Work-Study

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Work-Study

Are You Ready to Get to Work?

Find the perfect opportunity to earn while you learn today! Our work-study program gives you the opportunity to earn money to assist with educational expenses. 

Kirkwood employs approximately 400 students during the academic year. Join our team today!

View Current Job Listings Contact the Work-Study Office

About Your Work-Study Award

Amounts are not carried forward to future years and any unearned amount is forfeited. Work-study awards are the maximum you may earn — they are not a guarantee of funds.

To increase your award, you must have your supervisor approve the increase and the supervisor will email the Work-study Coordinator to be approved.

Note: Not all students are eligible to have an increase to a Work-study award.

Common Work-Study Questions

When do I secure my work-study job? And when do I start?

Work-study supervisors typically begin filling positions for the next academic year in April. Talk to your supervisor directly to find out when you should begin work. 

Can I switch jobs during the year? 

Yes. If you are offered another position on campus, you may switch. You should notify your current supervisor that you will no longer be working for them and the hiring supervisor should notify the Work-study Coordinator that they have hired you to work in their office, to make sure there are no budgetary issues.

Do I have to report work-study earnings on my income tax?

Yes. All earnings, including federal Work-study dollars, must be included on your Federal Income Tax form if you file. You will receive a W-2 form from Kirkwood showing the amount of earnings during the previous calendar year.

Do I have to report work-study earnings on my FAFSA?

Although you must include the amount of federal student employment earning in the adjusted gross income figure on the FAFSA, you will also show the amount of these earnings as a Title IV exclusion on the FAFSA.

This means that the processor will exclude from the income the amount you earned in federal Work-study, thereby reducing the amount of income considered in the eligibility formula.

Policy, Procedure and Responsibilities Guide

The Work-study program is administered by the Financial Aid Office. The supervisor of each department requests a specific award amount for each student worker for the academic year, based on departmental needs and available Work-study budget. Returning students are responsible for securing their Work-study positions each year in April and early May.

If you are new to the Work-study program, you will be notified of your Work-study award via your Kirkwood email account in June. This notification will prompt you to view the current Work-study openings. If you were not initially awarded, and you interested in the Work-study program, you can inquire with the Work-study coordinator to see if you are eligible.

Contact the supervisor of the Work-study position you are interested in to set up an interview. 

Students must qualify for the Federal Work-study Program. Federal Work-study is a form of federal financial aid therefore you must complete the FAFSA form for possible eligibility. Work-study award amounts are not a guarantee of funds; it is the maximum a student is able to earn.

It is the responsibility of the supervisor and the student to monitor hours and dollars earned so the student does not become ineligible for Work-study if one of the following occur:

  • Student withdraws completely from Kirkwood classes
  • Student is not registered for any Title IV credits
  • Student demonstrates no financial need based on federal FAFSA results
  • Student is put on Financial Aid Suspension
  • Student graduates from Kirkwood Community College

Students are not eligible to work if they have not submitted the forms necessary to process their financial aid award.

Discuss your expectations regarding the position tasks and responsibilities with your student workers.

Complete all “New Hire-Work Study” Forms with your Work-study student(s) before they can begin working.  This is only applicable for first-time Work-study students.  If your student(s) are switching Work-study positions or adding a Work-study position, you only need to complete the “New Hire” form with your student.

All Work-study students must have the following forms on file with the Human Resource department before they can begin working on campus. Please complete these forms with your Work-study student(s) if they have never worked on campus previously.

  • Kirkwood Community College “New Hire-Work Study” form
  • Current W-4 Forms (Employee's Withholding Allowance Certificate)
  • I-9 Form (Employment Eligibility Verification) on file in Human Resource. Students are required to provide two types of appropriate documentation when filing the I-9 form. 
  • Kirkwood Community College Direct-Deposit Form. All earnings are direct deposited to the student’s bank account; paychecks will not be issued.
  • Confidentiality Agreement Form
  • Electronic Consent for W-2 Form

If a student fails to provide the required documentation, he/she will be removed from the work schedule and will not be allowed to work until the documentation is completed.

Coordinate work schedules that will not conflict with the student's class schedule.

Time sheets are filled out within the students' MyHub account and will be submitted to the supervisor on the cutoff date according to the Payroll Calendar (supplied to the student by the supervisor). It is the responsibility of the supervisor and student to monitor the hours worked to ensure that the student does not exceed their remaining Work-Study award balance. If the student works more hours than their award, the department is responsible for payment of wages. To check on a remaining balance, supervisors can utilize Reporting Services or contact the Work-study Coordinator.

By approving the electronic timecard, the supervisor is verifying that the student worked the documented hours. 

Inform and document if a student is not fulfilling their responsibilities and warn of potential job dismissal.

Complete the Employee Termination Form on KIN, and submit to HR, if your Work-study employee is dismissed.

Monitor department budgets to avoid spending more than the budget allocation.

Notify the Work-study Coordinator before hiring new students to see if they are eligible for federal Work-study.

Award and adjust student Work-study awards.

Keep a current file of job descriptions for all positions.

Confirm where student workers are assigned to work.

Insure federal regulations and institutional policies are followed.

Complete all “New Employee Forms” with your Work-study supervisor before you begin working.  This is only applicable for first-time Work-study students.  If you are switching Work-study positions or adding a Work-study position, you only need to complete the “New Hire-Work Study” form with your supervisor.

All Work-study students must have the following forms on file with the Human Resource department before you can begin working on campus. Please complete these forms with your Work-study supervisor.

  • Kirkwood Community College “New Hire-Work Study” form.
  • Current W-4 Forms (Employee's Withholding Allowance Certificate). 
  • I-9 Form (Employment Eligibility Verification) on file in Human Resource. Students are required to provide two types of appropriate documentation when filing the I-9 form.
  • Kirkwood Community College Direct-Deposit Form. All earnings are direct deposited to the student’s bank account; paychecks will not be issued. 
  • Confidentiality Agreement Form.
  • Electronic Consent for W-2 Form.

If a student fails to provide the required documentation, he/she will be removed from the work schedule and will not be allowed to work until the documentation is completed.

Perform tasks as assigned by the supervisor.

Contact your supervisor if you will be absent due to illness as early in the work day as possible. In addition, advance notice should be given when requesting a change in the work schedule or to take time off.

Continued tardiness or failure to notify your supervisor when you cannot report for work is sufficient grounds for termination.

Inform your supervisor of your class schedule and availability to work.

Keep your electronic timecard up to date.

Time sheets are filled out within the students' MyHub account and will be submitted to the supervisor on the cutoff date according to the Payroll Calendar (supplied to the student by the supervisor).

Monitor the hours you have left to work. Talk to your supervisor about increasing your Work-study award before your award runs out. 

If a student falsifies a timecard information the Student Employment Coordinator is obligated to report this incident of fraud to the Department of Education's Office of the Inspector General. A federal investigation may result. Falsification of a timecard will result in immediate dismissal from the Work-study program. The student will not be eligible to work on campus the remainder of their time at Kirkwood.

Represent yourself and Kirkwood Community College in a professional manner and maintain the confidentiality of student and College records to which you may have access. Appropriate work attire is expected at all times. Speak to your supervisor for suggestions.

Student workers will be scheduled to work approximately 5 – 10 hours per week. Work-study students may not work more than 20 hours a week during the school year. Work study students may work up to 28 hours per week during break periods and during the summer.

All students should keep in mind, once you have earned your full Work-study award, you must stop working immediately. Contact your supervisor to see if their budget will allow for an increase in the Work-study award. The supervisor will request, by email, an increase in the award to the Work-study coordinator.

All students should be given the opportunity to work their Work-study awards in the department to which they are hired. The student, together with the supervisor, should plan a work schedule that is compatible with his/her class schedule. Any request for time off, such as a weekend or a particular shift, must be approved in advance by the supervisor.

Federal regulations require verification if a student works during a scheduled class time.

A student may be terminated from their Work-study position if the student is not performing in a satisfactory manner. The supervisor should make clear to each student employee their performance and responsibility expectations. The termination process is up to the supervisor's discretion.

Immediate Dismissal: If a student has falsified records including timecards, divulged confidential information from the workplace, or is caught stealing, the student will immediately forfeit employment opportunities while at Kirkwood Community College.

If a student falsifies a timecard information the Student Employment Coordinator is obligated to report this incident of fraud to the Department of Education's Office of the Inspector General. A federal investigation may result. Falsification of a timecard will result in immediate dismissal from the Work-study program. The student will not be eligible to work on campus the remainder of their time at Kirkwood.


Contact Work-Study

If you have questions about the work-study program, contact the Financial Aid Office, at 319-398-7600 or email financialaid@kirkwood.edu.