GW Departments

How Do I Get Started?

Types of Student Positions

What Types of Work Do Student Employees Do?

Federal Work Study (FWS) Explained

Student Work Hours and Schedules


How Do I Get Started?

If you are new to hiring student employees, you will need to get set up with the required systems access the Student Employment Talent Management System and the Payroll Time Reporting System:

Student Employment Talent Management System

The SE Talent Management System is used to for recruiting (position postings), hiring (submitting hire proposals and offer letters), and onboarding (I-9's, tax forms, direct deposit forms, and work permits). To gain access to this system:

Kronos

Kronos is where student hours are recorded and approved. Most departments will already have an individual with access to this system. For assistance with Kronos, please contact Payroll Services.


Types of Student Positions

GW Departments can hire students into two types of positions: Federal Work Study (FWS) Positions or Non-FWS Positions. The hiring process differs slightly for each type of position; please see the links provided for specific information and instructions on how to hire for each student position type.


What Types of Work Do Student Employees Do?

Student employees perform general office tasks including greeting walk-in clients, answering phones, checking voicemail, responding to emails, explaining the function and resources of the office and assisting staff members as needed. They monitor compliance with University policies, such as entering facilities, using or checking out resources and notifying the appropriate staff member about instances of noncompliance.  Many students perform basic IT functions, social media assistance, research, and much more. For a list of the student employee position types review the Student Employee Position Templates Document.


Federal Work Study (FWS) Explained

FWS is a federally funded work program with oversight provided by the U.S. Department of Education. At GW, federal funding covers 75% of the student’s wages, and the remaining 25% is covered by the department. An 8.3% fringe fee is added to the 25% department portion, as determined by the Budget Office.

The Office of Student Financial Assistance determines whether or not a student is eligible and how much FWS funding an eligible student receives. Neither Student Employment nor the Center for Career Services plays any role in the decision about who gets what amount of FWS award funding.

Students are not authorized to earn more than their allotted FWS award amount during a given school year. Therefore, it is important for students and employers to work together to monitor a student employee's hours. Use this pre-programmed Excel sheet to calculate how much of their award a student has earned to-date, and how many work hours they have remaining. In rare cases, the Office of Student Financial Assistance may adjust a student’s financial aid package in a way that reduces or eliminates the FWS award. Only the student will be notified of this change. Ask your student employee regularly if they have received any notice of changes to their FWS award.

Students may only earn up to their FWS award amount during the specified FWS program year. There is no summer FWS program. Also, Students may only work one FWS position at any given time. However, they may work additional Non-FWS position(s) in addition to their FWS position.

Additionally, there are a few federal regulated restrictions on the types of work that FWS students may perform. FWS students cannot displace regular employees. FWS students also cannot construct, operate or maintain any part of a building used for religious worship. FWS students can work as an assistant to a professor, but the work performed must be for the benefit of the institution or must be something that the institution would normally support. For example, if the University would normally pay an assistant to conduct research on a book being written privately by a professor, then an FWS student could perform this task. If that is not something the University would normally support, then an FWS student cannot be employed as such.


Student Work Hours and Schedules

How Many Hours Per Week Can A Student Work?

It is recommended that student employees work no more than 20 hours, on average, per week so that they can focus on their academic studies and so that more students can take advantage of the limited available student work opportunities. Students should only work outside of scheduled class time. Remember, student employees are students first. International students authorized to work under a visa must follow the regulations regarding hours worked set forth by their visa.

Setting Your Student’s Work Schedule

The student’s schedule is jointly determined by you and the student, A typical schedule for a first-year student is about eight (8) hours per week. Remember: student employees are students first. Students are not permitted to work during scheduled class hours. Supervisors should be flexible with working hours during exam preparation periods, institutional holidays, extended breaks (winter break, spring break), and unexpected school closures. Students’ availability may change from semester to semester as their class schedule changes, so be sure to ask your student employee about scheduling changes before a new semester starts.

FWS Students’ Working Limits

Remember: student employees are students first. Students are not permitted to work during scheduled class hours.

FWS student employees are not authorized to earn more than their allotted FWS award amount during a given school year. Therefore, it is important for students and employers to work together to monitor a student employee's hours. Use this pre-programmed Excel sheet to calculate how much of their award a student has earned to-date, and how many work hours they have remaining.

International Students’ Working Limits

International students studying at GW on F-1 or J-1 visas are strictly limited to working 20 hours per week. Ask your international student to confirm his or her work limits with GW’s International Services Office (ISO).