Student Employment Program

To be considered for FWS, you must complete a Free Application for Federal Student Aid (FAFSA) and demonstrate financial need. Funds are limited and not all students who apply and are eligible will receive a FWS award.

• (FWS) Students cannot exceed the awards from the financial aid office
• Students must be enrolled in a minimum of 6 credits
• All FWS student workers cannot have any current or pending University Code of Conduct Violations.
• Students are required to maintain a cumulative course completion rate of 67%
• All FWS student workers must maintain Satisfactory Academic Progress (SAP) in order to stay in the UDC employment program. Undergraduates: 2.0 GPA/ Graduates: 3.0 GPA

Funding is limited; therefore students will be selected on a first come first serve basis and must meet all of the eligibility requirements.

(F-1) International Students

Are international students eligible for student employment?

Due to the requirement of U.S Citizenship, this program does not accept International Students. However, International Students can qualify for the other programs that are offered under student employment.Note:The deadline for priority consideration for the

Getting Started

1. Complete and submit an FWS/SEP application to the student employment coordinator via:
   • Financial Aid Office, VanNess Campus, Bldg. 39 Suite A-111
   • Fax: 202-274-6060
   • finaid@udc.edu

• If the student meets FWS eligibility requirements, the Financial Aid Office will include a FWS award in the student’s financial aid package. Students can view if he/she is awarded through the myUDC portal.
• You may either find a job on campus or contact the Employment Coordinator for potential job openings.

• Attend an interview! It is highly encouraged that you prepare ahead of time for your interview and you get to your interview early. For more helpful interview tips, see information on Interview and Professional Etiquette!
• Secure a position with an on-campus or off-campus employer

• Finalize requirements for processing, Complete Human Resources Packet:
  • Temporary Employment Application
  • I-9 Employment Eligibility Verification Form
  • Tax forms
  • Confidentiality Agreement form
• Attend Orientation
  • Both supervisors and student workers must attend a mandatory orientation before beginning employment. The purpose of the orientation is to further elaborate on the introduction and expectations of the program, procedures, guidelines and a Q&A session.
  • Students will be informed by email from the Student Employment Coordinator on orientation dates.
• Submit a FWS Work Authorization to your Employer and to the Office of Financial Aid.
• Set up your Work Schedule with your employer and your Payroll login password with Jeannetta Clayton in the Payroll Office at jclayton@udc.edu.
• Begin working and earning your FWS award!

The amount you have the opportunity to earn is based on your award and your employer’s FWS allocation. Actual earnings are based on the number of hours you work.

• Average work schedules range from 10 to 15 hours a week, with a maximum of 20 hours. You are responsible for monitoring your earnings so that you do not earn more than your FWS award for the certification period.
• Hourly rates, which comply with federal and state minimum wage laws, vary depending on the type of work and your skills and experience.
• A FWS award is not credited toward your tuition bill or received up front. Students are paid directly through bi-weekly paychecks.

• Unused fall semester amounts can be earned during the spring semester.
• Unused academic year amounts cannot be earned during the summer.
• Any unearned summer amount cannot carry over to the next academic year.

How would a student know if he/she has been selected to participate in SEP? If the student does not meet the eligibility requirements for the other programs offered under student employment then he/she may be placed in the Student Employment Program.

• Students must complete a FAFSA every year for the Federal Work Study program.
• Students must be enrolled in a minimum of 6 credits
• All SEP student workers cannot have any current or pending University Code of Conduct Violations.
• Students are required to maintain a cumulative course completion rate of 67%.
• All SEP student workers must maintain Satisfactory Academic Progress (SAP) in order to stay in the UDC employment program. Undergraduates: 2.0 GPA/ Graduates: 3.0 GPA.

(F-1) International Students

Are international students eligible for student employment? International Students may be eligible for student employment (SEP). The determination of temporary employment for international students is made by the Office of Human Resources.

The Power of the Social Security Number: In order to work in the US, an F-1student will need to have a valid social security number for payment purposes. If not, he/she must apply and complete the application for a SSN only after they have been offered a position. SSA processing can take a few weeks; therefore, a student will not be able to work until all requirements are finalized. For more information about International Students & Social Security Numbers, go to ssa.gov.

The required eligibility documentation for International Student Workers includes:

• A valid Passport/Student Visa,
• Form I-94
• A valid Form I-20

Any expired documentation may delay the start of employment.

Funding is limited; therefore, students will be selected on a first-come, first-served basis and must meet all of the eligibility requirements.

1. If the student meets SEP eligibility requirements, the Financial Aid Office will inform the student by e-mail that they have been accepted. There will not be an award shown in your award package through the myUDC portal for this program.
2. You may either find a job on campus or contact the Employment Coordinator for potential job positions to interview for.
3. Attend an interview! It is highly encouraged that you prepare ahead of time for your interview and you get to your interview early. For more helpful interview tips, see information on Interview and Professional Etiquette!
4. Secure a position with an on-campus employer
5. Finalize requirements for processing. Complete Human Resources Packet:
   • Temporary Employment Application
   • I-9 Employment Eligibility Verification Form
   • Tax forms
   • Confidentiality Agreement form
6. Attend Orientation
   • Both supervisors and student workers must attend a mandatory orientation before beginning employment. The purpose of the orientation is to further elaborate on the introduction and expectations of the program, procedures, guidelines, and a Q&A session.
   • Students will be informed by email from the Student Employment Coordinator on orientation dates.
7. Submit a FWS/SEP Work Authorization to your employer and to the Office of Financial Aid.
8. Set up your Work Schedule with your employer and your Payroll login password with Ms. Jeannetta Clayton in the Payroll Office at jclayton@udc.edu.
9. Begin working and earning your FWS Award!

The amount you have the opportunity to earn is based on your award and your employer’s SEP allocation. Actual earnings are based on the number of hours you work.

• Average work schedules range from 10 to 15 hours a week, with a maximum of 20 hours. You are responsible for monitoring your earnings so that you do not earn more than your FWS award for the certification period.
• Hourly rates, which comply with federal and state minimum wage laws, vary depending on the type of work and your skills and experience.
• A SEP award is not credited toward your tuition bill or received up front. Students are paid directly through bi-weekly paychecks.

• Unused fall semester amounts can be earned during the spring semester.
• Unused academic year amounts cannot be earned during the summer.
• Any unearned summer amount cannot carry over to the next academic year.

Requesting a FWS of SEP Employee

Any campus department or office can request FWS or SEP employees.  A FWS or SEP request must be completed by the department to begin the process of a student working in that area. All requests must be accessed through the Student Employment Office.  When requesting a Federal Work-study or SEP employee, you are the employer and are accepting the responsibilities involved in that role.

It is also important to remember that the work-study population is restricted to those students awarded this particular portion of financial aid assistance and is limited. You may request as many Federal Work Study employees as necessary; however, you are not guaranteed any work study employees.
Both supervisors and student workers must attend a mandatory orientation before beginning employment. The purpose of the orientation is to further elaborate on the introduction and expectations of the program, procedures, guidelines, and a Q&A session.

Supervisors will be informed by email from the Student Employment Coordinator on orientation dates and locations.

• The Student Employment Coordinator will submit applicable candidates to your attention. You will select the applicants that interest you, and will be able to view their resumes and student class schedules. You can then contact the applicants and schedule interviews.
• Students must be enrolled at least half time and attending classes to qualify for the FWS or SEP programs.
• All student workers must be authorized to work prior to beginning work at any work-study site.
• Students should never work during class time, nor should a student work extra hours to compensate for days that time was not earned.
• Students will not be compensated for working more hours that he/she has been awarded.
  • Student workers are not allowed to work over twenty (20) hours weekly.
  • Student workers are paid on an hourly basis.
  • Half hours can be worked; however, they must add up to a whole hour by the end of the pay period.

Note: It is the student and supervisor’s responsibility to insure that the student does not work more hours per pay period than the student is authorized to work.

•  Supervisors must provide personal supervision of students assigned to them. On completion of tasks, workers may be allowed to study or complete homework assignments onsite in the assigned work-study area.

Note: Periodic inspection of the work-study site will be conducted by the Student Employment Coordinator. Students and/or supervisors who do not follow the outlined rules and regulations will be disallowed from participating in the program.

• Student workers must sign in/out of the work-study site daily. See (Payroll Procedures).

Note: It is the responsibility of the student worker supervisor to ensure that all timesheets are submitted on time. Any supervisor that submits two (2) timesheets late or incomplete in a single semester will be terminated from FWS/SEP. The student will be reassigned.

• In an effort to prevent problems, real or imagined, no student will be assigned to work with a relative.
• No employment fringe benefits will be paid to the student worker.
• Supervisors must complete an end-of semester evaluation of all student workers under his/her supervision.

Note: Students receiving two (2) unsatisfactory evaluations will be considered for relocation or termination from FWS/SEP.

• Student workers are required to attend all meetings called by the Student Employment Coordinator or the Financial Aid Office.
• Students must notify his/her supervisor of any absence or tardiness.

Note: Not notifying the supervisor may result in termination. 

• Students recommended for termination by the supervisor will not be allowed to work the remainder of the semester and will be suspended for one full semester.

Note: Termination letters must be submitted in writing to the Student Employment Coordinator.

• In an effort to prevent problems, real or imagined, no student will be assigned to work with a relative.
• No employment fringe benefits will be paid to the student worker.
• Supervisors must complete an end-of semester evaluation of all student workers under his/her supervision.

Note: Students receiving two (2) unsatisfactory evaluations will be considered for relocation or termination from FWS/SEP.

• Student workers are required to attend all meetings called by the Student Employment Coordinator or the Financial Aid Office.
• Students must notify his/her supervisor of any absence or tardiness.

Note: Not notifying the supervisor may result in termination.

•  Students recommended for termination by the supervisor will not be allowed to work the remainder of the semester and will be suspended for one full semester.

Note: Termination letters must be submitted in writing to the Student Employment Coordinator. 

• Supervisor should ensure that student workers extend good customer service to our customers and the appropriate work attire is worn at all times while at work (No shorts, No flip flops, No revealing clothing –i.e. mid-drift shirts, low rider jeans, sagging pants, tank tops, or miniskirts.)

The university will consider requests to enter into contractual agreements with federal, state or local public agencies, and private non-profit organizations based upon the following rules and upon available funds.

• Employer must be a public or private non-profit organization, with a 501c3 federal tax designation.
• Employment must not result in the displacement of other employees.
• Work must be in the public interest.
• Work cannot require religious or political involvement.
• Work does not involve the construction, operation or maintenance of any facility used or to be used for sectarian instruction or as a place of religious worship.
• Employer will provide meaningful work. Preferably, work will enhance the student’s educational objectives.
• Employer must provide adequate supervision and training for the student employed.
• Employer must provide responsible record keeping and monitoring of student hours within the limitations of the student’s FWS certification (award).
• Employer must have funding available and the ability to write checks to pay its portion of the student’s wages (25%).

1. A copy of the Articles of Incorporation for Non-Profit status designating the 501c3 tax status (not required for government agencies).
2. A description of the agency’s program indicating major functions and purposes.
3. If your agency is approved to participate in the program, confirmation and hiring process instructions will be emailed to you.
4. In addition, the Off-Campus Work Study agreement will be sent by the Student Employment Coordinator via fax to the Off-Campus agency and should be submitted back signed.
5. Agreements run from July 1st through June 30th of the following year. Renewal is NOT automatic. You must reapply each year. Student Financial Aid and Scholarships will send you a renewal notice as a reminder.

Note:  The agreement must be signed by both UDC and your agency before a student can begin working at your agency. The Student Employment Coordinator will inform you of the amount of Federal Work-Study awarded and the employment time frame. A student cannot begin working prior to the first day of classes for which the term of the Federal Work-Study is initially awarded.

If you have questions about the program, the application procedure, or have problems downloading application forms, please contact the Office of Financial Aid at 202-274-5060, or by e-mail at FwsSep@udc.edu.

When writing your resume, you should ensure that your objectives are aligned with those of the employer. Be sure to emphasize what skills you have learned, in addition to jobs performed, in both paid and unpaid positions. Use action verbs and specific examples to explain your accomplishments to the employer. Finally, remember to proofread!

Use Action Verbs such as Accomplished, Administered, Advised, Analyzed, Assisted, Built, Collaborated, Completed, Conducted, Coordinated, Created, Developed, Devised, Directed, Examined, Facilitated, Formulated, Generated, Implemented, Improved, Initiated, Investigated, Managed, Marketed, Monitored, Motivated, Negotiated, Proposed, Researched, Specified, Supervised, Taught, Used, Wrote.

Be prepared! Know yourself and the job description and practice interview questions. Be sure to dress professionally and to arrive early to the interview.

Demonstrate self-confidence! Greet the interviewer with a firm handshake and maintain eye contact throughout the interview. Listen attentively, ask pertinent questions, and use good communication skills. As the interview concludes, make sure you know the next steps in the hiring process and express interest in being hired.

Send a thank you letter/email to the interviewer thanking them for their time and consideration, and expressing your continued interest in the position after learning more about it. Be sure to make note of who interviewed you, when your interview was, and what follow-up actions you have taken. You should also reflect on your interview experience. Identify your strengths and weaknesses in order to continually improve your interviewing proficiency.

• Always be on time for work. Notify your employer in advance if you expect changes in your work schedule. In the event of any unplanned changes in your schedule, contact your employer.
• Be sure to switch your cell phones to vibrate or silent while at work.
• Follow the dress code of the office.
• Never use office resources for personal use.
• Never use foul or offensive language while working.
• Make an effort to establish positive and professional relationships with your co-workers.