Center for Human Resources

• Programs, Purpose and Funding
• General Policies
  • Eligibility
  • Allowable Work Hours
  • Overtime
  • Concurrent Employment
  • Work Schedule
  • Breaks
  • Summer and Winter Scheduling
  • Absences
  • Employment Benefits
  • Employment Verification
• Travel and Motor Vehicle Usage
• Recruiting
  • Job Description
  • Job Posting
  • Interviewing
• Hiring
  • Required Documentation
  • Sign in Process
  • Orientation
• Employment Practices
  • Evaluation
  • Employment Problems
  • Termination
  • Payroll
  • Pay Rate
  • Range
  • Starting Rate
  • Pay Increases
  • Monitoring Allocations
  • Revision in Offer Amount
• Student Responsibilities
• Important Offices

Programs, Purpose and Funding
San Diego State University supports consistent application of student employment policies and procedures throughout the campus.  The California State University has issued Classification and Qualification Standards for Student Assistants and Federal Work Study.

The University hires approximately 2,000 students annually as either Student Assistant or Federal Work Study employees.  Student employees make a valuable contribution to the University by performing a wide range of tasks in almost every office and department on campus.

Both the Student Assistant and Federal Work Study (FWS) employment programs emphasize that the student’s primary relationship to the University is academic.  As clarified by the California State University FSA 81-13, Supplement No. 1, “The Student Assistant classes were designed for people who are primarily students and also work on campus part time.  It is not intended that the Student Assistant classes be used when a position would be better covered by one of the established classes.”  The same intent is expressed in federal regulations (U.S. Department of Education Title IV Regulations, October 23, 1981, Part 675) governing the Federal Work Study Program which state that “A student is eligible for part-time employment under FWS if the student is a regular student…enrolled in an eligible program.”  It is further stated that FWS employment may not displace employees.

Student Assistant Program
Student Assistant positions are funded by the University through fiscal year allocations made to departments. 

FSA 81-13, Supplement No. 1, outlines the purposes of the Student Assistant class as follows:
“The Student Assistant class is intended to provide a vehicle for students to work part time while they are in school, partially to enable them to gain valuable experience related to their educational goals and partially to assist them with financial support during the period when they are in school.

Federal Work Study Program
Federal Work Study is a federal financial aid program offered to students determined eligible by the Office of Financial Aid and Scholarships as authorized by Title IV regulation.  Federal Work Study is partly funded by the federal government with a percentage match provided by the employer (University, department, agency).

Once the University receives notice of its allocation from the U.S. Department of Education, the Cabinet Budget Committee sets fiscal year allocations for campus organizational areas.  Allocations are also made to off-campus governmental and nonprofit agencies that have contracted with the University to employ SDSU Federal Work Study students.

The campus program is organized by division, with a division coordinator as the liaison with the Federal Work Study Program Coordinator in the Office of Financial Aid and Scholarships.  The department supervisor works directly with the division coordinator through all phases of the Federal Work Study employment process.

Back to top

General Policies
SDSU is an equal opportunity employer and does not discriminate against persons on the basis of race, religion, national origin, sexual orientation, gender, gender identity and expression, marital status, age, disability, pregnancy, medical condition, or covered veteran status. 
All student employees must be in good academic standing with the University in order to work (not on academic probation).

Eligibility
To be employed during the fall, spring or summer, a student must be enrolled during that term; however, a student may work during the summer even though not enrolled, provided they are a continuing student in the fall.

• Undergraduate level Students – Must be enrolled in at least 6 units
• Graduate level Students – Must be enrolled in at least 5 graduate weighted units or a 799 thesis course through the University.

Students enrolled with the College of Extended Studies are not eligible to work as student assistants on campus. 

A student employee who withdraws from the University must cease working on the date of the official withdrawal.
No student is eligible to work until he/she has completed all steps in the hiring process. (See Hiring)
Federal Work Study-

• A FWS student employee who is not returning to the University the following semester must cease working the last day of classes (before finals begin) in which he/she is enrolled. (See Summer and Winter Scheduling)
• Eligibility for Federal Work Study is determined by the Office of Financial Aid and Scholarships each year based on the Free Application for Federal Student Aid (FAFSA).  Students must reapply starting in January for the following summer and/or academic year.

• A student must be determined eligible for summer Federal Work Study to work under that program during the summer period (approximately June 1 to August 31).

• If receiving financial aid, the student must make satisfactory academic progress toward a degree.  This means the student must enroll in and pass the number of units for which he/she is funded.  The student must also finish his or her degree by the time a specified number of units or semesters are completed.  The Office of Financial Aid and Scholarships monitors the academic progress of all aid recipients.

The supervisor is notified when a student is no longer eligible to earn through the Federal Work Study Program if satisfactory academic progress has not been made.  In this case, the supervisor may be able to transfer the student to the Student Assistant Program.

Student Assistants

• A student employee who is not returning to the University the following semester must cease working the last day of the semester in which he/she is enrolled. (See Summer and Winter Scheduling)
• A foreign national student with an F-1 student visa or a J-1 exchange visitor visa may be employed as a Non-Resident Alien (NRA) or as an Instructional Student Assistant (ISA); depending on the job duties.  If the employee performs both ISA and NRA job duties within the same department they must be classified based on which duties comprise 50% or more of their time.  The student must be enrolled full-time at SDSU and have a Social Security Card.  Application for a Social Security Card requires a “letter of intent to hire” from the supervisor addressed to the Social Security Administration.  (See Hiring)

• No student is eligible to work until he/she has completed all steps in the hiring process. (See Hiring)

• A student enrolled during the spring semester and approved for an official leave of absence for the following fall semester is eligible to work during the summer.

Allowable Work Hours

• When classes are in session, a student employee may work no more than 20 hours per week.

• When classes are not in session (due to final exam week, semester break and summer recess) a student employee may work up to a maximum of 40 hours per week.

• A work week is defined as Sunday through Saturday.  The maximum allowable hours apply to weeks that cross pay periods.  If a new pay period starts in the middle of a work week, the employee’s hours do not start over.  Example: If the first of a month falls on a Wednesday the maximum allowable hours does not start over because of the new pay period. 

Overtime
Overtime is defined as work in excess of 40 hours per week.  A student may work a maximum of 40 hours per week when classes are not in session.  A student employee shall not be scheduled or paid for overtime.
 
Concurrent Employment
Any student may work two or more jobs concurrently (Federal Work Study and/or Student Assistant).  The combined total hours may not exceed the ALLOWABLE WORK HOURS outlined above.

A student appointed as a Graduate Assistant or a Teaching Associate who is also employed as a Student Assistant or Federal Work Study employee is limited to 20 hours per week for the combined positions.

Work Schedule
A student should work a regular schedule through the semester.  Student employees must obtain a supervisor’s approval before making a schedule change.  The supervisor should attempt to accommodate the student’s schedule.  Once a work schedule is established, the student employee should either arrive on time or notify the supervisor of a delay or absence as soon as possible, but no later than the beginning of the scheduled work period.

Breaks
A student working a consecutive four-hour work period is required to take one 15-minute paid break.  A student working a full eight hour day is required to take two 15-minute paid breaks and one 30-minute unpaid lunch break.  Students working six hours or more are required to take a 30 minute unpaid lunch break.  Paid breaks may not be taken at the beginning or end of a work period and are not cumulative.  The supervisor determines when breaks are to be taken.   

Summer and Winter Scheduling
Student employees who will be continuing as students (not graduating) may work during the semester breaks if funds are available.  The last day of work for graduating students will depend on if they are on Federal Work Study funds or not and if they are “walking” or actually graduating.  Example: if a student walks at the spring graduation but must continue taking classes during the summer to complete their degree, they are allowed to continue working as long as they are enrolled in classes during the summer.  Once the class ends the student must stop working.

Graduating Students
Federal Work Study
Graduating Federal Work Study students may work until the last day of classes before finals week. 

Student Assistants
Graduating student assistants may work until the last day of the semester in which they are enrolled. 

IMPORTANT NOTE:   If a student employee is only “walking” at the graduation ceremony and will continue to enroll in courses to finish their degree, they may continue working as a student employee while they are enrolled as a student through the main University. 

Continuing Students
If a student employee is not enrolled in a course during the winter, summer, or spring break, then they may work up to 40 hours a week as funding allows. 
           
Federal Work Study
During the winter break, students may begin using their spring funds effective January 1st.  During the summer break, students may only use Federal Work Study funds if they are enrolled in a course and have been awarded summer funds.  Fall funds may be used beginning the first day of the fall semester. 

Student Assistants
Student Assistants may work as long as department funds are available.

IMPORTANT NOTE: If enrolled in a course, even during the summer and winter breaks, students are limited to working a maximum of 20 hours a week. 


Absences
A student employee must notify the supervisor no later than the beginning of the scheduled work period when he/she is unable to work.  In the case of an extended absence, the anticipated duration should be reported to the supervisor as soon as possible.  The supervisor will approve or disapprove all absences.

Employment Benefits
Every student employee is covered during his/her working hours by Workers’ Compensation insurance.  The coverage provides an incapacitated student employee a means of support and medical care when unable to work due to a job-related disability.  It is essential that an employee immediately report any job-related accident or illness to the supervisor.  Additional information regarding Workers Compensation is available from the Center for Human Resources.

A student employee is NOT eligible to receive other employment benefits such as overtime pay, shift differential, paid holiday, vacation leave, sick leave, retirement benefits, unemployment insurance, or permanent status.

Employment Verification
Employment verification can be obtained through Employment and Classification with the Center for Human Resources.  Call 594-7901 for more details.

Back to top

 

Travel and Motor Vehicle Usage
A student employee who operates a State vehicle or personal vehicle for University business must follow the same procedures as other SDSU employees, specifically:

• A valid California driver’s license and Defensive Driving certificate are required.  Defensive Driving classes for employees are scheduled each semester by the Department of Public Safety.  The certificate is effective for four years.
• A Request for Absence from Campus (T-2) form must be completed for any travel outside San Diego County.  Follow the same processing procedure used for other employees. 
• An Authorization to Use Privately Owned Vehicles on State Business (STD. 261) form must also be completed before a student uses a personal vehicle for University business.  Submit a duplicate copy to the Accounts Payable Office.  The form is in effect for one year.

The T-2 and STD. 261 forms are available on the Accounts Payable website.

Back to top

 

Recruiting
The supervisor is responsible for following the University policies and procedures on student employment.  These include, but are not limited to:

• writing job descriptions
• posting available positions
• interviewing and/or hiring eligible/qualified students
• assigning appropriate pay rates
• orienting new student employees to the job
• reporting payroll information accurately
• monitoring department and student allocations
• evaluating and terminating students’ employment
• monitoring student enrollment and eligibility

Job Description
A brief written job description for all student employment positions may be prepared by the supervisor.  Since student job responsibilities may change periodically, the supervisor is reminded to include the phrase, “Other related duties as assigned” in the job description.  The job description will be available in the department for review by the student applicant and/or student employee and in the case of FWS job description, must be forwarded to the Office of Financial Aid and Scholarships.

The following may be useful in writing a job description:

• Define the job responsibilities and duties.
• Determine the particular qualifications the job requires.  These should reflect only those skills or knowledge which will directly relate to successful performance of the job.
• Determine the position’s pay rate based on the Pay Rate Schedule.  These are discussed further in the Pay Rate section.
• Decide the number of hours the student employee may work weekly based on the department allocation and the student’s hourly pay rate.  If appropriate, identify the specific hours during each day that the student is needed on the job.

The Office of Financial Aid and Scholarships maintains copies of all Federal Work Study job descriptions.  These are reviewed by the Federal Work Study Program coordinator for the appropriate range for each position.  The job descriptions are available to student applicants, and allow “self-screening” for jobs before contacting employers for interview

Job Posting
Posting of campus student job vacancies gives all students access to information regarding employment opportunities.  All available student employment positions, except “short term” positions, must be posted.  “Short term” positions should not exceed two pay periods.  Examples of this type of job include working at registration, or assisting with a special research project of limited duration.  Employers are encouraged to publicize, with Career Services, the Office of Financial Aid and Scholarships, or within the department, the means by which a student may apply for a “short term” position that may become available during the year (e.g., the student submits a resume which is kept on file in the department).

If the position is posted with Career Services Office or the Office of Financial Aid and Scholarships, notify that office when the position has been filled so that other students are not referred.  Also remove any signs that have been posted around the campus.

Additional recruitment for both Student Assistants and Federal Work Study may be done through ads in the Daily Aztec, posters around campus, handouts, etc.

Student Assistant
The supervisor is encouraged to list current Student Assistant openings with Career Services.  This office can advertise the job opening to qualified student job seekers and also provide other time-saving employment services, such as initial screening, collecting applications, scheduling of interviews, etc.  Posting within the department on a public bulletin board is an acceptable alternative.

Federal Work Study
Job listings are posted outside the Office of Financial Aid and Scholarships (Student Services West 3605), in Career Services (Student Services West 1200) and on the Internet on the Aztec Career Connection (http://career.sdsu.edu).  Submit a Federal Work Study Job Description to the division coordinator for posting. Contact the division coordinator to update Federal Work Study job listing information.  Jobs are not removed until the Office of Financial Aid and Scholarships is notified to do so by the supervisor or division coordinator.

Interviewing
After a vacant position is identified, an interview and selection procedure should be developed.  To establish appropriate standards for selection, the following suggestions may prove useful:

• Double check the job requirements.  Identify essential elements for successful performance at the job, and evaluate the applicants in relation to those job requirements.
• During the interview, attempt to determine how successfully the student will perform the job.
• Give the student an accurate description of the job.  Encourage the student to ask questions about the job requirements.
• Tell the student the approximate pay rate, and give an estimate of total earnings for that period (summer, academic year).
• It may be helpful to keep notes on the responses made by each applicant to refresh your memory when making the selection.
• Questions must remain job related.

Back to top

 

Hiring
The supervisor may only hire a student who is eligible for employment.  Once a position is offered and accepted the student must go to The Center for Human Resources (ESC -406) to complete mandatory state payroll documents.  The Center for Human Resources requires the student to provide the information listed below.

Required Documentation
U.S. Citizen or Permanent Resident -

• A valid form of ID (cannot be expired)
• A Social Security card or application receipt for a Social Security Card from the Social Security Administration (must include name and social security number).
• The Student Employment Authorization Form completed by the department.

Foreign National -

• A valid form of ID (cannot be expired)
• A Social Security Card or application receipt for a Social Security Card from the Social Security Administration (must include name and social security number).
• The Student Employment Authorization Form completed by the department.
• Documents establishing employment authorization
  • Employment authorization card
• F1 visa documentation
  • Current passport, I-94, I-20
• J-1 visa documentation
  • Current passport, I-94, DS-2019

Foreign national student employees are required to schedule and attend a tax appointment with Payroll Services to determine tax residency status and any tax treaty exemptions available to them.  Foreign national student employees will be contacted by Payroll Services to schedule this appointment.  Authorization to begin employment will start after this tax appointment has been completed. 

Sign in Process
Student Assistant –
The Student Employment Authorization Form (SEA) is completed by the supervisor, and then given to the student to take to The Center for Human Resources.  Once all paperwork has been completed and the student employee has been determined eligible to work, the student employee will be given an initialed copy by a CHR representative to return to their supervisor as documentation that they are authorized to work on campus.

Returning student employees who have been paid by the University in the previous 12 months may not be required to complete paperwork.  If unsure, please call 619-594-7901 to verify.  If already on payroll then the SEA form can be sent to the Center for Human Resources through campus mail. 

Federal Work Study –
Each Federal Work Study student must present a valid Certification Form to the supervisor.  That form is the assurance that the student has qualified for the program.  The certification form when filled out by the student will indicate the earnings limit.  (The student may earn up to, but may not exceed, the earnings limit). 

If the earnings limit is exceeded the hiring department is responsible for all excess earnings.  In some cases, it may be possible to increase a student's FWS earnings limit.  Instruct the student to contact the Office of Financial Aid and Scholarships for details. 

When the student is hired, complete the Student Employment Authorization Form.  Refer the student to the division coordinator to complete the division information on the form.  After the student signs in with The Center for Human Resources, the student submits the Student Employment Authorization Form to the Office of Financial Aid and Scholarships.  Failure to complete this process immediately after being hired will delay the student’s paycheck.

If the student is changing jobs or is adding an additional job, he/she must submit a revised Certification Form to the Office of Financial Aid and Scholarships for the new job.

Returning student employees who have been paid by the University in the previous 12 months may not be required to complete paperwork.  If unsure, please call 619-594-7901 to verify.  If already on payroll then the SEA form can be sent to the Division Coordinator for FWS approval. 

Orientation
An often forgotten aspect of supervision is that the supervisor is a teacher as well as a supervisor.  Many students need instruction on how to be effective employees, and guidance in establishing good relationships with co-workers.  They may arrive with little or no job experience and direction in proper office etiquette.  A supervisor helps establish good working habits, instills a sense of pride in what the student does, and gives the student employee confidence in his/her abilities.  An employee’s sense of contribution to the department has a significant effect on job performance and satisfaction.  The supervisor’s impact may last long beyond the student’s employment in the department.  Appropriate training can ensure that each student gets a positive start on the job and may be valuable when the student graduates and enters the job market.  Prospective employers look for verifiable job experience in addition to academic achievement.
    
The following suggestions may assist in the orientation:

• Explain to the new employee how the office operates and the general reporting structure.  Describe the goals and activities of the department.
• Introduce the new employee to co-workers.
• Describe the student’s specific duties and responsibilities.  Try to include information to help the student see the relationship of his/her job to other activities.  If appropriate, it may help to have the student observe other staff members for a brief period.  Encourage the student to ask questions.
• Discuss supervisor expectations of the student’s work performance, including quality and quantity standards.
• Assign a work station.  Show the student where to find work assignments and messages, and where to secure personal belongings.
• Agree on a specific work schedule.  A written schedule may preclude future misunderstandings.  Once a work schedule is established, the employee should either arrive on time or notify the supervisor of a delay or absence.
• Summarize in writing the orientation information and/or have a procedures manual to which the student can refer, since information given orally is difficult to remember.  Ensure this procedures manual is consistent with this handbook.
• Update the student employee regularly on policy or procedure changes or other information that may affect his/her employment.

Back to top

 

Employment Practices

Evaluation
A written evaluation of a student employee’s work performance is not mandatory.  It is suggested, however, that the supervisor let the employee know either formally or informally, how he/she is performing.  The evaluation procedure may be used to identify the student’s employment strengths and weaknesses, and to reinforce the supervisor’s expectations.

Employment Problems
Employee/employer problems are best resolved at the department level.  However, the Center for Human Resources or designee is available for consultation on employment problems.

The following suggestions are provided as assistance to supervisors:

• Address problems as they arise, not after they accumulate.  Deal with minor concerns before they become major problems.
• Review job responsibilities and the supervisor’s expectations in an open discussion.  Specify where change or improvement is necessary.
• Preserve the employee’s dignity.  Avoid embarrassing the student.  Any discussion should occur in a private place.
• Be fair and objective.  Reprimand or discipline based on genuine evidence.  Approach the student in a positive way.
• Be a good listener.  It may help to hear the situation explained from the employee’s perspective.
• Exercise restraint and remain in control of the situation.  The supervisor’s purpose is to educate and change behavior, not to punish.
• Establish a specified time period for improvement.  After discussing the situation, identify a target date at which time the student’s performance will be re-evaluated.  Two weeks is a reasonable length of time.
• Follow up.  If the student’s performance improves, an evaluation indicating the improvement can be a big morale booster (See evaluation discussion above).  For the student who fails to improve, termination may be necessary. (See termination)

Termination
Student employment is temporary by nature, and may be terminated at any time by the supervisor or the student employee.  It is recommended that reasonable notice be given, if possible.

Student Assistant –
Because student assistant appointments are temporary, Payroll Services will separate all employees at the end of their appointment, unless the department specifically requests an early termination by submitting an SEA form with a new termination date.  If the student has worked any unpaid hours, a final Student Assistant Attendance Report should be submitted as well. 

Federal Work Study –
At the time of termination, the supervisor should send an e-mail or memo to the division coordinator and the Federal Work Study Program Coordinator requesting that the student be terminated.  If the student has worked any unpaid hours, a final timesheet should be submitted as well.  The supervisor should also let the Federal Work Study Program Coordinator know whether to post the open position.

A student must terminate employment:

• When the student’s earnings limit is reached; or
• When the department/division Federal Work Study allocation is spent.  In this case, if the student is eligible to earn more, the department may transfer the employee to the Student Assistant payroll and/or the student could change to a different Federal Work Study position.
• A student must terminate employment if withdrawing or dropping below the enrollment requirements.

It is not necessary to submit a written termination at the end of the academic year.  This is done automatically for all student employees. 

Payroll
A significant supervisory responsibility is to ensure that student payroll information is accurate, complete and submitted to the appropriate office in a timely manner.  It is necessary to become thoroughly familiar with the payroll procedures and deadlines.

The payroll period corresponds to each calendar month.  On the last working day of the payroll period, the student should submit a signed time sheet to the supervisor, who must then verify the accuracy of the hours submitted for payment, ensuring that the hours were actually worked.  Information to check includes:

• No hours for a payroll period other than those reported
• Partial hours reported in tenths
• The 20/40 hours per week limitation
• No weekend or holiday hours reported when the University was closed, unless the student actually worked
• No paid lunch break
• Correct addition of hours
• Work  week is Sunday through Saturday

Payroll information must be reported by a specified deadline.  If a deadline is missed, submit the payroll information as soon as it is ready; however, the student’s paycheck may be delayed.

Students are paid monthly.  Payday is the 15th of every month and will be adjusted to accommodate weekends and holidays.  See the posted pay schedule on the Center for Human Resources website for exact pay dates.

All wages paid to a student employee by the University, including those earned through the Federal Work Study Program, are subject to federal and state income taxes. Questions on exemptions or the withholding for taxes may be directed to Payroll Services at 619-594-5251.

Each student employee receives a Wage and Tax Statement, Form W-2 at the end of the calendar year. 

A change of address must be requested by the student prior to December to ensure timely receipt of the W-2.  If the W-2 has not been received by the end of January, the student should contact Payroll Services immediately for assistance.

Student Assistant -
The supervisor is responsible for maintaining an office record of the actual hours worked each payroll period by the student employee, using a Student Assistant Time Sheet.  The total hours on the time sheet must be signed by the student and the supervisor, transferred to a Student Assistant Attendance Report, and delivered to Payroll Services no later than the 5th of the month to ensure the employee’s paycheck will arrive on time.

Federal Work Study -
Actual hours worked are recorded on the FWS Time Sheet.  The time sheet is signed by the student, the supervisor, and the division coordinator before it is submitted to the Office of Financial Aid and Scholarships.  The Office of Financial Aid and Scholarships reports hours worked to Payroll Services.

Pay Rate
Pay rates for all student employees will be set according to this schedule:

Experience	Rate of Pay
Entry Level	$8.00/hr.
After 1 year of experience	$8.50/hr.
After 2 years of experience	$9.00/hr.
3+ years of experience	$9.50 to $10.00/hr. (dependent upon responsibility and skill level).

Exceptions may be made to the above, dependent upon written justification of higher level responsibility or specialized skills required of position.  All exceptions are contingent upon department, division, and/or the Office of Financial Aid and Scholarships approval.

Range
Using the job description, the supervisor determines the position’s range according to the student employment standards.  The purpose of these standards is to provide campus-wide consistency in distinguishing between the different levels of skill for duties performed by student employees, and to promote comparable pay rates for equivalent work.

Starting Rate
The supervisor ensures that the student is paid at the correct hourly rate.  In accordance with the direction of the California State University, all students must be paid at the higher minimum rate, either federal or state.

Pay Increases
These increases are based on the equitable discretion of the supervisor in consideration of longevity, merit, job performance and job duties.

Student Assistant -
To make a pay rate change, submit a new Student Employment Authorization form for the student employee with a pay rate change noted in section E.  The request must be submitted by the 15th of the month to have the change effective for hours worked during the month.  If the pay rate change is effective with a new appointment, please note the new pay rate on the same SEA form as the appointment.  A separate form is not necessary. 

ISA’s cannot be given pay rate changes in the middle of their appointment. 

Federal Work Study -
To request a pay rate change, the supervisor should submit a Student Employment Authorization form to the division coordinator and FWS Program Coordinator with the pay rate change noted in section E.  If the pay rate change is effective with a new appointment, please note the new pay rate on the same SEA form as the appointment.  A separate form is not necessary. 

If approved, the FWS Program Coordinator will notify the supervisor and division coordinator by e-mail. The request must be submitted by the 15th of the month to have the change effective for hours worked during the month.

Monitoring Allocations
If the department receives a fiscal year allocation for Student Assistant and/or Federal Work Study employment, adequate payroll records must be maintained to ensure against over expenditures. These records should include a total of expenditures for each payroll period and the remaining balance. The department receives printouts listing what actually was processed for payment.

Federal Work Study -
Federal regulations limit the total amount of financial resources available to a financial aid recipient during the academic year. A financial aid recipient may have a limit on how much can be earned as a Federal Work Study employee. In some cases an offer of financial aid may have to be reduced or cancelled to accommodate academic year earnings. Any new resource available to a financial aid recipient during the year could also change the amount a student is eligible to earn in the Federal Work Study program. If the student does not earn the entire amount during the offer period, he/she forfeits the remainder.

The Department Report is provided to the department by the Office of Financial Aid and Scholarships via the division coordinator approximately 2-3 weeks after Federal Work Study payroll information is submitted. If a discrepancy is found when comparing the printout to department records, contact the Office of Financial Aid and Scholarships. The printout should NOT be the only method used for monitoring the student’s earnings limit and hours remaining to work.

It is the responsibility of both the supervisor and the student to maintain adequate payroll records to ensure that the student’s earnings do not exceed the predetermined earnings limit. If a student is approaching his/her earnings limit, instruct the student to contact the Office of Financial Aid and Scholarships to see if the earnings limit can be increased. The student must stop working once the earnings limit is reached. If a student earns more than his or her Federal Work Study allocation, that amount will be charged to Student Assistant employment.

It is the supervisor’s responsibility to:

• Schedule the work hours so that the student earns no more than the awarded amount during each semester. 
• Remind the student when he/she is nearing the maximum amount.
• Not allow a student to work once his/her earnings limit is reached and/or the department’s allocation is spent.
• Monitor a continuing student's enrollment status each semester.  If a student drops below half-time or withdraws, employment must be terminated.

The control in scheduling the student’s work hours rests with the supervisor.  The supervisor should ensure clarity regarding the number of hours per week the student may work based on the hourly pay rate and the earnings limit.

Revision in Offer Amount
Occasionally, a student receives a revised Federal Work Study offer.  The offer may be increased because the student declines other aid or has additional educational expenses.  It may be reduced due to receipt of additional aid or other financial resources.  Decisions regarding increases/decreases are made by the Office of Financial Aid and Scholarships staff in accordance with federal, system-wide, and University policy.  Any questions about a possible increase to an individual student’s offer should be directed to the Office of Financial Aid and Scholarships.

If the student’s offer is changed, he/she receives an Adjusted Award Notice indicating the new amount(s) of aid.  It is the student’s responsibility to notify the supervisor of the revised amount.  The revised offer is also indicated on the department payroll printout.

If it is necessary to cancel a student’s remaining Federal Work Study offer, the student and supervisor are notified that the student must stop working.

Back to top

 

Student Responsibilities
A student employee should consider the job a serious commitment.  When hired for a position, the student becomes a member of a work unit that depends on him/her.  Therefore, the supervisor may reasonably expect the student to:

• Report to work at the agreed-upon time, ready to work.
• Attend to assigned duties on the job, and not conduct personal business while at work.
• Work with a cooperative and positive attitude.
• Currently be enrolled in a minimum of 6 units of classes (undergraduate) or 5 units of classes (graduate) at the University.
• Notify the supervisor as soon as possible of work schedule changes.  Projects and exams may occasionally interfere with a work schedule; however, the student employee should notify the supervisor when such changes can be predicted.
• Keep an accurate record of hours worked.
• Work no more than 20 hours per week when classes are in session, and no more than 40 hours per week when classes are not in session.
• Submit the payroll information to the supervisor on the last working day of the payroll period.
• Earn no more than the predetermined earnings limit if the student is a financial aid recipient.
• Notify the supervisor promptly in the event of a revision in a Federal Work Study offer.
• Report changes in enrollment status to supervisor.

Important Offices

Office	Phone	Location
Federal Work Study Coordinator/Information	594-0355	SS-West 3605
Office of Financial Aid and Scholarships	594-6323	SS-West 3605
Center for Human Resources	594-7901	ESC 406
Career Services	594-6851	SS East 1200
Payroll Services	594-5251	ESC 406
SDSU Police Department	594-1991	DPS
Student Account Services	594-5253	SS West 2620
Educational Opportunity Program	594-6298	SS East 2109

Back to top