Federal Work-Study

To be eligible for NSAD Student Employment:

NewSchool of Architecture & Design Student Employees

Undergraduate Students: must be currently enrolled at NewSchool of Architecture & Design and actively pursuing a degree program during the semester in which he/she is employed.

Graduate Students: must be currently enrolled at NewSchool of Architecture & Design and actively pursuing a degree program during the semester in which he/she is employed. (Note: Graduate Assistantships, Internships, and Practicum opportunities are separate from the NSAD Student Employment process and are administered through academic departments. See your Graduate department for specific guidelines and policies regarding your Graduate Assistantship).

Federal Work-Study

Undergraduate Students: students seeking a FWS position must currently be enrolled full-time with at least twelve (12) semester hours of credit at NewSchool of Architecture & Design. Students who fall below full-time status can have their eligibility reviewed on an individual basis by Student Financial Aid. Students who seek FWS eligibility must also meet the following requirements:

• Submit a Free Application for Federal Student Aid (FAFSA)
• Request ‘Federal Work-Study’ on the FAFSA
• Be eligible to receive Federal Financial Aid
• Have unmet financial need

Graduate Students: these students are typically not awarded Federal Work-Study; however, they can inquire and apply for FWS on an individual basis by contacting Student Financial Aid.

International students in lawful F-1 and J-1 status who qualify for federal student aid are eligible to work on campus if enrolled for a full course of study. Eligible international students must not work more than 20 hours per week due to visa restrictions. During semester breaks and during the summer semester international students may work up to 40 hours per week. Once offered a job, the international student must provide a copy of their Social Security card from the Social Security Administration prior to working.

To increase your chances of finding a job early on, students are strongly encouraged to apply via the website. You can view and apply for job postings

All applications for employment are to be submitted electronically from the online job posting. After submitting your application electronically, be patient as you wait for the Hiring Manager to contact you for the next step.

Once you have been hired by the department and complete the necessary hiring forms with your manager, congratulations, you may now begin working!

All student employees are required to complete paperwork upon being hired. These forms must be completed at NewSchool of Architecture & Design Central prior to the student’s first day of work via their TriNet account.

I-9 Form: The Immigration Reform and Control Act of 1986 requires all employers to verify the employment authorization and identity of each person hired. To satisfy the record keeping requirements of the law, all students employed must complete an Employment Eligibility Verification Form (I-9). It is the responsibility of each department to see that these forms are completed before the student begins their first day of work. It is the responsibility of the student to provide proof of citizenship status by providing documentation as listed on the I-9 (see List of Acceptable Documents for approved documents). International students may require other forms of verification. You must need to complete I-9 Section 1 within 3 business day from your date of hire. Please complete the form in TriNet.

Tax Forms: Each student employed by NewSchool must have a current W-4 Federal Tax Withholding and Form-540 State Tax Withholding. Please complete the form in TriNet.

Direct Deposit: The most efficient and effective way to receive your bi-weekly paycheck is by having it directly deposited into your checking/savings account on Thursday. Enrollment is free and is strongly encouraged. Please complete the form in TriNet. The payroll schedule is located in your TriNet account.

Hours
All student employees (NSAD and FWS) may work up to, but not more than 20 hours a week during periods of enrollment as a student, except during breaks and holidays at which time students may work up to 29 hours a week with approval. The actual number of hours worked must be recorded by the student employee and verified by the supervisor in TriNet.

Multiple Jobs
Students wishing to have a more diverse work experience on campus are allowed to be employed in up to, but not more than two (2) campus jobs at one time. Students should carefully consider the weight of their class schedule and their ability to meet their academic goals prior to taking on multiple employment opportunities.

Academic Priority
Students are prohibited from working during their scheduled class times. Students should provide a copy of their class schedule to their supervisor each semester and arrange a work schedule that does not interfere with meeting their academic goals. Students are required turn in a work schedule and class schedule to Financial Aid department as part of the check list before a student can begin work.

On-Campus Student Workers (FWS and NSAD)
Students working on-campus should submit their hours worked in the TriNet system daily.

Off-Campus Student Workers (FWS Only):
Students working off-campus with a community service agency to earn their Federal Work-Study award need to enter their time each day in TriNet. Off campus supervisors will also submit a paper time sheet to the Financial Aid Office to very your time worked.

Paychecks for all students are issued on a Bi-Weekly basis and are directly deposited into the student’s designated checking/savings account. Direct Deposit enrollment is free and is strongly encouraged. Please sign up for direct deposit during new hire onboarding via TriNet

Pay Rates
NewSchool of Architecture & Design Student Employees
– NSAD students are paid no less than the California State Minimum Wage of $14.00 per hour. At times, NSAD students may be paid a higher rate depending on department funding, job responsibilities, and other factors.

Federal Work-Study
– FWS students who work on-campus are paid no less than the California State Minimum Wage of $14.00 per hour. At times, FWS students may be paid a higher rate depending on job responsibilities and other factors.

– FWS students working with an approved off-campus community service agency are paid $18 per hour because transportation costs (fuel, auto expenses, etc.) are taken into consideration.

Meal Break
You have a right to at least a 30-minute unpaid meal break for each 5 hours worked in a day. You are also entitled to a rest break for 10-minute for every 4 hours you work.

General Employment Guidelines
NewSchool of Architecture & Design promotes professionalism and integrity in the workplace. Student employees are expected to adhere to these practices at all times. This means coming to work on-time, dressing in a manner that is appropriate for the job (see supervisor for specific dress code for your area), working the set scheduled hours that have been assigned, notifying supervisor at least two-weeks in advance if requesting time-off, and completing in a satisfactory manner the tasks assigned by the supervisor. Failing to show up for a scheduled shift shows a lack of professionalism and could result in termination. If a student has an illness, however, they should contact their supervisor with as much notice as possible. Not meeting these expectations and any additional expectation established by the supervisor could result in job termination, cancellation of Federal Work-Study awards (if applicable), and/or the inability to be rehired for other future student employment opportunities at NewSchool of Architecture & Design. It is a courteous practice that a student employee needing to resign from their position should give at least a 2-week notice to their supervisor.

Sexual Harassment
NewSchool of Architecture & Design maintains an environment for work and study free from sexual harassment. You are encouraged to report concerns or complaints. Please review the Sexual Harassment Policy prior to your first day of work.

FERPA Tutorial
Student workers must complete FERPA training and agree to the terms and conditions of the Family Education Rights and Privacy Act. Please access this link to complete the required training. This training is required yearly. Please register for an account and complete FERPA 101: Colleges & Universities and FERPA 201: Data Sharing. Once the training is complete, please provide the certificate provided and the end of each training to Human Resources to begin working.

What is Federal Work-Study?
Federal Work-Study (FWS) is a financial aid program that allows students to work on-campus or with approved community service off-campus employers to earn money to pay for college expenses. FWS is not a grant (you must work to earn it), and it is not a loan (you don’t have to repay it). Being awarded FWS with financial aid can help a student be eligible for part-time jobs, both on- and off-campus, that they may not have otherwise been eligible for. Employer’s love hiring work-study students! The FWS program encourages employment in community service and in fields related to your major of study.

What are the benefits of Federal Work-Study?
There are many benefits to having a FWS position. Here are just a few highlights…

• Convenience – When working in a FWS position, typically you can schedule your work between classes and activities!
• Mentoring – You will soon find that by working in a FWS position, you will become very connected to many faculty and staff. Networking with these university constituents and/or off-campus employers can only benefit you. Keep in mind that when you graduate from NewSchool of Architecture & Design and apply for your first professional job or admission into Graduate school, almost 100% of the time you will be asked to submit a reference for a faculty or staff member who can speak of your work ethic and professionalism.
• Flexibility – We understand that as a student you are here to learn first.  Therefore, most supervisors are flexible with your work schedule, especially during difficult times like finals!
• Variety – From health care to clerical, and from project planning to working with children, there are many different kinds of jobs available that you can apply for!
• Experience – Working in a FWS position is a great resume builder!  If you want to make yourself more marketable after you graduate, having campus employment on your resume demonstrates responsibility and leadership!
• Financial Assistance – You can use the money that you earn from your FWS position to help pay for extra costs that you have while attending NewSchool of Architecture & Design, such as books, transportation, food, rent, personal expenses, etc.

Am I eligible for Federal Work-Study?
Eligibility is determined based on the information that you provided on your Free Application for Federal Student Aid (FAFSA). There are many factors that contribute to your eligibility for FWS, but the most important criteria to meet in order to even be considered are:

• You must submit a FAFSA
• You must request FWS on the FAFSA
• You must be eligible to receive Federal Financial Aid
• You must have unmet financial need

I am not sure if I have Federal Work-Study. How do I find out?
Eligible students are awarded FWS at the time they are awarded other financial aid by Student Financial Aid. You can log into your student account to review your financial aid award package. FWS will be listed along with the other financial aid in your award. If you are still unsure, feel free to reach out to your Financial Aid counselor.

I don’t have Federal Work-Study; can I still get it?
Generally, we award FWS to students up front if they are eligible. However, there are times throughout the year that some students can gain eligibility and more FWS funds become available. If you wish to be considered for FWS, a few qualifications need to be met first:

• You must submit a Free Application for Federal Student Aid (FAFSA)
• You must request FWS on the FAFSA
• You must be eligible to receive Federal Financial Aid
• You must have unmet financial need
• You have contacted the Student Financial Services to have your name added to a wait list

I have been awarded Federal Work-Study; now how do I get a job?
Students are strongly encouraged to apply online for FWS positions. Students must complete an application online to even be considered for a position.

Do I need to complete a student employment application online if I am returning to the same position I have worked for in the previous year?
Yes, even if you have worked in the same position in a previous year, you will need to re-apply online to officially get re-hired. Note, this is a new process starting in the Fall 2021 for all students. Your department supervisor will post the position online. Students need to complete the application online before they can begin working and get paid for the hours they have worked.

I have completed my FWS employment application online, now what?
Once you have completed your FWS job application online, you will be contacted shortly by the department representative for an interview. If after the interview you are offered the position by the on-campus department or approved off-campus community service agency, you will need to go to Tri Net employment portal to complete necessary hiring paperwork which includes:

• I-9 – Employment Eligibility Verification form
• W-4 Federal Tax form
• Form-540 State Tax form
• Direct Deposit enrollment form

Once these forms have been completed, you are officially able to start working. Connect with your new supervisor at that point to confirm your start date and work schedule.

Can I receive my Federal Work-Study earnings in advance?
No, your FWS earnings will not be provided to you in a lump sum in advance. Just like in any other job, you will earn your FWS funds and only be paid for the hours you have worked.

Can NewSchool of Architecture & Design apply my Federal Work-Study earnings toward any balance I have on my student account?
No, your FWS earnings will not automatically be applied towards any account balance you have with NewSchool. Instead, you will receive a direct deposit for all the hours you have worked. After receiving your direct deposit, you can then choose to make payments on your student account if a balance has accrued.

What can I use my paycheck for?
Rather than NewSchool applying your FWS earnings towards your student account, you will receive your earnings in the form of a direct deposit into your bank account. You can use your paycheck earnings to pay for other educational expenses (i.e., books, transportation, food, rent, personal expenses, etc.).

When and how am I paid?
On-Campus FWS student workers keep track of their hours using the Tri Net payroll system. Students must submit their hours using Tri Net daily.

What is the pay rate for Federal Work-Study positions?
Students working on-campus will earn $18.00 per hour, however, California State Minimum Wage is $14.00 per hour. Students working with an approved off-campus community service agency will earn $18.00 per hour. Off-campus positions can pay more as transportation costs (fuel, auto expenses, etc.) are taken into consideration.

How many hours can I work in my Federal Work-Study position?
The amount of money that you earn cannot exceed your total FWS award. You can calculate the number of hours a week you can work by following the instructions below:

• Step 1. Determine your Pay Rate ($18.00).
• Step 2. Divide your total award by (2) and you will have your award per semester.
• Step 3. Divide this figure by your hourly pay rate and you will have the number of hours per semester needed to earn your award.
• Step 4. Divide this figure by 16 (there are 16 weeks in the semester).

This will give you the number of hours per week you will need to work in order to earn your award each semester. Your award is broken into two semesters in order to help you budget your earnings.
Example:
Total Award $4000
Award for semester $2000
Pay Rate $18.00 per hour
$2000 ÷ $18.00 = 111.11 hours
111.11 hours ÷ 16 weeks = approximately 6.94 hours per week a student will need to work in order to earn the full award during the academic school year.

You can use this formula anytime during the year to figure out how many hours you need to work. This is also especially helpful if you are starting your FWS position mid-semester.

Some students choose to work more hours per week in order to receive a larger paycheck. In this case it is important for the student to remember that he/she will be earning his/her FWS award a lot quicker and will most certainly earn their full award before the end of the academic school year. Students are allowed to work up to but not more than 20 hours a week during the academic year.

What happens when my Federal Work-Study award is exhausted?
When you have earned your entire award your FWS position ends, and you must stop working. Some employers opt to hire students as regular departmental student employees once their FWS award is gone. This is at the discretion of the employer.

What if I do not earn my entire Federal Work-Study award?
If you do not earn your entire fall semester award, the balance will be carried over and added to your spring semester, assuming you are enrolled and maintain eligibility. However, any unused award at the end of spring semester will be forfeited.

What is expected of me in my Federal Work-Study job?
FWS students are a huge asset to the college and community and provide exceptional services throughout the year. FWS students are expected to act professionally and with integrity in their position. Students are expected to show up on time when scheduled to work, and to perform their job duties as defined by their supervisor. If you are ill, you are expected to call your supervisor with as much notice as possible. Arranging for other “time off” should be requested with your supervisor with a least two-weeks notice.

Can I have more than one FWS job during the academic year?
Yes, students are allowed to have up to, but not more than (2) FWS positions at one time assuming that their class schedule allows them the free time to do so. It is important to mention that if a student has (2) FWS positions he/she will most likely be working more hours and earning their FWS award at a quicker pace. Also keep in mind that you are only allowed to work up to 20 hours a week for all FWS positions combined.

Can I work during break periods?
Students who have not graduated and those who plan to return to school after the break period may work during those breaks (winter and spring break). Students are allowed to work 29 hrs./wk. during break periods with the approval of their supervisor, and only if the student has FWS funds remaining.

What if I cannot find a Federal Work-Study job?
FWS jobs are very plentiful and there are almost always more jobs than there are students to fill them. If you are not hired for the first FWS job don’t be discouraged, try another. There are FWS jobs that will fit almost anyone’s schedule, skills, and interests. In the rare situation that you are not hired after several attempts, feel free to contact the department supervisors directly.

I don’t have Federal Work-Study; can I still work on-campus?
Yes! Students who are not eligible for FWS can still work on-campus in jobs that are open and available to all students, not just FWS. These jobs are most commonly referred to as NewSchool Student Employment (NSAD) positions and are funded entirely by the department/college. NSAD students can find and apply for jobs year round. NSAD students will also need to complete the hiring paperwork (I-9, W-4, and Direct Deposit enrollment form) in the TriNet porta upon hiring. The link will be sent to your NSAD email.

Are Federal Work-Study earnings considered taxable income?
Yes, FWS earnings are considered taxable income. However, you are FICA tax exempt. The Payroll Department will send each student a W-2 by January 31st each year highlighting their earned income and taxes paid. Unlike the money you earn from non-FWS employment positions, your earnings will not be used to determine your financial need when filing the FAFSA the following year.

How do I report my Federal Work-Study earnings on my FAFSA?
When completing your Free Application for Federal Student Aid (FAFSA) for the next academic school year, you will be asked to report FWS earnings. The U.S. Department of Education excludes these earnings from your total earned income when determining your financial need. This is a major benefit of having and using your FWS award.

Who can I contact if I have Federal Work-Study questions?
Please contact Student Financial Aid via the Financial Aid Email