Federal Work Study Information for 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.

It is our hope that through a cooperative partnership with the Career Center, Leadership Initiative (offered through SO&L), and the Office of Human Resources, we can provide learning opportunities and valuable experiences for our FWS students that will better prepare them for job opportunities as a Sacramento State alum.

Attend the mandatory orientation required for all employers interested in participating in the FWS Program. Orientations are hosted during the summer.  

Participation Information

  • 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, 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)

A Student Employment Personnel Transaction form (SEPTF) must be completed for all Student Assistants, Federal Work-Study Students, International Students (NRA), and Bridge Student Assistants prior to their first day of work.  Students may not start working until all applicable paperwork has been turned into the Student Employment Office and they have been cleared by the SEO and departments/student have been notified via email.

The department hiring the student should complete all appropriate fields on the SEPTF. The Student Employment Office (SEO) will review the SEPTF for accuracy and ensure that all necessary fields are completed and hire the student into CMS. All fields are mandatory with the exception of a few, if there any left blank they may be returned to the department and delay the hiring process.  All Student Employment transactions including re-hiring pay rate increases and terminations prior to the original end date require a SEPTF to be prepared and submitted to the SEO.

  • Students who have been awarded FWS can gain access to FWS job postings on July 1
  • Review resumes sent through Career Connection
  • Interview and select a candidate
  • Obtain a copy of your student's financial aid award letter to confirm award amount
  • Complete the online 17/18 On Campus "Intent to Hire" Application

Email completed hiring manager forms to hr-studentemployment@csus.edu

Positions go live for students to begin applying on August 5.  If you have not already done so, create a Hornet Career Connection (HCC) account so you can post vacant FWS positions and review resumes from interested applicants.  Interview (if necessary) and select a candidate. If you are not hiring a returning FWS student, you must post the position on HCC to give all FWS students an equal opportunity at applying for the vacant position. Obtain a copy of your student's financial aid award letter to confirm their FWS award amount. 

Steps to Hiring a FWS Student

  • Complete the online 16/17 Off Campus "Intent to Hire" application
  • Fax the completed SEPTF to 916-278-6082
  • Students should not begin working until: 
    • A SEPTF has been completed
    • Intent to Hire E-form has been submitted
    • Signed contract has been submitted
    • Paid share of the allocation (only applicable to Non-America Reads/Count accounts) is completed
    • Student employee has been cleared by our Student Employment Office to begin working
    • Fall 2016 semester begins; August 29

To be eligible 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)

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.

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. 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 a 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, refer to the Student Employment Classification Salary Schedule, 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

  Additional Information

  • All FWS students must complete the FWS Hiring Instructions before they begin working
  • Contact the Career Center for additional questions regarding Hornet Career Connection and managing student resumes
  • If you are a new employer interested in participating in the FWS Program or a continuing employer with questions, contact the FWS program at sacstatefws@csus.edu

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