FEDERAL WORK STUDY

STUDENT HANDBOOK

INTRODUCTION

Welcome to Passaic County Community College Federal Work-Study program. The FWS
Program is a federally funded, need based program that provides students with employment
opportunities and earnings. To the maximum extent possible, our institution will provide Federal
Work Study positions that will compliment and reinforce each student's educational program or
career goals. The student’s work experience should be a positive learning experience. Students
who participate in this program have an opportunity to work on or off campus. Participation in
the FWS program can be beneficial to the students in the following ways:

 Help pay for educational and other related expenses

 Encourage community service and work related to a student’s field of study
 Gain valuable experience and build relationships in our communities
 Improve time management, communication, and organizational skills
 Reference or recommendations for future employment
 Contribute to college operations, student life, and local community

An added bonus is that FWS earnings from the previous year do not affect the following year’s
application for financial aid. Since Federal Work-Study employment is considered part of a
student’s financial aid package, it is administered by the Financial Aid Office and is subject to
Title IV federal regulations.

PURPOSE

The Federal Work Study Student Handbook is designed to provide an overview of the general
expectations about the program and to explain the policies and procedures that students and
supervisors must adhere to while participating in the program. Failure to adhere to the
guidelines may result in termination from the program. The Financial Aid Office is committed to
providing the student and supervisor with quality services. The Financial Aid Office ensures that
the program is in compliance with State, Federal and/ College guidelines. Please utilize the
material presented in this Handbook as needed during your work assignment and retain it as a
reference.

1
**PASSIAC COUNTY COMMUNITY COLLEGE DOES NOT DISCRIMINATE ON THE BASIS OF RACE, GENDER, SEXUAL ORIENTATION, AGE,
AND/OR PHYSICAL/MENTAL DISABILITY IN THE ADMINISTRATION OF ITS EMPLOYMENT PROGRAM**
Passaic County Community College is an Affirmative Action/Equal Opportunity Employer
ELIGIBILITY

Students who wish to be considered for the academic year or Summer Federal Work-Study
Program must file their FAFSA no later than April 15 of each year and must indicate their
interest in the program on the FAFSA application. Students will be considered for Federal Work-
Study on a first-come first-served basis.

The eligibility requirements are:

 File the Free Application for Federal Student Aid (FAFSA)

 Enroll in a matriculated undergraduate degree program (View a list of eligible
Degree/Certificate programs visit PCCC’s Student Employment page:
www.pccc.edu/financial-aid)
 Be a PCCC matriculated student enrolled with a minimum of six (6) credits during
the entire term employed as an FWS.
 Be a U.S. citizen or permanent resident.
 Maintain satisfactory academic progress.
 Cannot be in default on a student loan or owe a grant repayment.
 Maintain a cumulative GPA of 2.0 and meet Satisfactory Academic Progress
(SAP)
 Complete the FWS Orientation and submit all required documents

Federal Work-Study (FWS) is a financial award which allows the student with demonstrated
financial need to earn a portion of his/her educational expenses by working in a position in
various offices and departments on campus. Once hired, students are paid bi-weekly. Earnings
are not directly applied toward your charges or tuition and fees bill. Students can also earn their
FWS award by working in approved off-campus positions through the Federal Community
Service and America Reads Programs. Through the Federal Work-Study Program, and its
component programs, Community Service and the America Reads Program, students engage in
work for the College through public and private non-profit organizations.

HIRING DOCUMENTATION NEEDED:

1.) Direct Deposit Authorization form

2.) I-9 Form (Employment Eligibility Verification)
a. SS Card
b. US Passport
c. Birth Certificate
3.) W4 Form (IRS withholdings form)

2
**PASSIAC COUNTY COMMUNITY COLLEGE DOES NOT DISCRIMINATE ON THE BASIS OF RACE, GENDER, SEXUAL ORIENTATION, AGE,
AND/OR PHYSICAL/MENTAL DISABILITY IN THE ADMINISTRATION OF ITS EMPLOYMENT PROGRAM**
Passaic County Community College is an Affirmative Action/Equal Opportunity Employer
HIRING PROCESS
 REQUESTING A STUDENT – Hiring departments may request a specific student. When an
office wishes to hire a student worker they must complete the Supervisor Request Form
located on PCCC’s Financial Aid website under Financial Aid Forms.

 APPLYING – Students can either visit the Financial Aid Office to obtain the FWS
application or they may print one out from PCCC’s Financial Aid website under Financial
Aid Forms. Along with the form students must submit a copy of their current PCCC
Student ID and class schedule.

 INTERVIEW PROCESS – During an interview, the supervisor should discuss his/her

expectations, schedule limitations, skills, etc. with the student.

 FWS CONTRACT/EARNING AWARD LETTER – The FWS Supervisor will receive the FWS
Contract/Earning Award Letter after all Payroll documents have been received. The
supervisor will then be advised when the student has been authorized to begin working.
Both the supervisor and student must sign the FWS Contract/Earning Award Letter
indicating the understanding of monitoring and following working hours’ regulation along
with the terms of employment expected from each interested party. The department
head, area Dean or Vice President must also sign the FWS Contract/Earning Award
Letter indicating that the student is approved to work in the assigned area. Once
completed and signed the FWS Contract/Earning Award Letter must be returned to the
FWS Coordinator. The FWS Contract/Earning Award Letter will indicate the following:

 The name of the supervisor(s) and department.

 The academic term(s) in which the student may work.
 The maximum amount of weekly hours and total funds the
student may earn during the entire academic year.
 The current NJ State minimum rate of pay per hour: $13.00
 The start and end dates of the FWS contract

o ORIENTATION – Before getting hired, students MUST complete orientation with the
FWS coordinator and submit all

o JOB NOTIFICATION – Students who have been hired will receive an email
notification to their PCCC email from the supervisor advising them on their work
schedule.

o AWARDING – The FWS award represents an amount the student may EARN as
wages during the academic year. This amount will not be deducted from your
term bill. Pay rates are set by New Jersey State, the current minimum rate is
$13.00 an hour.

3
**PASSIAC COUNTY COMMUNITY COLLEGE DOES NOT DISCRIMINATE ON THE BASIS OF RACE, GENDER, SEXUAL ORIENTATION, AGE,
AND/OR PHYSICAL/MENTAL DISABILITY IN THE ADMINISTRATION OF ITS EMPLOYMENT PROGRAM**
Passaic County Community College is an Affirmative Action/Equal Opportunity Employer
ATTENDANCE:
Students are required to report to work on time for each assignment. If a student cannot work
because of an illness or emergency, the student must notify their supervisor via email or phone
two hours before the scheduled shift begins. Students are encouraged to consider the demands
of their academic schedule before committing to a work schedule.

LIMIT OF WORKING HOURS:

Students may NOT work more than 20 hours per week or 8 hours per day while classes are in
session. Approval for hours over PCCC vacations and breaks will be determined based on
availability of funds.

TIME SHEETS:
In order to comply with federal work study regulation, all students are required to use their swipe
card when they first report to work, when they take a break, leave for lunch, and complete their
shift. A student must NEVER swipe someone else’s card for them, or ask someone to clock
them in or out. Students will be paid for time worked only. Supervisors are responsible for
monitoring/verifying the accuracy of hours worked and ensuring that work did not occur during
class time or that the student has exceeded their scheduled working hours.

COMMUNICATION:
Students are to communicate with their supervisor with any concerns on their position, scheduled working
hours, and additional hour approval during PCCC’s Winter/Spring breaks.

STUDENT RESPONSIBILITIES:

 Complete the FWS Employment Application and all required employment documents
listed in this handbook before starting work.
 Be punctual and work the agreed working hours.
 Perform to the best of your ability, cooperate with the department procedures, and have
a positive work attitude.
 Provide accurate reporting of your time using the swipe card.
 Keeping track of your cumulative earnings so as to not exceed your FWS award.
 Performing your duties in a professional manner and maintain confidentiality.
 Inform your supervisor at least one week in advance when terminating employment and
ask for help concerning anything you do not understand regarding your job duties.

4
**PASSIAC COUNTY COMMUNITY COLLEGE DOES NOT DISCRIMINATE ON THE BASIS OF RACE, GENDER, SEXUAL ORIENTATION, AGE,
AND/OR PHYSICAL/MENTAL DISABILITY IN THE ADMINISTRATION OF ITS EMPLOYMENT PROGRAM**
Passaic County Community College is an Affirmative Action/Equal Opportunity Employer
SUPERVISOR RESPONSIBILITIES

 Develop a desired work schedule with the student(s).

 Provide a job description to the student.
 Define students’ duties and explain the job as thoroughly as possible.
 Introduce students to other employees.
 Explain rules and regulations relevant to the work site.
 Give day-to-day supervision. Follow-up on students’ work assignments.
 Inform students of the dress code expected for the work site.
 Notify students in advance of your absence and give instructions for that period of
time.
 Submit written justification for termination of FWS student(s) to the FWS office.
 Train students to successfully complete their duties and share clear expectations with
them.
 Monitor FWS earnings, making sure students do not exceed their maximum award
amount.
 Monitor weekly hours to ensure students do not work more hours than permitted.
 Confirm time sheets are completed properly, submitted, and approved at the end of each
pay period.
 Ensure all hours recorded have been worked and do not overlap with students’ class
schedule.
 If you need to impose disciplinary action, please contact Human Resources and notify
the FWS Coordinator.
 Consult with the FWS Coordinator for more information or for any special case.

ADDITIONAL GUIDELINES

 Each department must be approved to participate in the program. The Department must
complete a FWS Department Request Form, submit an approved job description. There
is no comp/snow/sick/vacation days or overtime for students. It is “hours worked equals
hours” paid.
 Students may not supervise other students.
 Students must work during department/office hours. Work cannot be done from home.
 Supervisors must monitor, in conjunction with the student that they do not go over their
work study allocation.
 A student cannot begin work until the Work Study Contract is completed and submitted
for processing to the office of Financial Aid.
 In the event that the primary supervisor is not available, there must be a back-up person
who will fill in during the absence of the supervisor. This should be someone who can
verify the hours a student has worked.
 Students cannot work more than their maximum hours per week. This policy is strictly
enforced.

5
**PASSIAC COUNTY COMMUNITY COLLEGE DOES NOT DISCRIMINATE ON THE BASIS OF RACE, GENDER, SEXUAL ORIENTATION, AGE,
AND/OR PHYSICAL/MENTAL DISABILITY IN THE ADMINISTRATION OF ITS EMPLOYMENT PROGRAM**
Passaic County Community College is an Affirmative Action/Equal Opportunity Employer
CANCELLATION

The Financial Aid Office may cancel a student's award if he/she:

1.) Fails to maintain satisfactory academic progress;

2.) Fails to report to the Work-Study Coordinator within two weeks after being awarded;
3.) Fails to report to the work site within seven days of the starting date;
4.) Has received another award or scholarship of which could cause an over-award;
5.) Fails to submit a timesheet for two consecutive pay periods.

WARNING AND/OR TERMINATION

The work site supervisor may terminate the employment of a Work- Study employee whose job
performance, conduct and/or dependability is unacceptable according to departmental and
Federal Work-Study standards. The supervisor is responsible for justifying the termination in
writing and sending it to the Work-Study Coordinator. A student may appeal the warning or
termination by requesting a meeting with the FWS Coordinator. The FWS Coordinator will
inform the student if they have the right to be placed in another position.

6
**PASSIAC COUNTY COMMUNITY COLLEGE DOES NOT DISCRIMINATE ON THE BASIS OF RACE, GENDER, SEXUAL ORIENTATION, AGE,
AND/OR PHYSICAL/MENTAL DISABILITY IN THE ADMINISTRATION OF ITS EMPLOYMENT PROGRAM**
Passaic County Community College is an Affirmative Action/Equal Opportunity Employer
FEDERAL WORK-STUDY PROGRAM CODE OF RESPONSIBILITY FOR
CONFIDENTIALITY OF DATA, PROFESSIONAL USE OF OFFICE
EQUIPMENT, AND PROFESSIONAL BEHAVIOR
Security and confidentiality of student records and professional use of the office equipment are
matters of concern for all regular and student employees who have access to paper files or
computerized data bases, and office equipment.

Each student employee holds a position of trust and must recognize the responsibilities of
preserving the security and confidentiality of School Information. All student employees with
authorized access to the system and/or office equipment are expected:

1. Not to make or permit unauthorized use of any confidential information

2. Not to seek personal benefit or permit others to benefit personally from any information which
had come to them through their employment

3. Not to exhibit or divulge the contents of any record or report to any person according to the
Family Educational Rights and Privacy Act (see Student Handbook for further information)

4. Not knowingly include or cause to be included in any record or report a false, inaccurate, or
misleading entry

5. Not to operate or request others to operate any school business equipment (e.g. computers,
fax, copying machines, telephones, internet) for personal business

6. Not to aid, abet, or act in conspiracy with any other person to violate part of this code

7. To report immediately any violation of this code to his/her supervisor

Professionalism in behavior, dress, and speech is also expected of all student employees.
Courtesy to staff, students and all members of the college community is a requisite part of this
professional behavior.

I have read and understand the above Code of Responsibility and agree to comply with its
stipulations. I understand that violations of this code could lead to disciplinary action, which may
include dismissal from the position. I also understand that the confidentiality stipulated here
extends past the period of employment. I will also conduct myself in a professional manner at all
times.

Jennifer Gasparino
Supervisor Printed Name: ________________________ 1/11/22
Signature: ___________________ Date: _____

Student Printed Name: ___________________________ Signature: ___________________ Date: _____

7
**PASSIAC COUNTY COMMUNITY COLLEGE DOES NOT DISCRIMINATE ON THE BASIS OF RACE, GENDER, SEXUAL ORIENTATION, AGE,
AND/OR PHYSICAL/MENTAL DISABILITY IN THE ADMINISTRATION OF ITS EMPLOYMENT PROGRAM**
Passaic County Community College is an Affirmative Action/Equal Opportunity Employer