The State Work Study Program is funded in part by the Washington
State Legislature and administered by the
Washington Student Achievement Council (WASC)
through the Work Study Office of Financial Aid. These funds
are generally used for jobs which must be academically relevant
to the student's major or hold career interest.
Work Study Positions
initial action for you as a prospective state approved employer
is to fill out and sign the State
of Washington Work Study Program Employer Contract
and the State Work
Study Employer Profile available on-line or from the
Work Study Office.
your forms have been processed by our office and the state offices,
you will need to complete and submit a Washington
State Work Study Program Job Description on an annual
basis. The job descriptions are valid from July 1st to June 30th
of each calendar year. The job description form is necessary so
that we may determine the type of position you are opening. You
are required to submit only one Help Requisition for each position
may hire 5 Office Assistants with one form, but you would need
a new job description on file if you wished to hire a dental
assistant. Be sure to list complete, precise duties you will
be asking students to perform and the requirements needed for
your Job Description form is on file, and you have indicated that
you have an open position, we will then post your job (both in our
office and on this website) and begin referring students to you.
feel free to call the Work Study Office should you have questions
or need additional assistance in this process.
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of Work Study Employment
Work Study students may work up to a maximum of 19 hours per week
not to exceed their quarterly award amount. If the student
has not used their full award during the quarter, they can work
up to 40 hours per week during breaks as long as they still do not
exceed their award and are planning to enroll in the next quarter.
is against the law for Federal or State Work Study students to volunteer
their time on any job for which they are already being paid.
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have the final authority in selecting students referred to you by
the Work Study office and should consider each student's skills
when making your decision.
Some tips to
aid in your selection of your new student employee:
- Prepare an
accurate job description of job duties to attract the most appropriate
- Set out your
expectations during the initial interview, so that the student
can adequately convey to you his/her ability to perform the work
- Explain your
standards and how you expect them to be followed
- Outline causes
for termination right at the beginning
- Make your
employment selection carefully
- Early on,
outline your preferred method for changing schedules, for calling
in sick, and all the other "unwritten" rules of your workplace
all referral forms back to the Work Study office as soon as a selection
is made. Fill out the bottom section of each referral form, sign
it and mail it back. Students may not begin work until this step
is complete. Please notify all referred students of your decision
to hire or not hire. Refer students not hired back to the Work Study
office for other employment opportunities.
are to inform student employees of safety procedures for your particular
department. The Student Employment
Handbook is a valuable resource for both you and the
student with regard to safety information. A special Safety
Orientation Checklist, available here, is provided
for your use.
you are having difficulty with non-performance or performance problems
with your student employee, be sure to convey your dissatisfaction
and offer the student a chance to correct the problem. As with any
employee, student employment is an "at will" situation so either
you or the student may terminate the relationship at any time and
for any cause.
refer to the Student Employment Handbook
for detailed information regarding the
State Work Study Program. This handbook is also available by contacting
the Work Study Office.
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hours worked is both your responsibility and that of the student.
Student Earnings form is available for your use. It
is both your responsibility and the student employee's to be sure
that you are keeping a correct record of hours worked each quarter
so that you will not exceed the student's allowable quarterly award.
The gross amount of student earnings is the total that will be tallied
as you keep track of the earnings that are eligible for reimbursement
up to the student's quarterly award. You cannot be reimbursed for
hours worked over the student's award so you will bear the entire
cost in this instance.
employees do not receive holiday or vacation pay. If a student works
hours on a holiday it must be pre-approved and initialed by the
supervisor on each time sheet. The student will receive regular
pay for those hours worked. By initialing such hours, you are affirming
the student did indeed work the time indicated.
State Work Study Timesheets serve as a voucher for
reimbursement claims, as well as a record of student hours worked.
The time sheet must be signed and dated by the student and by the
person directly responsible for supervising the work of the student.
Please file all time sheets with the Clark College Work Study
Office within 15 days of the end of your payroll period so that
reimbursement to you will not be delayed.
normal conditions, you should receive your reimbursement checks
in about 3-6 weeks of submitting correct timesheets to the Work
At the end of the fiscal year, it is important that you submit all
time sheets for June hours on or before July 10th.
you have questions, please refer to the Student
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evaluate your student employee, you may wish to apply your normal
performance-review procedures utilized for other employees on staff.
Or, you may wish to modify your standards by reviewing performance
more often. A review every 3-6 months seems to work well in many
cases. This can help to counsel students in improving work habits,
and offer opportunities to convey dissatisfaction or areas where
you would like to see job improvement. We do have a Student
Employee Evaluation form available should you wish
to utilize it for your student workers.
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