Work-Study Students

I've Been Awarded Work-Study!

Check the ctcLink Financial Aid Tile through your Student Portal to view your awards and see if you've been awarded or offered Work-Study funds. If you have Work-Study offered in your awards, check out the available Work-Study positions. Students must contact the supervisors of the positions they are interested in and follow their instructions on how to apply and/or set up interviews. You must be hired for a position in order to earn your Work-Study funds for the academic year.  

Please note that the funding available for the Work-Study program is limited and considered first-come, first-served. If you are unable to find a position, or you delay in submitting your required documents, your award is subject to cancellation without notice.

2024–2025 Work Study Positions

I've Been Hired. Now What?

If an employer decides to hire you, they should let the Financial Aid Office know as soon as possible by emailing faworkstudy@pencol.edu. Once they have done so, Financial Aid will forward your information to Human Resources department so they can contact you with information on how to complete your new-hire paperwork. You will need to bring your I-9 identification to the Human Resources office and may also need to submit to a background check depending on the position you have been hired for. 

Work-Study Student FAQs

When Can I Start Working?

You may begin working once you meet all of the following conditions:

  • It is on or after the first authorized day for the quarter. See Availability, Breaks & Blackout Dates below.
  • You have submitted all required paperwork, identification, and documents to the Human Resource Office and/or Financial Aid (if necessary).
  • Your supervisor has received a confirmation email that you are eligible to work, either from the Financial Aid Office of the Human Resource Office.
  • You are enrolled in at least six credits and are currently eligible to receive financial aid.
  • You are attending/planning to attend all of your classes, and you met or are meeting Satisfactory Academic Progress requirements if working past the last day of classes.

If any of the above conditions have not been met, then you are not eligible to begin working. Please contact the Financial Aid Office right away to resolve any problem you may have with meeting the above conditions. If at any time during the quarter you are unable to continue meeting these requirements, you must cease working immediately and contact the Financial Aid Office.

How Many Hours Can I Work?

Work-Study Students may work up to 19 hours per week, and up to eight hours per day. You may not work during your scheduled class times unless you have written approval from your instructor(s) to be absent from class for that day.

Once you have used your full work study award, you may not continue working unless your supervisor agrees to pay your continued hours out of department funds.

For additional information regarding days students are eligible to work, please see the Availability, Breaks & Blackout Dates below.

Timesheets

Timesheets will be available through ctcLink HCM Self Service in the Student Portal and must be submitted on-time and approved by your supervisor. Timesheets are due on the 15th and on the last day of each month. Below is a guide on how to report hours in ctcLink.

If you did not submit your timesheet before the pay period ended, you will need to contact the Payroll department right away because you will be locked out of the past-due timesheet. Contact Tina Robinson at trobinson@pencol.edu and provide her with a list of the days you worked during the pay period, and the hours you worked each day. Include your supervisor on the email so that they can affirm your hours, and CC faworkstudy@pencol.edu as well so your hours can be tracked. If you miss payroll processing for any pay period, your paycheck will not be ready until the next pay period.

Pay periods are the first half of the month (1st - 15th), and the last half of the month (16th - last day of the month). Pay days are the 10th and the 25th of each month. Hours worked during the first pay period of 1-15 will be paid on the 25th of that month. Hours worked during the last half of the month will be paid on the 10th day of the following month.

Due to system limitations we cannot make any exceptions regarding late timesheet processing. If submitting your timesheet is going to be a problem for you or your supervisor, please notify the Financial Aid Office right away.

Reporting Time Instructions

Cancelation of Work-Study

If your work-study award is canceled at any time throughout the year—including due to Unsatisfactory Academic Progress—there is a possibility that it may not be reinstated, even if you are approved for financial aid reinstatement via appeal.

The Financial Aid Office reserves the right to amend, cancel, or re-allocate awards throughout the quarter for any reason, at any time. Students will be notified via email if such action is taken.

Work-Study Availability, Breaks & Blackout Dates

Summer Quarter 2024

First Day Students Can Work:
7/5/2024
Last Day Students Can Work:
8/17/2024

If students meet their graduation requirements at the end of a quarter, they MAY NOT work past the last day of the quarter or their last exam day, whichever comes first.

Fall Quarter 2024

First Day Students Can Work:
9/25/2024
Last Day Students Can Work:
12/12/2024

If students meet their graduation requirements at the end of a quarter, they MAY NOT work past the last day of the quarter or their last exam day, whichever comes first.

Winter Quarter 2025

First Day Students Can Work:
1/3/2025
Last Day Students Can Work:
3/20/2025

If students meet their graduation requirements at the end of a quarter, they MAY NOT work past the last day of the quarter or their last exam day, whichever comes first.

Spring Quarter 2024

First Day Students Can Work:
4/1/2025
Last Day Students Can Work:
6/14/2025

If students meet their graduation requirements at the end of a quarter, they MAY NOT work past the last day of the quarter or their last exam day, whichever comes first.

Work Study Blackout Dates & Breaks for the 2024–2025 Academic Year
  • July 1–4, 2024
  • September 16–24, 2024* (non-negotiable)
  • December 13–31, 2024
  • January 1–2, 2025* (non-negotiable)
  • March 21–31, 2025
  • June 16–30, 2025

Students who work during blackout dates must be paid out of non-work-study funding unless prior approval was given by the Work-Study Coordinator. Approval will be given if the student is not graduating at the end of the quarter, has successfully completed their classes, and has hours remaining in their work study award.

Working During Breaks

Students who received prior approval from the Work-Study Coordinator to work during breaks (black-out periods) between academic quarters, except for the dates listed in September and January which are not negotiable, provided they meet all of the following criteria:

  • They have met Satisfactory Academic Progress requirements for the previous quarter and have completed at least six credits.
  • They have enough remaining hours in their award for the current quarter.
  • They do not work more than eight hours per day and no more than 40 hours per week during the break period.
  • They are not graduating/completing the graduation requirements for their program of study at the end of the quarter (i.e. they will remain enrolled in six or more credits for the next quarter).

IMPORTANT:
Students who exceed their work-study allocation awards by working more hours than they are eligible, or who work during non-authorized periods of time must be paid for the hours they worked out of another non-financial aid funding source, which may include their supervisor’s departmental budget, if needed.

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