Work-Study & Non Work-Study Hiring Information for UCSC Faculty and Staff
REMEMBER: Newly hired students MAY NOT begin working under any circumstances until authorized by the Career Center. Hours worked before all payroll forms are submitted CANNOT be paid with Federal College Work-Study funds
Federal work-study program
The Federal College Work-Study Program stimulates and promotes part-time employment for currently registered students who are eligible for Financial Aid and are awarded Work-Study. This program gives the student the opportunity to earn a portion of their financial aid, and to explore career possibilities while gaining valuable and practical work experience.
Students are encouraged to look for a position that relates to their academic interest or career goal. Work-Study can only be used during the academic year mid September through mid June, and during quarters in which the student is enrolled in at least 6 units (undergraduate students) and 5 units (graduate students). Any unused portion cannot be carried over to the summer or to the following year.
The Work-Study program has been designed to benefit both students and employers. 60% of student’s wages are paid by Federal College Work-Study funds, or other funding sources. The remaining balance (40% salary + 10% administrative fee) is paid by your unit. Your unit will benefit by hiring employees at a minimal cost.
Displacement of either non-Work-Study employees or full-time staff members in order to reduce cost is a violation of federal laws governing work-study.
The Financial Aid Office is responsible for determining the financial need and eligibility for each student who applies for financial aid. Nationally established guidelines determined by federal and university policies are used to calculate eligibility.
A student must submit a Free Application for Federal Student Aid (FAFSA) application to Federal Student Aid Office by March 2nd each year. The FAFSA can be filled out online and filed electronically at www.fafsa.ed.gov. Late applicants are processed on a first-come, first-served basis after all on-time applications have been awarded (as funding permits).
Each eligible student receives a work-study award amount that represents the maximum amount the student may earn (total wages) under this program. This generally does not exceed $2,300 for an academic year and is often less than $2,300. If the student employee’s earnings exceed his/her work-study award as authorized by the UCSC Financial Aid Office, your department will be charged for 100% of the wages that exceed the earnings limit (award amount). However, the student can continue to work with your department/unit by changing the work-study status to non work-study.
Notice: Although the award listed in the ER system reflects the approximate remaining balance for the entire academic year, work-study awards are term based. This amount is typically one third of the annual amount for students who start in fall quarter. Employers must track work-study earnings to ensure that students do not earn more than their allocation (annual amount if the student is enrolled in all three quarters, prorated if the student is only enrolled in part of the year).
If the work-study student that I hired decides to divide/work with another non-profit organization or a UCSC department, who is responsible to split the work-study award?
Work-study funds will be used on a first come, first served basis when there are multiple jobs. Employers will be notified via email when a student is hired into an additional work-study job. A student has the option of working with their supervisor to convert any job from work-study to non work-study.
As a UCSC work-study employer, what are my responsibilities?
As an employer, you agree to:
- Not allow students to begin work under any circumstances until authorized by the Career Center.
- Provide supervision of the work performed by student employees.
- Pay 50% of the total compensation to be paid to the students participating in the program. Such percentage includes a 10% administrative charge.
- Submit paper time sheet or approve an online time sheet by the due date.
- Share the responsibility with the student for monitoring the amount of work-study money earned.
As a faculty or supervisor you need to contact your HR Service Team and get information on getting access (password and user name) to the Employee Request System to complete your Student Employee Request Form.
Read the instructions in "Creating an Employee Request".
All jobs must be submitted via the online Employee Request System at: http://www.careercenter.ucsc.edu/ers/ersstaff. You may log in to this site to create, view, and edit your job listings using the user name and password provided to you by your HR Service Team.
Work-study jobs are posted about ten working days before the start of Fall quarter. Work-study jobs are not posted in summer. Students can view your job postings and apply by logging into the Student ER system. Only students registered for the current term and who have accepted their work-study award may apply online. When a student completes an application, an email may be automatically generated and sent to the employer if this option is selected. Non work-study jobs may be posted any time of the year.
Students may apply for your approved job at any time, however work-study jobs are not posted until the day of the work-study orientation (tentatively scheduled for September 29 - October 1, 2014).
Once an applicant has been selected the employer must complete the online hiring process.
Employers must hire all students online via the Career Center's Employee Request System
- Click the "applications" link
- Click "search"
- Click the student's name from the list
- Set up interviews
- Click "update status" to mark reviewed. All applications must be reviewed.
- Click "start hire". Verify start and end dates.
- Click "complete hire" (if you do not click this button the hire process is NOT complete)
Click here for a detailed instructions Steps for Hiring Students.
If not already in the payroll system, the student should be prepared to visit the Career Center with all required documents for payroll sign up. It is your responsibility to prepare the student.
Work-study students must be re-hired each year. To re-hire a work-study student for the current year, you may click the hire button from a previous student application. You may also ask the student to apply to your job. A student may apply to a non-posted ER if you give them the ER number. Before hiring the student, you must confirm with them that they want to use their work-study award with your department/unit.
Non work-study students may simply be extended by contacting your Staff HR team.
Hiring a new student
The student should be prepared to visit the Career Center with all required documents to be signed up on payroll, unless the student is already in the system. After processing the hire action, you will be instructed as to what the student should do next.
You may check a student's eligibility to start work by searching for the student in the ER System and checking the "Payroll Sign Up" column in that student's hire record. If it says "Required", the student may not work until they come to Career Center.
New hire: If a student has never worked for UCSC, they must visit the Career Center to complete payroll signup forms.
Re-hire: If a student has worked for a UCSC before but is inactive in the Payroll Personnel System (PPS), they also must come to the Career Center to complete payroll signup forms.
After the students have completed these forms at the Career Center, they will receive a "Clearance to Commence Work" card. You MUST ask your students for this card BEFORE you put them to work for your department/unit. This card will have the date when the students can officially start working and recording hours on their time sheet.
Continuing: Students who are active in the payroll system do not need to complete any additional paperwork, and may start work immediately.
Most, but not all, student employees will report their time worked via CruzPay. It may take one to two weeks after a student completes payroll sign-up at the Career Center before they can access CruzPay. A user name and password for CruzPay will be sent to the student's UCSC email address. They may download a paper time sheet from the CruzPay site to use until they get their password. If you have any questions about accessing CruzPay, use the contact information on the website or contact your timekeeper directly.
The maximum number of hours a student may work during the academic year is nineteen (19) hours per week. The maximum number of hours a student may work during summer or quarter breaks is forty (40) hours per week. Students may work during quarter breaks if they were enrolled in the quarter before and will be enrolled in the quarter after the break.
|Award Amount||$8.00 Pay rate||$8.50 Pay rate||$9.00 Pay rate|
|$2,300||10 hrs per wk||9 hrs per wk||9 hrs per wk|
|$2,000||8 hrs per wk||8 hrs per wk||7 hrs per wk|
|$1,600||7 hrs per wk||6 hrs per wk||6 hrs per wk|
|$1,300||5 hrs per wk||5 hrs per wk||5 hrs per wk|
|$1,000||4 hrs per wk||4 hrs per wk||4 hrs per wk|
Students are paid on a bi-weekly basis.
If your students time sheet is received after your established deadline, it will result in a delay in your students' paycheck.
Your students are eligible to work if they are registered for the current term at UC Santa Cruz and have completed all necessary hiring paperwork at the Career Center.
Students are considered ineligible to work if they:
- are not registered, or registered less than half time for work-study.
- lose eligibility for all work-study financial aid.
- have withdrawn, or are on a leave of absence
- have been notified that they are barred from enrollment and are appealing the decision (if the appeal is denied and the students have worked, the employer will be responsible for 100% of those earnings)
As UCSC casual/restricted employees, students are eligible to accrue sick leave and holiday pay when they work over 50% of the hours of the month. However, if a student works more than 20 hours per week for one month or longer and qualifies for these benefits, the employing unit must pay 100% of those benefits. (Call the Career Center or the Payroll Office for information should this situation occur.) The Work-Study Program will not pay for any time other than hours actually worked (although a 15-minute rest period must be granted for each work period of three continuous hours or more, not to exceed two rest periods per day).
For more information, please refer to the Student Policies and Procedures page.