Work Study: Policies & Procedures

Work Study Policies and Procedures



The student should not be allowed to earn more than the amount of his/her work study award.  It is the supervisor's responsibility, as well as the student's to monitor their earning each pay period to ensure that the student does not earn more than the work study eligibility shown on the Authorization Form.

The Supervisor must also monitor the number of hours worked to ensure that the student does not exceed the permissible twenty (20) hours per week.  During non-school period, Supervisors need to contact the Work Study Office in writing to request that the student be allowed to work during this period but understand that the student cannot work more than six hours per day.  Also, the Supervisor needs to explain to the student that this will take away from award amount for that semester and he may not have enough funds for the duration of his/her work agreement.  If the student exceeds his/her work study maximum award for any semester, the employing department will be responsible for 100% of the earnings over the contracted award.


Violation of confidentiality, unacceptable office conduct, theft, excessive tardiness or absences, working under the influence of alcohol or drugs, and other justifiable causes, are all acceptable reasons for terminating a student's employment.  The supervisor should provide advance notice of the reason(s) for termination and effective termination date in writing to the student.  An evaluation report should be forwarded to the Federal Work-Study Coordinator along with a copy of the termination letter.

Falsification of hours worked and/or forgery of supervisor's signature is a federal offense and shall be grounds for immediate termination from the Federal Work-Study program by the Office of Student Financial Aid.


Students may be suspended from the Federal Work-Study Program until the next academic year for the following reasons:

  1. Involuntary termination from two (2) positions/department.
  2. Failures to submit time sheets for two pay periods.
  3. Failure to complete and/or update the application process.
  4. Failure to report to hiring department.


Appropriate Behavior

¨Be respectful of your supervisors, your peers or other persons you work with.  Your job assignment should be performed to your best and without hesitation.  At the time of your interview make sure you understand what your job description will be.  Appropriate behavior is important at all times.  The University expects work-study students to conduct themselves in a courteous and professional manner when interacting with other department faculty, staff, or visitors.


¨If you are unable to report to work as scheduled, you must notify your supervisor or the department head, preferable one hour before but no later than 30 minutes after that scheduled time.  You must call in each day you will be absent unless you are granted authorized advance leave.  If you are absent three or more days without calling in, you may be terminated from the department.  Excessive unexcused absences and or tardiness (more than three) is grounds for termination.

Proper Office Attire

¨Part of the impression you make on others depends on your choice of dress, personal hygiene, and behavior.  As an employee of the University, you are expected to exhibit an appropriate style of dress when you report to work each day.

  • Young Ladies- no shorts, loose fitting jeans and pants are acceptable, dresses and skirts no more than 3 inches above the knee.  Blouses/Shirts should be long enough to tuck in pants or skirts if worn outside long enough not to expose flesh, no halter or tube tops.
  • Young Men- no rags, scarves, or hats are to be worn while working; hairstyle should be neat and combed.  Trousers or jeans must be worn with a belt, no shorts; shirt should be worn inside pants at all times.  Supervisors will discuss in detail these matters during your interview.


¨You as a student employee must act in a professional manner in dealing with college records and other information that comes to a student by virtue of his/her work.  Breaches of confidentiality and other acts of dishonesty are justifiable reasons for termination from the Federal/Institution Work Program.

Telephone Courtesy

¨Proper telephone etiquette is required of all employees.  Telephone calls should be answered promptly and courteously.  If you are responsible for answering the telephone, check with your supervisor to see if there is a particular greeting that should be used.  Students are prohibited from excessive use of the telephone for personal business.  Unless it is an emergency, students, should not receive personal phone calls nor place personal phone calls while at work.