Federal Work-Study Employer and Supervisor Information
Federal Work-Study (FWS) connects eligible CSUSB students with part-time employment opportunities on campus and with participating nonprofit organizations in the community.
As an FWS employer or supervisor, you help students earn money toward their educational expenses while building valuable workplace and career skills.
Use this page to find information about participating in Federal Work-Study, hiring and supervising students, required training and FWS employment policies.
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On-Campus Supervisor Information
How to Hire an FWS Student
For new student hires, create a position description using the appropriate template in PageUp.
Review and screen applications once the position is posted.
Students should provide a screenshot of their Financial Aid Award Summary showing that they have a Federal Work-Study award for the academic year.
If the student doesn't provide the screenshot or you're unsure about their eligibility, contact workstudy@csusb.edu to confirm their FWS status.
Conduct interviews, if desired, and select your candidate.
Change the candidate's status in PageUp to “Final Candidate Selection.”
Employment Services will extend a conditional offer and take over the remaining hiring process.
The student should not begin working until the hiring process has been completed.
FWS Employment Rules
Students may be employed in only one FWS position at a time, whether the position is on or off campus.
Students may also hold a non-FWS student position. However, if a student works in both an FWS and non-FWS position, they may work a maximum of 20 hours per week combined between both positions.
FWS students may not work during their scheduled class hours. Supervisors are responsible for making sure student work schedules do not conflict with classes.
Supervisors and students are responsible for tracking FWS earnings. A student may not earn more than their FWS award amount.
A student's FWS award may be revised during the academic year because of other financial aid they receive, including:
- Federal Pell Grant
- Cal Grant
- Outside scholarships
- Fellowships
If the award changes, the Office of Financial Aid and Scholarships will send the student a revised award notification and notify the supervisor.
A change may affect the student's maximum earnings, weekly work hours or how long they can continue working. The student's remaining work eligibility should be reviewed when an award changes.
FWS Supervisor Training
Supervisors and timekeepers should review the appropriate Federal Work-Study training and resources.
Year End, Summer & Fall Employment Annual Training
Review annual information for supervisors about year-end, summer and fall student employment.
View Annual Supervisor Training
Federal Work-Study Supervisor & Timekeeper Training
Complete the Federal Work-Study (FWS) – Supervisor & Timekeeper Course Video through CSULearn.
Access FWS Supervisor & Timekeeper Training
Employment Policies and Expectations
CSU policy HR 2005-16 requires campuses to protect sensitive personal information and maintain the confidentiality of that information under the Information Practices Act (IPA), Title 5 and FERPA.
The Information Practices Act, California Civil Code §1798, et seq., requires the Chancellor's Office and campuses to collect, use, maintain and share information about individuals in accordance with its provisions.
Student employees who handle or have access to sensitive information must complete the Confidentiality Compliance form. The form is available on the Human Resources Forms webpage under “Security.”
The Family Educational Rights and Privacy Act (FERPA) is a federal law that protects the privacy of student records.
Student employees must not release student information to anyone—including parents or employers—unless instructed to do so by their supervisor as part of their job.
All student employees who work on campus must read and sign an agreement to protect student and institutional information.
Students should also be instructed:
- Not to discuss student information with family or friends.
- Not to access student records unless required as part of their job.
Violations may result in disciplinary action, including termination.
As participants in Federal Work-Study, student employees must respect the diversity each individual brings to the university.
A student may not be denied employment or educational opportunities or be subject to discrimination in any project, program or activity because of race, color, religion, national origin, sex, age, sexual orientation, handicap or disability, disabled veteran, Vietnam era veteran or protected veteran status.
Sexual harassment is a form of discrimination and is unlawful. No member of the university community may engage in sexual harassment.
Supervisors should make sure student employees understand workplace expectations and applicable university policies.
CSUSB is committed to providing a safe and healthy workplace.
The illegal use or influence of drugs or alcohol is prohibited. The unlawful manufacture, distribution, dispensing, possession or use of controlled substances is also prohibited.
Student employee injuries should be reported immediately to the student's supervisor (MPP) and Human Resources.
If the student is directed to the Student Health Center for treatment, they should state whether they were working when the injury occurred. The Student Health Center will determine how the student should be processed.
Students and supervisors should be familiar with the Student Conduct Code.
If a student employee violates the Student Conduct Code, the supervisor and/or Student Employment Office may file a complaint.
Students should establish a work schedule with their supervisor that does not interfere with their classes and that they can consistently follow.
Under California Labor Code 512, employees are entitled to an unpaid 30-minute meal break when working more than five hours in a day.
If the student works no more than six hours, the meal period may be waived when both the hiring manager and student employee agree.
Students are entitled to a 10-minute paid break for every four consecutive hours worked.
In areas where students cannot take periodic breaks without work coverage, supervisors must arrange reasonable coverage.
upervisors should provide appropriate telephone training, including how to:
- Answer calls
- Place callers on hold
- Transfer calls
- Take messages
Students should limit personal calls while working and may not make personal long-distance calls from work. Cell phone use during work hours should be limited to urgent matters.
Until a student employee is fully trained, encourage them to refer difficult situations to their supervisor or a more experienced co-worker.
Departments should clearly explain what constitutes appropriate workplace attire.
Business casual clothing is generally appropriate for most departments on most days, although certain activities may require more formal or casual clothing.
Supervisors should keep in mind that students may not have the financial resources to purchase new clothing specifically for work. Modest, clean and appropriate workplace attire is expected.
Off-Campus Employer Information
Federal Work-Study also provides employment opportunities with participating nonprofit organizations in the community.
New Off-Campus Employers
New off-campus agencies interested in participating in the Federal Work-Study program should contact the FWS team.
Returning Off-Campus Employers
Returning off-campus employers are required to complete annual FWS training.
Training sessions are offered toward the end of the spring semester and throughout the summer. A recording will be available after all live sessions have been completed.
America Reads/America Counts Employer Information
The America Reads/America Counts Tutoring Program gives eligible students with financial need an opportunity to earn money toward their college expenses while serving as Instructional Student Assistants (ISAs) in local school districts and tutoring agencies.
ISAs provide:
- Reading tutoring for children in grades K–6
- Math tutoring for students in grades K–9
- Family literacy support
Students may work up to 20 hours per week and gain professional experience while serving the local community.
Students must:
- Complete a Free Application for Federal Student Aid (FAFSA®) for the current award year and demonstrate financial need.
- Have at least a 2.5 GPA.
- Be enrolled at least half time:
- Undergraduate: 6 units
- Graduate: 3 units
- Pass a criminal background check that includes Live Scan, a drug screening and a TB test. The Office of Financial Aid and Scholarships will provide an Institutional Grant to cover this expense.
- Enroll in and pass ESEC 5450.
- Meet Satisfactory Academic Progress (SAP) requirements.
- Be a U.S. citizen, eligible non-citizen or permanent resident.
ESEC 5450 provides tutor training for students working with individuals with low literacy and at-risk adolescents and adults. Topics include literacy methods, multicultural issues, learning disabilities and the use of educational software.
ISA Hiring Process
Students must pass their criminal background check and required online tutorial before completing the hiring process.
Before leaving the course assessment, students should take a screenshot of their assessment results and provide it to their supervisor as proof of completion.
A list of participating school districts and tutoring agencies will be provided during the student's first class meeting.
The student contacts a participating school district or tutoring agency to arrange an interview.
Once a student is selected, the employer initiates the request to hire the student as an FWS Instructional Student Assistant.
The student will receive hiring forms through Adobe Sign and will need to provide the names and email addresses of their supervisor and administrator.
Required forms include:
- FWS Work Authorization
- FWS Terms of Employment
- FWS Routing Slip
- ISA Contract Letter
- Description of Duties Form
The forms will be forwarded to the supervisor and administrator for approval.
The student will receive a copy of the FWS Routing Slip confirming completion of the hiring process. Students may not begin working until they receive the stamped routing slip from Student Employment.
New FWS hires will also be contacted by Student Employment to provide additional documents confirming their eligibility to work:
- Unlaminated Social Security card
- State driver's license, state ID or Coyote OneCard
- Confidentiality Access and Compliance Form
