student Work-study program
The student work-study program is a financial aid program that provides San Juan College students an opportunity to earn money through employment at the college or a San Juan College approved community service worksite.
NOTE: Based on recent regulatory changes and mandatory employment requirements; once a work-study position is offered to a student, the student will need to complete a Background Investigation before they can begin working at San Juan College.
Student Work-Study Eligibility Requirements
- Complete the FAFSA (Free Application for Federal Student Aid) process and meet federal eligibility criteria for receipt of student financial aid.
- Have a “Financial Need” for work-study funding. To be eligible for work-study employment; students funded by Federal Work-study, and some State Work-study students, may need to show that a Financial Need exists for additional educational funding.
- Student work-study applicants must meet all financial aid eligibility requirements, and be enrolled (and remain enrolled) in at least six credits during the semester for which a work-study position is being requested.
- Students CANNOT be employed as a regular San Juan College employee and as a San Juan College student work-study employee at the same time.
Types of financial aid funding available
- Federal Work-study (FWS) funding is awarded to students who demonstrate financial need and meet federal financial aid eligibility requirements. These funds are limited and are awarded on a "first come, first served" basis.
- State Work-study (SWS) funding is awarded to New Mexico residents and is based on State eligibility requirements. These funds are limited and are awarded on a "first come, first served" basis.
- Institutional Work-study (IWS) funding is awarded to students who do not qualify for FWS or SWS funding, or are awarded work-study employment after FWS or SWS funding has been expended.
[Back to Top]
How to Apply for a Job
Students interested in obtaining work-study employment must complete ALL application steps.
Step 1 - Complete the Financial Aid Application Process. Prospective student work-study employees must have a current and complete FAFSA (Free Application for Federal Student Aid) on file with the San Juan College Financial Aid Office for the Academic Year in which employment is being sought.
Applicants need to allow at least four to six weeks from submission of their FAFSA to completion of the FAFSA process, so plan accordingly.
Step 2 - Students must apply or re-apply for work-study employment each academic year. The academic year begins at the beginning of the Fall semester and runs through the end of the following Summer semester. Applications for the upcoming Academic Year will be available for submittal to the Financial Aid Office after July 1st of each year.
Step 3 - Students must complete San Juan College Customer Service Training. Students interested in work-study employment must complete the online San Juan College Customer Service Training program each Academic Year in which work-study employment is being sought.
The training is offered online and applicants can access the training by clicking on the "Apply Here" link at the top of this page.
After completing the customer service training students will need to print a certificate of training completion and provide the certification to the Financial Aid Office with their work-study job application package.
NOTE: The Student Work-study Employment Application is only available online and is only accessible after the customer service training is completed.
Step 4 - Work-study Job Application. The Student Work-study Job Application form is attached to the end of the online Customer Service Training. After completing the Online Customer Service Training; print and complete the work-study job application.
Step 5 - Hand-deliver the following documents to the Financial Aid Office:
- The Certification for completing the customer service training,
- Two copies of the completed job application,
- Two copies of your class schedule for the semester in which you are requesting employment, and
- An unofficial copy of your SJC Academic Transcript.
Step 6 - Complete the Student Employment Transaction form. The Financial Aid Office will verify that work-study applicants meet employment eligibility requirements and will provide eligible students with a “Student Employment Transaction” form.
Before students interested in work-study employment can conduct their job search or interview process for work-study employment, they must complete the student portion of the Student Employment Transaction form and return it to the Financial Aid Office.
Step 7 - Student Approval to Interview and Work form. After receiving the Student Employment Transaction form, the Financial Aid Office will provide work-study applicants with:
- A “Student Approval to Interview and Work” form,
- A copy of their job application,
- A copy of their class schedule, and
- A copy of their academic transcript.
Students will need to present these documents to their prospective employer or supervisor during the job interview process.
Step 8 - How to find and get a job. All prospective work-study students must conduct their own work-study job search, find an available job, and arrange for their own job interview(s).
Students may access a listing of available jobs, job descriptions, and contact information by clicking on the "Job Postings" link in the left-hand column of this page, or they may directly contact the SJC Department or work-center in which they would like to work and arrange an interview for employment.
Step 9 - Upon completing the job interview process and being offered employment, students must hand deliver the completed "Approval to Interview and Work" form to the Financial Aid Office.
Step 10 - Complete the Human Resource Hire Packet. Upon receipt of the completed Approval to Interview and Work form, the Financial Aid Office will provide students with a "Human Resource Hire Packet". It is strongly recommended that students take the time to complete the new hire packet before leaving the Financial Aid office area. No students will be processed for hire without completing and submitting the documents contained in the new hire packet. The sooner the packet is completed and the documents are submitted, the sooner the student is processed to begin employment.
Step 11 - A Background Investigation must be completed BEFORE student work-study employees can start work. This process is conducted by the SJC Human Resource Office, and cannot be conducted until after a prospective employee has been offered a postion at our school.
Work-study employees CANNOT start work until the background investigation is completed. Once the Background Investigation is completed; SJC's Financial Aid Office will notify student work-study employees and supervisors via SJC e-mail when a student can begin work.
Step 12 - Notification of work-study award and contracted period(s) of employment. Once all documents have been received by the Financial Aid Office, and a Background Investigation has been completed, the Financial Aid Office will notify student work-study employees and their respective supervisors via SJC e-mail that they have been awarded work-study employment, the amount of funding and number of hours that they are authorized to work during a semester, and the contracted period of their employment.
NOTE: Work-study students cannot begin working, and supervisors cannot allow them to work, prior to receiving notification from the Financial Aid Office that they have been awarded a work-study position and funded to begin work.
A department or work center's budgeted hours for work-study employment may differ from the number of hours that have been awarded to students by the Financial Aid Office, and the actual number of hours that students will be eligible to work per their respective department's budget may be more, or may be less, than their financial aid budgeted amount. In all cases supervisors will manage the number of hours that a student work-study employee may work.
Step 13 - Completing the Employment Eligibility Verification (I-9 Form). Under the Immigration Reform Act, San Juan College is required to have every employee that has accepted a position to work at the college complete an Employment Eligibility Verification Form (I-9). The I-9 form will be forwarded to students and supervisors as an attachment to the e-mail that informs them of the students' work-study award. The form must be completed within the first three days of an employee's actual employment.
NOTE: To complete the I-9 process students and supervisors must download, print and complete their portion of the I-9 form on a student's first day of employment. To complete the form new employees must provide appropriate identifying documents referenced on the form. The identifying documents must be originals or certified original copies. Copies of the original identifying documents must be made by respective supervisors, and the copied identifying documents and completed I-9 form must be forwarded to the SJC Human Resources Office within three days of the student beginning work.
For any questions concerning I-9 requirements, please contact the SJC Human Resources Office at 505-566-3215.
Finding a Job - Student work-study positions become available throughout the academic year and students are responsible for finding their own work-study employment. To check on job availability, click on Job Postings, located in the left-hand column of this page. The Job Postings are updated regularly as work-study positions become available. Some departments do not post their available positions on the Job Posting website, and many students gain work-study employment by going to different SJC departments or work centers and inquiring if any work-study jobs are available.
Satisfactory Academic Progress (SAP) Requirement - To gain or retain student work-study employment, students must meet and maintain ALL financial aid eligibility requirements. At a minimum students must maintain financial aid Satisfactory Academic Progress (SAP) standards, these standards include:
- Students must be enrolled in a degree program that is approved and eligible for receipt of student financial aid.
- Financial aid regulations restrict students to pursuing one degree at a time and all coursework in which a student is enrolled must apply toward graduation from the student's selected degree program.
- Students must maintain a cumulative grade point average of 2.0 or above.
- Students must maintain a cumulative course completion rate of at least 67%. The cumulative course completion rate is determined by dividing the number of credits that a student has successfully completed by the number of credits that the student has attempted.
- Students must complete their selected degree program within 150% of the credits required to complete their selected degree. The number of credits needed to complete a selected degree program is outline in SJC's Academic Catalog. To determine 150% of the credits required to complete a degree program multiply the credits needed to complete the degree by 1.5. The total will be 150% of the credits required for degree completion.
Student compliance with Satisfactory Academic Progress standards will be reviewed prior to awarding student work-study employment, and at the end of each semester for which a work-study student is contracted to work. If students do not meet Satisfactory Academic Progress eligibility standards, their work-study employment will be terminated.
Enrollment Requirement - To be eligible for student work-study employment, students must be enrolled and maintain enrollment in at least six credits during the semester(s) in which they are employed. All students must provide their supervisor and the Financial Aid Office with an enrollment schedule prior to each semester of employment, and must inform their supervisor and the Financial Aid Office of any changes to their enrollment.
Job Application Requirement - To maintain work-study employment from one academic year to the next, students MUST re-apply for the work study program EACH academic year. This includes all steps of the financial aid and student work-study application process. An Academic Year starts with the beginning of the Fall semester and ends at the conclusion of the Summer semester.
Contracted Periods of Work - Student Work-study employees will be contracted for employment during the Fall, Spring, and Summer semesters (or any portion thereof), and they must meet all minimum eligibility requirements to continue employment from one semester to the next. The Financial Aid Office will inform students of their contracted period of employment via SJC e-mail.
Dual Employment at San Juan College
- Students may be employed in up to two work-study positions at the same time. If students are concurrently employed in two work-study positions they CANNOT EXCEED a total of 20 hours of work per week.
- Students CANNOT be concurrently employed by San Juan College as both a work-study and regular employee.
Work-study Employment Versus a Grant, Loan, or Scholarship - A work-study allowance is not a grant, loan, or scholarship. Receipt of work-study funding will not affect any grants or scholarships for which a student is eligible, but it may affect the total loan amount that a student may receive. The work-study program is a self-help financial aid program that requires recipients work to earn payment of awarded funds.
[Back to Top]
Work Study Training
Every Academic Year, students interested in obtaining work-study employment must complete online Customer Service Training. Individual departments may require additional department or work center specific training for basic and specific knowledge, skills, and expectations required for employment.
[Back to Top]
Financial aid awarding, wages, and work schedule information
Notification of student work-study award - Student work-study employees will receive a work-study award for the Fall, Spring, or Summer semesters and the source of funding for a student work-study employee may change as the academic year progresses. The SJC Financial Aid Office will notify all student workers and their supervisors via SJC e-mail about their work-study award amount and their contracted period of employment. Supervisors cannot start a work-study student's employment, and a work-study student cannot start their employment prior to receiving authorization from SJC's Financial Aid Office.
Enrollment requirement to receive student work-study employment - All Student Work-study employees must be enrolled, and maintain enrollment in at least six credits during the semester(s) in which they are employed.
Maximum work hours per week - Federal regulations restrict the maximum hours a student work-study employee may work to 20 hours per week. Supervisors are responsible for maintaining compliance with federal regulations.
Wage Scale - Student Work-study employees receive a wage of $7.50 per hour. Pay dates are bi-monthly (normally on the 15th and last day of the month), and are in accordance with San Juan College's payroll policies and procedures.
Work schedule versus class schedule - Student work-study employees are "students first" and supervisors will do their utmost to meet both the student's and work-center's scheduling requirements. Student class and work schedules may vary from term to term as course loads, class schedules, and extracurricular activities may change. Scheduling conflicts may affect the number of hours available for a student employee to work, the time period in which a student may be available to work, or the student's employment status. All efforts will be made to meet both the student's and the Department or work center's employment needs.
[Back to Top]
Paychecks and pay information
Paycheck Procedure - Student work-study employees are paid on the 15th and last day of the month. The amount paid is based on the number of hours reported on a student's timesheet. Paychecks are issued through the Business Office and available for pick up prior to 3:00pm on the payday. If the check is not picked up by 3:00pm, it will be mailed to the student's reported mailing address.
Direct Deposit - Students may choose to fill out a Direct Deposit Form and have payroll checks directly deposited to their financial institution. Direct Deposit forms are available in the Financial Aid Office, the Human Resources Office, or from the student’s Financial Institution. Students desiring direct deposit to their financial institution can start the process at anytime. Contact SJC's Payroll Office for more information; 505-566-3245.
Student's San Juan College Account - Student earnings are not credited directly to a student's account.
W-4 IRS Tax Withholding form - All employees are required to complete the W-4 IRS Tax Withholding Form - To complete the tax form the student must provide his/her social security number and determine the number of allowances for withholding tax he/she wants to claim.
Employment Eligibility Verification form - U.S. Department of Justice Form I-9 - Under the Immigration Reform Act the College is required to have every employee complete an Employment Eligibility Verification Form (I-9) within their first three days of employment. On their first day of employment students must provide their supervisor appropriate identifying documents and a completed I-9 form. The supervisor must complete the form and collect required identifying documents. Identifying documents must be originals or certified original copies and the supervisor will make copies of the identifying documents. The copies of identifying documents and completed I-9 form must be forwarded by the supervisor to the SJC Human Resources Office within three days of the student beginning work.
[Back to Top]
All work-study employees are required to enter the hours that they worked onto their Web Advisor timesheet account. Posting hours worked to Web Advisor should only be done on the last day of the pay period, normally the 15th and the last day of the month. Employees are encouraged to keep a regular paper timesheet to log day-to-day hours during each pay period. This serves as a record and a backup copy.
NOTE: Students completing their first pay period will NOT have an account established for timesheet entry in Web Advisor. Those students and their supervisors will need to complete a manual timesheet and forward both the manual timesheet and a copy of the e-mail from Financial Aid Award that awards work-study funding and authorizes the work-study employee to begin work.
Instructions for Entering Time Sheet Information on Web Advisor
For Payroll questions please contact the following individuals:
Juanita Pacheco at 505-566-3245 or firstname.lastname@example.org
Carol Carreon, Payroll Manager, at 505-566-3543 or email@example.com
Additional links for payroll information
[Back to Top]
Work Study Handbooks and Forms