Hire Process

• Supervisors are responsible to terminate FWS for the employee if the student is not enrolled in at least six credit hours at EMCC, is not meeting Financial Aid Satisfactory Progress Standards, or is no longer eligible for any reason.
•  Supervisors are responsible to ensure FWS employees are performing college/organization related work for all hours they are being paid. Students cannot be paid FWS funds for studying, doing homework, attending classes, or any other non-work activity.
• It is not permissible for FWS to work in an office/organization when a full-time employee or a part-time manager/supervisor level employee is not present. FWS employees must be supervised at all times with a full-time employee or a part-time manager/supervisor level employee present in the work environment.
• Ensure all hiring/renewal paperwork is completed with the Financial Aid Office (FAO) before the student starts employment. 
  • This includes the Federal Workstudy Student Employment Contract located in the “Downloads” section.
• Ensure FWS students are following proper payroll, clocking processes, and biweekly submission of timesheets.
• Comply with all FWS regulations, and all federal, state, and local labor laws and regulations.
  • FWS are not allowed to work overtime and cannot work when the college is closed.
• Advise students on procedures to follow for reporting emergencies, accidents, problems, or potential hazards in the work environment.
• Ensure all FWS policies are monitored, including lunch breaks.
• Supervisors are responsible to immediately notify the EMCC Financial Aid Office (FAO) when a FWS student stops working.

• When assigning work hours, Supervisors will consider the students award amount, class schedule, and academic progress.
• Students may work more than 20 hours as long as the student has enough FWS eligibility and hours do not interfere with courses, projects or academic progress.
• Students cannot be scheduled to work hours when the college is closed.

• The Job Code structure makes time and absence reporting easier for the employee.
• FWS employees do not have to select from multiple options when recording time.
• There are nine Job Codes. The supervisor ensures the position is set up under the correct one.
• Most departments fall under 4183 - General FWS job code, however, Community Service positions may fall under a different job code.
• To review the specific job code the department needs to select please review the “FWS Time Reporting & Job Code” document under the “Downloads” section of this page.
• Contact the EMCC Financial Aid Office (FAO) if you have any questions on Job Codes: dl-emc-financialaid@estrellamountain.edu.

• Supervisors are responsible to terminate FWS for the employee if the student is not enrolled in at least six credit hours at EMCC, is not meeting Financial Aid Satisfactory Progress Standards, or has exhausted their FWS award amount.
• Supervisors who fail to terminate an employee in HCM upon notification by our office that the student is no longer eligible, or by the established FWS end date(s), or do not follow FWS requirements may not be approved for future FWS funds.

• FWS may be allowed to work remotely based on work responsibilities as long as the FWS Supervisor provides necessary equipment, access, and ensures data governance policies are followed. Supervisors will also be required to ensure FWS remote work is supervised by assigning and evaluating the work completed by FWS.

Note: some FWS positions cannot work remotely due to the requirements of their positions.

• At this time the HCM Workstudy Tracking page can no longer be used to monitor earnings. Financial Aid is working with A&R on access for a SIS screen that will provide that data and will send an email (and the FWS website will be updated) when it is available.
• In the meantime Supervisors can use the FWS amount on the FEVR and the earnings your FWS employee has to do calculations.

A student may be employed through the FWS program during a period of nonattendance ( a couple weeks before Fall semester starts and when EMCC is open between Fall and Spring semesters). The student must be enrolled, planning to enroll (or to re-enroll) and eligible for FWS for the next period of enrollment.

When a student fails to attend the next period of enrollment, the FWS Supervisor must end the student’s FWS. The FWS Supervisor must be able to demonstrate that the student was eligible for FWS and the school had reason to believe the student intended to enroll at EMCC in the next period of enrollment.

Note: If the student is able to enroll or re-enroll in the semester after notification that they are no longer eligible, Financial Aid must be notified to verify the student's account.