How to Hire a Work-Study Student

The Federal Work-Study (FWS) Program provides part-time jobs for undergraduate and graduate students with financial need, allowing them to earn money to help pay education expenses. The program encourages community service work and work related to the student's course of study.

FWS Guidelines

Please explore these links for more information:

On-Campus FWS Employment

If you are a hiring manager on the IUPUC campus, here are some possible employment scenarios. No FWS student may begin working on campus until all forms are completed, approved, submitted, and the hiring process is complete.

Scenario #1

The student will replace another student for a FWS position that already exists (i.e., it has already been approved).

  • Complete an authorization to hire new hourly or work-study employee form.
  • Submit the form to the appropriate division head or director for approval and signature.
  • Approved form is submitted to Human Resources for additional signatures.
  • After all signatures are obtained, the student must complete a background check through Human Resources.

Scenario #2

A hiring manager wants to create a new FWS position (i.e., a position that does not currently exist).

  • Complete an authorization to hire new hourly or work-study position form.
  • Submit the form to the appropriate division head or director for approval and signature.
  • Approved form is submitted to Human Resources for additional signatures.
  • After all signatures are obtained and the position is approved, begin the hiring process.
  • If a specific student is desired for a position, do not post it publically.
  • If there is not a specific student desired for a position, create a position description and email it to Human Resources to post on the student employment webpage.
  • When a student for the position is selected, student must a background check through Human Resources.

Scenario #3

A hiring manager wants to hire a FWS student who already has a job on campus for a new position that does not currently exist.

  • Complete an authorization to establish new hourly or work-study position form.
  • Submit the form to the appropriate division head or director for approval and signature.
  • Approved form is submitted to Human Resources for additional signatures.
  • Complete authorization to change current hourly or work-study employee form so the employment is added to the student’s employee record.
  • When all forms are completed and the background check is approved, the student will complete the hiring process with Human Resources, including bringing ID needed to complete an I-9 form. 
  • FWS student employees receive their pay as direct deposits made directly to their banks. To set-up the deposit, students must present a voided check or deposit slip to the payroll clerk.

Additional Information

All FWS students receive two authorization forms sent to their IU email address. One form is for the student to complete; the other for is for hiring managerd to complete. Completed forms must be submitted to the payroll clerk. Students must be eligible for FWS employment and have that notation on their financial aid account to be hired as a work-study employee.

Students who do not have the FWS designation on their financial aid account must be hired as hourly employees or not hired at all. If students do not use their available work-study funding, the funds will be removed and other students who have requested work-study aid will be offered the award. Offers of work-study funding will be awarded in the order in which requests are made or rescinded.

To inquire whether a specific student is eligible for FWS employment, contact the Office of Financial Aid and Scholarships.