Student Work-Study Guide

Students are notified whether or not they have work-study on their Financial Aid Award Letter. 

Having received work-study in the past does not guarantee future funding, therefore, under no circumstances should a department hire a student or should a student accept a job and begin working until the student receives a Referral Form. 

What is Work Study?

Work-Study is a form of financial aid, funded by the Federal Government, that helps students meet educational expenses through part-time employment during the academic year. One common misconception about this program is that students study while on the job. Legally, the Federal Government stipulates work-study wages are paid only for hours worked. The program is designed to give students a working experience. Students are not permitted to study while on the job nor are they permitted to work more than 15 hours in a single week.

How do I get a Referral Form?

Students can receive a Referral Form from the Financial Aid office provided there is a completed application on file. Referral Forms will be emailed to your SHU email address during the first week of school. When the completed Referral Form is returned, the student is activated in Kronos to access their electronic timecard. Students that do not hand in their Referral Form will not be able to access Kronos, and therefore, will not get paid.

How do I find a job?

A complete list of available jobs is updated frequently. Students should contact and make appointments with supervisors in areas of interest for possible employment.

Jobs tend to fill pretty quickly once school begins so students may need to apply to multiple departments.

If hired, return the completed Referral Form to the Financial Aid office before work begins.

Can I work in more than one department?

You may not hold two work-study jobs simultaneously, so it is important to select a job that will provide you with enough hours to earn the total amount of your award.

How many hours can I work?

The work-study award listed on your award letter represents the maximum amount you may earn over the course of the academic year. On your Referral Form your total award is broken down into recommended hours per week. Working the recommended hours per week will ensure your award to last until the end of the academic year. You may work more or less than the recommended hours, but be aware working more than the recommended hours each week will cause you to reach your maximum award sooner.

During the semester, work-study employees cannot work more than 15 hours per week.

How will I get paid?

You will need to punch in and out on Kronos (electronic timecard) every time you work. Your hours are then sent to your supervisor to be approved. Your hours must be approved by your supervisor by the following Monday by 11am for you to receive your paycheck in a timely manner. Students are paid bi-weekly on Friday.

If you are unable to get onto your electronic timecard, we may not have received your Referral Form. You should check with the Financial Aid office before you continue working.

Funds will be directly deposited into a checking or savings account upon completion of the Payroll Direct Deposit Authorization form from the website. Please complete and return it to the Financial Aid office. In order for this information to be processed by payroll, you need to attach something in writing with the account and routing number from the bank. (e.g.: a voided check, a deposit slip, a letter from the bank, etc.). Your request may take up to three pay periods to be processed. In the meantime, you will receive actual paychecks. If you already completed a direct deposit form the previous year, there is no need to complete another one unless there are changes.

If you are having problems getting paid, NOTIFY your supervisor and/or the Financial Aid office immediately. The longer you wait, the longer it will take to get the issue resolved!

Where can I pick-up my paycheck?

Paychecks will be distributed in the lounge area in the Main Academic Building next to the Theology & Religious Dept. every other Friday from 9 am to 1 pm.

What happens when I earn my full award amount?

It is the student's responsibility to keep track of their award. Your check/direct deposit stubs show your year-to-date earnings. If you have exceeded your awarded amount you cannot continue working. To figure out how many hours you have remaining you can take the difference of your awarded amount and the amount you have made and divide it by your pay rate.  But, you will receive emails every two weeks of what remains for your work-study.

Confidentiality

The Family Educational Rights and Privacy Act (FERPA) is a federal law, enacted in 1974, that ensures the confidentiality of student records. As a student employee of Sacred Heart University, you should become familiar with some of the basic provisions of FERPA to make certain that you do not violate this federal law. FERPA violations may result in disciplinary action including, but not limited to, the loss of your job.

You must not, under any circumstances, release student information to anyone, unless your position specifically requires you to do so. You must refer any requests for information about a student to your supervisor to ensure that you do not violate FERPA.

You must avoid acquiring student record information that you do not need to do your job, and you may not exchange student information that you have learned while performing your job. Even a minor disclosure of information (e.g.: telling another student of someones class schedule) may be a FERPA violation and may result in disciplinary action. Any information you obtain on the job regarding students must remain in the workplace.