How to Post a Position
The hiring department must complete the Position Request Form (PRF) in order to request a Work Study student for the academic year. The completed form can be sent to the Office of Scholarships and Financial Aid's (OSFA) Federal Work Study (FWS) team at email@example.com. Approved positions will be posted on the FWS Job Board section of our website. **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 FWS before the 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 team's approval.
This example PSF details all the required information that must be included for all FWS students. Please note the new requirement in the "Comments" section of the PSF. The supervisor's name, email address and phone number are now required for approval. PSF Example
When can the student start working?
When you have hired an approved FWS student and have completed all necessary OHR paperwork they may begin working. Please refer to the Important Dates to determine the first and last day they may work each semester.
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 as 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.
Off Cycle Checks
We do not allow off cycle checks. In cases where it is the department's desire to do an off cycle check, the supervisor will need to email the FWS team with an explanation as to why one is requested with supporting documentation. At that point we will communicate next steps to the supervisor and students.
Pay Rates and Raises
Pay rates must fall within the designated FWS Position Type as indicated on the Position Request Form (PRF) submitted. Pay rates should also be in denominations of $.25. In cases where you would like to a raise a pay rate of a student it must first be cleared with the FWS team 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.
This website last updated/reviewed on 07/24/19