Supervisor Responsibilities

Federal Work-Study (FWS) student employees work in virtually every department at the college and perform a variety of duties important to our success. Research shows that employment is a primary factor in student success. Students who work are more likely to earn a degree, and they earn higher grades than their non-working peers. Part-time work experience is a significant factor in career choice and success.

Your role as a supervisor is vital to the management and development of one of the College’s most important resources, our student employees.

Employer’s supervisory responsibilities include the following:

  1. provide clearly defined supervision through well-defined expectations, resources and support and
  2. report student employee work hours accurately and
  3. monitor student employee’s performance for quality of work and
  4. verify that all hours reported are accurate (Students are not allowed to work during scheduled class hours.)


Employers have an obligation to each student employee to provide an employment orientation so the student employee will understand the tasks to be performed. It will be helpful to the student employee to be provided with a brief description of the job. Student employees are to perform all work assignments at the assigned work site. The employer should provide a reasonable amount of supervision. The supervisor should counsel the student if the work is performed in an unsatisfactory manner and give the employee a reasonable length of time in which to improve. Student employees are expected to perform job assignments in a manner that is consistent with department goals.

Appropriate personal conduct and positive attitudes are important aspects of satisfactory job performance. This employment should be a positive learning experience for the student and a pleasant experience for the supervisor.

Monitoring Federal Work-Study Earnings

The U.S. Department of Education determines what each student is eligible to receive in financial aid awards each year. Consequently, it is up to everyone involved in the Federal Work-Study program to monitor the student employees’ earnings. The FWS Coordinator in the Student Financial Aid office will maintain work records on each student along with Personnel.

As a supervisor, you must also take responsibility to keep accurate work records on the students, you supervise to make certain that the student does not work more hours than they are eligible to work. Your copy of the Work-Study Contract lists the student’s eligibility for the year. Keeping accurate work records will insure that you will always be aware of the student’s remaining eligibility and will enable you to monitor the student employee’s earnings and prevent job terminations on short notice or at inopportune times.

Time Cards

Each Federal Work-Study student employee is required to accurately record time worked by clocking-in and clocking-out using the Microsoft Forms list in Microsoft Teams. At the end of each week, the Financial Aid Office will review all times submitted to ensure accuracy. At the end of the pay period, the Financial Aid Office will provide the total cumulative hours worked. Both the work-study student and supervisor should note that approving the time cards attests to their knowledge of and confirmation of hours worked and will be required to sign the timesheet. Failure to have an adequate record-keeping system in place may result in the loss of FWS funding.

Work Schedules and Class Schedules

It is advisable for each student employee to submit a copy of the semester’s class schedule to the supervisor. This will prevent inadvertently scheduling the student employee work hours during scheduled class time, which is prohibited by federal regulation.

Student employees may work up to 5 hours a week or 20 hours a month, however, student employees may be limited to less than this by the amount of their award. Please be certain to check your copy of the Work-Study Contract for work hour limits. If a student has other jobs on campus, please coordinate scheduling with other supervisors to ensure compliance with this provision.

Any student employee who drops below six hours of credit classes or is not making Satisfactory Academic Progress must be terminated immediately.

FWS student employees may not work when the College is closed, however, student employees may be allowed to on a case by case bases. Please speak with the Financial Aid Office to receive advance permission.


Student employees who work four consecutive hours or more should be provided the same break privileges that are customary for other staff in the department. The supervisor will determine appropriate times and conditions of break periods.

Terminating Employment

Unsatisfactory work, poor attendance, and improper conduct (theft, physical abuse of equipment or people, falsification of records, disclosure of confidential information, etc.) from a student employee are areas of concern. Supervisors should contact the Financial Aid Office to work through performance issues and/or to obtain a Termination of Work-Study Form.