Information for Federal Work Study Off Campus Employers

About the Federal Work Study (FWS) Program

The intent of the FWS program is to provide job opportunities for students to assist them in financing a college education. Under this program, a student's salary is partially subsidized by the Federal Government. Federal Work-Study employment must involve work in the public interest for a federal, state, or local public agency or for a private non-profit organization. The America Reads/Counts program, is designed for FWS students to tutor K-12 students in either English Literacy/Language Arts or Math. As a part of the FWS Program, America Reads/Counts allows FWS students to give back to the local community.

Program Participation

Adhere to the Student Employment Policies & Guidelines (pdf)

  • Complete an annual Performance Evaluation for all FWS students
  • Student assistants are entitled to an annual performance review. Supervisors may use the updated Division of Student Affairs Student Performance Report
  • The Departmental Student Performance Report is a template that should be adapted to each specific department. It is designed to facilitate a conversation between the student assistant and his or her supervisor during the evaluation process
  • Supervisors must provide a copy to the student and maintain a signed copy for the student’s employee file
  • Student Employees are expected to behave ethically and professionally and are subject to standard University regulations. Violations of department/school work rules (e.g., poor performance, insubordination, absenteeism, dishonesty, theft, substance abuse, misuse of university property, etc.), will be addressed accordingly.

Things to Know

  • Funding is limited and we cannot guarantee that you will receive interested applicant
  • All FWS positions will require the statement "Leadership Certificate Preferred". The Leadership Initiative (a Student Organizations and Leadership program) provides students with leadership development opportunities through campus and community engagement
  • You may not hire more students than the number of positions you advertise on Career Connection
  • The FWS Program operates during the fall and spring semesters only. Fall graduates may not work beyond the last day of fall finals week. If you lose a student and need to rehire, please contact the FWS Coordinator so that the position can be reposted
  • You are responsible for tracking your department's allocation as well as your student's allocation. Any hours worked by a student that exceed your allocated FWS funding or a student's FWS award must be paid 100% by your department (or division when appropriate

Hiring FWS Students

  • Students gain access to FWS job postings on August 5. Review resumes sent through Career Connection
  • Interview (if necessary) and select a candidate
  • Obtain a copy of your student's financial aid award letter to confirm award amount
  • Hire your student(s) in CMS
  • Complete the online 16/17 Off Campus "Intent to Hire" Application
  • Be sure to email the completed SEPTF provided to your student to sacstatefws@csus.edu
  • Do not allow students to begin working until they return with a completed copy of the SEPTF
  • Notify the FWS Coordinator when the position is closed. Once the FWS Program is notified, all applicants will be sent a message notifying them that the position is closed and a candidate has been selected

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6-Step Hiring Instructions for Off-Campus Employers
  • The FWS Program will use the FWS Job Description form to post your job online with Career Connection
  • Review resumes sent from Career Connection via email (Students gain access to FWS job postings on August 5)
  • Interview (if necessary) and select a candidate
  • Obtain a copy of your student's financial aid award letter to confirm award amount
  • Complete the online 16/17 Off Campus "Intent to Hire" Application
  • Be sure to email the completed SEPTF provided to your student to sacstatefws@csus.edu
  • Notify the FWS Coordinator when the position is closed. Once the FWS Program is notified, all applicants will be sent a message notifying them that the position is closed and a candidate has been selected

NOTE: Do not allow students to begin work until they return with a completed copy of the SEPTF

Additional Information

To be eligble to participate in the FWS Program, a student must:

  • Have a current FAFSA (Free Application for Federal Student Aid)
  • Be awarded Federal Work Study
  • Maintain a satisfactory overall GPA (2.0 for undergrads, 3.0 for grads),
  • Be in academic Good Standing and
  • Be enrolled at least half-time (6 units for undergrads, 4 units for grads)

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Payroll and Timesheets

FWS timesheets are provided to you via email once the Intent to Hire email with SEPTF have been submitted to the FWS Program. Timesheets will be pre-populated with your student's information. Please have your student(s) save this timesheet to a computer as handwritten timesheets are not accepted. Timesheets should be submitted to the Financial Aid Office on or before the 1st of each month to avoid delays. Students can receive paper check or direct deposit.  When completing the SEPTF, the hourly wage listed must align with the duties to be performed. FWS Off-Campus employment has a minimum pay rate of $10 per hour while America Reads/Counts has a minimum pay rate of $11 per hour.  Both have a maximum pay rate of $17.26 per hour. 

To ensure students are being paid appropriately based on skills needed/duties performed, please refer to the Student Employment Classification Salary Schedule, click here and refer to Level 3: Salary Schedule (subject to change).

The FWS Award

  • The maximum FWS award for the academic year is $3,000 per student. This $3,000 award is to be earned during the academic year (not to include summer 2017)
  • The employer accepts the responsibility of paying 100% of any wages earned in excess of a student's award or eligibility

My Student Quit or Is Being Terminated

While we hope this never happens, we do understand that not every student is the right fit for every FWS employer. If a student needs to quit, they are expected to follow professional business protocol and provide the supervisor with a two-week notice.

If you are a new employer interested in participating in the FWS Program or a continuing employer with questions, please contact the FWS program at sacstatefws@csus.edu.

DISCLAIMER: All documents are reviewed for compliance with federal regulations.

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Rev. 8/2016