Federal Work-Study Supervisor Resource Center

Federal Work-Study Supervisor Resource Center

Supporting supervisors in building meaningful student employment experiences

👋 Welcome Supervisors!

Thank you for your role in supporting our students through the Federal Work-Study (FWS) Program. This page provides all the essential information you need to manage, mentor, and maintain compliance as an FWS Supervisor.

📋 Supervisor Responsibilities

  • Complete the new hire process and return all required paperwork to the Financial Aid Office before the student begins work.
  • Provide appropriate training and orientation for student workers.
  • Ensure work aligns with the student’s job description and does not displace regular employees.
  • Track and approve timesheets regularly and accurately.
  • Monitor student earnings and stop work when the maximum award is met.
  • Offer a safe, inclusive, and professional work environment.

🎓 Student Eligibility

Students must:

  • Complete the FAFSA and demonstrate financial need.
  • Maintain Satisfactory Academic Progress (SAP).
  • Be enrolled in at least 6 units (unless otherwise approved).

If a student becomes SAP terminated during the academic year (SAP calculations are run at the end of each term, including summer), the student is no longer eligible to continue working until the termination is resolved—either through a successful appeal or by regaining eligibility in a future term.

If a student works during a period of SAP termination, any earnings paid during that ineligible period will be transferred to the department budget.

Job listings for students interested in employment opportunities are available on the FWS Job Listings Webpage. To check if a student is eligible for Federal Work-Study, supervisors can request a "potentially eligible" email from the Financial Aid Office or contact the office directly.

🕒 Timesheets & Payroll

  • Students may not work more than 20 hours per week.
  • Supervisors must review and approve student hours worked through Self-Service. For assistance, refer to these tutorials: Student Time Entry | Supervisor Time Approval Students are encouraged to use the FWS Student Sign-In Sheet to track hours worked and assist with accurate Time Entry in Self-Service.
  • Students are paid monthly by paper check, which is mailed from the District Office to the address on file.
  • Supervisors must adhere to posted payroll deadlines to ensure timely payment. Deadlines are posted on the right side of this page.
  • Breaks: Paid 20-minute break for every 4-hour shift; unpaid 30-minute meal break after 5 hours.
  • Students may not work during scheduled class times.
  • Sick leave hours cannot be entered in Self-Service. If a student uses sick leave, submit a paper timesheet to the Financial Aid Office with only sick leave hours reported.

💰 Budget & Work-Study Awards

Each student is allocated a set amount of FWS funds. Supervisors must track:

  • Student’s total earnings relative to their award limit.
  • Number of hours scheduled per week to avoid early exhaustion of funds.
  • Timely communication with the FWS Office if more funds are needed or if a student is nearing their limit.
  • If a student exceeds their award amount, any excess earnings will be transferred to the department budget.

✅ Compliance & Federal Guidelines

  • Jobs must be on-campus or approved off-campus sites.
  • Job duties must not involve political activity, religious instruction, or sales.
  • Supervisors must maintain accurate records for audits (e.g., job descriptions, timesheets).

📑 Hiring & Onboarding

  • Submit job descriptions for approval by the Financial Aid Office.
  • Students must complete HR onboarding and receive a work authorization email before starting.
  • Students and supervisors must receive a formal authorization email from the Financial Aid Office before the student begins Work-Study employment.
  • Provide job-specific training, including expectations, safety, and professionalism.

See the sections below for new hire forms. There are forms required by both OPC and the Financial Aid Office to be eligible to participate in the Work-Study program. Ensure your student completes all required forms, then return them to the Financial Aid Office.

📞 Need Help?

Contact the FWS Coordinator, Kimberly Reed:

  • Email: kreed@yccd.edu
  • Phone: (530) 661-5727
  • Office Hours: Mon–Fri, 9:00 AM–5:00 PM