Work-Study Orientation

The Work-Study Orientation is designed to provide students with essential information needed to successfully participate in the Federal Work-Study Program.

During this session, students will learn about:

• The Federal Work-Study Program (FWS). 
• How to obtain a work-study position. 
• Contracts and other required paperwork.  
• Pay requirements.  
• Work ethics and release of information. 

The Federal Work-Study program allows those receiving a PELL Grant an opportunity to obtain part-time employment while enrolled in college. 

Requirements for obtaining a position: 

• Be enrolled in 6 or more semester hours. Note: Enrollment below 6 hours will result in termination. 
• Be in a Title IV eligible program (ask a financial aid advisor for details). 
• Be receiving PELL. 

STEP 1: Complete the orientation assessment 

STEP 2: Complete the FWS Application in eTrieve.

STEP 3: Check MyOTC for application status for approval or disapproval. 

• You must be approved by Financial Aid (FA) to participate in the Federal Work-Study Program. Your application will be sent to FA for review and approval. Allow at least 72 hours for review. 
• Print MyOTC message for verification when job searching. Take this printed message with you when you job search. 

STEP 4: Once approved by Financial Aid, Tiffany Williams will e-mail you a list of available Federal Work-Study positions.  

STEP 5: Interview with departments offering work-study positions. 

• Present your approval from Financial Aid – this verifies that you are authorized to job search and interview for a position. Departments will not interview without viewing your e-mail first. 

STEP 6: Once a FWS job is reserved, remind the FWS supervisor to complete the Work-Study Hire Request form on eTrieve.

• This sends a notification to Career Services, Financial Aid, and Human Resources (HR) that you have reserved a position and are allowed to start your HR processing, HR application, and background check. HR will not start processing you without receiving the e-mail. 

STEP 7: The Director for Human Resources will send a message to your student e-mail account (not MyOTC) with a State of Georgia Background Request Form for you to complete (a requirement of all state employees). 

• Name or address changes must be made at Human Resources and at the Registrar’s Office . HR pulls name and address information from your employment application not from student information files. You cannot work until this is completed!  

STEP 8: Once your State of Georgia Background Request Form has been processed (1-5 days), the Director for Human Resources will e-mail you the status of your FWS employment request. 

• If approved by HR (based upon your background check) – HR will send you an e-mail to complete the onboarding documents online. You will also upload your I-9 doucment into eTrieve. 
• This paperwork must be completed within three days of beginning your work-study position.  
• Keep in mind, you cannot begin working as a FWS until you are notified by HR that you may do so (Satisfactory background request received, e-mail from HR and you have signed your Financial Aid Contract—see FA Contract in Step 10). 

STEP 9: Sign Federal Work-Study Contract. 

• You must sign your Financial Aid Contract prior to starting work as a Federal Work-Study. Financial Aid Contracts will be available in eTrieve as soon as HR approves you for employment (e-mail from HR in your student e-mail account). Once you start working, you have up to three days to complete your HR Employment application in the HR Office. Please do not forget to complete your HR Employment application—paychecks cannot be cut/processed for those that have not signed their HR Employment application and FA Contract.

STEP 10: Sign the Family Educational Rights and Privacy Act (FERPA) Confidentiality Statement.

• Family Educational Rights and Privacy Act (FERPA) can be found here. 
  • Student information is private. Sharing information you have access to in your work-study position will result in immediate termination of job position and could result in other actions! 

STEP 11: Enter your time weekly in PeopleSoft and eTrieve.

• Ensure your time sheet is submitted weekly – late submission may result in not being paid on time. 
• Pay is received through direct deposit – check with HR about setting up your direct deposit. 
• The first check will be mailed. All others will be direct deposits. 
• Directions for filling out your time sheet can be found on the Work-Study Job Listing Web page. 
• Note: ensure you follow the directions listed on the time sheet exactly - or time may not be calculated correctly. 
• Time sheets must be completed by computer entries - handwritten time entries will not be accepted. 

Very Important Notice: Completing schoolwork during work hours will result in the student/employee being required to reimburse the pay received. This includes accessing/opening any online class sites (this will be checked each pay period). 

Your work-study position is a part-time job within a state agency. 

• You must abide by the same rules and regulations as other employees. For example: dress code, conduct, ethics, etc. 
• You must be at work when scheduled. Your supervisor must be notified if you cannot work. 
•  You must identify yourself as a work-study. 
• You must demonstrate good performance of tasks. 

Current work-study students wishing to obtain a position for the upcoming semester must: 

• Complete Work-Study Orientation. 
• Submit a new Work-Study Application.  
• Financial Aid must approve application.  
• Reserve a position. Do not start working until approved. 
• Human Resources (HR) must also approve the application.  
• Sign a new contract.  

* This process must be completed each term. Human Resources will determine if a current background check is necessary. 

• Professional attire (no jeans, t-shirts, flip flops, faddish styles, etc.). See your supervisor for attire requirements. 
• Be reliable. 
• Be willing to work. 
• Be self-motivated. 
• Be respectful. 
• Be trustworthy. 
• Complete assigned work. 
• Be mindful of social media pages (should reflect integrity and morale). 
• Keep your job and social life separate (this includes cell phone use). 

If you have any questions about the Work-Study Program or need additional support, feel free to reach out to the appropriate contact below:

Director for Career and Student Support:  Tiffany Williams tpwilliams@ogeecheetech.edu  

Financial Aid: Ann Simmons asimmons@ogeecheetech.edu 

Human Resources: Carissa Walden cwalden@ogeecheetech.edu  

 

In order to continue the Federal Work-Study Application, you must COMPLETE the TEST and SCORE an 80 or above. 

Your score will be calculated immediately. The application will be available for download on the final page that reflects your score.