Supervisors Work-Study Guide

Work-Study Award

Work-Study is a form of financial aid funded by the federal government which helps students meet educational expenses through part-time employment (on or off campus) during the academic year. Students are notified whether or not they have work-study on their award letter and through their SHUAwards account. 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 actually worked. 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 and returns a completed Referral Form to the Office of Student Financial Assistance.

Referral Form

Students can receive a Referral Form from the Office of Student Financial Assistance, provided there is a completed Work Application on file. This form shows the work-study award amount and the recommended hours per week to ensure the student can work until the end of the academic year. Students may work more or less than the recommended hours, but be aware working more than the recommended hours each week will cause their award to run out sooner.  It is a University policy that students should not work more than 15 hours/per week so their job does not interfere with their schoolwork. When the completed Referral Form is returned, the student is activated in Kronos.

Job Postings

Please refrain from sending global emails for job openings. To post a job, please contact Sue Esposito in the Office of Student Financial Assistance at A complete list of available jobs is located on the website and is updated frequently. Students contact and make appointments with supervisors in areas of interest for possible employment. Students should bring their Referral Form and school schedule to interviews. If hired, the completed Referral Form is returned to Office of Student Financial Assistance before work begins.

Approving Timecards

Students log in and out in Kronos each time they work, hours are then sent to the supervisor to be approved. Students are paid bi-weekly on Fridays; they must be approved no later than Monday by 1PM of a pay week in order for students to be paid that Friday. If you are having problems approving timecards, notify the Office of Student Financial Assistance immediately or view our Supervisor Kronos Instructions. The longer you wait, the longer it will take to get the issue resolved!

Supervisor Responsibilities

The University is committed to providing an environment that is conducive to hiring and retaining productive student workers.
As a supervisor you are expected to:

  • Delegate duties for student employees in accordance with the job descriptions.
  • Establish a work schedule that does not interfere with student's class schedules.
  • Treat student employees with respect.
  • Refrain from having students perform your personal business on the job.
  • Approve students hours on time to avoid delays in getting paid.
  • Maintain your own record of days and hours worked by students.
  • Review earnings-to-date and available balance with student at the end of each semester.
  • Keep in mind, it is a University policy that students should not work more than 15 hours/per week so their job does not interfere with their schoolwork.


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

Students must not, under any circumstances, release student information to anyone, unless their position specifically requires them to do so. Students must refer any requests for information about a student to their supervisor to ensure they do not violate FERPA.

Students must avoid acquiring any information they do not need to do their job and they cannot exchange student information they have learned while performing their 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 obtained on the job regarding students must remain in the workplace.


If you are dissatisfied with a student's performance, discuss your concerns with them, issue a verbal or written warning and specify a period of time in which you expect them to improve. If they are unable to meet your expectations, the student may be terminated - please notify the Office of Student Financial Assistance.  In extreme cases, such as gross misconduct, you may terminate the student immediately, and you may refer them to the Dean of Students for further review of the circumstances. Gross misconduct includes, but is not limited to, theft of University property, harassment, violation of computer security policies and/or fraudulent reporting of hours worked.

Student Employees

For information regarding student workers outside of the work-study program, visit the Student Employment Guide for Supervisors.