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

  • Post jobs during the "Call for Positions" period, which is typically by July 1
  • All approved positions will be posted starting July 1. Positions remain active for sixty (60) days or until filled, whichever happens first
  • Employers are allocated funds after their advertised positions have been filled and the hiring steps are completed
  • By submitting a job posting, you agree that you have read and understand the conditions of the FWS Program

Things to Know

  • Funding is limited. We cannot guarantee that you will receive interested applicants
  • 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 organization'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 organization.

A Student Employment Personnel Transaction form (SEPTF) must be completed prior to the students first day of work. 

  • All Student Employment transactions including re-hiring, pay rate increases and terminations prior to the original end date require a new SEPTF be prepared and submitted to the SEO.

Students may not start working until all applicable paperwork has been submitted to and cleared by Student Employment Office (SEO) . Once the cleared the employer and student will be notified via email by SEO.

Eligibility Criteria for FWS Award

The 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)

 Posting Positions

Positions go live for students to begin applying starting July 1.  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. 

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. 

Steps to Hiring a FWS Student

  • Review resumes sent through Career Connection
  • Select and interview a candidate
  • Obtain a copy of your student's financial aid award letter to confirm FWS award amount
  • Complete the "Intent to Hire" e-form (contact the FWS Coordinator for the link)
  • Submit the Student Employment Personnel Transaction form (SEPTF) to the Student Employment Office

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

STUDENTS CANNOT BEGIN WORKING UNTIL THE FOLLOWING ARE COMPLETED

  • A SEPTF
  • Intent to Hire e-Form 
  • A signed contract has been submitted to Procurement & Contract Services
  • 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 
  • Semester has begun

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.

You must also submit an updated Student Employment Personnel Transaction form (SEPTF) to the Student Employment Office.

Timesheets

TImesheets are accessed on the Student Employment Office website.  Timesheets should be submitted to the Financial Aid  & Scholarships Office on or before the 1st of each month to avoid delays i payment to student.

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.

Payroll

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 2018).

The employer accepts the responsibility of paying 100% of any wages earned in excess of a student's award or eligibility.

The student may be eligible for a FWS award increase, contact the FWS Coordinator for more information.

  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.