Work-Study Employers and Supervisors

Want to Hire a Student Worker?

If you are interested in hiring a work-study student for the 2021-2022 academic year, please contact Elizabeth Griswold at EGriswold@pencol.edu; you will be sent a job description form to complete.  Once it is received, your position will be posted for students to view.  It is the responsibility of the student to contact the supervisors of jobs they are interested in, and it is up to the supervisor of that job to schedule interviews and determine the best applicant for the position.

Displacement of Current or Former Employees

Employment of State Work Study students may not result in displacement of employed workers or impair existing contracts for services. The following rules apply when determining if displacement is present:

1. Students employed by public institutions of postsecondary education cannot fill positions currently or formerly occupied by classified employees.
2. In cases of governmental agencies, students may fill positions which have been vacated as a result of previously implemented adopted reduction-in-force policies in response to employment limitations imposed by federal, state, or local governments.
3. Students cannot fill positions which have been occupied by regular employees during the current or prior year. Use either calendar year or fiscal year, according to the employer's budgetary period.
   Positions funded through special work incentive programs are not considered regular positions. Therefore, those positions may be filled as they become available without violating the SWS program displacement regulations.
4. Placements cannot impair existing contracts for services, violate any applicable collective bargaining agreements, or fill any positions that are vacant because the employer's regular employees are involved in a labor dispute.
   Labor dispute is defined as: “Any controversy concerning terms or conditions of employment, or concerning the association or representation of persons in negotiating, fixing, maintaining, changing, or seeking to arrange terms or conditions of employment, regardless of whether or not the disputants stand in the proximate relation of employer and employee.” The more common meaning of a labor dispute is a strike, lockout, or other joint job action such as a sickout.
5. When working with employers, institutions will determine whether or not any pertinent collective bargaining agreements exist, and the extent to which such agreements would allow employers to hire students in accordance with this section.

I've Hired a Student-Now What?

1. Before your student begins working, you must notify Elizabeth Griswold (EGriswold@pencol.edu) and let her know whom you wish to hire.  She will let you know if the student is eligible or ineligible for work study, and then she will contact the student and inform them on what steps to take. 
2. You will need to submit an Intent to Hire form to Human Resources.
3. Your student worker will be required to complete new-hire paperwork if they haven't worked on campus previously.  They may also require a background check depending on the position they will be working in.  
4. Once Human Resources has processed the student's paperwork, they will alert Elizabeth Griswold who will then create a work-study ENSRC (Employment Notice & Service Record) for the student.  
5. Elizabeth (or HR) will then contact both student and supervisor and alert them that the student is able to begin working.  Students may NOT begin working until this point, even if the quarter has already started.
6. The student's timesheet access in the ctcLink system will be created within a few days of when your student worker is eligible to begin working.  All student workers must access their timesheets via the ctcLink system.  If you need assistance with navigating or using the system, please contact Human Resources directly.
7. If your student needs additional access within ctcLink for their job, please contact Pauline Marvin (Director of Business Applications) at PMarvin@pencol.edu.

Things to Remember:

• Students are not allowed to exceed their gross work-study allocation for any given quarter. Supervisors are responsible for monitoring their student worker's hours to ensure that these limits are not exceeded. Supervisors who allow students to exceed their maximum gross earnings for a quarter will be required to pay out of their own departmental budget for the amount earned in excess of the work-study award.

• Students must maintain a minimum enrollment of 6 credits and be meeting the Financial Aid Office's Satisfactory Academic Progress (SAP) Policy.  

• The number of hours worked per week cannot exceed 19. The number of hours worked per day cannot exceed 8.

• Students in their final quarter of enrollment at Peninsula College cannot work past their last class or exam day.

• Timesheets must be submitted and approved in ctcLink on time each pay period in order for the student to be paid on time.

• Beginning January 1, 2018, State Work Study students will accrue one-hour of paid sick leave for every 40 hours worked. Paid sick leave accrual begins on the 90th day after starting their employment. Sick leave hours should be documented in TLR as regular hours of work, with a comment to indicate that the student is using paid sick leave.

For more information regarding which dates students are eligible to work and which are considered blackout dates, please click here.