Student Employment: Federal Work-Study
BLINN COLLEGE DISTRICT ADMINISTRATIVE REGULATIONS MANUAL
Effective Date: April 11, 1988; amended July 20, 2010, April 17, 2012, September 25, 2018, and August 20, 2021
Board Policy Reference: FEB
Purpose
The purpose of this procedure is to inform staff and students of the proper procedure for hiring federal work-study participants and provide guidelines for maintaining the Federal Insurance Contributions Act (FICA) exemption.
Definitions
- Break
- A period of time between or during each semester (i.e. Christmas, Spring Break).
- Full-time status student
- A student enrolled in and regularly attending classes with at least twelve credit hours per semester term. 34 C.F.R. § 674.2
- Half-time status student
- A student enrolled in and regularly attending classes with at least six or more credit hours but less than twelve credit hours per semester term. 34 C.F.R. § 674.2
- Exempt status student
- A student who qualifies as exempt from FICA tax withholding. The College District does not have to withhold FICA tax from the student’s paycheck.
- Non-exempt status student
- A student who does not qualify for the FICA tax exemption. The College District must withhold the tax out of the student’s payroll check (i.e. career students, full-time employees taking classes, non-enrolled students).
On Campus Employment Request for Student Employment
Hiring managers who wish to employ student workers should file their request during the regular budget process by entering it into the online budget module under the Personnel Request section. The ZeroBased Student Employee Request form is available to guide hiring managers in estimating the number of students, hours, and weeks required to meet departmental needs. If a hiring manager would like to request additional student workers during the budget year, the hiring manager may request additional funds from the Budget Department.
Hiring managers must post all job openings for student workers through the College District’s online Employment Opportunities website. Hiring managers must review and hire from applicants who apply through the online system and qualify under the guidelines of the Federal Work Study Program. The Dean of Financial Aid and the Vice Chancellor, Business and Finance/CFO must approve any exceptions to these requirements in advance.
Student Application
The College District posts all student worker positions online at the Employment Opportunities website. Students must apply for open positions through this system.
Employment Requirements
- Students must complete the Free Application for Financial Aid (FAFSA): http://www.fafsa.ed.gov/.
- Students should be enrolled in classes at least half time for the semester in which they are being hired to work. The Director of Financial Aid can grant exception based on circumstances.
- Hiring managers should make student status determinations at the end of the registration period.
- The student worker’s supervisor is responsible for monitoring and enforcing employment requirements.
- Students who drop below half-time status after the registration period are not eligible for the FICA exemption, and their status change must be reported to Human Resources.
Work Schedule
- Student workers may work up to a maximum of 19 hours per week when classes are in session.
- Special approval from Human Resources is required for any hours worked over 19 per week.
- Student workers may not work during scheduled class times.
- Students not enrolled for the next academic period may work until the end of the academic period in which they are currently enrolled.
- Students may begin work up to 2 weeks before the start of a semester, provided it is not during another semester.
- Exceptions require agreement from the Director of Financial Aid, Vice Chancellor of Student Services, and Vice Chancellor, Business and Finance/CFO.
Summer Employment
Students must be enrolled and regularly attending classes in the summer to maintain FICA exemptions.
Semester Breaks
Students may continue working during semester breaks. The FICA exemption continues as long as the break period is no longer than five weeks. Work performed during school holidays and breaks between academic periods is eligible for the exemption if:
- The break is less than five weeks long, and
- The student is enrolled in and regularly attending classes or is eligible to enroll in the first academic period following the break.
Salary Schedule
The College District’s student hourly minimum wage is the higher of $8.00 per hour or the current minimum wage regulated by the United States Fair Labor Act. Student workers must clock in and out using the online time and attendance program to record hours worked per day. Time records should be submitted to the supervisor according to timesheet deadlines (Timesheet Deadline Calendar). The College District pays student workers semi-monthly.
Employment Limitations
- Supervisors may not utilize students to perform tasks associated with the teaching function and may not require student workers to type, reproduce, collate, or grade tests.
- Students may not perform personal tasks for any College District personnel.
- Students may not work during scheduled class times.
- Faculty and staff should not employ a child of a College District employee within the same department as the parent.
- State nepotism laws prohibit employing any relative of a current member of the Board of Trustees who is a blood relation within the third degree of consanguinity or within the second degree by marriage.
Hiring Process
- The Human Resources Department will obtain and document acceptable employment references.
- The hiring manager must complete the hiring proposal form via the online site (internal communication only, not a contract).
- Upon approval, the hiring manager receives an email confirming the student worker's official hire.
- The student worker must report to Human Resources to complete employment paperwork.
- The student worker must provide documents to establish identity and eligibility to work.
- Form I-9 and acceptable documents: I-9 PDF.
- Additionally, complete a W-4, Employee Information Sheet, and Direct Deposit Information Sheet. Forms available at Blinn College Personnel Forms.
- Compliance with the Immigration Reform and Control Act of 1986 is required.
- International students must provide documentation of legal qualification to work based on current USCIS regulations.
- The student worker may begin work.
Although a student worker may perform job duties for several persons within a division or unit budget, there should be one supervisor responsible for monitoring work, hours, dress, and time sheets. A student may not hold more than one College District job at a time.
Supervisors must obtain a copy of each student worker’s class schedule at the beginning of each semester. If the schedule changes, the student must provide an updated copy. Supervisors must ensure students do not work during scheduled class times.
Off-Campus Employment
Off-campus employers wishing to hire federal work-study students must submit employment information to the Dean of Financial Aid and Scholarships. Employers should list job openings with the College District for posting and submit requests for student employees in writing and in a form suitable for public posting.
Dress Code
Student workers must dress appropriately for their work duties and follow generally accepted community standards of neatness, cleanliness, modesty, and good taste. Supervisors are responsible for enforcing and determining appropriate dress in their department. Students may not wear shorts or flip-flops while working for the College District.