The student work-study program is a financial aid program that provides students an opportunity to work a job and earn funds to off-set the costs of going to college. Funds for the work-study program are provided to San Juan College from Federal, State, and Institutional sources and students can earn an income by working part-time on-campus, or by working with various community service organizations at a San Juan College approved off-campus work-site.
To be eligible for Work-Study employment students must:
Complete the FAFSA (Free Application for Federal Student Aid) and meet the eligibility criteria for student financial aid, and
Have a “Financial Need” for Work-study funding. To be eligible for a Work-study position students being funded by Federal Work-Study, and some State Work-Study students, may need to show that a Financial Need exists for additional educational funding.
Types of financial aid funding available to students includes:
Federal Work-study (FWS) is a form of financial aid funding awarded to students who demonstrate financial need and meet Federal financial aid eligibility requirements. Federal Work-study funds are limited and are awarded to eligible students before any other work-study funds are expended.
State Work-study (SWS) is a form of financial aid funding awarded to New Mexico residents and is based on State eligibility requirements.
Institutional Work-study (IWS) is a form of financial aid funding awarded to students who do not qualify for FWS and/or SWS funding, or are awarded work-study funding when FWS or SWS funding has been expended.
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How to Apply for a Job
Students interested in obtaining work-study employment must complete ALL application steps - Not completing ALL requirements may result in a delay in processing you for employment.
Step 1 - Students must apply or re-apply for work-study positions each academic year. The academic year begins at the beginning of the Fall semester and runs through the end of the Summer semester.
Step 2 - Electronically Submit a FAFSA to the Federal Department of Education and have a current and complete FAFSA on file with the San Juan College (SJC) Financial Aid Office for the Academic Year for which you are seeking employment. Applicants need to allow at least four to six weeks from submission of their FAFSA to completion of the FAFSA process.
Step 3 - Complete the SJC Customer Service Training program. This training is offered online and applicants can access the training by clicking on the "Apply Here" link at the top of this page. At the conclusion of the training students will be able to print a certificate of completion, and they will be given access to print the SJC Student Work-study Employment Application.
Step 4 - Immediately after completing the online customer service training, students will be directed to print and complete the SJC Student Work-Study Employment Application form and the Federal W-4 and I-9 forms. When completing the I-9 form, federal law requires that prospective employees provide documentation that establishes both identity and United States employment authorization. The back of the I-9 form lists the various types of identity and employment authorization acceptable for employment, and prospective student work-study employees will need to provide copies of at least two types of identification.
Step 5 - After completing the job application and federal employment forms, students must deliver the completed forms and identity documents to the SJC Financial Aid Office. The Financial Aid Office will verify that students have a completed FAFSA on file with SJC and that they have work-study eligibility.
Step 6 - Upon verifying a student's eligibility to work, the Financial Aid Office will provide eligible students with a “Student Employment Transaction” form. The form must be completed by the student and returned to the Financial Aid Office. This form should be completed and returned right away.
Step 7 - After receiving the Student Employment Transaction form from the student, the SJC Financial Aid Office will provide the student with a “Student Approval to Interview and Work” form. Prospective work-study students will need to present this form to their prospective supervisor during the job interview and hire process. The prospective supervisor will complete the form to confirm that the student will be hired to start work on a specific date, and assign the budget source from which the student will be paid.
Note: All prospective work-study students must arrange for their own job interviews. Students may access a listing of available jobs, job descriptions, and contact information by clicking on the "Job Postings" link at the top of this page, or they may directly contact the SJC Departments in which they would like to work and see if any positions are available within the respective department(s).
Step 8 - If hired, students must return the supervisor signed "Approval to Interview and Work" form to the Financial Aid Office.
Step 9 - Upon receipt of the completed Approval to Interview and Work form from the student, the Financial Aid Office will provide prospective student work-study employees a "Human Resource Hire Packet". It is strongly recommended that students take the time to complete the Human Resource Hire Packet before leaving the Financial Aid office area. No students will be processed for hire at SJC without completing and submitting the documents contained in the hire packet. The sooner the hire packet is completed and the documents submitted, the sooner the student is processed for employment through the Payroll Office.
Step 10 - The Human Resource Hire Packet, the Approval to Interview and Work form, and the Employment Transaction form are reviewed for completeness and the student and supervisor are informed via e-mail that the student has been awarded work-study funding, the amount of the funding, and the contracted period of work-study employment. No students may begin working before they and their supervisor are notified by the Financial Aid Office (via e-mail) that the hire process is complete.
Step 11 - Upon final review of all documents, and completion of the student and supervisor e-mail notification, all original documents are forwarded by the SJC Financial Aid Office to the SJC Human Resource and Payroll Offices and the student work-study employment process is finalized.
Job Availability - Student work-study positions become available throughout the academic year and students are responsible for finding their own work-study employment. Prospective jobs are posted online. To check online job listings, click on job postings to see a list of all available positions. This page is updated regularly as work-study positions are opened and closed.
Satisfactory Academic Progress (SAP) - Student work-study employees must meet and maintain ALL financial aid eligibility requirements. This includes maintaining Satisfactory Academic Progress (SAP) for financial aid at San Juan College. If a student does not meet Satisfactory Academic Progress standards, then the student is ineligible for student work-study employment.
Enrollment Requirement - To maintain work-study employment from one semester to the next, students must provide their supervisor with an enrollment schedule each semester. To be eligible for student work-study employment, students must be enrolled in at least six credits during the Fall and Spring semesters, and three credits during the Summer semester to
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 process. An Academic Year starts with the beginning of the Fall semester and ends at the conclusion of the Summer semester.
Work Contract Periods - Work-study students are under contract for the period covering the Fall, Spring, and Summer semesters (or any portion thereof), and they must meet all minimum requirements to continue employment from one semester to the next.
Dual Employment at San Juan College - Students may be employed in two or more work-study positions at San Juan College, however, students may not exceed a total of 20 hours work per week. Students may NOT be employed by San Juan College in a non-work-study position and the student work-study program at the same time.
Work-study versus Grant, Loan, and/or Scholarship. A work-study allowance is not a grant, it is not a loan, and it is not a scholarship. Receipt of work-study funding will not affect any grants or scholarships for which a student is eligible, but it can lower the total loan amount that a student may receive. In short, the work-study program is a self-help financial aid program that requires recipients work to earn a paycheck, and as such the program helps students offset the costs associated with going to college without adding to their loan debt.
Remember, if you are a successful student - A Grant does NOT need to be Repaid - A Work-Study Award does NOT need to be repaid - Loans DO need to be repaid. Work-study employment is not a bad deal, it helps keep you out of debt and gives you job experience and resume material at the same time.
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Work Study Training
All work-study students must complete online Customer Service Training prior to applying for work-study employment. Individual departments may require additional department specific training regarding basic and specific work skills and expectations.
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A work-study award may be made for Fall, Spring, and/or Summer semesters. The source of funding may change as the academic year progresses, or as funds are expended by San Juan College.
Student Work-study employees must be enroll, and maintain enrollment, in at least six credits during the Fall and Spring semesters, and in three credits during the Summer semester.
The number of hours available to a student work-study to work per week varies from job to job; however, the maximum hours a student may work is 20 hours per week, and the maximum period of time that a student is funded for the Fall or Spring semester is 14-16 weeks, and 12-14 weeks for the Summer semester.
Student Work-study employees receive a wage of $7.50 per hour, and payment for work performed is bi-monthly (normally on the 15th and last day of the month) and in accordance with San Juan College's payroll policies and procedures.
Student work-study employees are "students first" and employers/supervisors will do their utmost to meet both the student's and work-center's requirements and schedules. A student's work schedule may vary from term to term as course loads, class schedules, and extracurricular activities may change and affect the number of hours available to work, or the time period may change in which a student is available for work.
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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 student time sheets. A paycheck is 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 2:00pm, it will be mailed to the student's reported mailing address.
Students may choose to fill out a Direct Deposit Form and have payroll checks directly deposited into student's banking account. Direct Deposit forms are available in the Financial Aid Office, the Human Resources Office, or from the student’s Financial Institution.
Student earnings are not credited directly to a student's account.
All San Juan College employees, including those in the Student Work-Study program must complete:
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.
U.S. Department of Justice Form I-9
- Under the Immigration Reform Act the College is required to have every employee complete a Form I-9. The student must show the Work-study Coordinator or financial aid staff member the appropriate documents at the time he/she signs up for payroll. The documents must be originals, and if a birth certificate is used, it must be certified.
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All work-study employees are required to enter their time on Web Advisor. Work-study students should only go into Web Advisor to enter their time on the last day of the time 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 time period. This serves as a record and a backup copy.
Instructions for Entering Time Sheet Information on Web Advisor
- Access the San Juan College Portal and click MY SJC.
- Enter a proper user name and password.
- On the next screen click on Click here to log into WebAdvisor. (A security warning will pop up, click yes.)
- On the next screen click on Log In and reenter your user name and password, and then click submit.
- At the next screen, click on the Employee Box.
- From Employee Profile menu, choose and click Time Entry.
- Look for the correct pay period before entering hours. For a short period time you will see two different pay periods displayed. Select the individuals you want to enter time for or to review their entry. Look for the Day and Date then put in whole hours worked, round to the nearest 1/4 hour when needed. (.25 for 15 minutes, .5 for 30 minutes, .75 for 45 minutes).
- If everything looks correct, scroll down to the last part of the page until you reach the Electronic Signature Box., and then click Submit.
- If done correctly, you should recieve a confrimation.
Congratulations, you have just entered your time!
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:
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Work Study Handbooks and Forms