Student Work-Study Guide

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.

Step 1
Students are notified whether or not they have work-study on their Financial Aid Award Letter or by logging into SHU Awards.

Step 2
Students have to complete a Work Application and submit it to Student Financial Assistance.

Step 3
Students will receive in their SHU email a Referral Form during the first week of school.  This form contains the awarded work-study amount, the recommended amount of hours to work per week, the maximum amount of hours for the academic year, and the hourly pay rate which presently is $9.60 in Connecticut.  If you don't receive this form, check with Student Financial Assistance because your Work Application may be incomplete or not received.  This form should be printed and brought with students when applying for jobs.  If hired, the form has to be completed and returned to Student Financial Assistance.

Step 4
A complete list of available jobs is located online under Work-Study Job Postings and is activated just before the start of school.  It is updated frequently because jobs fill up quickly.  Students should contact departments as soon as possible.  If an interview is scheduled, you should bring your class schedule and Referral Form with you.  Under no circumstances should a student be hired and begin working until a completed Referral Form is submitted to Student Financial Assistance.  Students cannot hold two work-study jobs at the same time.

Step 5
When the completed Referral Form is returned to Student Financial Assistance, the student is activated in Kronos within 48 to 72 hours.  Kronos is an electronic timecard system that students utilize to track their hours every time they work.  The hours are then sent to your supervisor to be approved for you to get paid.  Students are paid every other Friday.

Step 6
Paychecks or Direct Deposit vouchers are ready for pick-up on pay Fridays from the Payroll Department which is located on the second floor of Melady Hall.  Their hours are 8:30AM to 4:00PM.  If you don't pick up your check or voucher by the following Wednesday morning, they are mailed to your home address.  This is why we highly recommend Direct Deposit.  Direct Deposit forms are included with the Work Application but you can also pick up the form in Student Financial Assistance.  Direct Deposits can take up to two pay periods to be processed so, in the meantime, a paper check will be issued.

How many hours can I work?

The work-study amount you are awarded represents the maximum 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.  It is a University policy that students not work more than 15 hours in one week so their job does not interfere with their schoolwork.

What happens when I earn my full award amount?

It is the student's responsibility to keep track of their earnings.  Your check/direct deposit voucher shows your year-to-date earnings.  If you have reached and/or exceeded your awarded amount, your work-study is terminated and you cannot continue working.  You will receive emails every two weeks of what remains of your work-study award.

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.