Work-study is a form of financial aid that provides students with part-time employment opportunities to earn money that can be applied directly to their student account to help pay their educational expenses. Bellarmine University offers two work-study programs for eligible students.
- Federal Work-Study (FWS) is funded by the US Department of Education and is a need-based program available only to students who qualify for the award as determined by the Free Application for Federal Student Aid (FAFSA). First year students who qualify and have expressed an interest in the work-study program on the FAFSA are automatically awarded FWS in their comprehensive financial aid package.
- Krebs Work-Study (Krebs) is funded by Bellarmine University and is open to students who do not meet the criteria to receive a Federal Work-Study award.
Award amounts vary from student to student but the maximum award in either program is $3,000.
Work-Study Handbook
Eligibility
To be eligible for Federal Work-Study, you must:
- Be a U.S. citizen, national or permanent resident.
- Be a first-time freshman OR returning student who completed FWS during freshman year.
- Be enrolled at least half-time.
- Submit the Free Application for Federal Student Aid (FAFSA),
- Demonstrate financial need.
- Complete the verification process (if selected).
- Maintain Satisfactory Academic Progress.
To be eligible for Krebs Work-Study, you must:
- Submit a letter of appeal requesting funding.
- Be enrolled at least half-time.
- Maintain Satisfactory Academic Progress.
Types of Jobs
On-Campus Jobs – Jobs are available for most departments around campus. The duties for each will vary according to the needs and/or function of the department.
Off-Campus Jobs – Students participating in the Federal Work-Study program may also take advantage of off-campus community service job opportunities. These positions provide students the opportunity to work off-campus with various community agencies dedicated to improving our community. Transportation to these work sites is the responsibility of the student.
Pay Rate and Schedule
The current hourly rate for on-campus positions is $10.00. Off-campus community service students are paid $11.00 per hour. Students are paid on a bi-weekly pay cycle. Students will complete the "Tuition & Payroll Student Authorization" form on which they may elect to have 100% of their paychecks put on their student accounts to pay tuition, fee, room, and board charges, or they may have their work-study earnings sent via direct deposit to their personal bank account.
Hours
The total number of hours a student can work each year is based on his/her total award, the student’s class schedule, and the department’s needs. To calculate hours per week, take the annual award and divide it by 30 weeks (the typical number of weeks for Fall and Spring Semesters), and divide again by the student’s hourly wage. (Example: $3,000/30/$10.00 = 10 hours per week)
A student may not work more than 15 work-study hours per week during an “in school period”. Students cannot work and will not be paid for hours worked during their scheduled class times, unless a class is cancelled and the supervisor has received documentation from the professor. During semester breaks students may work up to 29 hours per week, but never more than 8 hours per day.
Time Tracking Worksheet
Student Responsibilities
Participation in a work-study program does not guarantee employment; students are responsible for securing a position.
- Apply for a Job: A listing of open positions can be found at Handshake. Once logged in, click the filter button, select the “Work-Study” box, and then click “Show Results.” If you are interested in a position, click the APPLY button. A resume or Statement of Interest must be submitted to complete the application.
- Interview: You will be contacted for an interview by the supervisor. Things you should discuss at this time include job duties and expectations, work and class schedules, and time off you may need for school or personal reasons.
- Complete Hiring Paperwork: Once you have been offered a job, you will receive an email containing directions for completing all required paperwork including a W-4 and I-9 (Federal Tax Withholding forms), state tax withholding form, and payroll authorization form. Returning students do not have to resubmit employment eligibility forms each year. They must, however, complete a new W-4 and notify their previous supervisors in order to return to the same position as the prior year. If you have any questions or need help, please contact Allison Carpenter at 502.272.8283 or acarpenter2@bellarmine.edu.
- Submit Timecards: Bellarmine uses an electronic timekeeping system. At the beginning of your work shift, students will sign on electronically at a computer, using your name and password. When you leave at the end of your scheduled time, you will sign out electronically. Supervisors will review and approve timecards every two weeks and submit them to Payroll. Signatures from both the student and supervisor are required on the timecard.
- Fulfill Work Obligations: Work Study is like any other job and your performance reflects either positively or negatively upon you. Work study supervisors can be excellent references for future professional employers so you should establish and maintain good work habits. Communicate with your supervisor if you are sick or need to make changes to your schedule. When possible, students should call 24 hours ahead for unexpected absences. Students who are not performing their responsibilities will receive a verbal warning by the supervisor. If the behavior does not change, supervisors will provide students with written documentation of the offense. On the third offense, the supervisor will contact the Financial Aid Office for guidance on how to proceed for termination.
Department Procedures
Department supervisors must submit and Employee Requisition Form for each student they choose to hire. Supervisors should also notify any other applicants who were not selected. Supervisors will review and approve student timecards every two weeks and submit them to Payroll. Signatures from both the student and supervisor are required on the timecard.
Disciplinary Action/Termination Process
Students who are not performing their responsibilities will receive a verbal warning and be given corrective instructions. If the behavior does not change, supervisors will document the offense in writing and provide the information to the student. On the third offense, the supervisor will contact the Financial Aid Office for guidance on how to proceed with termination.