I've Been Awarded Work-Study!
Check the Financial Aid tile of your ctcLink 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 job postings. 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.
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 Leah Vaara (LVaara@pencol.edu). Once they have done so, Leah will forward your information to the Human Resources department so HR 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. I-9 identification information can be found in the below attachment.
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.
- 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 6 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?
You may work up to 19 hours per week, and up to 8 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 information regarding which days students are eligible to work, and which are considered blackout dates, please click here.
Timesheets will be available in your ctcLink Student Portal (under HCM Self-Service) 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. Here 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 include Leah (LVaara@pencol.edu) in the email 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.
The Fine Print:
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.