Scheduling
Work Schedules
Students are not permitted to work in FWS positions during their scheduled class times. Exceptions are permitted if an individual class is cancelled. Any such exception must be documented. Supervisors must develop a mechanism for comparing class schedules to FWS work schedules in order to ensure students are not working during class time. If failure to meet these requirements results in an audit finding that requires repayment to the federal program, 100% of the repayment penalties will be paid by the employing department.
Maximum Allowed Hours
- 20 hours/week during periods the student is enrolled
- 40 hours/week during periods the student is not enrolled
- 40 hours/week during official university breaks (classes or finals are not in session)
Weekly hour maximums are calculated based on the work week of Saturday through Friday. An extra 4 hours/day is allowed for each weekday falling within a period of non-enrollment or a university break.
Departments will be charged 100% of the hourly wage for hours worked beyond the maximum. Departments that consistently allow students to work more than the maximum allowed hours may be penalized with the loss of the FWS student. The FWS Coordinator will make the judgment on whether or not the student may continue working for the department and if the department may continue to utilize the FWS program for other students.
If the employing department is charged for hours over the maximum allowed, and believes those charges are in error, KRONOS timesheets may be submitted to the FWS Coordinator for review.
Maximum Earnings
When the student’s earnings are nearing the full award amount, the FWS Coordinator will make a reasonable effort to notify the department. However, it is the department’s responsibility to track the earnings of the student to ensure the authorized award amount is not exceeded. Any amount earned over the authorized award amount will be charged 100% to the department.
FWS earnings are calculated using the gross wage (100%) that has been allowed under the program.
Duration of Position
It is recommended that you plan out the award duration with the student. Determine the number of hours/week you will schedule the student to work based upon the award amount, the hourly rate, and the award period.
When the full amount of the FWS award has been earned, the employer has the option to hire the student as a regular hourly employee or to terminate the employment relationship.