Off-Campus Work-Study FAQ
How do you enroll in the Work-Study Program?
Submit the following documents to the Financial Aid Office (FAO):
- Student Job Description (pdf) (one for each position) — A Job Description must be completed for each specific job and be on file in the McGeorge Financial Aid Office. A new Job Description must be completed if the position description changes.
- Signature Authorization Form (pdf) — List all individuals that will be certifying student timesheets and send to the FAO as soon as possible.
- Work-Study Job Posting Form (pdf) — If needed, complete a Work-Study Job Posting Form so we can advertise your work-study position. The information on this form will be displayed for viewing by our students on the Bulletin Board outside the FAO and on McGeorgeCareersOnline (online website for careers services).
Renewal is NOT automatic (unless special arrangements have been made). You must re-apply to renew your contract each year. The Financial Aid Office will send you a renewal notice in March or April as a reminder.
If your agency is approved to participate in the FWS program, the Financial Aid Office will return your contract to be signed.
Important — The contract must be signed by both McGeorge and your agency before a student can begin working at your agency. A student cannot begin working prior to the first day of classes of the semester for which the Federal Work-Study is initially awarded or the first day of the Summer Program.
Please Note — Summer session spans two fiscal years and your contract must be renewed before July 1st in order to hire or pay a student past July 1st.
Eligible students must be enrolled at least half-time at McGeorge. Students must be work-study eligible as required by the U.S. Department of Justice, Immigration, and Naturalization Service. In addition, a work-study allocation must be awarded. A student may check at the FAO if unsure about eligibility for work-study.
If you have questions about the FWS program or the application procedure, please call the Work-Study Coordinator at 916.739.7158.
Who is an eligible work-study student?
McGeorge encourages public and private non-profit organizations to hire student employees by participating in the FWS Program. A federal grant underwrites a percentage of the student's salary and the employer pays the remainder. Student employees in your organization are placed on the McGeorge payroll and paid bi-monthly. Your agency will be billed for your portion of the salary expense.
Student employees are students first and foremost and, in recognition of this, are limited to 20 hours per week during the academic year. This limit includes all student employment positions held simultaneously. During semester breaks students may be employed up to 40 hours per week as long as they have FWS awards before and after the semester break and may work up to 40 hours per week during the summer.
Pay Periods/Time Sheet
- Due Date — Timesheets are due in the Financial Aid Office around the 15th and the last day of each month. You will be emailed on a regular basis, because due dates may change. The supervisor should ensure the student's timesheets are accurate and complete before the supervisor submits for payment on a timely basis.
- Original Copies to Financial Aid Office — Employers are required to monitor the student's hours and sign the student(s) timesheet. The timesheet, with original signatures, must be submitted to the FAO as required for federal audits. Please verify your student's timesheet for correctness before signing. The respective work-study students supervisor or an authorized individual, as designated by the supervisor, should be the only individual approving the timesheet.
- Exception — We will accept faxed copies of bi-monthly time sheets for off campus employers or out of area employers, and the originals must be mailed. The supervisor and/or appointed representative should fax the approved time sheet to the FAO at 916.739.7162.
- Signature Authorization Form — The timesheet may only be signed by supervisors that have been authorized to do so via the Signature Authorization Form.
- Lunch Breaks — The law requires that students be given at least a one half hour lunch break if they work more than six (6) hours per day. The federal work-study grant does not pay for lunch periods or overtime hours worked. NOTE: Make sure the lunch breaks are clearly indicated on the timesheet.
Are students eligible for benefits such as paid vacation, sick leave, overtime or holidays?
No. There are no benefits. McGeorge covers social security benefits during summer employment and covers students under its workers compensation insurance policy.
- If a student works more than 40 hours in a week, McGeorge must pay overtime, for which the employer or department will be billed 100%.
- If a student puts hours on a timesheet for a holiday, the day must have actually been worked and the employer needs to initial the hours for that day. If the holiday date is not initialed by the employer, the hours will not be paid.
- If a student is ill, no hours should appear on the timesheet for the day not worked. A student can, however, arrange with the employer to make up the time (the time still should not exceed more than 20 hour per week during the academic year, or no more than 40 hours per week during the summer, or eight (8) hours in a day, or more than six (6) consecutive days).
If you have any questions concerning this information, contact the Work-Study Coordinator at 916.739.7158.
The FAO and Business Office are responsible for the timely invoicing between McGeorge and your agency.
Invoicing for FWS accounts are done shortly after the last timesheet of the month is entered, approximately on the 15th of each month. Contact Work-Study Coordinator 916.739.7158 with questions about your invoice.
Other Federal Work-Study Responsibilities
Attendance — It is the student employee's responsibility to arrive for work when scheduled, and be ready for work. Supervisors realize that the students' primary purpose for being at McGeorge is educational, and scheduling flexibility is required particularly during exams. However, it is important that students respond to the work commitment with diligence. Students are required to contact their immediate supervisor on days when they are ill, or when they will be late. Students should give reasonable notice to their supervisor when requesting special time off. Students will be monitored and evaluated on work output and performance by their supervisor. Work shifts and number of hours to be worked on a given day are set by the manager and/or immediate supervisors of the organization employing the student.
Performance — Supervisors should communicate performance expectations with the student employee; time lines of assignments, performance standards, and acceptable behavior. Supervisors should explain how and when students are to contact them on days students are ill, late, or when requesting time off. Supervisors should ensure that the students have sufficient duties and tasks to accomplish. It is not the intent of the FWS program to allow students to study while working. It is recommended that a list of tasks with low priority be available for students during non-peak work periods. The supervisor is responsible for monitoring the student's work performance. It is important to note that some types of student behavior may result in removal from the FWS program. Students showing continual disregard for their supervisor's guidelines in regard to job assignments, punctuality, attendance and other areas, indicate that the privilege of Federal Work-Study is not taken seriously. Job behaviors that cannot be satisfactorily resolved may result in termination from the FWS program. Timesheet falsification or other types of misrepresentation is fraud and will result in termination of participation from the FWS program and may result in an Honor Code violation. Students may appeal the cancellation of their award to the McGeorge Financial Aid Committee in writing. When a student wishes to terminate an employment assignment, the student's supervisor and McGeorge FAO must be notified in writing. A two week notice is recommended.
Disciplinary Procedure — If a supervisor is not pleased with a student employee's performance, skills or experience the supervisor may follow the disciplinary approach recommended below:
- First, initiate a verbal warning; clarify expectations and outline a time frame for change to occur.
- Second, initiate a written warning; outline performance problems, reference prior verbal warning, indicate desired improvement and that removal from the position may result if problems continue. Copy McGeorge FAO with the warning notice.
- Third, initiate a request for removal of the student employee and/or possible reassignment of student employee. Notify McGeorge FAO prior to terminating the employee.
Confidentiality — Some offices, in which students may be employed, contain confidential records and information. Students are not to seek or use any information other than that necessary to fulfill assigned duties. Students must not divulge or otherwise release confidential records or information in written or verbal form unless authorized. Students who divulge or misuse confidential information are subject to disciplinary action by McGeorge. Such action by the student may result in termination of the employment, expulsion from the Law School, or other legal action.
Dress Code — Neat, clean and tasteful clothing is always appropriate. Remember, student employees on campus are representing McGeorge to prospective students and/or parents, as well as currently enrolled students. Some jobs in certain departments will require clothing appropriate to that job. Students should check with the department's supervisor to see if there are specific dress requirements.
The pay periods for student employees are the 1st through 15th and the 16th through the last day of each month. Payday is the 10th and 26th working day of each month.
Contact the Financial Aid Office
Email | 916.739.7158