Work-Study Employers & Supervisors

Want to Hire a Student Worker?

If you are interested in hiring a work-study student for the current academic year, please contact the work study coordinator at faworkstudy@pencol.edu you will be sent a job description form to complete if this is a new position. Once it is received, your position will be posted for students to view on the Work-Study Positions page. 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:

  • Students employed by public institutions of postsecondary education cannot fill positions currently or formerly occupied by classified employees.
  • 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.
  • 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.
  • 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.
  • 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 the Work-Study Coordinator at faworkstudy@pencol.edu and let them know whom you wish to hire. They will let you know if the student is eligible or ineligible for work-study, and then they will contact the student and inform them on what steps to take.
  2. You will need to submit an Intent to Hire form to the Financial Aid Office.
  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. The Financial Aid Office will create a work-study ENSRC (Employment Notice & Service Record Contract) for the student. This is a quarterly contract that must be renewed each quarter, provided the student remains eligible for financial aid.
  5. Once Human Resources has processed the Intent to Hire form and the ENSRC, Human Resources will email the student and request the new-hire paperwork be filled out.
  6. After all paperwork is processed, Human Resources will email both supervisor and student to let them know that the student is cleared to begin working. Students may NOT begin working until this point, even if the quarter has already started.
  7. 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 their ctcLink student portal. If you need assistance with navigating or using the system, please contact Human Resources directly.
  8. If your student needs additional access within ctcLink for their job, please contact Bethany Jennings-Kelly, Business Applications Trainer, at bjennings-kelly@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 six credits and meet the Financial Aid Office's Satisfactory Academic Progress policy.
  • The number of hours worked per week cannot exceed 19. The number of hours worked per day cannot exceed eight.
  • 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.

Work-Study Intent to Hire Form

Work-Study Availability, Breaks & Blackout Dates

Summer Quarter 2025

First Day Students Can Work:
7/7/2025
Last Day Students Can Work:
8/21/2025

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.

Fall Quarter 2025

First Day Students Can Work:
9/22/2025
Last Day Students Can Work:
12/10/2025

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.

Winter Quarter 2026

First Day Students Can Work:
1/5/2026
Last Day Students Can Work:
3/20/2026

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 2026

First Day Students Can Work:
4/1/2026
Last Day Students Can Work:
6/16/2026

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 2025–2026 Academic Year
  • July 1–6, 2025
  • September 15–21, 2025 (non-negotiable)
  • December 11–31, 2025
  • January 1–4, 2026 (non-negotiable)
  • March 21–31, 2026
  • June 17–30, 2026 (non-negotiable)

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 can work during breaks (black-out periods) between academic quarters, except for the dates listed in September and January and June 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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