raises should be based on the length of employment for the student at the current position and the responsibilities assigned to the position. Pay raises usually range from $ .25 - $ .50 after the first year of employment.
Can a FWS student be terminated?
Yes, they can be dismissed from a FWS job just like any other type of job. If the student is not performing their job appropriately, or has attendance issues, a verbal warning, then written warning, then termination can occur. Questions regarding dismissal can be directed to Human Resources. If a student is terminated a PSF is required.
What all FWS Supervisors should know?
- FWS students are allowed employment in only ONE simultaneous job during the academic year.
- A FWS student CAN NOT be employed as a bi-weekly student worker (100% departmental funding), GRA, or GTA, AND as a Federal Work Study worker simultaneously.
- Students FWS position should not interfere with their academic studies.
- Students are not permitted to take on responsibilities that would interfere with the employment of regular part-time or full-time employees. The position is only to supplement and assist staff in completing daily routine tasks and assignments.
- FWS students can only be supervised by the supervisor listed on the position request form.
- If a FWS student stops coming to work, the supervisor should contact the FWS Coordinator immediately.
- A student may not begin working until all OHR paperwork is processed.
- A student must be enrolled in at least 6 credit hours in order to work unless the student and supervisor have a written agreement with the FWS Coordinator for the semester of enrollment.
This website last reviewed/updated on 01/18/12