Federal Work Study Program
The Federal Work Study Program (FWS) is funded by the U.S Department of Education. It is intended to promote and encourage part-time employment of students to assist the University and its surrounding community.
FWS may be available for students who meet the priority deadline date and the Department of Education's eligibility criteria. This program allows students to earn money to assist in paying for educational expenses. These awards are not available to pay tuition and fees because they are earned throughout the semester.
In order to receive FWS you must complete the Free Application for Federal Student Aid (FAFSA) each year. The priority deadline is February 1; however, funds may be depleted before the priority deadline is met. Therefore, you should apply as soon as possible after the FAFSA opens.
Students must meet certain eligibility criteria to participate and continue in the Federal Work Study program:
- Demonstrated financial need on the FAFSA
- Good academic standing
- A minimum 2.0 GPA
- A positive evaluation from the student’s supervisor in the prior academic year for returning student employees
If you worked a Federal Work Study placement in the previous academic year and you still meet all of the program criteria, you will be offered Federal Work Study in the new academic year. Awards are made in AP OneStop, and notifications are sent via APSU email. If you are interested in continuing, accept the award in AP OneStop.
The Financial Aid Office will work with Human Resources to renew your placement. If any additional information or paperwork is needed, you will be notified. After your renewed placement and employment have been finalized, you will receive email notification from the Office of Human Resources. You may not start working before receiving an approval email from Human Resources.
Federal Work Study awards are made in AP OneStop, and students are notified via APSU email. If you receive an award and want to participate in the program, follow these steps:
- Accept the award in AP OneStop.
- Once you have accepted your Federal Work Study award, you can begin the job application
process:
- All available work study positions are listed on Handshake. These listings are exclusive to students who have accepted their work study award.
- If you are a new student, you will not be able to access Handshake until 24 hours after you register for classes.
- Your login for Handshake is the same as your login for AP OneStop.
- To view the jobs, log in and click on “Jobs”. Click on “All Filters” in the top right corner and select “Work Study”.
- Browse through the available positions and apply for the ones that interest you.
- All available work study positions are listed on Handshake. These listings are exclusive to students who have accepted their work study award.
- After you have applied for jobs, the hiring departments will:
- Review Applications: Departments will review applications and select candidates for interviews.
- Interview and Selection: Departments will schedule interviews with selected applicants and make their hiring decisions.
- Monitor APSU Email: You will receive an email from the Financial Aid Office with next steps once the hiring manager submits their decision.
- Once your hiring information is returned to the Financial Aid Office, we will notify Human Resources of your placement.
- Wait for an approval email from Human Resources before beginning to work or train.
- You will be required to visit Human Resources in person to complete Form I-9. Determine which acceptable documents to bring to their office. Original unexpired documents are required. Digital images and photocopies cannot be accepted.
- Processing times vary. To check the status of your employment, call (931) 221-7177 or email studentemployment@apsu.edu.
- Once everything is completed, you will receive a notification in your APSU email that you are approved to begin working.
- Set up direct deposit using these instructions.
- Attend an in-person Preparing Professional Peayple session.
- You will sign up for this session in Handshake.
If you have questions during any part of this process, contact the Office of Student Financial Aid at 931-221-7907 or sfao@apsu.edu.
APSU’s minimum wage for Federal Work Study employees is $10.00 per hour. Any rate beyond $10.00 per hour is at the discretion of the department of employment. Students are paid strictly by the hour on a bi-weekly schedule. Earnings will be direct deposited into the student's designated bank account. Income earned through Federal Work Study does not have to be repaid.
If funds are available, a student may be employed under Federal Work Study during a period of nonattendance, such as a summer term. For this employment, a student must be planning to enroll for the next period of enrollment and must have demonstrated need for that period. A student may not exceed 37.5 hours per week or 7.5 hours per day during a period of nonattendance.
A student’s net FWS earnings are considered Estimated Financial Assistance (EFA) during the following academic year. Net FWS earnings are determined by subtracting taxes and job-related costs such as transportation and food from a student’s earnings.
- Complete all required documentation.
- Wait to receive employment authorization email from Human Resources before beginning to work or train.
- Maintain good academic standing.
- Maintain a minimum GPA of 2.0.
- Maintain good satisfactory academic progress.
- Be enrolled at least half-time.
- Do not work during scheduled classes, exam times, or beyond the approved end date.
- Work no more than the allowed maximum of 20 hours per week while classes are in session. Once you have earned the maximum yearly amount of your award, you will not be able to continue working. In general, students should work less than 20 hours per week in order to maintain funding throughout the term
- Work no more than 7.5 hours per day.
- Take a 30-minute unpaid break if you work 6 consecutive hours.
- Notify a supervisor in advance of absence or tardiness.
- Submit a timesheet using the web time entry system before the scheduled deadline. Late or unsubmitted timesheets will delay direct deposit earnings.
- You can access a sample timesheet here.
- If the department you work in has a different timekeeping process, be sure to follow the instructions from your supervisor.
- Adhere to the general dress code.
- Arrive at the department prepared to work. FWS does not imply that you can study while working.
- If at any point you are interested in a different position, review the openings in Handshake. Be sure to give appropriate notice to your supervisor when you intend leave a work study position.
- Keep in mind that you may be terminated from your FWS assignment and may not be eligible for reassignment. Examples of applicable circumstances include, but are not limited to, unacceptable behavior in the workplace, incorrect reporting of time, poor attendance, or poor job performance.
- Remember that your position ends when earnings reach the FWS award amount or if you drop below part-time enrollment, withdraw, or graduate.
- Your employment is automatically terminated at the end of the academic year, and you must reapply for the next academic year.
Departments must submit completed Hiring Forms along with copies of job descriptions to the Office of Student Financial Aid.
Students may not start their work assignment or training before receiving written approval from the Office of Human Resources. Department supervisors and students will receive an email from Human Resources with the approved start date. Students may not work during class times or exam times.
The department supervisor must:
- Retain a copy of the job description submitted to the Office of Student Financial Aid.
- Ensure that student does not begin their work assignment or training before receiving written approval from the Office of Human Resources.
- Establish a work schedule with the student and explain the duties and responsibilities of the job.
- Review new employee onboarding details and confirm that the student has reviewed new employee onboarding details.
- Designate a time for student to complete FERPA training during work schedule.
- Ensure that student takes a 30-minute unpaid lunch break if scheduled to work 6 consecutive hours
- Notify the Office of Student Financial Aid if a student does not report to begin working.
- Monitor hours worked to ensure student does not exceed the yearly award or work beyond the approved end date. Exceeding 20 work hours per week when classes are in session, or 7.5 hours per day in any scenario is not permitted.
- Additional hours are permitted during school breaks. If a student is not attending courses, they may not exceed 37.5 hours per week, the yearly awarded amount, or the maximum of 7.5 work hours per day.
- Verify the accuracy of student web time entry before approving. Timesheets are official
records subject to audit by the federal government. Supervisors are accountable for
accuracy of these records.
- You can access a sample timesheet here.
- Provide evaluation of student's work performance and supervise accordingly. Evaluations are sent to each department in April.
- Notify the Office of Student Financial Aid and Human Resources if a student's placement is terminated.
Remember that FWS assignments are terminated when earnings reach the FWS award amount or if the student drops below part-time enrollment, withdraws, or graduates. FWS employment is automatically terminated at the end of the academic year and the student must reapply for the next academic year.