Federal Work-Study Supervisor Responsibilities
Federal Work-Study (FWS) student employees work in virtually every department at the college and perform a variety of duties important to our success. Research shows that employment is a primary factor in student success. Students who work are more likely to earn a degree, and they earn higher grades than their non-working peers. Part-time work experience is a significant factor in career choice and success.
Your role as a supervisor is vital to the management and development of one of the College’s most important resources, our student employees.
Employer’s supervisory responsibilities include the following:
- provide clearly defined supervision and
- report student employee work hours accurately and
- monitor student employee’s performance for quality of work and
- verify that all hours reported are accurate (Students are not allowed to work during scheduled class hours.)
- if you know a student will be returning to JCCC in a subsequent year, please recommend the student apply for Federal Aid early.
We recommend the students apply in January for federal work-study money because FWS money is awarded on a first come first served basis.
Employers have an obligation to each student employee to provide an employment orientation so the student employee will understand the tasks to be performed. It will be helpful to the student employee to be provided with a brief description of the job, and that a copy of the job description be signed by both the employee and the employer, and kept on file by the supervisor. Student employees are to perform all work assignments at the assigned work site. The employer should provide a reasonable amount of supervision. The supervisor should counsel the student if the work is performed in an unsatisfactory manner and give the employee a reasonable length of time in which to improve. Student employees are expected to perform job assignments in a manner that is consistent with department goals.
Appropriate personal conduct and positive attitudes are important aspects of satisfactory job performance. This employment should be a positive learning experience for the student and a pleasant experience for the supervisor.
Monitoring Federal Work-Study Earnings
The U.S. Department of Education determines what each student is eligible to receive in financial aid awards each year. Consequently, it is up to everyone involved in the Federal Work-Study program to monitor the student employees’ earnings. The FWS Coordinator in the Student Financial Aid office will maintain work records on each student. As a supervisor, you must also take responsibility to keep accurate work records on the students, you supervise to make certain that the student does not work more hours than they are eligible to work. Your copy of the FWS Student Employment Agreement lists the student’s eligibility for the year. Keeping accurate work records will insure that you will always be aware of the student’s remaining eligibility and will enable you to monitor the student employee’s earnings and prevent job terminations on short notice or at inopportune times.
Each Federal Work-Study student employee is required to accurately record time worked on a standard College payroll time card which is accessed through MyJCCC on the college's website. At the end of the payroll period, the student employee must submit the time card. Supervisors should note that approving the time cards attests to their knowledge of and confirmation of hours worked. Failure to have an adequate record-keeping system in place may result in the loss of FWS funding. The time cards are due on the dates all campus payroll time cards are due.
Work Schedules and Class Schedules
It is advisable for each student employee to submit a copy of the semester’s class schedule to the supervisor. This will prevent inadvertently scheduling the student employee work hours during scheduled class time, which is prohibited by federal regulation.
Student employees may work up to twenty hours per week, however, student employees may be limited to less than twenty hours per week by the amount of their award. Please be certain to check your copy of the FWS Student Employee Position Agreement for work hour limits. If a student has other jobs on campus, please coordinate scheduling with other supervisors to ensure compliance with this provision.
Any student employee who drops below six hours of credit classes or is not making Satisfactory Academic Progress must be terminated immediately.
FWS student employees may not work when the College is closed, however, student employees may be allowed to work during winter break if they meet the following requirements:
- if they are enrolled in a minimum of six credit hours for the spring semester and
- they receive advance permission from the FWS coordinator and
- if they have satisfactory academic standing and
- if they have remaining work hour eligibility.
Student employees may be allowed to work during spring break if they meet the following requirements:
- if they have remaining work hour eligibility and
- they receive advance permission from the FWS Coordinator.
Student employees who work four consecutive hours or more should be provided the same break privileges that are customary for other staff in the department. The supervisor will determine appropriate times and conditions of break periods.
An employer may dismiss a student employee for any of several reasons, including unsatisfactory work, poor attendance, and improper conduct (theft, physical abuse of equipment or people, falsification of records, disclosure of confidential information, etc.) Termination is allowed for reasons relating to completion of a project, or other such valid reasons unrelated to job performance.
We hope that the supervisor and the student can handle any minor grievance. If a more difficult grievance should become apparent, please notify the FWS Coordinator, and see the JCCC grievance procedure under Personnel Policies.
At the end of each semester, it is helpful if each supervisor will do an evaluation of the student employee’s job performance for that semester. Please complete the Student Employee Work Evaluation Form. The evaluation should be discussed with the student employee, with each of you signing it after you have discussed it.