Manage Work Study Students

Request Students

It is very important to request the students whom you want to return to work study jobs in your department. This serves two purposes. First, it communicates to the Financial Aid Office that a student is requested back to the job. Second, it reserves a job for the returning work study student in the database.

Employers must request returning students using the Online Employer Center. Go to 6. Requested Students (for specific jobs). Designate which Academic Term the student is requested for and click on the Request/Cancel Requested Student button. Select the supervisor for the job and enter the student ID number (Employee ID) to request each student.

For the requested students’ name to be given to the Office of Financial Aid, departments must request students back by April 1st. Any subsequent student request activities will only serve to reserve a job for the student in the job database.

Caution: If you request a student that does not return to MU or loses their work study award then you will have effectively eliminated a position for another student. This will be especially important if you only have one slot and it is filled by a requested student who does not return or loses their work study.

Application & Referral Forms

Employers must have a Referral form on file for each hire. They must hire the student in 5. Hire or Release Student and Print Referral Forms after which they can print the Referral form. The Referral is their guarantee that the student has a work study award and the award amount. Print a copy for the students file. The referral form should not be returned to the Work Study Employment Office (WSEO) but kept for the department’s records. The WSEO’s record of the referral will be stored electronically and will be interfaced into the Financial Aid Office’s computer records.

On the new application forms, specific instructions will print for students. Employers must add this information in the job description in the application procedures field. For example, an employer may want all referred students to see the supervisor first, or convene at a specific date or time for an orientation meeting.

Release Students

To do this go to 5. Hire or Release Student and Print Referral Forms, click on the name of the specific student, and indicate Release if a student is not working or Accept if a student is hired. It is important that an employer “accept” if he/she has been hired to communicate to the Financial Aid Office and the Work Study Employment Office regarding a student’s employment. If an employer needs to increase/decrease total number of jobs available, they must edit the specified job to modify the number of total positions available.

Maximum FTE

Work study students can only have one WS job on campus. However, students may be employed by departmental funding (student employment) in another school/non-academic division within the University system as long as the cumulative FTE (full time employment) is no more than 40 hours. On PAF item #26, students who work quarter-time should be coded .25, and those students working half-time should be coded .50. The payroll person in your department can answer any additional questions regarding this classification.

Enrollment

Students must be enrolled in a graduate or undergraduate course of study leading to a degree or certificate. If a student drops a class, the financial aid package and the work study award could be affected. Students dismissed from the University must resign their work study position.

Transfer Procedures

Work Study job transfers, in general, are discouraged and under normal circumstances, only one transfer is allowed per academic year.

The Work Study Employment staff is available and would be happy to meet with you or your student(s) to discuss the situation. Our role would be to listen, give feedback and make suggestions on how best to proceed. If it is decided that a transfer is the best option, the employer should follow the procedures listed below.

  1. Supervisor and Work Study student discuss the situation.
  2. If they are unable make the adjustments that suit the employer and the Work Study student, the supervisor is given a two week notice or makes other mutually agreeable arrangements.
  3. After the two week notice or the agreed upon time period has expired, the supervisor notifies the department Work Study Employer Contact person of the situation.
  4. The department Work Study Employer Contact person releases the student from the position. This allows the student to select another position, and effectively opens another position for the department.
  5. The new department Work Study Employer Contact person will receive a request from the former department Contact for the necessary employment paperwork. The Work Study Contact person reserves the right to not release a student if there is a sufficient reason to believe the student is abusing the Work Study Program.