Office of Student Financial Assistance

Dear FWS Employers,

Happy New Year and Happy Spring 2017 Semester! I hope you all had a wonderful and refreshing holiday break and are pumped for the start of a new term! I wanted to remind everyone about some very important information about this Spring 2016 semester.

The Spring 2017 work period began on 12/30/16 and ends on 05/04/17.

The Spring eligibility for students is currently posted and will be updated every day. If a student is not listed on the eligibility table, please make sure to ask them if they have:

  • completed their financial aid ‘To Do’ list and/or
  • are enrolled in at least half time.

These must be completed in order to be eligible for their award.
*If you believe that your student meets all of the Federal Work Study requirements but are not listed as eligible on the Employer Login, please feel free to contact me so that I may review the student’s eligibility.

*Please be advised that you must check your students’ eligibility status both before and after the add/drop period. Students must not begin work until after they have been listed as eligible via the Employer Login or by me.*

  • If a student works before they are cleared, your office may be charged the earnings the student had incurred while being ineligible.

All students must find employment and receive their first paycheck within the first 30 days of classes to maintain their award. The paycheck date for this term will be 02/17/17 to accommodate for any students who may find employment by the 9th of February which is the 30th day of this term.

  • Please make sure to have students hired by February 17th or email me if there is a reason why this may not occur so that I can protect their award from being cancelled. If you have any questions about the terms here please feel free to contact me.

To help ensure the FWS student is a great fit for your office, please review the Employer Login often:

  • Ensure to post any positions that you may have available and remove any positions as you have filled them.
  • Remember that the ‘Job Seekers’ form is a student initiated process. Therefore, a student has to submit a ‘Job Seekers’ form in order for new job seekers to be posted. Currently, the job seekers have been posted on the website.
    • You may begin to contact students for interviews once the listing is posted. The profiles for these students will remain on the list until I can verify that they have received a paycheck.
  • Make sure to review your student’s awards under Payroll Data to keep updated on the amount of the work study allotment that the student has available for the Spring semester.
    • This amount is updated the Thursday before every pay day.
    • You may use the balance sheet located on our website at à Types of Aid à Student Employment à Community Service à and Spring Work Study Balance Sheet to track student earnings. The balance sheet is another great tool to keep track of your student’s awards, but is not required for students.
  • Collect your student’s award summary and class schedule once the student is hired and before and after the add/drop period.
  • Remember that a student must stop working immediately once they have reached their work study amount or you must transfer them to a different account once they are close to their award amounts.
    • I will send one warning per student once they have reached 60% or more and then will not contact your office again about the student unless they go over their award.
    • Always feel free to contact me regarding a possible award increase.

*Just a friendly reminder that the FWS Important Dates are located on our website*

Please, review the dates and feel free to contact me if there are any mistakes or changes should be made to the dates listed. I do enter this information manually so there is a chance that I may miss something and I appreciate being notified of this so that the correct information is made available to you and the Federal Work Study students.

Finally, I would like to remind you all that FWS students are only permitted to work up to 20 hours per week while in classes, but can work up to 29 hours per week during school breaks. If students have another position on campus, they cannot work more than 29 hours combined between the student’s FWS position and their OPS position. Any charges incurred due to working over 29 hours per week will be charged to your department’s OPS account on file. Once the charge has been applied to your department’s OPS account on file, your department can do an inner office journal to have the charges applied to another account within your department.

Please, feel free to contact me if you have any questions.

Thank you for all that you do as employers for the Federal Work Study Program! Let’s have a great Spring semester!!

Thank you,


Amethyst Castro