This document provides guidance for supervisors of Federal Work Study students. It explains that Federal Work Study is a need-based program funded by the federal government. Supervisors must strictly follow all rules regarding student eligibility, wage rates, timesheets, and ensuring jobs are filled by eligible students. The hiring process involves students receiving work authorization forms, attending a job fair, and supervisors completing paperwork. Supervisors are responsible for training students on FERPA confidentiality and ensuring they understand restrictions on sharing private information.

1. Federal Work
Study
Supervisor
Training
2012-2013 Academic
Year

2. What is Federal Work
Study?
• Federal Work Study is a campus based
program
– The federal government allocates an amount of
money to the school to use to pay student
wages based on the level of financial need for
our students.
– Because this is a campus based program, the
school has flexibility to budget their money as
they see fit, i.e. distribution among
departments, etc.
• Our Senior Staff determines the amounts needed in
each department based on past hiring levels.

3. Because this is a Federal program,
we must strictly abide
by the government’s rules!

4. Federal Rules
– Students receiving FWS money MUST demonstrate the
government’s definition of financial need. Not all
students demonstrate financial need.
– If we do not use all of the FWS money allotted to us on
wages for eligible students, we must return that amount
of unused money to the government.
• You cannot move money budgeted to pay student workers
to other areas of your budget.
– All student worker files must contain a record of hire
with a valid job title and job description.
– Student timesheets serve as certification by the
student’s supervisor that each student has worked and
earned the amount being paid.

5. Job Description
• Purpose
– Explains the position to the student
– Determines the number of hours of work
required
– Establishes a written record, for both
students and supervisors, of the job’s
duties and responsibilities

6. Payment Regulations
• Students must be paid AT LEAST the
federal minimum wage rate.
– If the state or local law requires a higher
minimum wage, the students must be paid the
higher wage to meet the requirements of the
state or local law.
• Any student employed under FWS must be
paid for all hours worked.
• All hourly pay rates must be posted.

7. Wage Rates for 2012-2013
• Standard Rate - $7.25
• Special Skill Rate - $8.00
• Special Shift Rate - $8.00
• Student Supervisor Rate - $8.40

8. Budgeting & Hiring
• All available FWS money is already built
into your departmental budgets.
– Financial Aid does not have extra money to
give.
– If you would like to hire additional students,
see your supervisor to determine if your
budget can cover additional hires.
• We need to ensure that campus jobs are
filled by FWS eligible students first.
– If a student has a work authorization form,
they are eligible for work study.
– All students must have a work authorization
form BEFORE an official job offer can be
extended.

9. Importance of hiring FWS
students
• FWS students are lower income students
so they have greater need for financial
assistance.
• Due to the economy, students have to be
more reliant on themselves for book and
personal expense money.
• We have 600 students eligible for work
study and we need to place all of them
since there is no extra money to create
additional jobs.

10. Hiring Rules
• One job per student
• Students should not work more than
10 hours per week so we can employ
as many people as possible.
• Please verify a student is Federal
Work Study eligible before hiring
them.
• Student may not work without a
completed Work Authorization Form.

11. Process
• Incoming freshmen attend the mandatory FWS orientation.
– Incoming freshmen complete their I-9 and W-4 forms for
payroll at the FWS Orientation.
– Students will need to provide proof of citizenship and a picture
ID.
– Any upper-class student who has never worked on campus
must also complete these forms and provide required
documentation for payroll before they can begin working.
• FWS eligible students receive their work authorization
forms in their campus boxes.
• FWS students attend the FWS Job Fair to apply for jobs and
interview for positions.
• Upon hiring, supervisor completes work authorization form.
• Student or supervisor can submit this form to Chris in
Financial Aid. Student may begin working.
• Chris will process and forward to Lee Ann. Student
timesheet will be available on Web Advisor within a few
days if all paperwork is in order and be notified by e-mail.

12. FWS Campus Job Fair
• Held on Wednesday during the first
week of classes from 10am to 3pm in
the Ballroom
• Any supervisors with openings
should attend
• Email Chris Shaffer at
cshaffer@washjeff.edu to reserve a
table at the job fair

13. Process of Hiring During
Academic Year
• Post your job description online
– Go to collegecentral.com/washjeff
– Click on “Employers”
– Create your account-Contact Chris and she will
forward instructions if you don’t know this
process.
• Once your account has been approved and you have
been sent a password, you can return to the website
and login through “Employers”
– Choose “Post a new job”
Student will be able to check for job postings on
this website.

14. W&J College – Office of Financial Aid
Student Work Authorization Form
2011-2012
TO BE COMPLETED BY THE FINANCIAL AID OFFICE
Student: «FIRST» «LAST» Period of Award: «PERIOD»
Student ID: «ID» Award Type: «WS»
Campus Box: «BOX_»
Number of hours suggested to work per week during the academic year
(vacation periods are not included), based upon $7.25 per hour:
Total Student Work Package: $ «AMOUNT» Number of Hours per Week: «HOURS»
TO BE COMPLETED BY THE SUPERVISOR
This student has been hired for:
Position: Wage Rate:
The purpose of this job is to assist in the student’s workplace skill development. I agree to follow the regulations of
the Work Study Program.
Primary Supervisor (please print): Ext.:
Email Address:
Primary Supervisor’s Signature:
Alternate Supervisor: Ext.:
Email Address:
Department/Office:
TO BE COMPLETED BY THE STUDENT
I agree to follow the regulations of the Work Study Program, and accept the position as described by the Supervisor.
Student’s Signature: Date:
Please Return this form via Campus Mail to the Financial Aid Office.
If you have any questions, please contact Chris Shaffer at cshaffer@washjeff.edu

15. Timesheet Completion
• Students must complete a timesheet on Web
Advisor each pay period.
• Timesheets are due on the 1st and the 16th of the
month by 3:00 pm.
• Exceptions will occur due to holidays. Please
refer to the student payroll schedule on the HR
website under Payroll.
• Timesheet instructions for students are on the
Financial aid website under Employment.

16. Confidentiality
• Students may have access to confidential
information such as grades, financial
information, etc.
– Giving away this information and violating
FERPA regulations may have serious
consequences such as discipline, dismissal
from school, and the possibility of a lawsuit
against the student and/or their parents.
• Students with access to confidential
information should sign a confidentiality
agreement.
– Supervisor needs to make sure students
understand what confidential information is
and the seriousness of giving out too much
information.

17. Confidentiality Agreement
• A sample STATEMENT OF UNDERSTANDING OF PRIVACY ACT PROVISIONS
document can be I understand that by virtue of my employment with Washington & Jefferson College I may have
found on the
access to records which contain individually identifiable information, the disclosure of which is
prohibited by the Privacy Act of 1974. I acknowledge that I fully understand that the willful or
Human Resources intentional disclosure by me of this information to any unauthorized person could subject me to
criminal and civil penalties imposed by law. I further acknowledge that such willful or
website under the intentional unauthorized disclosure also violates the school’s policy and could constitute just
cause for disciplinary action including termination of my employment regardless of whether
“Forms and criminal or civil penalties are imposed.
Policies” page.
Employee’s Signature Date
Witness Date

18. FERPA Regulations
• Stands for Family Educational Rights and Privacy Act
of 1974
• Most information concerning a student’s academic
record is considered confidential and may not be
released without the student's permission.
• Directory information including the following can be
given: name, address, dates of attendance, major,
enrollment status, degree earned and date of
graduation.
• Parents may only be given information if they have
the student’s FERPA password or if they claim the
student on their taxes. (They must present most
recent tax form before information is given.)
• If you have any questions as to what information can
be given, please contact your Supervisor before
proceeding.

19. Orientation
• Tell students about department rules and
policies
• Make sure job expectations are known
• Introduce students to staff
• Train student workers on any equipment
required for them to perform their job
• Make sure students are aware of your
attendance policy
– Students should have a phone number they
can use to call off work if sick, etc.

20. Discipline
• Give a verbal warning and written
reprimand to attempt to correct the
problem.
• Dismiss a student if the problem
continues.
• Contact the Office of Financial Aid
regarding serious discipline issues.
– We need to be aware in case the student
applies for other jobs on campus.

21. Questions?