Federal Work-Study Employers

Contact Us
  • UCPath Information

    Current Ad-Hoc Approver: Jenny McCracken

    Work-Study Training
    Training slides can be found in Google Drive.

    Upcoming Training
    Date: 10/12/2018, 10/26/2018
    Time: 10:00-11:30
    Location: Office of Financial Aid & Scholarships Conference Room
    Please register for a session on Wejoinin.

    UCSB UCPath Functional Users Resources:
    Several Work-Study specific job aids can be found at UCSB UCPath Functional Users Resources and Help.

    New Work-Study Processing Timeline/Deadlines
    Due to the new UCPath timeline, in order to guarantee earnings will split for a given pay period the referral must be received in the Office of Financial Aid & Scholarships by the Wednesday before the pay period end date. Referrals received after this day will still be processed but we cannot guarantee that earnings will split with Work-Study funds for that pay period.

     
  • Are there Training Opportunities Pertaining to the Work-Study Program?

    Scheduled training opportunities are available to on- and off-campus employers. For training regarding special topics or to request an individual training session for your organization, please contact the Work-Study Unit (FinAidWSP@sa.ucsb.edu).

    2016-2017 WSP On-Campus Presentation
     
    Work-Study Detailed Job Description

  • What is the Purpose of the Work-Study Program?

    The Work-Study Program (WSP) encourages the part-time employment of UCSB's undergraduate and graduate students. Their earnings help them to defray the cost of their education. To the maximum extent practicable, WSP positions should complement and reinforce a recipient's academic and/or career goals, serve the public interest and, whenever possible, directly involve the recipient in community service activities.

    Your agency can help us meet this goal by identifying existing and/or developing new employment opportunities within your organization and community.

  • How does Your Program Benefit My Agency?

    We offer a diverse applicant pool. Our students pursue a wide variety of personal, academic, and career interests. In so doing, they expand their skills, knowledge, experience and insight. They offer great potential to their prospective employers.

    We perform several key administrative functions for your agency:

    • Advertise current WSP employment opportunities through Handshake
    • Issue WSP Referrals to qualified students who wish to pursue these opportunities
    • Complete all employment and payroll paperwork for the WSP student employees you hire
    • Issue and receive Bi-Weekly WSP time sheets
    • Issue Bi-weekly pay checks and W-2s
    • Create and distribute Bi-Weekly WSP Invoices that detail your Agencie's Share of Gross Work-Study Earnings in addition to the Administrative Fee  
    • Assess and deduct all state and Federal income taxes, FICA, and Medicare contributions

    We conserve your agency funds. Our WSP funds pay a percentage of your student employee's gross wage. Your agency pays only the:

    • Matching Share (Non-Profits): Forty percent (40%) gross WSP wage earned
    • Matching Share (For-Profit): Fifty percent (50%) gross WSP wage earned
    • Administrative Fee: Ten percent (10%) gross WSP wage earned
  • Are there Any Special Regulations I Need to be Aware of?

    Federal guidelines dictate that the work performed by Work-Study Program (WSP) student employees must be in the public interest. Work performed "in the public interest" is defined as: "work performed for the national or community welfare, rather than for a particular interest or group." Specifically, work performed by WSP student employees may not:

    • Displace, supplant, or replace employed workers
    • Impair existing contracts for services
    • Fill jobs that are vacant because the employer's regular employees are on strike
    • Involve any partisan or non-partisan political activity associated with a candidate or with a contending faction or group in an election for public party office
    • Involve employment as a political aide for any elected official
    • Involve employment for an elected official who is not responsible for the regular administration of Federal, State, or local government
    • Involve any lobbying on the Federal or State level
    • Include employment for the U.S. Department of Education
    • Involve the construction, operation, or maintenance of any facility used or to be used for sectarian instruction or religious worship
    • Involve religious/sectarian instruction and/or worship
    • Involve work that primarily benefits the members of an organization that has membership limits, such as a credit union, a fraternal or a religious order, or cooperative
    • Depend upon a student's political support or party affiliation as a condition of employment

    This regulation prohibits WSP student employees from performing work intended to primarily serve the interest of the Organization. For instance, WSP student employees may not assist in membership and/or fund drives as such work primarily benefits the Organization although the primary interest of the Organization serves the public interest.

    Schools also may enter into agreements with private for-profit companies to provide off-campus jobs for students; however, these jobs must be academically relevant, to the maximum extent practicable, to the student’s program of study.

    If there is a change in a student's Work-Study eligibility during the academic year that results in a decrease to a student's Work-Study eligibility, it is the responsibility of the employer to cover the excess income no longer eligible to qualify under the WSP at 100%.  For example: If a student originally was awarded and earned $3,000 in Work-Study eligibility but received additional scholarship that reduced their Work-Study eligibility to $2,000 after the $3,000 was earned, it is the employers responsibility to cover the $1,000 that is no longer eligible to be earned under Work-Study at 100%.     
        

  • How does My Organization Apply?

    To become a Work-Study Employer, you must complete the following steps:

  • Work-Study Program Employer Handbooks

    Our office provides handbooks with extensive information about the Work-Study program:

  • Handshake

    Handshake is the official site for jobs, internships, and on-campus interviews here at UCSB.  It is managed by career counselors and UC staff to provide exclusive services for our students, recent alumni, and local UCSB community. 

    What Happened to the Jobs I Posted on GauchoLink?

    Job Descriptions archived in GauchoLink will not be carried forward into Handshake.  Users will need to log in to Handshake and set up their profile for first-time use including creating a new job description.  Once a job posting has been created, users can "Duplicate" the posting, update any necessary information, and resubmit the posting for approval.   

    Where Can I Get More Help?

    To find more information about Handshake, please visit Career Service's Handshake webpage.  You can also contact the Work-Study Administrative Unit by emailing FinAidWSP@sa.ucsb.edu or by phone at (805) 893-2067.   

     

  • How Do I Post a Job?

     Posting Jobs
    • Visit the Employers Section on Career Services Website
    • Register your Agency with Handshake
    • Click Handshake Post a Job
    • Click Create
    • Work-Study jobs can be submitted as of July 31, 2018 or later for review
    • Application start date is August 13, 2018 or later
    • Employee Start Date under Work-Study is September 24, 2018 or later
    • End date is May 18, 2019 or earlier for off-campus affiliated employers.  
    • End date is May 27, 2019 or earlier for Monthly employees
    • End date is June 1, 2019 or earlier for Bi-Weekly employees
    • Ensure you have selected the Work-Study flag
    • Complete all information on the web form and hit Submit
    • That’s it! Upon approval, you will receive an email confirmation notification through Handshake that your application has been approved.  On August 13, prospective employees can begin to review and apply to your posting.  
  • How do On-Campus Departments Participate in the Work-Study Program?

    On-Campus employment is one of the main ways students utilize the Work-Study Program. Students would submit to your payroll person a Work-Study Referral Form, which is then submitted to our office for processing. Further information on campus participation and guidelines is provided in the 17-18 On-Campus Handbook.

  • How does Work-Study affect my financial aid award for the next Academic Year?

    Students that have utilized their Work-Study eligibility are encouraged to update the FAFSA application with their earnings they received from all Work-Study positions.  The reported earnings received, while working in a Work-Study eligible job, should be updated within Question 44 section C of the FAFSA. 

    If a student would like to confirm how much they earned under the Work-Study Program, they can contact their department of hire or the Office of Financial Aid.  Students are unable to receive Work-Study earnings in excess of their Work-Study Award outlined on their Official Financial Aid Award Letter.