FAQs

FAQs

1.How do I apply for Federal Work Study (FWS)?
  • To be considered, you must complete the Free Application for Federal Student Aid (FAFSA) and answer the appropriate box for FWS. FWS is awarded on a first-come, first served basis. The newest FAFSA is released every January; as soon as you and/or your parents file taxes, file the FAFSA. FWS awards may be given as early as March.
  • If you are selected for a process called Verification, you must complete the process. When you receive an award letter from the college, it will indicate if you have a FWS award. The award will also appear on your ESIMS account. In order to start working you must complete all forms, meet the eligibility requirements and be verified by a Processing Officer in the Financial Aid Office.
  • If you are not awarded FWS and wish to be placed on the Wait list, please contact the FWS Coordinator with your full name, email, and EMPL ID.
2. What are the eligibility requirements?
  • You must be matriculated and enrolled for at least 6 credits (or equated credits) with a confirmed registration. During the summer, continuing students do not have to be enrolled, but must be registered for the upcoming Fall semester.
  • You must be a citizen of the United States, or an eligible non-citizen as per the program guidelines.
  • You must be in good academic standing and be verified for eligibility by a Processing Officer.
  • You must have a current FAFSA on file.
3. How Do I find a job?
  1. Check your CUNYFirst account. If you were awarded, be sure to accept your award on CunyFirst.
  2. Schedule a FWS Appointment to begin the intake process. 
  3. While you wait for your appointment, take a look at the FWS Job Bank. 
  4. Attend your appointment: All paperwork will be given during the intake appointment, but if you have filled out the documents on your own (see Employment Forms), bring them with you. Also bring your required IDs (See p. 3 of the Form I-9). 
  5. Return the signed Contract to the FWS Office in the BMW Building or at the Jay Express counter to complete the hiring process.

 

4. What kinds of jobs are available? (For information about #4 and #5, see FWS Coordinator)
  1. On-campus
  2. Off campus
  3. Public Service Corps (PSC) (City Agencies),
  4. Community Service positions and
  5. After-school positions at the Building Educated Leaders for Life (BELL) Program

 

5. How do I return to the job I had last academic year?
  1. Log onto CUNYFirst and check that you were awarded. If you were awarded, accept your award.
  2. Contact your previous supervisor to ensure that there is still a position available.
  3. Schedule a FWS Appointment. 
  4. Attend your appointment: Bring all items from the Checklist with your identification to see a Processing Officer in the Financial Aid Office to verify eligibility. All required documents will be provided to you as in previous years (new forms must be filled out every year), but you may download and bring with you if you prefer (See Employment Forms). 

 

Note: If you worked in the fall and are returning for the Winter session or Spring semester, you will need to receive a Year to Date Balance Statement Form from the FWS Coordinator.

 

6. How many credits do I have to be registered for in order to work?

You need a minimum of two classes or 6 credits (or equated credits).

If you drop a class and fall below the required 6 credits, then youmust stop working immediately.

7. What minimum Grade Point Average (GPA) must I have to work?

Undergraduate student minmum GPA: 2.0

Graduate student minmum GPA: 3.0 

8. When can I start to work?
  • As soon as you complete the intake process, a Processing Officer will give you a copy of your  "Student/ Employer Acknowledgement" (i.e. the 'Contract'), indicating the following:
    • maximum earnings (i.e. your total FWS award)
    • total hours (max hours per week, max hours per semester, and total hours per your award)
    • start date (first day of the next pay period, generally a Monday morning)
  • You cannot begin in the middle of a pay period, so you will be informed of your start date as the start of the next pay period if it is the middle of a pay period when you complete the intake process. Be mindful of your start date indicated on 'the contract.'
  • If you complete the intake process before classes begin, students begin working on the first day of classes.

 

Note: students must have permission to work during the break/s and should check with the FWS Coordinator for eligibility.

9. Can I work during the Summer?

Yes. You can work up to 35 hours per week if you are a returning FWS Student. However be aware that you may not have enough funds to work during the Fall and Spring semesters if you work the max summer/ break hours.

Note: you must have approval from the FWS Coordinator to work during the summer/ break periods.

10. What if I used my FWS award at another CUNY college during this current academic year?
  • If you exhausted the award at another CUNY college, you will not be allowed to work at John Jay College. 
  • If you have money left over (not used at the other CUNY college), you must verify with the FWS Coordinator if you are eligible to work at John Jay College.
11. If I worked, and have money left over, how do I find out much is remaining for the academic year (fall and spring)?

It is recommended that you kept track on the FWS Timesheet given to you during the intake process. YOur supervisor should also have a record.

You can confirm that your calculation is accurate by contacting the FWS Coordinator at federalworkstudy@jjay.cuny.edu via email. You must obtain a Year to Date Balance Statement and provide a copy for your Supervisor before you start working in the fall or spring semester.

12. How do I keep track of my hours?

You may use the provided FWS Timesheet Submisison Schedule Form. 

Your supervisor was provided with the digitial time sheet, which should keep track of your hours as well. If you want to confirm that what you/ your supervisor has on record is correct, contact the FWS Office by emailing federalworkstudy@jjay.cuny.edu to confirm. 

Note: The information that appears on ESIMS is your award for the semester; ESIMS does not indicate how much was spent or how much is remaining. The balance you will see on your pay-stub or in an email will not include the current week in which you are working. You can download all forms off the web site by logging into here and see “Forms” and select “Employment Forms” or “Payroll Forms”.

13. When does FWS end?
  • All students must stop working by the last day of classes in each semester.
  • If you are graduating in the Fall semester, you must stop working by the last day of Fall classes and cannot continue to work during the Winter session or Spring semester. Therefore, graduating students will only be allowed to use one semester of their award.
  • Your final date to work is also indicated on the "Student/ Employer Acknowledgements" Form (i.e. 'the contract'), just as the start date is indicated. Refer to this document when in question.
14. What are the maximum hours I can work?
  • Maximum hours/ week when class is in session: 20 hours per week
  • Maximum hours/ week during breaks/ winter session: 35 hours per week
  • It is suggested that you work the recommended hours so that you have enough funds to work the full academic year.
15. How do I find out my total hours?

Use the formula: Total Award / Hourly Rate = Total Hours 

Example: $1500 total award / $11.00 per hour = 136 hours for the whole academic year

16. How do I know what my recommended hours are?

Use the formula: Total Award / Hourly Rate / Weeks Remaining in Academic Year

Example: $1500 total award / $11 per hour / 30 weeks = 4.5 hours per week

Note: 15 weeks in fall semester + 15 weeks in Spring semester = 30 weeks total

17. How do I get paid?

Your supervisor has to submit a time sheet by the due date (See the Time Sheet Submission Schedule).All Checks are mailed to the student by the date indicated on the Schedule unless you have submitted a Direct Deposit Form to the Bursar’s Office, L.70.00 NB Direct Deposit funds are made available based on the release of funds through your bank.

18. Can I work during the Winter Session and Spring Break?

Yes. You can work up to 35 hours per week if you are registered for the following semester (i.e. Spring semester). However be aware that you may not have enough funds to work during the whole academic year if you work the max break hours.

Note: you must have approval from the FWS Coordinator to work during the summer/ break periods.

  • To determine your eligibility, contact the FWS Coordinator at federalworkstudy@jjay.cuny.edu to confirm.
  • In order to work winter (January) session, you must be registered for at least 6 credits (or equated credits) in the Spring semester and have a confirmed registration.
  • Students, who work the recommended amount of hours, will need a Year to Date Balance Statement and will need to reduce the amount of recommended hours for the Spring semester.

 

Note: Students who work the recommended amount of hours are not entitled to work during the winter session, breaks or finals. If you decide to work during the winter break and not the spring semester, you will need to meet the eligibility requirement and you will need an approval by both your Supervisor and the FWS Coordinator.

19. What happens if I don’t use my award in the Fall semester?

Your total award is split in half, as indicated on your "Student/ Employer Acknowledgements" form (i.e. 'the contract') to give you your award per semester (Example: Total award is $1500, so your award for the Fall semester only is $1500/ 2 = $750).

You must use up your alotted semester award by the end of that semester or it will be lost. Awards do not rollover per semester. Be mindful of what your award per semester is when you schedule your hours. 

If you do not earn your award in its entirety by the end of the Academic Year (end of Spring Semester), it will expire. Awards do not carry over into the next academic year.

20. How do I work in the Summer of the next academic year (after spring is over)?

You have to complete a new financial aid application, Free Application for Federal Student Aid (FAFSA), go through the process and be verified by a FWS Processing Officer.

You must be enrolled in classes for the following academic year (i.e. the required 6 credits). You may use your Fall semester award to work in the summer if you receive permission form the FWS Coordinator.

21. How many jobs can I have?

You are only allowed one job through the FWS program. If you wish, you may have a non-FWS job that you obtain on your own.

22. What happens to my award if I cannot continue to attend school?

If you cannot attend school, you cannot work. If you are in attendance the following semester and meet the eligibility requirements, you may be allowed to continue to work. Otherwise, you will lose your award.

Note: Awards do not roll over into the next academic year.

23. If I am currently receiving unemployment, do I have to report FWS earnings to the Unemployment Office?

Yes. If you are receiving unemployment insurance benefits and wish to work in the FWS program, you must notify your local unemployment office that you are interest in working in the FWS program. The New York State Department of Labor considers it willful misrepresentation to collect unemployment benefits without revealing that you are also receiving FWS.

24. Are FWS Earnings Taxable?

Yes. FWS earnings are considered taxable by both federal and state governments. However, FWS earnings are not counted as income in determining eligibility for financial aid. Otherwise, you will need to complete Employment Forms and meet the requirements to apply for “Exempt” status.

25.What forms do I need to work?

You will need to complete the following forms and bring the required identification to a Placement Officer in the Financial Aid Office. The intake process requires an appointment. Please follow the instructions below to make an appointment. 

During placement periods, please make an apointment via Vensu Nemo-Q to see a FWS Placement Officer at the Jay Express office in the New Building.

During non-placement periods, please make an appointment by contacting the FWS Coordinator at federalworkstudy@jjay.cuny.edu to come to the main Financial Aid Office in the BMW Building, 555 W 57th Street, Room 607.

Required Identification: need to bring with you (See page 3 of the Form I-9 for other options)

  • One from List A -OR- one from List B and one from List C
  • List A examples: 
    • U.S. Passport, Permanent Resident Card, Foreign passport
  • List B examples:
    • Driver's License, ID Card (New York State ID), Campus ID, 
  • List C examples:
    • Social Security card, Birth Certificate, U.S. Citizen ID Card

 

Note: all required documents will be provided during your FWS intake appointment, but you may download/ fill out beforehand on your own and then bring to your appointment if you prefer.

Employment Forms

  • Form I-9, Employment Eligibility Verification (fill out p. 1 ONLY)
  • W-4, Employee’s Withholding Allowance Certificate
  • IT-2104, Employee’s Withholding Allowance Certificate -OR-  IT-2104-E Certificate of Exemption from Withholding (fill out p. 1 ONLY, of either the IT-2104 or the IT-2104-E)
     

Placement Forms

  • Job Application
  • Fonfidentiality Agreement
  • New York Department of Labor Form
  • Work Study Student Contract of Responsibilities
  • Contract for Work Study Placement

 

26. What Identification do I need?

You need to bring your ID/s with you to your scheduled FWS appointment to ensure speedy processing of your paperwork. We cannot process completely without these form/s of identification. (See page 3 of the Form I-9 for other options)

Required to bring one from List A -OR- one from List B and one from List C

  • List A examples: 
    • U.S. Passport, Permanent Resident Card, Foreign passport
  • List B examples:
    • Driver's License, ID Card (New York State ID), Campus ID, 
  • List C examples:
    • Social Security card, Birth Certificate, U.S. Citizen ID Card
27. What if I am a Freshman?

Entering freshman cannot work until they have completed one semester and have satisfactory academic progress and a minimum 2.0 GPA.

See the FWS Coordinator in the Financial Aid Office for additional requirements. Contact at federalworkstudy@jjay.cuny.edu for more information.

28. What is the hourly rate?
  • On Campus undergraduate student rate: $11.00 per hour
  • On campus graduate student rate: $13.00 per hour
  • Off-campus student rate: $10.50 per hour