Work Study Students
Policy and Procedures

Application Process
Cowley students who are interested in obtaining a work study position should complete an application and submit it to the office of Student Affairs. Click here for the work study application form in pdf format, or applications are available in the office of the Vice President of Student Affairs.

Work study applicants must also complete the Free Application for Federal Student Aid (FAFSA). The FAFSA is available online at www.fafsa.ed.gov. International students are exempt from the FAFSA requirement.

Selection Process
Submitted applications will be made available upon request to work study supervisors. Individual or group interviews will be set up. Upon selection of a work study student, the supervisor must submit a request to hire the student to the Vice President of Student Affairs. Each work area will be responsible for training their student worker(s). Each work area will be responsible for interviewing, hiring, and training their student worker(s). A student who applies for work study is not guaranteed a position. Funds available for work study are not sufficient to accommodate all requests.

Students who are offered a work study position must complete payroll paperwork and sign a work study agreement including a statement of confidentially. Payroll paperwork for each student employee must be completed before the student begins to work. Two forms of ID are required from the student. Most common forms are a current driver’s license and a social security card. A work study orientation will be held in the first week of the fall semester. Students may complete the paperwork at this session or come to the office of Student Affairs to complete the paperwork. Students will not be paid until all payroll paperwork has been completed and required documents have been provided.

Payroll Process
Once the work study hiring sheet has been submitted by the supervisor and approved by the Vice President of Student Affairs and the payroll paperwork is complete, the student will be authorized to clock work study hours. Students working in an area where CLAWS is accessible should clock their hours electronically. Other students must complete a paper timesheet. The student is responsible for clocking/recording hours worked, and the supervisor is responsible for verifying the hours. Paper timesheets must be signed by both the student and the supervisor. Electronic timesheets will be posted by the supervisor. When a supervisor posts a student’s time, the posting will be considered an electronic signature and confirmation of hours worked by the student.

The record of hours must be submitted to the Financial Aid Office each month by the due date in order for the student to receive payment on the last working day of the month. Timesheets that are turned in or posted late will be processed on the next month’s scheduled pay period. Checks may be picked up at the Business Office at the Arkansas City campus or will be mailed upon request.