Federal Work-Study (FWS) Program
Student Employment Handbook
A Guide on Policies and Procedures
for FWS Student Employees
Gallaudet University
Office of Financial Aid
800 Florida Avenue NE
Washington, D.C. 20002-3695
Gallaudet University is an equal opportunity employer/educational institution and does not discriminate on the basis of race, color, sex,
national origin, religion, age, hearing status, disability, covered veteran status, marital status, personal appearance, sexual orientation,
family responsibilities, matriculation, political affiliation, source of income, place of business or residence, pregnancy, childbirth, or any
other unlawful basis.
TABLE OF CONTENTS
TABLE OF CONTENTS ............................................................................................................................ 2
INTRODUCTION ...................................................................................................................................... 3
WHAT IS FEDERAL WORK-STUDY PROGRAM?............................................................................... 4
HOW DOES FEDERAL WORK-STUDY WORK?.................................................................................. 4
HOW TO QUALIFY FOR FEDERAL WORK-STUDY? ......................................................................... 5
COMMUNITY SERVICE PROGRAMS ................................................................................................... 5
AMERICA READS CHALLENGE ........................................................................................................... 5
TERMS OF EMPLOYMENT .................................................................................................................... 6
HOURLY RATES ...................................................................................................................................... 6
JOB DESCRIPTIONS ................................................................................................................................ 6
HIRING PROCEDURES ........................................................................................................................... 7
STUDENT PAY SCHEDULE ................................................................................................................... 7
GENERAL INFORMATION FOR FWS STUDENT WORKERS ......................................................... 10
TERMINATION AND SUSPENSION .................................................................................................... 11
GALLAUDET UNIVERSITY POLICY LINKS ..................................................................................... 11
TAX FORM LINKS ................................................................................................................................. 11
ADP ENTERPRISE E-TIME TUTORIAL .............................................................................................. 12
CAREER CENTER .................................................................................................................................. 13
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INTRODUCTION
The information provided in this handbook is designed to acquaint you with program
guidelines and inform you, the Federal Work-Study (FWS) student employee, about your
responsibilities, rights, and obligations under the Federal Work-Study (FWS) Program.
As a student worker, you will join a large team of employees working to serve the needs
of the campus community. It is hoped that your campus working experience will not
only enable you to earn funds to pay school expenses, but will expose you to different
work environments, develop your skills through practical work experiences, allow you to
accept and understand responsibility, and develop good work habits.
The Federal Work-Study Program (FWS) is a financial aid program which supports parttime employment for students on the Gallaudet University campus. The program affords
the University unusual opportunities to improve its services by utilizing the skills and
talents of its student employees in areas which might not be fully developed.
The information in this handbook is effective at the time of publication; future changes in
policies and procedures may be necessary.
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WHAT IS FEDERAL WORK-STUDY PROGRAM?
T
he Federal Work-Study Program is a federally funded program established in1964 by the Economic
Opportunity Act. The Higher Education Amendments of 1968 (P.L. 90-575) transferred the
statutory authority for the program to the Higher Education Act of 1965 (P.L.89-329) as amended.
FWS is currently authorized under Part C of Title IV of the Higher Education Act of 1965, as amended
by the Educational Amendments of 1968, 1972, 1980, 1986, and 1992.
The Federal Work-Study Program is a need-based, federal financial aid program. Under this program,
funds are given to participating colleges and universities to administer in accordance with the
regulations and guidelines provided by the Congress of the United States and the Department of
Education.
Although an award has been issued to the student for employment, if the program funding is exhausted,
students will be given a notification to STOP employment under FWS. In the event that a student FWS
funds have been exhausted, the student may continue employment only if the supervisor agrees to
finance the student’s salary in full.
FWS employment is not automatically renewed after the job has ended for the semester or academic
year. It is required that students re-apply for financial aid by the established deadlines.
HOW DOES FEDERAL WORK-STUDY WORK?
The Federal Work-Study (FWS) Program pays 70% percent of the student’s earnings and the hiring
department pays 30% percent charged to their account number. Students are not permitted to work more
than thirty-nine (39) hours weekly or seventy-nine (79) hours during a two week period.
The money students earn from the FWS Program should first be used to cover their educational
expenses; for example tuition, room and board etc. If the students do not owe the university and their
student account is paid in full, the students may use the money for other college related expenses.
Employment is authorized only for the semesters indicated on the student’s award notification. Students
are to refer to their financial aid award letter to determine the amount to be earned each semester.
However, while working if the funding for the Federal Work-Study Program is exhausted, students
will be instructed to STOP working immediately unless the hiring departments are able to continue their
employment. Students are expected to be registered at least half-time during the full period of
employment. No payments can be authorized for hours worked during a period after students have
withdrawn from the university, graduated or have ceased to be officially registered.
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HOW TO QUALIFY FOR FEDERAL WORK-STUDY?
T

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

o qualify, a student must satisfy the following requirements:
 Students must be United States citizens or eligible non-citizens.
Students must be enrolled at least half-time.
Students who take a leave of absence, withdraw, or are dismissed from the university are no
longer eligible for Federal Work- Study.
Students must apply for Federal Work-Study by completing the Free Application for Federal
Student Aid (FAFSA) http://www.fafsa.ed.gov/ Title IV School code: 001443
Institutional Financial Aid Application (IFAA) on Bison.
Students must indicate interest in and meet certain need-based criteria for FWS.
The Director of Financial Aid Office will evaluate the student’s eligibility based on the FAFSA results
and inform them about their eligibility for the Federal Work-Study Program.
COMMUNITY SERVICE PROGRAMS
The Financial Aid Office welcomes all Federal Work-Study (FWS) to “Experience the Spirit of Giving”
through participation in the FWS Community Service Program (CSP). Through this program, students
may work for non-profit community service agencies in the metropolitan areas performing direct service
to a community in need. Through community service, students can make a positive difference while
gaining valuable work experience necessary for today’s workplace. Students can explore new career
fields, cultures, ethnicities, and interests thereby enhancing their educational and professional careers. A
few of the agencies that have participated with our students are:
 Deaf Reach Inc.
 Advocates for Justice in Education
 Youth Services America
 Mental Health Center/Kellogg Conference Center
 Metropolitan area public schools
AMERICA READS CHALLENGE
The Administration in 1994 launched the America Reads Challenge with one objective: to have all
children reading well and independently by the end of the third grade. It is recommended that FWS
students be employed as reading or mathematics tutors if you have tutoring experience or are willing to
be trained by the university, by the school district, or by the literacy organization. If you are
participating in an externship or internship in a local area public school involved with tutoring, reading,
mathematics, or family literacy program, please contact the Financial Aid Office.
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TERMS OF EMPLOYMENT
All students under the Federal Work-Study program will be sent FWS e-mail attachments from the
Financial Aid Office. Each eligible FWS student employee should present a FWS Job Referral Form, if
he/she has indicated they are eligible but do not have this form, please send the student back to the
Financial Aid Office. Federal Work-Study students are ready to start working after the Financial
Aid Office receives the following required documents:


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
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FWS Contract (signed by both student and supervisor)
FWS Referral
Job Description Form
Career Center Job Application
I-9 (New Gallaudet Employees)
W-4 Federal Tax Form
Local Tax Form
Each student is expected to establish a work schedule with the supervisor. Working hours should fall
within the established operating hours for your department. Record the student’s class schedules and
develop a work schedule which will not interfere with class attendance. Whenever, possible supervisors
should be willing to arrange flexible work schedules during examination periods.
FWS referred students are expected to honor the FWS contract time with the hiring department. If a
change becomes necessary due to conflict of interest, class schedules etc. please notify the Financial Aid
Office prior to any change in job assignments.
HOURLY RATES
All students must be paid at least the minimum wage. The hiring department is responsible for
setting the hourly rate for the FWS students. The determination of how much to pay the student may
depend upon previous work experience and/or education the student included on the job application.
JOB DESCRIPTIONS
The supervisor is responsible for providing the FWS student and the Financial Aid Office upon the
completion of the hiring process, a job description for each FWS student hired in the department.
The job description may be a generalized job description. For example, front desk clerks, office clerks,
and lab assistants are positions where the duties will remain constant while other positions may require a
more detailed job description. For example, teacher assistants, bloggers, or photographers.
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HIRING PROCEDURES
Students
All students who received an award notification that included Federal Work-Study Program will receive
an e-mail from the Financial Aid Office after add/drop period has ended. Students are instructed not to
begin working prior to the official starting date of the FWS Program, which will be announced on
the Daily Digest.
Instructions:
 Each student will receive an e-mail notification.
 E-mail instructions on where to find the hyperlink for the FWS forms e.g. FWS Job
Referral, FWS Contract, and blank job description form for the supervisors.
 Each with have links to the federal tax and state forms.
 Each student must complete Career Center Job Application.
 If hired, the Hiring Supervisor must complete the Referral Form which includes your hourly
rate, term of employment, attached a job description, and the FWS contract must be signed
by you and the supervisor.
 Return to the Financial Aid Office with your packet BEFORE you begin working.
 Each student will be able to clock in and out of E-time after their names have been submitted to
Payroll Office.
 Students who worked the previous academic year should check with the Payroll Office, located
in College Hall Rm. 320, to make sure their names are activated in the E-time system.
STUDENT PAY/SALARY SYSTEM
Student employees are paid according to a level and step system.
A
B
C
D
1
8.25
8.89
9.40
10.19
2
8.46
9.12
9.64
10.89
3
8.69
9.35
9.90
11.17
4
8.91
9.60
10.16
11.46
5
9.14
9.85
10.42
11.75
6
9.38
10.11
10.70
12.05
7
9.62
10.37
10.98
12.31
8
9.87
10.64
11.28
12.64
9
10.13
10.93
11.58
12.97
10
10.40
11.22
11.89
13.31
11
10.67
11.52
12.21
13.66
12
10.95
11.82
12.54
14.02
13
11.23
12.14
12.88
14.39
14
11.51
12.44
13.21
14.75
15
11.79
12.75
13.54
15.11
Note: Level A, Step 1 is equivalent to the minimum wage effective July 24, 2009. The entire student schedule may be
revised periodically to ensure compliance with minimum wage laws and to maintain market comparable pay rates.
The levels are based on the complexity of the job and the qualifications required.
Positions on Level A require little or no specialized training or experience. Tasks are generally the same,
are guided by instruction and/or an established routine, and do not require significant problem solving.
Examples: file clerk, office assistant, receptionist, accounting clerk, library assistant (processing and
circulation), groundskeeper, postal/mail clerk, bus monitor, data entry clerk, classroom aide.
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Positions on Level B require some related skill, training, and/or experience. Tasks are similar (but more
complex than Level A), require some independent thinking and problem solving, and may involve the use
of specialized equipment. Accountability, program impact, and/or the need for a high level of human
relations skills may warrant a placement higher than Level A. Examples: cashier, library assistant
(reference), program assistant, secretary, receptionist (e.g., President’s or VP’s office).
Positions on Level C require the application of knowledge gained through related coursework, specialized
training, or experience, and usually require leadership capability. Tasks are more abstractly defined and
require independent thinking, initiative, and problem solving. Accountability and impact are
considerations. Examples: tutor, teaching assistant, lab assistant, shuttle bus driver, group leader, student
advisor, resident advisor, tour guide, aerobics instructor.
Positions on Level D require proficiency in and a thorough knowledge of a particular area acquired
through coursework, training, or experience. Tasks are guided by general program goals and require
analytical thinking, complex problem solving, independent action, and decision making. Accountability
and impact are clearly important considerations. Little supervision is provided. Examples: job developer,
program planner, peer health advocate, telecommunications technician, network technician, conference
planner, judicial hearing coordinator, high level program assistants.
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Fiscal Year 2014-PAYROLL SCHEDULE
** Due to holiday closures, FWS students may be required to submit E-time cards earlier than the
pay schedule.
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GENERAL INFORMATION FOR FWS STUDENT WORKERS
Each student employee is responsible for abiding by the FWS Program requirements, departmental and
University policies. FWS Student workers are expected to perform job duties competently and to
project a positive image of the University.
The following apply to FWS Student Workers:
EACH STUDENT WORKER:
1. MUST be willing to work and perform job duties satisfactorily as assigned.
2. MUST establish and adhere to a regular work schedule, be prompt and consistent in attendance,
and avoid repeated absenteeism and tardiness which may result in termination of your student
employment.
3. MOST students are assigned to areas open weekdays from 8 a.m. to 5 p.m. Night and weekend
hours may also be scheduled in certain departments. For example, Athletic Departments,
Computer/Science Labs and the Library.
4. MUST establish a work schedule with the supervisor.
5. MUST plan your work schedule around your class schedule.
6. MUST respect the confidentiality of University records and other information which he/she sees
or hears in the work area.
7. MUST exercise courtesy, tact, and good judgment in the performance of job duties and maintain
harmonious relationship with co-workers.
EACH STUDENT HAS THE RIGHT:
1. To be apprised of his/her job duties and to know who will provide both immediate and general
supervision of his/her work.
2. To request and receive an appraisal of his/her work.
3. To discuss and report any related concerns to the supervisor or department head and the
Financial Aid Office.
4. To request a job re-assignment, if warranted due to unusual circumstances.
5. To be issued a University payroll check for all hours worked and reported in accordance with
student employment guidelines.
GRIEVANCE PROCEDURES
It is expect that minor disagreements between co-workers, students, and supervisors can be
addressed without intervention. Serious problems should be discussed between student and immediate
supervisor. If the student and supervisor are unable to resolve the problem, the Financial Aid Office
should be notified. Most problems can be resolved by the Financial Aid staff to the mutual satisfaction
of all concerned. Depending on the nature of the problem, however, it may be deemed necessary to
refer the student(s) and/or supervisor(s) to the Human Resources Department in College Hall.
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TERMINATION AND SUSPENSION
Student employment is contingent upon several factors including satisfactory work performance.
Supervisors may have cause to recommend early termination of students from their work areas for the
following reason listed below:
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Unsatisfactory Work Performance.
Insubordination.
Repeated failure to report to work or adhere to agreed schedule.
Falsification of hours in the E-time systems- clocking in and out but not actually working.
Behavior which reflects negatively on the University and its polices.
TERMINATION INITIATED BY STUDENT
Termination may be requested by the student for the following reasons:
1. Class Schedule conflicts.
2. Prolonged illness.
3. More time needed for class/studying.
GALLAUDET UNIVERSITY POLICY LINKS
These policies apply to faculty, teachers, staff, and students in all offices and divisions of Gallaudet
University are located in the Administration & Operations Manual.
Sexual Harassment-3.02 Protection Against Sexual Harassment
Smoking- 1.07 Smoking
Service Animals 1.08 Service Animal
Violence 1.01 Standards of Conduct and/or Workplace Violence
Alcohol 1.04 and Drugs1.05
Inclement Weather 1.06 Inclement Weather
TAX FORM LINKS AND Employment Verification Form (I-9)
I-9 Employment Eligibility Verification
(required for all new employees must have identification from the list on the back of the form).
Federal Tax W-4
D4-DC State Tax (on-campus & DC residents)
MW507 Maryland State Tax Form (MD residents only)
VA-4 Virginia State Tax Form (residents only)
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ADP ENTERPRISE E-TIME TUTORIAL
The hyperlink to Administration and Finance-Payroll Office is listed below:
http://www.gallaudet.edu/af/hrs_payrollandetimeinformation.xml
If you are not familiar with E-time, the university provides online tutorial for students and supervisors.
The hyperlink to the tutorial screen is listed below; if you are student please use the employee’s button
for your tutorial training and all supervisors/managers will use the manager’s button.
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CAREER CENTER
Job opportunities are posted on campus using Bison Career Link (BCL); students must register and received a
password before accessing this site.
Bison Career Link
http://www.gallaudet.edu/Student_Affairs/Student_Support_Services/Career_Center.html
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FEDERAL WORK-STUDY/
COMMUNITY SERVICE
JOB DESCRIPTION
Organization Name:
_______________________________________________________
Department: ____________________________________________
Address:________________________________________________
Voice/TTY/VP number:______ ______ _______
______________________________________________________
Contact Name: _________________________________________
Student’s Job Title: ______________________________________
What population in the campus/community is being served by this job?
________________________________________________________________________
________________________________________________________________________
Please provide a detailed job description.
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800 Florida Ave NE
Chapel Hall G-02
Washington, DC 20002
(202)651-5290(voice/tty)
(202)651-5740 (fax)
FEDERAL WORK-STUDY (FWS )
CONTRACT
2013/2014
Contract Assignment Effective: IMMEDIATELY
Student: ______________________________ID#_________________________
Please read carefully the following points in regard to your service contract:
1. You have been certified to participate in the Federal Work-Study Program (FWS). Although an
anticipated award was issued to you for employment, IF the program funding is exhausted you
will be given a notification to STOP employment under the FWS Program.
2. You will be paid at the rate of $_____.___ per hour or salary of $_________ Fall semester and
$__________ Spring semester, or Summer $______________ for your period of employment.
3. You can work a total of ______ hours during the school year. Your work schedule is arranged
with your Hiring Supervisor, not to exceed 39 hrs /weekly.
4. You are responsible for daily punching in your hours on e-Time under your hiring department
account number. Any missed punches on e-Time could mean you will not be paid for these
hours.
5. Students are expected to complete all punch-ins and punch-outs on e-time at least by Friday for
each 2 weeks of work. Students who do not comply run the risk of not being paid for hours
worked under the Federal Work-Study program.
6. Hours worked beyond this contractual agreement must be paid totally by your HIRING
DEPARTMENT unless you are given written authority by the Office of Financial Aid. If for
medical or academic reasons you cannot complete your assignments, you MUST notify the
Office of Financial Aid immediately.
7. Changes in work assignments can be made only through the Office of Financial Aid.
8. Your work experience may be evaluated. Therefore, your performance should be your best.
9. Information and answers to any questions about the Federal Work-Study Program are
available in the Office of Financial Aid.
*ATTENTION SUPERVISORS*
In the event that the Federal Work-Study Funding is exhausted prior to the end of the Academic
Year, the federal support will end and students/supervisors will be notified that FWS funds will no
longer be available.
FWS Supervisor’s Signature: ___________________________________
FWS Participant’s Signature: _____________________________________
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800 Florida Ave NE
Chapel Hall G-02
Washington, DC 20002
(202)651-5290 (voice/tty)
(202)651-5740 (fax)
2013/2014
FEDERAL WORK-STUDY (FWS) REFERRAL
This contract will enroll_________________________________ in the FWS
program for the 2013-2014 Academic Year.
RETURN, this form to the student who will bring it to the Financial
Aid Office, Chapel Hall, Rm. G-02 with the information below completed.
Please remember that all FWS students must be paid at least minimum
Wage of $ 8.25 per hour.
If at any time during the academic year, the student’s pay rate is changed, the
Hiring Supervisor is required to notify the Financial Aid Office and submit an
updated Referral Form.
THIS SECTION TO BE COMPLETED BY HIRING SUPERVISOR
*A Job description specifically for this student’s position MUST BE
attached when you return this form*
Student Name_____________________________________ID#__________
Department_____________________Location Bldg./Rm.______________
Department Account#__________-035
Phone Ext. or VP number___________ Suprv.Email___________________
This student is a □ New Hire □Rehired
This student is paid (check one): □salary of $_________every__________
□ $ ____.____ per hour
Duration of JOB: FROM: ______/____/_____ TO: ____/____ /_____
_____________________________ ________________________________
Print Supervisor Name
Signature of Hiring Supervisor
_____________________________ ________________________________
Print Name of Alternate
Signature of Alternate
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GALLAUDET UNIVERSITY
STUDENT EMPLOYMENT APPLICATION
POSITION DESIRED
DEPARTMENT
NAME
SS#
ID #
LOCAL/CAMPUS ADDRESS
E-MAIL
TELE #
CLASS (e.g., Freshman, Graduate MA/MS)
MAJOR_
PERMANENT ADDRESS
GENERAL INFORMATION
Are you lawfully entitled to work in the U.S.? (Verification will be required)
Have you applied for Federal Work Study? (If no, see the Financial Aid Office)
If you have applied for Federal Work Study, are you eligible?
If you are under age 18, will you be able to furnish a work permit if employed?
___ NA
Have you ever been convicted of a felony or pleaded no contest to a felony,
or been convicted of a misdemeanor resulting in imprisonment?
If yes, explain:
SCHEDULE
(Place an X at the times when you are available to work)
9am
10am
11am
12n
1pm
2pm
3pm
4pm
5pm
6pm
___ Yes
___ Yes
___ Yes
___ Yes
___ No
___ No
___ No
___ No
___ Yes ___ No
7pm
8pm
9pm
Mon
Tues
Wed
Thur
Fri
Sat
Sun
When can you start work? ________________________
How many hours each week are you willing and able to work?
Are you willing to work on weekends? ___ Yes ___ No
EDUCATION
School/Location
Yrs Attended
Graduate (Y/N)
Major
GPA
High School
Vocational/Business
College/University
If you are not a new student, what is your current GPA?
TRAINING/SPECIAL SKILLS
Describe any special skills (including computer skills), training, or other qualifications you feel are applicable to the position for which you
have applied.
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EXPERIENCE
List most recent experience first. Include other student employment, coop/internship experiences, volunteer work, etc.
Employer:
Type of Business:
Address:
Telephone:
Dates of Employment: From:
Reason for Leaving:
Duties:
Job Title:
Supervisor’s Name:
Employer:
Type of Business:
Address:
Telephone:
Dates of Employment: From:
Reason for Leaving:
Duties:
Job Title:
Supervisor’s Name:
Employer:
Type of Business:
Address:
Telephone:
Dates of Employment: From:
Reason for Leaving:
Duties:
Job Title:
Supervisor’s Name:
Salary:
To:
May we contact this employer?
Salary:
To:
May we contact this employer?
Salary:
To:
May we contact this employer?
APPLICANT CERTIFICATION
I certify that, to the best of my knowledge, the information on this application is true and complete. I understand that any false information
contained in this application may result in my not being considered for student employment, or if employed, terminated from the position. I
authorize Gallaudet University to contact former employers, school officials, references, etc., unless I specifically state on this application
not to do so. Additionally, I hereby release all former employers, school officials, and any individuals contacted regarding a reference from
liability and any damages whatsoever resulting from giving such information regarding my background.
Applicant Signature
Date
Gallaudet University is an equal opportunity employer/educational institution and does not discriminate on
the basis of race, color, sex, national origin, religion, age, hearing status, disability, covered veteran status, marital status,
personal appearance, sexual orientation, family responsibilities, matriculation, political affiliation, source of income, place of
business or residence, pregnancy, childbirth, or any other unlawful basis.
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