Federal Work-Study Policy

Federal Work-Study (FWS) is a program funded by the federal government, which helps students with financial needs to find a part-time job on campus or in the community. This helps to offset the educational expenses of college. The amount of the FWS award depends on the number of eligible students, their financial need, and the availability of funds. To be eligible for FWS, you must meet the following requirements:

  1. Complete the Free Application for Federal Student Aid (FAFSA) and verification
  2. Be enrolled in at least 6 credits that are relevant to your program of study
  3. Demonstrate financial need
  4. Be in good standing with the Financial Aid office, or on Warning/Probationary standing
  5. Have an open FWS position available

It's important to note that a FWS award does not guarantee employment. FWS students are also subject to the conditions of student employment stated in the San Joaquin Delta College (SJDC) Procedures Manual, in addition to federal regulations. The Financial Aid Office (FAO) has the right to rescind all or part of an FWS award if there is a change in the student's award status, or if they have been over-awarded. FAO may also rescind all or part of an FWS award if funds are depleted before the end of the academic year.

If you are an SJDC student planning to participate in Study Abroad or Exchange programs, you will not be eligible for the FWS award during the semester in which you are participating in those programs.

FWS Schedule

FWS students are allowed to work up to 20 hours per week while classes are in session, and up to 29.5 hours per week during semester breaks and Spring recess if funding permits. Work schedules will be determined by the department's Federal Work-Study supervisor based on the needs of the department and the student's availability. Please note that students are not permitted to work overtime, on weekends, or on holidays. It is important to note that an FWS position may be terminated at any time due to the following circumstances:

  1. Poor academic performance, which is when the student is on unsatisfactory academic progress.
  2. Not adhering to the policies and standards of the department.
  3. Poor work performance.
  4. No longer able to meet the scheduling needs of the department.
  5. Student is no longer meeting Federal Work-Study eligibility.
  6. Failure to comply with any policies and procedures outlined in the FWS agreement.
  7. Budget has been exhausted.
Additional Information and Resources
Monitoring FWS Earnings - A joint Responsibility of Student and Employers

Each eligible student will receive an initial award of $6,000 for the academic year if they demonstrate sufficient financial need and are informed about the wage rate. Additionally, all Federal Work-Study (FWS) students will be provided with a FWS Tracker spreadsheet. It is the responsibility of both the student and their supervisor to keep track of the remaining FWS budget, to ensure that the allotted funds are not exceeded. The budget allocation may be adjusted, either increased or decreased, depending upon the availability of FWS funds, any changes in the student's remaining need, and other relevant factors.

FWS Over-Earnings

Employers have the option to pay students who have utilized their entire Federal Work-Study (FWS) amount using their own funding. However, if a student continues to earn money beyond their FWS allotment, the employer must reimburse the FWS account for any over-earned amount.

Community Service

Community service is a set of services designed to improve the quality of life for community residents, especially those who are low-income, or to solve specific problems related to their needs. These services may include childcare services and support services offered by the school to its students with disabilities.

According to federal regulations, a school must spend at least 7% of its FWS (Federal Work-Study) allocation on compensating students employed in community service positions. This includes at least one FWS student working as a reading tutor for preschool-age or elementary school children, or in a family literacy project performing family literacy activities. SJDC communicates with the local community to develop partnerships and create regular and community service positions for the school's students. This outreach helps fulfill the 7% requirement for community service positions. The remaining 93% of the FWS allocation is available for general FWS use.

Important Reminders to Students and Supervisors

As a reminder, there are certain guidelines that Federal Work-Study (FWS) students/supervisors must follow. These guidelines are as follows:

  • FWS students are not allowed to provide voluntary services to their employers
  • FWS students are prohibited from receiving payment for work that is required for their coursework, such as laboratory hours or experiments in the classroom.
  • FWS funds cannot be used to subsidize an employee's share of fringe benefits such as paid sick leave, vacation, and holiday pay, contributions to welfare, or insurance programs such as Social Security, Worker's compensation, or retirement.
  • FWS students are required to record their hours worked on Munis Web time Entry. It is the student's responsibility to record the hours worked each day on the Web-time entry account through their MyDelta Dashboard by 11:59 am on the last working day of the month or the last business date of each month. Paydays are on the 10th of the month. FWS hiring supervisors are responsible for reviewing the electronic timesheets submitted through Web-Time Entry each day to ensure accuracy. Department supervisors approve the FWS students' Web Time Entry electronic document.
  • To ensure that FWS students stay within their allotted hours for their Federal Work-Study allocation amount, both the student and supervisor are encouraged to complete the Working Hours Tracker (PDF) on a weekly basis.
  • FWS funds are intended to help students cover their educational expenses. Therefore, employers may not require students to work during class time or exam periods.
Does Federal Work-Study help pay my tuition bill?

Federal Work-Study funds are not automatically applied to your tuition bill.

You are paid directly for the hours you work.

You can choose to apply your paychecks to your tuition bill or use your work-study funds for living expenses.

You are responsible for making arrangements with your school to apply your Work-Study earnings toward your tuition.

Federal Work Study Student Holiday and Overtime Pay

As a Federal Work-Study student, it is highly unlikely that you will work overtime.

However, if you do, you will be paid in accordance to the time worked, including overtime pay.

You will not be paid for holidays unless you are working on a holiday, in which case you will be paid your regular wage.

If your state has any laws regarding holiday pay, those must be paid in addition to your regular pay by the institution or company providing your employment.

Tips for Completing a Job Application

When completing a job application, it is essential to carefully and thoroughly read all the questions. Avoid leaving any blank fields unless instructed, and if a question does not apply to you, write "N/A" or "not applicable." Accuracy is crucial, so ensure that you provide precise answers. For instance, if asked about your work history and you know only the month and year, enter those rather than the full date. If you are handwriting the application, make sure your handwriting is clear and legible.

Always proofread your application before submitting it. Imagine yourself in the employer's shoes—would you want to read the application you've prepared? If yes, then you've likely done a great job. If not, an employer may feel the same way, and it's worth revisiting to ensure professionalism. Remember, you are likely competing with other applicants, so the more polished your application, the better your chances of standing out.

Often, your first contact with an employer will be through email, so take care to craft a professional, formal message. Begin with a polite introduction such as "Dear Ms. Smith," mention where you found the job listing, and express your interest in the position. Attach your completed application, resume, or both to the email. A professional tone will help set you apart from other candidates who may take a more casual approach.

Job Interview Tips

There are a few things to keep in mind when you are going to an interview.

  • Dress professionally.
  • It is better to be overdressed for an interview, than underdressed.
  • Always wear clean, professional attire no matter what you'll wear to work once you're hired.
  • Do not wear casual clothes such as jeans, flip-flops, tank tops, or shorts to your interview.
  • You want to present yourself at your best and send the message that you want the job and that you take it very seriously.
  • Be on time.
  • It is very important that you give yourself enough travel time when going to an interview.
  • Leave in plenty of time to get to your interview and account for bad traffic, or in case you have difficulty finding the location.
  • It is always a good idea to find the location of the business ahead of your interview and drive or take public transportation to it, to ensure you know where you are going.
  • This will help gauge how much time you need to get there.
  • You should also plan to arrive 5 -10 minutes early just to be safe, and be prepared to wait patiently for the interview to begin.
  • Bring your cover letter, resume, and references with you.
  • Even if you have already submitted these items to the potential employer, it is a good idea to bring them with you.
  • Sometimes there are other individuals who may be interviewing you, and they may not have all of your information.
  • Be prepared.
  • Do research on the company you're interviewing with to give you an idea of what they do and how you might fit in.
  • This way if they ask you if you know anything about the company, you will be able to answer positively and mention why you are a great fit for the job.
  • Be prepared to ask the interviewer questions.
  • This does not mean you want to know how much vacation or when you get paid.
  • Ask your interviewer questions about the company overall, your potential coworkers, or specifics about the position you are applying for.
  • This shows you have given this some thought and that you care about getting the job.
  • Finally, be as relaxed as possible.
  • Job interviews can seem stressful, but they don't need to be.
  • If you have done your research and are confident that your skillset is a good match for the position, then you can treat the interview as a sharing of information between you and the interviewer to determine if you are a good fit for the position and if the department is a good fit for you.
Differences Between Federal Work-Study and Other Forms of Student Employment

Federal Work-Study jobs are available to students who have been awarded work-study as part of their financial aid package.

This program is available to students who demonstrate financial need based on the results of the Free Application for Federal Student Aid (FAFSA). Unlike other forms of student employment, Federal Work-Study wages are paid largely by the Department of Education.

Under the Federal Work-Study program, there are limits on the number of hours a student can work per week, and students cannot exceed the amount awarded in their financial aid package.

The Federal Work-Study job must also benefit the student in terms of being related to their degree program.

These positions are primarily on-campus working for the school, but they may also be off-campus at selected community service organizations such as healthcare agencies, literacy training, tutoring services, and more.