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State Work Study -- On-Campus
The
State Work Study Program is funded in part by the Washington State
Legislature and administered by the Higher Education Coordinating
Board 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.
If your department is utilizing state funds, you need to fill out the Help Requisition form to request student help. Help Requisitions are valid from July 1-June 30, and must be updated each year. You are required to submit only one Help Requisition for each position title.
If you have already chosen a student for the position, fill out the Help Requisition , list the student's name and social security number in the space provided on the form, get the required signatures, send the form to mail stop #18. Then send the student to the Work Study Office as soon as your steps are complete. Please note--we are unable to provide student referrals until your Help Requisition is received. Once your Help Requisition form is on file, and you have indicated that you have an open position, the Work Study Office will post the position for students to review or refer the student you may have already chosen. Please remember that there are only a limited number of State Work Study positions available on campus due to funding allocations. Call the Work Study Office should you have questions or need additional assistance in this process.
Federal and State Work Study students may work up to a maximum of 17 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. It 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.
You 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. Send 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 additional referrals. You 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. Please take a few moments to review the section covering Policies & Procedures for Supervisors in the Student Employment Handbook to get a broader overview of your supervisory responsibilities. The employer/employee relationships you form can have an impact that will last long beyond the time the student leaves your employ.
Monitoring hours worked is both your responsibility and that of the student. A Monitoring Student Earnings form is available for your use. The student pay period begins on the 16th of the month and ends on the 15th of the next month.. Time sheets are due in the Work Study Office on the 16th of each month, or the next working day after the 15th, whichever comes first. It is imperative that time sheets be turned in by the deadline, as late time sheets will not be processed until the next pay period (approximately 6 weeks later). Time sheets must be signed by both you and the student employee. If any weekends or holidays have been worked, you must initial beside each one, as this time will not be paid without supervisor approval. Students receive regular pay for those hours worked. Paychecks are issued to students on the last working day of each month at the Payroll Office located in the Baird Administration Building. Currently, the State Work Study match is 80%, which means that your budget will be charged 20% of the rate per hour worked.
Student evaluations are a great tool for measuring a student's performance in many areas. It is advised that you periodically conduct an evaluation for each student worker. A Student Employee Evaluation form is available should you wish to utilize it. |
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