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The University of Texas at Arlington | Division of Student AffairsThe University of Texas at Arlington | Division of Student Affairs

The Lockheed Martin Career Development CenterThe Lockheed Martin Career Development Center

The University of Texas at Arlington Division of Student Affairs

Off-Campus Employer Work-Study Policies

Agency Eligibility

In order to be considered for participation in the Work-Study (WS) Program at the University of Texas at Arlington, interested non-profit employers* must submit the following documentation to the Career Development Center:

  • Work-Study Agreement, Work-Study Agreement Supplemental Form, the Vendor Supplier Information Form and the Job Description Form, all of which may be obtained by calling the Career Development Center at (817) 272-2932 or emailing at offcampusworkstudy@uta.edu.
  • General description of the agency (mission statement).
  • Proof of agency’s "good standing" with Texas State Comptroller’s Office.

*NOTE: UTA student organizations and agencies located outside the DFW area are not eligible to apply.

In addition to the above documentation, prospective Work-Study employers may be asked to provide information about:

  • Funding: Knowing what percentage of the funding is recurring and what percentage is derived from donations helps us assess the employer’s ability to pay students for all hours worked.
  • Logistics: Knowledge of the employer’s facilities helps us assess the employer’s ability to provide a safe environment for students, and knowledge of the employer’s current staffing level helps us assess the employer’s ability to properly supervise students and correctly complete all required Work-Study paperwork in a timely manner.
  • Positions: A description of the Work-Study job can help us assess the employer’s overall eligibility to participate in the Work-Study program.

Because the program at UT Arlington has changed, employers that currently have an agreement on file with the Career Development Center need to re-apply effective July 1st, 2016. However, in the future this requirement can be waived. The Work-Study Agreement may be terminated at any time by the Institution or the Agency upon two weeks' prior written notice to the other party.

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Student Eligibility

The following criteria establish a student's eligibility for Work-Study at The University of Texas at Arlington:

  • A student must show documented financial need every year by completing the Free Application for Federal Student Aid (FAFSA). Need is determined by an analysis of financial resources available to the student.
  • A student must meet Satisfactory Academic Progress Policy standards as established by the Office of Student Financial Services.
  • A student must be awarded Federal or Texas Work-Study on the Work-Study Verification (WSV).

A student must maintain at least half-time enrollment in regular UTA coursework at all times:

Fall or Spring

Summer*

Undergraduate

6 hours

6 hours

Graduate

5 hours

5 hours

*Student must be enrolled in both summer sessions

Please note that per WS Regulation 34 CFR 675.16, "WS funds may not be used to pay for work performed after the student withdrew." Students must remain enrolled as noted above in order to qualify for participation in the WS program. Because it is impossible to monitor enrollment in UTA Extension or Distance Education coursework, such hours cannot be included in the student’s total number of hours for Work-Study eligibility purposes.
  • Even if a student meets all the above-mentioned criteria, they may still be barred from participating in the WS Program. This is usually the case when a student has a record of serious misconduct with a previous WS employer.

«TIP» Remind your students to re-apply for financial aid early every year (no later than March 31st).

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Work-Study Award

The WS award amount represents the total gross amount the student may earn per semester. For example, Sue Student’s pay rate is $8.00/hour. In order for Sue to earn her $1400 Fall WS award, she must work 175 total hours (175 x $8 = $1400). This means Sue must work an average of 14 hours per week. Employers may easily verify the FWS award amount during the job interview by asking to see the student’s Work-Study Verification (WSV).

Students continue to receive large WS awards, resulting in a greater likelihood that all WS funds will be spent. For this reason, employers are strongly encouraged to hire their WS students early and then promptly submit the Off-Campus Sign-Up Sheet to the Career Development Center to secure funding for the position.

A student is never allowed to earn more than the amount of their Work-Study award. The Career Development Center will not reimburse an employer for hours paid in excess of the award. WS Regulation 34 CFR 673.5 states: "An institution may fund a student's WS employment with WS funds only until the amount of the WS award has been earned or until the student's financial need, as recalculated under paragraph (d)(1) of this section (due to unexpected resources received by the student), is met."

A Work-Study Balance Sheet is available to assist students and employers in determining the amount of Work-Study earned-to-date. The student and the employer are responsible for monitoring WS gross earnings.

«TIP» Review the student's Work-Study Balance Sheet immediately after each payroll.

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Award Revisions

Occasionally, the Financial Aid Office may reduce the student's WS award upon learning of additional resources like scholarships or tuition waivers. The Career Development Center will notify the employer of the revision via e-mail or telephone so they can determine the amount remaining to be earned and the student can avoid earning more than the revised award amount.

In the case of less than half-time enrollment or withdrawal from UT Arlington, employers will be notified of the date the student was last eligible to work as a Work-Study employee, and advised that they will not be reimbursed by the Career Development Center for any hours the student worked beyond that date.

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Award Period (Employment Dates)

The award period is the period during which students may earn their WS award. Award periods (Employment Dates) are as follows (these dates are also preprinted on the student's Off-Campus Report Student Hire Form):

 Employment Dates for 2016-2017:

FALL 2016: September 1 - December 31

SPRING 2017: January 1 - May 31

SUMMER 2017: June 1 – August 31

Students may never begin their WS job prior to the start of the award period or continue to work after the award period ends. A student's WS award is meant to be earned over the entire award period -- it is unacceptable for a student to earn the full award in the first half of that period.

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Types of Jobs and Community Service

WS students can be employed in a variety of positions. These include but are not limited to clerical assistants, data entry operators, photographers, and production assistants. Work-Study students must have the same qualifications as non-WS individuals applying for the same jobs.

WS Regulation 34 CFR 675.18 states: "A school must use at least 7% of its Federal Work-Study allocation" for students employed in community service jobs. This must include at least one Work-Study student hired as reading tutor for children in preschool or elementary school, or one WS student involved in family literacy activities. Some WS positions have met the definition of Community Service in past years. That designation continues to be important because in the event that WS funds become limited, those positions designated as Community Service, Reading Tutor, or Math Tutor will be approved first. See the Work-Study Award section above.

Community Service positions usually support off-campus agencies involved in programs designed to improve the quality of life for community residents, particularly low-income individuals. In the past, some of these positions have been found in areas of child care, health care, social services, welfare, crime prevention/control, transportation, recreation and education.

Beginning 2008-2009, the definition of Community Service was expanded to include WS positions that educate the public about evacuation, emergency preparedness, emergency response, injury prevention strategies related to natural disasters, acts of terrorism, etc., and encourages civic participation.

«TIP» When completing the Job Description Form, pay close attention to those questions concerning Community Service.

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Pay Rates and the FWS Share

Students employed under the WS Program can never be paid on a salary, commission, contract labor, or fee basis. They must be paid instead on an hourly basis for their actual time spent on the job. Although the rate of pay is determined by the off-campus agency, all jobs must pay at least minimum wage ($7.25 per hour). Most jobs pay more, however, depending upon the student's experience and skills.

Per HEA 488A(d), a student's FWS wages may only be garnished to pay costs of attendance the student owes the school during the period of the award. As a result, WS employers must oppose any garnishment order they receive for any other type of debt.

WS regulation 34 CFR 675.76 requires that WS students be paid at least once per month. The WS share of wages paid to students employed under the WS program shall not exceed 75% except in those cases where the Work-Study Office has reviewed and approved the position as:

  • A Reading Tutor for children in pre-school or elementary school or
  • A Reading Tutor in a family literacy program that provides services to children from infancy through elementary or to their parents or caregivers or
  • A Math Tutor for children in grades K-9

For the eligible tutor positions above, the WS share will be 100%. This also includes up to 20 hours of tutor training. The WS share will be 75%, however, for any tutor training hours beyond 20! This is because the goal is to spend funds for WS students to interact with the children, not for other activities.

Please note that employers will not be reimbursed for hours worked:

  1. Prior to the approval of the Off-Campus Employer's Agreement to participate in the Work-Study Program.
  2. In excess of the student's WS award.
  3. Prior to the start or after the end of the Award Period.
  4. After the student has lost WS eligibility by dropping below half-time enrollment or withdrawing from all classes.
  5. Beyond 8 hours per 24-hour period.
  6. Beyond 19 hours per week, or 40 hours per week during those times within the Award Period when classes are not in session (e.g. Spring Break).

Because WS students are not eligible for benefits, WS funds must not be used by the student's employer to provide benefits such as sick leave, vacation or holiday pay. Also, WS funds must never be used by the student's employer to pay the employer's contribution to Social Security, Worker's Compensation, retirement, or any other welfare or insurance program.

Please note that for-profit agencies, the WS share will only be 50%, regardless of the type of work.

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Maximum Work Hours and Quantity of Work

During the award period, an WS student cannot be "hired" to work more than 19 hours per week. They may, however, work more than 19 hours per week during the award period when classes are not in session (e.g. Spring Break).

Please note that under no circumstances may WS students ever be asked to work when they are scheduled to be in class, or to work more than 8 hours in any 24 hour period, or more than 40 hours per week when classes are not in session.

Students may not work in more than one Work-Study job at the same time. If your WS student plans to work in a Work-Study job and a non-Work-Study job at the same time, they should be aware of the "Quantity of Work" guidelines. The Quantity of Work guidelines were established to help students achieve balance between their schoolwork and their job(s). Finding the right balance is the key to maintaining satisfactory academic progress.

The Quantity of Work guidelines say that undergraduate students should not commit to more than 40 hours per week for all their jobs and classes combined. For example, if they are enrolled in 12 credit hours and their Work-Study job requires them to work 18 hours per week, they would be advised to work no more than 10 hours in a non-Work-Study job (12 + 18 + 10 = 40). The Quantity of Work Rule does not change for the summer semester.

Example:

40 total hours

minus

12 credit hours

minus

15 hours @ McDonalds

equals

13 hours @ Work-Study job

For graduate students, the number of credit hours a graduate student is registered for is multiplied by three. This number is then added to the number of hours worked per week. The final figure cannot exceed 56.

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Employer Work-Study Documents

Work-Study Job Description

Report a Hire

Work-Study Time Sheet

Work-Study Invoice

Work-Study Billing Statement for Community Service (75%)

Work-Study Billing Statement for America Reads (100%)

Work-Study Billing Statement for For-Profit Agencies (50%)

Work-Study Balance Sheet

Work-Study Separation Form

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