Citrus College participates in federal, state and institutional financial aid programs in order to provide its students with financial access to post-secondary education. The Federal Work-Study (FWS) program allows students the opportunity to work part time on and off campus to complement and reinforce their educational program or career goals, and to help meet their educational costs. Students working with children or cash will be required to be fingerprinted at no charge to the student.

Eligibility for FWS is determined after the student has completed their financial aid file and has received a financial aid award notification email. Students interested in FWS must present his/her award notification to the Financial Aid Office (FAO) and then the FAO will review the student's need and current class schedule to determine if the student is eligible to be awarded FWS funds. Students who apply early and turn in all necessary documentation to the FAO in a timely manner will increase their chances of being able to participate in the program, as funds are limited and are awarded on a first come first served basis.

Students must exhibit financial need to be eligible for FWS; that is, the student's cost of attendance (COA) must be more than the amount of his/her Expected Family Contribution (EFC) as calculated by the Federal Need Analysis Methodology. FWS cannot be awarded to a student if the award, when combined with all other resources, would exceed the student’s need.

Students must maintain an enrollment in a minimum of six units during the fall/spring to be eligible for FWS and three units during the summer/winter semesters. The last possible working date for the award year for FWS is June 30th. Students MUST STOP working under FWS when they drop below the required units, run out of funds, or reach June 30th, whichever comes first. Students must notify their supervisor, the FAO, and Student Employment Services (SES) if they drop below the required units or stop working.

Please note: students may switch to regular student employment if they use their entire FWS award as long as the hiring supervisor approves the change. Students who work under regular student employment must enrolled in at least 12 units.

Students wishing to work under FWS continuously through the next award year must renew their Free Application for Federal Student Aid (FAFSA) for the upcoming award year (January 1st of every year) and complete their financial aid file before FAO will email them an award notification. The process then starts over. The sooner the FAFSA is completed the sooner the FAO can determine FWS eligibility for the following academic year. There is no guarantee that a student will continue to have FWS from one year to the next.

 FWS Awards and Notification

The referral form will indicate the FWS award amount. Awards are given for the academic year and can only be earned during the assigned semester. If the supervisor wishes to hire the student, the supervisor and student must sign the referral. The supervisor must then forward all four pages of the referral along with a Student Worker Hire form to Student Employment Services (SES). The Student Worker Hire form can be found on the intranet in the Student Employment document library.


SES will process the forms and distribute all copies of the referral once the student is approved to start working. Supervisors may not start working the student under the FWS program until they receive a signed copy of the referral and a receipt from the SES. If the supervisor is not interested in hiring the student, the student should retain the referral and take it to their next interview. If the referral expires before the student is interviewed it is no longer valid and the student must return to the FAO to request a new referral. A new referral will be issued if FWS funds are still available.

 Step-by-Step Checklist for Hiring a FWS Student

1. Students interested in FWS must notify the FAO of their interest in the FWS program after they complete their file and receive their financial aid email award notification. FAO will determine FWS eligibility and eligible students will be contacted to pick up a Work-Study Employment Referral form from FAO.


2. Students must take the Work-Study Employment Referral form to the SES and inquire about openings or students can check online for available jobs. The FAO does not make employment referrals to departments on campus.


3. Students will then contact the supervisor listed on the job opening to arrange an interview. Students must present their referral form which has the amount of their fall/spring award notated to the supervisor. Awards are given for the academic year and can only be earned during the assigned semester. Please note that the referral has a two week expiration date. FWS awards are cancelled on the expiration date if the student has not been hired. Students can renew expired referrals at the FAO as long as funds are still available.


4. If the supervisor wishes to hire the student, the supervisor will keep all copies of the signed employment referral form and submit it to the SES.


5. After the SES receives the referral form, SES will notify the supervisor, FAO, and the student of their official start date. The student cannot begin work prior to the start date.


6. If the supervisor elects not to hire the student, the supervisor should will return the unsigned referral form back to the student and direct the student back to SES or online to seek other employment opportunities.

 Timecards

Federal regulations require FWS students to be paid each month. Student and supervisor are responsible for establishing a work schedule that ensures that hours worked do not exceed the balance of the dollar amount awarded after each pay period (the 26th of the month through the 25th of the following month). Timecards must be signed by the supervisor and student and be submitted to Payroll by the 25th of each month. It is important to keep a log of hours worked each day so the correct hours worked are reported on timecards each month.


Pay dates are the tenth of the following month for on campus jobs; the fifth of the month for off campus jobs. Students may work up to 20 hours per week eight hours per day when classes are in session. Students are not eligible for overtime, vacation accumulation, sick leave or unemployment insurance.

 Students will be terminated from their FWS employment by the FAO if students:

1. Drop below 6.0 units at any time during the semester (3.0 units in winter/ summer)


2. Does not Maintain Satisfactory Academic Progress (SAP). SAP is checked after each semester. Students may continue to work fall/spring hours unless otherwise notified by FAO. The FAO will email a list of ineligible FWS students to the appropriate supervisors and notify the student after SAP from the previous semester has been verified. Go to the SAP Policy online to view full details.


3. Earn their FWS award for the semester.