Overview and FAQ Work Study Forms Policies		Student Employment The Office of Financial Assistance and Student Employment is committed to assisting students in finding work, whether it is work-study or non work-study, on-campus or off-campus.  We also offer many opportunities for you to become involved in the community through our Community Service employment positions.

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Overview

Please note the following information pertains to undergraduate students only. Graduate students with questions about job placement should contact their individual departments; graduate students with questions about paperwork, pay dates, etc. should contact Glenn Godfrey in the payroll office at: 508-793-7190.

The Clark University Student Employment Program consists of two categories of job opportunities for students.

The first is the Federal Work-Study Program (FWS) which is a federally funded financial aid program administered by the Office of Financial Assistance. The goals of work-study are to assist students in contributing to their college costs as well as to provide opportunities for practical experiences that supplement classroom activities. It is important to note that an offer of work-study is not a guarantee of that amount, but rather a limit of potential earnings. Clark University does not guarantee a student will earn his/her full allotment nor does it guarantee a job opportunity.

Potential earnings may not be deducted from a student’s bill prior to being earned. Students who are offered work study are not obligated to work. Some Clark students earn all of their allotments, some just part of their allotments, and still others choose not to work on campus. If a student is having difficulty finding employment on campus, the student should go to the Office of Financial Assistance for guidance. Students receive pay for actual hours worked that can be used for books, supplies, personal expenses, or saved for future billed charges.

The second program is called Non-Work Study. Under this program, Clark University offers opportunities for students who are not eligible for employment under FWS to seek on-campus employment.

The Office of Financial Assistance coordinates both programs during the fall/spring terms and summer break. Students may apply for summer work-study eligibility beginning in April. The deadline for submitting applications for summer work study is May 1.

Student Employment Frequently Asked Questions

I've received Federal Work Study (FWS) as part of my award. Am I assigned a job or do I apply for one?

Students are not assigned jobs. It is your responsibility to research, apply for, and follow up regarding jobs that interest you.

How do I find a job?

The first step to finding a job is to read the jobs available on the job directory. On the job directory, each position is labeled “work study only,” “non work study only,” or “work study or non work study.” Students who have not been awarded federal work study funds may still work on campus, in any job labeled “non work study” or “work study or non work study.” For a list of available jobs, visit the Job Directory. If there are no jobs listed on the job directory then our office has not been notified of any open positions.  As we are notified of open positions we will update the job directory, so check regularly for new listings. 

Application is made directly to the supervisor listed on the Job Directory. Job descriptions will provide information concerning duties, performance expectations, and skills necessary for each position listed. You apply for positions that interest you and fit your class schedule. If you are having difficulty finding employment on campus please contact our office for guidance.

If I was not awarded federal work study, can I still work on campus?

Yes! Students not awarded FWS may apply for any jobs on the job directory that are labeled “non work study only,” or “work study or non work study.” For a list of available jobs, visit the Job Directory. If there are no jobs listed on the job directory then our office has not been notified of any open positions.  As we are notified of open positions we will update the job directory, so check regularly for new listings.

What paperwork is due before I can begin working?

Students who have not previously worked on campus need to complete the following items:

• An I-9 form (This form requires specific types of identification, see details below.)
• A W-4 form
• An M-4 Form
• A Work Authorization Form
• A direct deposit form

If you were awarded FWS, you should receive a work study packet via campus mail. If you do not receive this packet by the end of the first week of classes or if you were not awarded federal work study, these forms are available online and in the Office of Financial Assistance. When you receive your work-study packet, you should review the work-study allotment to make certain that it matches the awarded amount from your Financial Aid Award Letter. If there are any discrepancies, contact our office immediately.

Students who have previously worked on campus must complete the following item:

• A Work Authorization Form

All students who choose to be exempt from federal and/or state taxes will need to complete new W-4 and M-4 forms annually.

No student can be paid until all forms are complete and correct.

What forms of identification do I need for the I-9 form?

The United States Department of Homeland Security requires that all employees, both citizens and non-citizens, complete the I-9 form at the time of hire. This form confirms your identity and your eligibility to work in the US. The students should complete Section 1 of this form and bring it to the Office of Financial Assistance with either one document from List A or two documents from List B. If the document is at home, you may have a copy faxed to our office at: 508-793-8802.

List A

• US Passport
• Certificate of US Citizenship
• Certificate of Naturalization
• Unexpired Foreign Passport
• Alien Registration Card
• Unexpired Temporary Resident Card
• Unexpired Employment Authorization

OR

List B

One from this list:

• Driver’s License
• Photo ID issued by government agency
• University Photo Student ID
• Voter’s Registration Card
• US Military Card or Draft Record
• Military dependent’s ID card
• US Coast Guard Merchant Mariner Card

AND

One from this list:

• US Social Security Card
• US birth certificate
• Certification of birth abroad
• Native American tribal document
• US Citizen ID card

Your rate of pay is determined by your supervisor. There are three pay levels for students, which are outlined in the chart below.

Students are paid bi-weekly according to the time sheet schedule. The first pay period of the school year that you work, you must complete a temporary timesheet. After you are paid for the first time, timesheets are distributed to each department after each payroll cycle. Please note that timesheets are student-specific. Your name, social security number, the department number, wage rate, total award amount, and the remaining balance are printed on each timesheet.

For the first payroll period, a student who has not previously worked on campus completes I-9 and tax forms. All students must turn in a completed Work Authorization Form and complete a Temporary Timesheet (all items are enclosed in the work-study packet).

Once you have completed all necessary paperwork and have been established on the payroll system, your supervisor will receive a pre-printed timesheet for you. Pre-printed timesheets will begin arriving after the first pay period. Consequently, there will be a period of time when you have no timesheet. You and your supervisor should keep track of hours worked in the interim period and transcribe the information on the pre-printed timesheet once it has been received.

Please round to the nearest quarter hour when completing your timesheets. Do not use thirds, sixths or minutes.

At the end of each pay period, give the completed, signed timesheet to your supervisor. The supervisor then signs and delivers it to the Cashier’s Office, 20 Downing Street, 2nd Floor.

You and the supervisor must sign timesheets. The supervisor’s signature must be that of a Clark administrator, faculty or staff member, or a contracted community services supervisor. You will not be paid until the Payroll Office receives the completed, signed timesheet.

Below is a chart indicating the pay period in the first column, the date your timesheet is due in the second column, and the date your paycheck will be issued in the third column.

Timesheets are due in the Cashier's Office, 20 Downing St. by 10:00 a.m. on scheduled dates. Late timesheets will not be paid until the following payroll. Last workday for seniors is April 27, 2009. The last workday for all other undergraduates is May 17, 2009. Summer Work-study Program begins May 18, 2009.

Yes! Direct Deposit is available and is strongly recommended for all student employees. There is no charge for this service. The direct deposit forms are available online or in the Office of Financial Assistance and must be completed and returned to the Office of Financial Assistance. Please note that the direct deposit does not begin immediately; allow one pay cycle for processing.

No. If you have already had direct deposit, there is no need to complete another form unless there is a change in bank, account number, deposited amounts, etc. Please note that the direct deposit changes do not begin immediately; allow one pay cycle for processing.

While classes are in session, students may work up to a maximum of twenty hours per week. During vacation periods of one week or more, students may be allowed to work additional hours. It is the responsibility of the student to keep track of earnings, as students will not be paid from work-study funds for hours exceeding their allotment. The maximum earnings a student may have per academic year is listed on the Financial Aid Award Letter, the Work Authorization Form, and your timesheet.

Work-study awards are to be used only for the time period indicated on the award letter and Work Authorization. Awards cannot be transferred to other time periods, to other students, or carried over to summer or the next academic year.

Once the authorized amount has been earned, the student should stop working.

You must apply for a summer work study award. This is considered a separate semester. It is not considered part of the academic year. The deadline for applying for summer work study is May 1, 2009. For details on the application process, please contact our office.

Yes, all working students (domestic and international) must have a valid Social Security number. If you do not have a Social Security number, you must apply for one with the Social Security Administration.

For tax purposes, Clark University provides each student with a W-2 form listing all taxable earnings paid to the student. These forms are distributed by the end of January and reflect the student’s earnings for the preceding year.

Work-study earnings are subject to all federal and state taxes. In addition to federal and state taxes, any wages earned from work performed when classes are not in session (including summer) are subject to the Social Security tax deduction.

Some students are eligible for an exemption from taxes. For details, please visit the Office of Financial Assistance.

Yes. Just like any other job, you are expected to perform your work study job duties to the best of your ability.

If a problem arises, your supervisor should attempt to resolve the issue by speaking with you. If the problem continues, your supervisor should warn you in writing at least once. If the problem persists, your supervisor should provide advance notice of termination and the reason(s) to you in writing, with a copy to the Office of Financial Assistance.

Reasons for termination could be, but are not limited to: violation of confidentiality, dishonesty (including falsifying timesheets), poor work performance, habitual tardiness or absences. If you are terminated from a work-study position, it is unlikely that you will be allowed to work another work-study job for the remainder of the academic year.

• You must have a valid Social Security number.
• Before you begin working, you should be certain all necessary paperwork has been completed and returned to the Office of Financial Assistance. This paperwork includes the Work Authorization form, a W-4 form, an I-9 form, and a MA Tax Exemption Form.
• You should report to work on time. If you are going to be late or absent, you should always notify your supervisor in advance. 
• Timesheets should be signed and turned in to your supervisor on time. Late timesheets will be paid in the following pay period.
• You should not engage in reading, homework, or other personal business or phone calls during hours of employment.
• Each department may have its own specific dress code. Make certain to check with your supervisor to find what his/her expectations are.
• You are responsible for ensuring that your earnings do not exceed your work-study award limit. The remaining balance of the award is reported on each pre-printed timesheet. Be sure to check your remaining balance each new timesheet.

Undergraduate international students may be eligible to utilize the Student Employment Website and referral service. However, since there may be certain restrictions regarding employment in the United States, international students must first speak to the Office of International Students and Scholars at 793-7362 to determine if they are eligible to work.

In order to create a culture of service, improve the quality of life for community residents, and create a community that addresses its needs together while providing work-learning experiences for students, we are pleased to offer a limited number of community service work-study positions for interested students. Clark University, through the University Park Partnership, has made a strong commitment to involvement in its local community, and in doing so, has created a number of exciting and interesting work-study positions for students.

Community service positions are listed in the Job Directory under the Community Service heading. The application process for community service jobs are made in the same way as all other work-study positions.

Students cannot use their Federal Work Study Funds while studying abroad. If you were awarded federal work study and have decided to spend the semester abroad, you forfeit the work study award.

For questions not answered here, please contact the Office of Financial Assistance at (508) 793-7478 or finaid@clarku.edu

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