FINANCIAL AID OFFICE
GUIDELINES FOR SUPERVISORS OF COLLEGE WORK STUDY STUDENTS
The Federal College Work study program is a form of financial aid which enables students to earn some of the money they need for college attendance. Eligibility, which is based solely on financial need, is determined by filing the appropriate financial aid application as early as possible since awards are usually made in the summer.
The supervisor is responsible for training and supervising the student, for seeing that the work is performed in an acceptable manner and for reporting the hours worked. Additionally, the supervisor is expected to help the student gain some experience from his or her employment which can be helpful when he/she enters the job market. For some students, particularly freshmen, a College work-study position may be the first structured work experience.
CWS STUDENT’S AWARD
The student’s work-study award, as indicated on the acknowledgement, is the maximum amount a student may earn in an academic year. The amount of the award varies according to need and availability of funds.
JOB REFERRAL FORM
Students must present their supervisors with Student/Employer Acknowledgement before they may begin to work. New acknowledgements are issued each academic year. The signed white copy of the acknowledgement must be returned to the office before the student is placed on the payroll. The acknowledgement indicates the amount of the award, the maximum hours the student may work, and the beginning and end dates of the assignment. The student may work until the last day as indicated on the acknowledgement or until the last day that the amount of the award is exhausted. Students will not be paid for hours worked in excess of the award. At certain times the work-study coordinators may have additional discretionary monies are available and the student has remaining need.
The supervisor must enter the total hours worked by the student on a daily basis. Most pay cycles are based on two week intervals (refer to paycard). All hours worked during one cycle are reported on one timesheet.Hours must be entered in ¼ hour interval i.e. 3 hours, 3 ¼ hours, 3 ½. Any changes to the timesheet must be initialed by the supervisor. Students who work six consecutive hours must take an unpaid half hour break. Therefore, a student who works from 9AM to 4PM would take half hour break and report 6 ½ hours worked.
We Suggest that you have a daily sign in sheet for the student in order to prevent confusion over hours worked.
The student may work up to twenty hours per week during the academic year. Students may work during intersession only if they will attend QCC the following semester.
The white copy of the timesheet must be mailed to the financial aid office or submitted by the supervisor. Timesheets may not be accepted from the student. Timesheet questions should be directed to the work study coordinator.
Work study students must be supervised at all times. Supervisors are expected to keep student records as secure as possible. Work study students should have limited and supervised access to student records. The work study employee is expected to maintain the highest level of confidentiality concerning such material.
- Class schedules should be obtained from the student, as students are not permitted to work during scheduled class hours.
- Students must be appropriately supervised at all times; they may not be left alone for any length of time without the presences of a supervisor
- If the placement proves unsatisfactory, students may be referred back to the Financial Aid Office for the reassignment.
- To repeat, the amount of the work-study award on the contract is for the year. The more hours a student works in a week the sooner they use up their award.