Federal Work-Study is a federally-funded program which provides on-campus or community service employment. Once enrolled and attending classes, students arrange interviews with prospective employers and complete hiring documents.
Students may work up to 20 hours a week while classes are in session (not to be exceeded). The amount listed on the award letter is the maximum that may be earned by the student for the academic year. Students will be paid on the 10th of each month for actual hours worked during the previous month.
How to View Available Jobs
Available jobs are posted on Cardinal Careers (Students only. Follow log on instructions).
Non Federal Work-Study
Opportunities are available to students who do not qualify for the need-based Federal Work-Study program. Beginning the third week of the term, students arrange interviews with prospective employers and complete hiring documents. Students will be paid on the 10th of each month for actual hours worked during the previous month.
Form I-9 Required
Completion of a Form I-9 is required within three days of campus employment. The most common types of documentation needed include an original social security card or birth certificate and passport or driver's license (two forms of identity). A full list of valid documents is listed on the back of the Form I-9. This form must be completed at the Office of Human Resources.
Otterbein has strong ties to the surrounding community. A number of positions allow students to assist the greater Westerville community.
Process for Students
Students that have been approved for Work-Study
- Student picks up work study hiring packet at the Office of Financial Aid (Non-Federal Work-Study packet are not available until the third week of classes).
- Student should interview with the hiring supervisor.
- If hired, the hiring packet should be given to the supervisor to complete with the student.
- Student should return the completed Hiring Form and Conditions of Employment to the Office of Human Resources.
- Complete Form I-9 in the Office of Human Resources, if you have not worked on campus previously.
- Once all completed paperwork is received the student will receive a written confirmation of his/her hiring date from the Office of Human Resources.
Once you begin working, keep track of your hours and income paid to stay within your awarded federal work study / non federal work study amount by using the tool Work Study Tracker (Right click on this link and save this Excel Spreadsheet to your computer).
Process for Supervisors
Process for Supervisors to Hire a Work-Study Student
When a job opening occurs, submit a Job Posting Notice to the Office of Human Resource. The form is available at the bottom of this Financial Aid web page under Forms and Tools.
Before a student is hired:
The student will bring you a work-study packet from the Office of Financial Aid. The Student Hiring Form on the front will assure you of the student's eligibility to work on campus.
If the student is hired:
- Complete the required information in the packet and have the student sign each document. A STUDENT MAY NOT WORK UNTIL THE STUDENT HIRING FORM AND FORM I-9 (if needed) ARE COMPLETED AND RETURNED TO THE OFFICE of HUMAN RESOURCES.
- IMPORTANT INFORMATION:
All new students must complete a Form I-9 form within 3 days of beginning to work, unless completed for previous employment. In order to comply, a student should bring two forms of identification (such as an original social security card or birth certificate and passport or driver's license) and employment authorization documents to the Office of Human Resources, upon being hired. Please help us meet this strict regulation!
- Once completed paperwork is received in the Office of Human Resources the student will receive a written confirmation of eligibility to be hired.
- The pay rates are set at different levels. The rate is set by the employer based on the job description and the student's qualifications.
- Every hiring packet contains an Authorization for Direct Deposit that is required for students to complete, which enables them to have their paychecks direct deposited to their personal checking or savings account.
- Keep track of the hours your students work by using the Work Study Tracker Excel Sheet (linked from the Forms page) for each student worker. Do not schedule your student with too many hours that will not allow the student to finish the year.
- The Office of Human Resource will notify (warning) a campus employer when a student worker has worked over 20 hours in a week in that current pay period. If violation is repeated this could result in job termination.
- Inform the student that he/she is to be evaluated at the end of each academic year or employment period.
- Keep a folder for each student hire. You will need to keep the job description form in their file, their time sheet, their form that indicates first day of hire, the Conditions of Employment and Job Evaluation. Many students may use their student employer as a reference when applying for a job. Keeping a file on each student will help you to provide information to the prospective employer.
Forms and Tools