FEDERAL WORK-STUDY POLICY
FEDERAL WORK STUDY (FWS) is a form of federal financial aid awarded to students who demonstrate financial need. Under FWS, students have the opportunity to work part-time to help offset college educational expenses. A FWS award does not “guarantee” employment. Recipients must apply via the Ohlone Career Service link website for on campus and approved off-campus jobs.
In addition to federal regulations, FWS students are subject to conditions of student employment stated in the Ohlone College Procedures Manual. The Financial Aid Office (FAO) has the right to rescind all or part of a FWS award at any time should there be a change in the student’s award status. Federal regulations require FAO to revise awards to prevent a student from being over-awarded. FAO also has the right to rescind all or part of a FWS award if funds are depleted before the end of the academic year. Ohlone CC students who will be away on Study Abroad or Exchange programs will not be eligible for the FWS award during the semester in which they are participating in those programs.
Students placed on Financial Aid Satisfactory Academic Progress WARNING for a term will not be eligible for FWS funding regardless of SAP appeal approval or denial.
FWS EMPLOYMENT SCHEDULE
Students may NOT begin work on FWS for any period of enrollment until they have been awarded FWS by the FAO and have filed required employment documents with the FAO, located in building 378. In-person counseling must be completed prior to the first disbursement of FWS funds. Please contact Shawn Domingo by phone at (510) 659-6151, or by email at firstname.lastname@example.org to schedule an appointment.
Students must also complete the necessary paperwork with Human Resources department, located in Room 19-118, Building 19, Fremont campus, prior to the first day of employment.
MONITORING FWS EARNINGS – A JOINT RESPONSIBILITY OF STUDENT AND EMPLOYER
Students are notified by the FAO of any changes to their FWS award via e-mail. In turn, the FWS student is then responsible for notifying the employer of any change immediately. When monitoring FWS earnings, calculations must be based on 100% of gross earnings and NOT 75% of gross earnings.
FWS is awarded in allotments for each enrollment period to reflect a student’s financial need for the respective term. The formula below shows how to obtain AVERAGE WEEKLY WORK HOURS from an allotment. (This average may not exceed limits set by the University for student employees: up to 20 hrs. /week while classes are in session; up to 29.5 hrs. /week during semester breaks and Spring recess).
Semester Allotment ÷ Hourly Wage = Total Work Hours/Semester
Total Work Hours/Semester ÷ Number of Weeks per Semester = Avg. Weekly Work Hours
Unearned FWS for each semester will automatically be canceled by the FAO. Any unearned Fall FWS will not be carried over into the spring semester.
Employers may continue to pay students who have exhausted their total FWS allotment provided general funds are used. However, if a student continues to earn beyond their total FWS allotment, employers will be required to reimburse the FWS account for any amount over-earned.
IMPORTANT REMINDERS TO EMPLOYERS
- FWS students are prohibited from providing voluntary services to their employers.
- FWS students cannot be paid for work that students must normally complete without pay because it is part of their academic program.
- FWS funds may not be used to subsidize an employee’s share of fringe benefits such as paid sick leave, vacation and holiday pay, contributions to welfare, or insurance programs such as Social Security, Worker’s compensation or retirement.
- ELECTRONIC TIME SHEETS: Federal regulations require that the time sheets be approved by the Work-Study Coordinator, and accurately reflect the exact time period that the student worked. Students are responsible for recording the hours worked on the monthly Web-time entry account through Web Advisor and e-sign the timecard by the last working day of the month or the last date of each month. Pay days are the 10th of the month. Paper timesheets are required to be completed and turned into supervisor for approval at the same time. Supervisor will then turn in all paper timecards to the Work-Study Coordinator for final approval.
- FWS funds are made available to assist students to cover their educational expenses. Therefore, employers may not require students to work during class time or exam periods. Employers are to inform student and supervisor that financial aid records are randomly audited every year and the auditors do check to ensure that students do not work during scheduled class time. Violation of this provision could result in charges to the department for wages earned and/or may be prohibited from further participation in the FWS program. If extenuating circumstances exist (i.e. class is canceled) and the student does work during class time and that period should be indicated in the comments section of the time sheet and an explanation must be noted.