Federal Work Study Manual
Office of Career Services
and Office of Student Financial Planning
1500 Peachtree St.
Jackson, MS 39202
TABLE OF CONTENTS
1. Federal Work Study Student Application Process Page 3
2. Federal Work Study Student Selection Process Page 3
3. Application Process for 1st time Work Study students Page 3
4. Supervisor Responsibilities Page 4
5. Student Responsibilities Page 4
6. Office of Student Financial Planning and Office of Career Services - FWS Coordinator
Responsibilities Page 5
7. Federal Work Study Community Service Page 5
Federal Work Study Manual
1. Federal Work Study Application Process
a. Student must first complete the Free Application for Federal Student Aid
(FAFSA) to determine eligibility to receive Federal Work Study (FWS).
This must be done yearly and is awarded on a first-come-first-serve basis.
A new student must be officially accepted by the College prior to
awarding of financial assistance.
b. An eligible student is then awarded FWS and is notified by an award
c. A student must be registered (or pre-registered) at Belhaven University to
earn FWS wages and job preference is given to full time students.
d. FWS is awarded to the neediest students on a “first-come-first-serve” basis
until the funds are exhausted. If the student is eligible for FWS but this
award does not appear in the award letter, the student may request to be
placed on the FWS waiting list in the Office of Career Services.
2. Federal Work Study Student Selection
a. The award letter will state that a student is awarded FWS and the amount
of wages the student can earn in one academic year.
b. After registration, the student then must report to the Office of Career
Services to be assigned a work study position. New students will be
required to interview with prospective supervisors to ensure that the
student’s availability of hours, and skills, are compatible to the job
c. Supervisors may also request FWS students at the end of an academic year
for the next academic year. If a specific student is not requested, the
supervisor must list the positions needed and the skills, responsibilities
and hours required for those positions.
3. Application Process for 1st Time work study students:
a. After a student is determined eligible and awarded FWS, the student must
report to the Office of Career Services to be assigned a work study
position. This is currently done through an interview process.
b. A contract will be completed stating the number of hours required to work
per week and the wage rate per hour the student is paid in a
semester/academic year. The student is paid monthly. Questions regarding
checks and issues with Employee Desk should be directed toward Payroll
in the Business Office.
c. The student delivers the contract to the supervisor. The supervisor must
comply with Title IV Federal regulations by completing the job
description section in detail and signing the contract.
d. After signing the contract the student returns the contract to the Work
Study Coordinator located in the Office of Career Services and copies are
distributed to the proper persons.
4. Supervisor Responsibilities:
a. The supervisor is responsible for monitoring the hours the student works.
For example: the supervisor must keep close attention to how many hours
the student works so that the student will not work over the hours awarded
to them. The Office of Career Services will monitor time worked to ensure
that every student is working within the hours allotted. Supervisors may
receive a memo from the Office of Student Financial Planning or Office of
Career Services indicating that the student is working over/under assigned
b. The supervisor must check the hours recorded and verify the validity of
hours worked before “signing off.”
c. The supervisor cannot leave the student to work unsupervised unless
arrangements have been made to verify (on a regular basis) the work
d. The supervisor should make every effort to have the student’s work
assignments well planned so that the student can most effectively serve the
college, learn from the experience, and earn their maximum wages.
e. In case the student does not live up to the supervisor’s expectations for the
job, the supervisor needs to exercise the following procedures:
i. Set expectations up from the beginning. Let students know on the
front-end exactly what they need to do and put it in writing.
ii. Counsel with the student worker concerning job expectations as
outlined in their contract.
iii. Give the student a probation period for improvement.
iv. If the student continues to not meet the expectations of the job, the
supervisor must contact the FWS Coordinator in the Office of
Career Services for possible termination. It is very important that
documentation concerning the student’s deficiencies is
submitted along with the request for termination.
5. Student Responsibilities:
a. A student who is awarded FWS on their award letter is responsible for
reporting to the Office of Career Services for a work study job
b. The student is responsible for getting a FWS contract completed with
supervisor and student signatures and submitting the contract to the Office
of Career Services.
c. The student is responsible for working the amount of hours awarded to
him/her and accurately recording those hours in the method provided.
d. The student is responsible for working the hours in the times scheduled
and agreed upon with the supervisor. Failure to do so can result in
termination from the job.
e. The student must notify the Office of Student Financial Planning as soon
as possible if he/she decides to decline the FWS award given to him/her
for any reason. This is so the Office of Student Financial Planning can
award FWS to another student who is on the waiting list with these funds.
6. Office of Student Financial Planning and The Office of Career Servics – Federal
Work Study Coordinator
a. The Office of Student Financial Planning is responsible for awarding FWS
to eligible students based on Federal regulations and availability of funds.
b. The FWS Coordinator in Career Services is responsible for directing
students to the most appropriate position based on individual skills and
academic schedules. Priority positions are to be filled first.
c. The FWS Coordinator is responsible for designating seven per cent of the
total Federal Work Study allocation to the College for community service
positions under contract between qualifying non-profit organizations and
Belhaven University (as outlined in number seven).
d. The FWS Coordinator monitors the number of hours each student is
working each month to ensure that the FWS Contract is being honored.
Memos or Evaluation forms may be sent to the supervisor if the student is
working under or over the allotted hours per month.
e. The FWS Coordinator posting responsibilities in PowerFaids software:
i. Post documents FWS Contract.
ii. Post FWS job position.
iii. Post disbursement of wages to Student Financial Planning records
based on payroll documents.
f. Other FWS Coordinator responsibilities:
i. Mail/email communication of FWS Request Forms to supervisors
at the end of the Spring semester for the following academic year.
ii. Reconciliation of funds disbursed at the end of the year.
iii. Preparation of any documentation for audits at the end of fiscal
iv. Assist the Director of Student Financial Planning in periodically
visiting the campus departments and outside agencies who hire
Belhaven University FWS students to verify integrity of the FWS
7. FWS Community Service
a. Community Services are defined as services that are identified by an
institution of higher education through formal or informal consultation
with local nonprofit, governmental, and community based organizations as
designed to improve the quality of life for community residents
particularly low-income individuals, or to solve particular problems
related to their needs. These services include:
i. Such fields as health care, child care, literacy training, education
(including tutorial services), welfare, social services,
transportation, housing and neighborhood improvement, public
safety, crime prevention and control, recreation, rural
development, and community improvement.
ii. Support for students with disabilities.
iii. Activities in which an FWS student serves as a mentor for such
2. Supporting educational and recreational activities
3. Counseling, including career counseling
iv. Private, for profit organizations do not qualify as employers for
community service under the FWS program.
v. In determining whether the service is a community service, the
school must always consider whether the service provided by the
FWS student primarily benefits the community as opposed to the
agency or school.
vi. In contacting potential community service agencies, schools should
place a priority on jobs that will meet the human, educational,
environmental and public safety needs of low-income individuals.