The Office of Veteran Services and Financial Aid (VSFA) thanks you for participating in the College Work Study (CWS) Program as a Supervisor! Please read below for some of the common questions we receive and feel free to reach out to our office if yours is not listed.
- How is work-study funded?
Funding for the CWS program comes from the federal and state government and amounts can change from year to year. Funds are expended during the federal award year, which typically runs from July 1st to June 15th each year.
- How to begin participation in the CWS Program?
Becoming a part of the CWS program starts with identifying a position that you have that will be suitable for the work-study program. A position is considered “eligible” if:
- it benefits the student (e.g. working in a laboratory in the student’s field of study),
- it benefits other students (e.g. working in the library or tutoring), or
- it benefits community service programs.
- How do I post a job opening?
Departments must submit a job description to VSFA. The posting needs to identify the job requirements, expected hours to be worked for the term, number of open positions, and the person responsible for the hiring process.
- How are students eligible to participate in the CWS Program?
Students must complete the Free Application for Federal Student Aid (FAFSA) and VSFA will determine if they are eligible for a need-based work study award. Students are sent an Employment Eligibility Notice that they can share with you, so you know they are eligible before you submit your Intent to Hire.
- What is the next step once I have subimtted an Intent to Hire for a student?
VSFA will send your student a request to submit their hiring paperwork to our office in the library. We will make sure all forms are complete and then forward them to HR so they can complete the back-ground check and create the employee’s profile in their system. Once we have confirmation from HR that everything is in order, we will send the student a Clearance Date email which has their start date.
Students must not begin working until receiving their Clearance Date email and any hours submitted for work before that date will not be paid.
- When can a student begin working?
The earliest students can begin working is their first-class day (as indicated by their academic calendar) or July 1st, whichever is later. This is only after all applicable forms have been processed and the student has received their Clearance Email with their start date. Students should never be scheduled to work during their regular class-times (supervisors are responsible for monitoring this requirement).
Example:
- First class day – June 24th, earliest the student could begin working is July 1st.
- First class day – August 24th, earliest the student could begin working is August 24th.
- When do students stop working?
As long as funding remains available, students will stop working after their official last-class day for the academic year (as indicated by their academic calendar) or June 15th, whichever is earlier.
Example:
- Last class day – August 16th, student’s last day to work is June 15th
- Last class day – April 24th, student’s last day to work is April 24th
- Are students compensated for the Knowledge Center trainings required by the university?
Yes, students can be compensated approximately 2 hours total for all required training. The student must submit their completion certificate of the trainings to their supervisor and the supervisor can add the time on the student’s time sheet.
- Can students work for more than one work study department at a time?
No, CWS students are allowed employment in only one CWS job at a time. If the student needs to change jobs mid-year, that is fine as long as the end and begin dates do not over-lap each other.
- Time Sheets?
Students will submit their time sheet to their supervisors for approval based on the deadlines you designate. The supervisor will receive the official time sheet from VSFA on Wednesday before the payroll deadline. The supervisor will fill in the official time sheet and upload to the VSFA Share Point before the deadline. The deadline and Share Point link will be given in the email when the time sheet is sent to the supervisor.
- How can I keep track of a student’s remaining hours?
Supervisors are able to track their student’s remaining hours through the time sheet VSFA sends or they may request the remaining hours of their student worker(s) at any time by emailing vsfa@uthscsa.edu.
- How many hours a week can a student work?
Students may submit up to 20 hours per week Monday through Sunday, with no more than 8 hours per day, for payment from the CWS program. This must be for time actually spent working. NO time should be allocated for study time.