Work Study Employment Guide

The Federal Work-Study (FWS) program gives you an opportunity to earn money while enrolled in school to help pay for your educational expenses. It creates an atmosphere to practice communication, interpersonal skills, time management and help prepare you for your future career.

Work Study Job Listing

The Work Study Employment Guide is designed to provide general information for student employment at Chattanooga State Community College. Contact the Financial Aid office for specific information.

Institutional Work Study

Institutional Work Study (IWS) is fully funded (100%) by the employer's department. These positions are based simply on the availability of funds in each department and do not depend on any financial need.

Eligibility

For eligibility, students must be accepted into a program as a degree-seeking student OR dual enrollment student and be enrolled in at least six (6) credit hours prior to working as an institutional worker. Completing the Federal Application for Federal Student Aid(FAFSA) is not required for employment. (All other Federal Work Study rules/regulations apply to Institutional Work Study students).

Federal Work Study

The Federal Work Study (FWS) program provides part-time employment to help students defray the cost of attendance. The federal government pays 75% of the student’s earnings and the employer’s department pays the remaining 25%. Income earned through the FWS program does not have to be repaid.

Eligibility

The Free Application for Federal Student Aid (FAFSA) and all financial aid requirements needed by the institution must be completed to receive any federal assistance. Students must demonstrate financial need through the FAFSA and students must be accepted into a program as a degree-seeking student. Dual enrollment students are not eligible to participate in the Federal Work Study Program.

Additionally, students must maintain Satisfactory Academic Progress to be allowed to participate in the Federal Work Study Program and maintain at least half-time enrollment to qualify for the program. If a student drops below half-time enrollment at any point during the term, the student is immediately terminated from the program. However, students interested in working the summer term are only required to be enrolled in at least three (3) credit hours or preregistered for the fall in at least six (6) credit hours.

Federal Work Study funds are limited and therefore it is awarded on a first-come, first-serve basis until the funds are depleted. The award amounts are generally $5400.00 ($2700.00 for fall and $2700.00 for spring).

Holding more than one Federal Work Study job at a time is restricted. In addition, students cannot be classified as a Federal Work Study participant and an employee of the institution.

Job Posting

It is the student’s responsibility to find a Federal Work Study job on campus. Review the list of open positions and contact supervisor of the desired position to notify them you are interested in a Federal Work Study job. If student is eligible, the supervisor may create a student employment contract and notify student to complete the contract.

Federal Work Study funded jobs may be viewed by students on the Financial Aid homepage at https://www.chattanoogastate.edu/student-employment.

Requirements

Listed below are the required employment forms to be completed by the student prior to working:

  • Student Employment Contract
  • Form I-9, Employment Eligibility Verification
  • Documentation used for Identification (refer to I-9 form for list of acceptable documents)
  • Form W-4, Employee’s Withholding Allowance Certificate
  • Direct Deposit Agreement Form
  • Voided Check OR Document from Bank including Account and Routing number
  • Work Study Student Trainging form (must be submitted to Financial Aid)

*However, Human Resources will need to see Social Security Card to verify legal name if it was not used as identification for I-9 Form.

Hours and Pay

The student and supervisor should establish a work schedule that is acceptable to both parties. Both supervisors and students are responsible for establishing hours within the guidelines below. Violating these policies may result in a loss of funding for the position.

Guidelines for work hours:

  • Students can work up to, but no more than 20 hours a week while classes are in session.
  • Students can work up to, but no more than 27 hours a week during periods classes are not in session (ex. spring break).
  • Overtime is not authorized for student employees under any circumstances.
  • If a student works over 6 hours, they are required by federal law to take a 30 minute break.
  • Falsification of reported hours will result in termination from the program.
  • Federal work study students are prohibited from working during scheduled class times (exceptions are permitted if an individual class is canceled).
  • Time worked should be recorded in quarter periods.

Example:

15 minutes = .25
30 minutes = .50
45 minutes = .75

Students are not authorized to work between June 16 and June 30 to allow year end closing of funds and to validate that all students that are scheduled to work for the upcoming fiscal year are eligible to receive federal funds. Any student working between June 16 and June 30 will be authorized to work as Institutional ONLY and the department will be responsible for 100% of the student’s pay.

Students are paid once a month (on the last business day of the month) in the form of direct deposit to the student’s bank account. As of March 10, 2013, the standard pay for most campus positions is $9.00 per hour.

2017-18 Pay Period (Tentative - Payroll dates are subject to change based on the Business office)

Fall Semester
July 1 - July 15
July 16 - August 15
August 16 - September 15
September 16 - October 15
October 16 - November 15
November 16 - December 15

Spring Semester
December 16 - January 15
January 16 - February 15
February 16 - March 15
March 16 - April 15
April 16 - May 15

Summer Semester
May 16 - June 15
June 16 - June 30

Students are exempt from Federal Insurance Contributions Act (FICA) taxes as long as the student is enrolled in a minimum of 6 hours (half time). FICA tax is a government tax to fund Social Security and Medicare. The employee’s share is 6.2% of gross pay for Social Security and 1.45% of gross pay for Medicare. However, all students are subject to federal and state income taxes.

Federal Work Study students are eligible to earn up to the amount awarded on their student account. Any portion of the award that remains unearned will be forfeited, as it cannot be transferred to a subsequent award period. Students can view the amount they have been paid-to-date by the following instructions:

  1. Log In to Tiger Web
  2. “Click Here to Enter”
  3. Click on the “Financial Aid” tab
  4. Click on “Financial Aid Status”
  5. Select the Aid Year
  6. Click on “View Your Financial Aid History”

Student Regulations

  • Students are not allowed to use the institution’s computers or equipment for the purpose of doing assignments while at work. Students are not paid to study.
  • Telephones are not to be used for personal use during work hours.
  • Friends should not visit with students while at work.
  • Dress appropriately for the job.
  • Students are expected to give regular, punctual, efficient, and cooperative performance on the job.
  • It is the responsibility of the student to notify the supervisor in advance if he/she is not able to report for work on time or unable to attend work.

Disciplinary Action

The College will impose the appropriate sanction(s) on any student worker who fails to comply with Work-Study rules and regulations. As a condition of employment, each student worker must abide by the terms of this policy. The following incidents (but not limited to) may result in disciplinary action:

  • Continued unsatisfactory job performance
  • Poor attitude
  • Excessive absences or any absence without notice
  • Repeated tardiness
  • Job Abandonment
  • Unprofessional attire
  • Falsification of hours reported on timesheet (results in immediate termination)
  • Theft
  • Violation of confidentiality agreement
  • Negligence or improper conduct leading to damage of Chattanooga State owned property
  • Insubordination or other disrespectful conduct
  • Fighting or threatening violence in the workplace
  • Unauthorized disclosure of confidential information
  • Violation of department’s rules and regulations

Possible disciplinary action for students who fail to comply with the terms of this policy may include the following: (1) Warning, (2) Reprimand, (3) Probation, (4) Termination, (5) Mandatory satisfactory completion of a drug/alcohol abuse or rehabilitation program, or (6) Referral for prosecution.

Drug-Free Policy

The unlawful manufacture, distribution, possession, or use of alcohol and illicit drugs on the Chattanooga State campus, on property owned or controlled by the College, or as part of any activity of the College is strictly prohibited. All employees, students, and visitors are subject to all applicable federal, state, and local laws related to this matter. Any violation of this policy will result in disciplinary actions.

Possible maximum penalties for first-time violations include:

  • Supervised release
  • Imprisonment for a period up to life
  • Fines of up to $4,000.00
  • Any combination of the above

These sanctions are doubled when the offense involves distribution or possession at or near a school or college campus, or distribution to persons less than 21 years of age.

The College will impose the appropriate sanction(s) on any employee or student who fails to comply with the terms of this policy.

As a condition of employment, each employee, including student employees, must abide by the terms of this policy, and must notify their immediate supervisor of any criminal drug statute conviction for a violation occurring in the workplace no later than five (5) days after such conviction. Possible disciplinary sanctions for failure to comply with this policy, including failure to notify of conviction, may include one (1) or more of the following:

  • Letter of warning
  • Probation
  • Suspension
  • Termination
  • Mandatory satisfactory completion of a drug/alcohol abuse or rehabilitation program
  • Referral for prosecution

Possible disciplinary action for students who fail to comply with the terms of this policy may include the following:

  • Warning
  • Reprimand
  • Probation
  • Suspension
  • Expulsion
  • Mandatory satisfactory completion of a drug/alcohol abuse or rehabilitation program
  • Referral for prosecution

Drug Testing

Employees are prohibited, while on duty or on college property, from being under the influence of alcohol or illicit drugs. If the College has reason to believe that an employee is under the influence of alcohol or illicit drugs, it may require the employee to submit to drug testing. A positive drug test will result in immediate termination.

Supervisors

Student Workers (Federal vs. Institutional)

Supervisors are responsible for verifying if a student is awarded Federal Work Study prior to completing the employment contract. Supervisors can verify this information by contacting a Financial Aid Counselor. If students are not eligible for Federal Work Study funds, yet the supervisor hires a student worker, the student will be considered an Institutional Work Study student and the department will be responsible for 100% of the student’s pay.

Job Listing

All departments are required to publicize Work Study positions on the job listing webpage. If the positions have been filled, you may contact Financial Aid to close the job posting. Please follow the instructions below to complete the request:

  1. Login to Tiger Web
  2. Click on the My Work Tab
  3. Scroll to the Financial Aid Section under the My Work – Forms Channel
  4. Select Request to Post a Student Employment Vacancy (You will be redirected to the Dynamic Forms webpage - if you do not have log-in credentials, create one)
  5. Populate required fields
  6. Complete form
  7. Click Next
  8. Sign Electronically

Verifying Student Eligibility / Finalizing Employment

It is the students responsibility to search for a Work Study job on the job listing webpage. Please review the steps below on how to verify student eligibility and finalizing employment:

  1. Student will contact supervisor regarding job posting
  2. Upon hire, supervisor verifies student eligibility with the Work Study Coordinator (prior to creating contract)
  3. Interview with potential student worker will be scheduled by the supervisor (optional)
  4. If student is eligible for Work Study, the supervisor may create a Student Employment Contract
  5. The supervisor will notify student to submit documents needed to secure student employment to Human Resources CBIH-232
  6. Work Study Coordinator with give final authorization via email to supervisor allowing student to begin working.

Employment Contract and Documents

ALL supervisors must submit a new contract each academic year in order for a time card to be established and students are not allowed to begin working until Financial Aid has reviewed all documents and has given the final authorization. Please follow the instructions below to complete the contract:

  1. Login to Tiger Web
  2. Click on the My Work Tab
  3. Scroll to the Financial Aid Section under the My Work – Forms Channel
  4. Select the Student Employment Contract (You will be redirected to the Dynamic Forms webpage)
  5. If you are a new user create an account. Returning users login to Dynamic Forms.
  6. Click Complete This Form
  7. Enter the Student’s Name and Chattanooga State Email Address
  8. Press Save and Continue to Form
  9. Complete the Supervisor Section ONLY
  10. Click Next
  11. Sign Electronically

**The student will be notified via email to complete the student section of the form. To ensure faster processing time, the supervisor should advise the student when they have completed their section. **

Monitoring Hours

All supervisors will receive a monthly report of student’s remaining award balance.  Be advised, the balance may slightly differ due to timing issues. However, it is still the supervisors’ responsibility to monitor the student hours and to ensure they do not exceed hours or award amounts and make sure the student is not working during class time. Exceptions are permitted if an individual class is canceled. If a supervisor allows a student to exceed their FWS award amount then the excess amount over the award will be charged to the department’s budget and student will be classified as an institutional worker.

Working During Class Time

Work Study students are prohibited from working during scheduled class times, however, exceptions are permitted if an individual class is canceled, dismissed early, or if the instructor has excused the student from attending for a particular day. In such case, the student must complete the Work Study During Class Time Exception form for EACH day this occurs. Please follow the instructions below to complete the form:

  1. Student will login to Tiger Web
  2. On the Home tab, click Work Study During Class Time Exception found in the Financial Aid channel on the left side.
  3. Student will be prompted to include the instructor's and supervisor's name and email address. Click Save. (Incorrect email address will cause form to be invalid)
  4. Click Continue to Form
  5. Complete the Student Section of the form. Click Next.
  6. Instructor and supervisor will be notified via email to sign the form electronically. (Form is invalid if not signed by instructor and supervisor)
  7. Once signed, the document should be kept on file for audit purposes.

If hours are reported during class time without this form on file, student will be immediately terminated for non-compliance with federal regulations. It is the supervisors responsibility to warn student of the consequences along with carefully monitoring student class and work schedules.

Timesheets

Timesheets are now functioning electronically through Tiger Web. Students must submit timesheets for approval by midnight (11:59 pm) on the 15th of each month. If a timesheet is not submitted by the 15th, the system will lock the student out and earnings will be delayed to the following month. Supervisors are to approve timesheets no later than the 16th of each month..

Disciplinary Action

Infraction of Work Study rules and regulations shall be regarded as cause for disciplinary action.

Steps of disciplinary action:

  • Warning #1: Verbal warning & email to Work-Study supervisor
  • Warning #2: Final verbal warning & email to Work-Study supervisor
  • Warning #3: Verbal warning & email to Supervisor's Boss

Any further non-compliance may result in that department becoming ineligible to participate in the Federal Work-Study program.

Important Reminders

  1. Federal guidelines prohibit students from working during scheduled class periods. The department should request a copy, EACH SEMESTER, of every student's class schedule so that work schedules and class schedules do not overlap. Do not allow students to work "whenever they want." Instead, set specific hours for students to work. Exceptions are permitted if an individual class is canceled, dismissed early, or if the instructor has excused the student from attending for a particular day. In such case, students must complete the Work Study During Class Time Exception form found on Tiger Web. An electronic signature will be required from the instructor and supervisor. Any such exemptions must be kept on file for audit purposes.
  2. Be sure time sheets accurately reflect the time the student has actually worked during the pay period. Time calculations should be double-checked before being submitted. Time reported should strictly be within the specified time period.

  3. Monitor your student worker does not work more than 6 consecutive hours without taking a 30 minute unpaid break.

  4. Manage the student worker's earnings to assure they do not exceed the allocation specified on the Work Authorization. Your department will be charged for wages your student worker earns above their allocation.

Contact Information

Chattanooga State Community College
Financial Aid Office (S-260)
4501 Amnicola Highway
Chattanooga, TN 37406
Phone: (423)697-4402
Fax: (423)697-3126

Lana Balan
Work Study Coordinator
Phone: (423) 697-4716
lana.balan@chattanoogastate.edu

Patty Dyer (regarding Direct Deposit)
Account Clerk III, Payroll
Phone: (423) 697-3168
patricia.dyer@chattanoogastate.edu

Robert Wilkerson (regarding Employment Verification/ Housing Verification)
Specialist
Phone: (423) 697-3141
robert.wilkerson@chattanoogastate.edu