Franklin & Marshall College

When does fall student employment begin?

Student employment for Fall does not begin until the last Sunday of August.  Eligible students who will begin working in the summer, prior to that date and who intend to work straight through to the fall will need to complete and submit a summer student employment authorization form/contract for the days prior to the last Sunday in August.

What is the difference between Federal Work Study (FWS) and College Work Option?

All students who work on campus will be hired under one of three programs:  Federal Work Study, College Work Option, or private, departmental stipend.

Federal Work Study (FWS) is the name of the campus based student work program for students whose work on campus is supported with need-based federal aid dollars, for which a student must qualify according to financial need.  College Work Option is the campus based student work program for students whose work is supported entirely by college funds, either non-aided students or aided non-U.S. citizens.

The difference between the two is merely a tracking of what payroll account a student is paid.  The same policies and restrictions apply to FWS students as they do to WAD students.  Students who are paid through departmental stipends may work up to 20 hours per week on that stipend MINUS any FWS or Work Option jobs that they may have.  And those FWS or Work Option jobs may not exceed 10 hours per week.

What breaks allow for full-time work up to 40 hours per week?

Student employees may work up to 40 hours per week during Smmer Break, Winter Break, and qualified days of Spring Break ().  Fall break and Thanksgiving break do NOT qualify as breaks for full-time work.  Students who work during fall break or Thanksgiving break are to follow the same hour allowances as the regular fall semester.

If I work on campus over the winter break, will it count toward my work-study or work award earnings allowance?

Yes.  If you choose to work over the winter break on campus in the work-study or work award program, your earnings will count toward your work-study or work award allowance.

Do I need to complete a new student employment authorization form if I intend tow work on campus over the winter?

Students who work over the Winter Break will need to have their supervisor complete a new, separate online Student Employment Authorization Form (SEAF) for the Winter Break, even if they are already working in the same department for the Fall. 

How many hours work per week may I work on campus over the winter break?

You may work on campus up to 40 hours per week (full-time) over the Winter Break.  Full-time employment during the winter potentially allows you to earn at a faster rate during the winter than you would in the fall or spring.  Note, however, that your earnings during the winter break are counted toward your overall academic year (fall and spring) work-study or work award allowance.

Will taxes be deducted from my paycheck?

Yes.  Federal, local, and state taxes will be deducted from your paycheck.  FICA will also be deducted during the summer employment period.   

Do I have to work on campus?

No.  The decision to work on campus is a student choice.  Franklin & Marshall does not replace the work study/work award funds with any other form of financial aid.  If you decline your work study/work award your first year it will not jeopardize a work study/work award offer in subsequent years. 

How does a student become eligible for student employment?

All Franklin & Marshall students with full-time status are eligible for student employment on campus.  All student employees are responsible for knowing and adhering to the policies and procedures of student employment.

What about International students?

Some International students are given a College Work Award when awarded financial aid. These students are paid as non-Federal Work Study students, but may be hired to work in any employment position on campus.  Please review the steps toward employment for international students written by the Office of International Programs.

May House Advisors (HA)s be employed in other positions on campus?

House Advisors (HA)s are allowed to work up to ten hours per week in addition to all of their HA duties and positions.

How does a student find a job on campus?

You may veiw jobs on the College's Bulletin Board online:  http://boards.fandm.edu.  This bulletin board is voluntarily updated with current opportunities.  A cumulative listing of all departments and jobs on campus are on our website under On-Campus Employers.

First-year students receiving Federal Work Study are provided with this information in May after enrolling. They have the ability to contact offices during the summer months to obtain a position on campus. 

An Authorization to Hire is placed in the campus box prior to the beginning of classes. After the receipt of the Authorization to Hire, they may pick up the employment contract at the Office of Financial Aid.

Upperclass students receiving Federal Work Study have the opportunity to contract at the end of each academic year for a coming year.  Each student is alerted by email that the process is in effect, and they may pick up the Employment Contract at the Office of Financial Aid. 

First-year and upperclass students may only contract for one position on campus during the first two weeks of classes.

How many hours per week may a student work?

Students are limited to part-time employment which equals 10 hours per week during full-time enrollment periods.  Summer break, winter break, and qualified days of spring break are not considered full-time enrollment periods, and students may work up to 40 hours per week.

Typically, your award letter from the Office of Financial Aid will list a Federal Work Study or College Work Option amount.  This allows you to work between 8 - 10 hours/week during the Fall and Spring semester periods.  Working fewer than your allowed hours per week is up to you and your parents.  Remember that you are being paid by the hour.  Reducing your hours reduces your earnings.

How does a student get paid?

Before a student is paid through Student Payroll, they must complete an I-9 and a W-4 form. Both forms are required by the Federal government and are available in the Student Payroll Office on Race Avenue.

Timesheets are provided to supervisors each year.  They are completed by the supervisor, signed by both the supervisor and the student, and returned by the department secretary to the Student Payroll Office.

In order to be processed for payment, timesheets must be delivered by published due dates to the Payroll Office.  The timesheet must be completed in its entirety, or it will be returned to the supervisor. .

STUDENTS MAY NOT DELIVER TIMESHEETS TO THE PAYROLL OFFICE

How much can a student earn?

All students are paid $7.25/hour for up to 8 - 10 hours/week for 15 weeks/semester for 2 semesters/academic year, totaling between $1,900 and $2,175 for the academic year.

When does a student receive payment for employment?

If a student completes the proper paperwork and turns in their timesheet on time, a paycheck will be mailed to their campus mailbox on the dates indicated in the Payroll schedule.

If the student is not on campus on payday, particularly during vacation period, the student should make arrangements to have their paycheck sent home by providing a forwarding address to the Student Payroll Office on Race Avenue.

What if a student needs money before payday?

A student may request a Loy Loan from the Business Office, Race Avenue - Monday through Friday from 12:00 p.m. - 12:30 p.m. A student may borrow up to $400 with a due date of thirty (30) days from the date of borrowing. If a student does not repay this loan within the thirty (30) days given, the amount borrowed plus a $25 late fee will be added to their tuition account.

What are a student's job responsibilities?

Specific job functions and training will be provided by the supervisor, however, it is the student's responsibility and to their benefit to do the job to, or beyond, expectation.  Students may wish to include their work experience at Franklin & Marshall on their resume, so they should approach their jobs at the College as they would in any other paid position off-campus.  Department supervisors may also choose to complete a Student Employee Performance Review, which may be retained in their department for future reference.

The expectations of every student in the Student Employment Program are below:

• Students are expected to contract for only one position during the priority period (the period in early September when students who have been awarded Federal Work Study have priority for finding on-campus employment). 
• Students are expected to meet with your supervisor for a description of your job duties.
• Students are expected to be aware of their standard working hours.
• Students are expected to discuss with their supervisor their performance standards and the priorities of the department (i.e., timely completion of assignments, accuracy, etc.).
• Students are expected to review regular deadlines and job or project expectations.
• Students are expected to treat confidential information about the College, faculty, staff or students as a serious responsibility.  A student should never release this type of privileged information without permission.
• Students are expected to review with their supervisor their expectations regarding attendance and punctuality and policies regarding absence from work.
• Students are expected to have explained to them the function and goals of the department and how their work will support the overall departmental objectives.
• Students are expected to be trained in specific job tasks as necessary and learn how to access information and resources needed to do their job effectively.
• Students are expected to be evaluated on their job performance by their supervisor.
• Students are expected to evaluate their own job performance and report to their supervisor any problems they may have in their ability to perform their job effectively.

What about attendance, illness, or time off?

Students should discuss their classes and work schedule with the supervisor prior to the beginning of each term.  Both supervisor and student must agree on when the student will be working.

If there are conflicts with the student's class schedule during the semester, the student and supervisor should be able to work out a satisfactory arrangement.  Excessive absenteeism or tardiness may result in the termination of a student's employment.

Students are responsible for reporting any illness to the supervisor prior to the student's scheduled work period.  Students will not be paid for sick or vacation time.

What if a student wants to change jobs?

Students are expected to fulfill the employment obligations for the contracted period of time. If a student decides to withdraw from the employment program, or if the student decides to change jobs, the student is responsible to inform the supervisor two weeks before the contract terminates.

Before leaving the work program or changing jobs, the student must obtain an Employment Termination form from the supervisor or the Office of Financial Aid. The student and supervisor must complete this form and send it to the Office of Financial Aid.

If a student plans to change jobs, the student will be given a new "contract" once the Employment Termination form is received. The student will not be paid for hours worked on their new job until the new "contract" is received and processed.

Can a student terminate, or be terminated, from a job?

There are times when a student will not be comfortable with their job due to conflicts with the supervisor, other workers, or with the job. If this happens, the student should speak with the supervisor as soon as possible. If, after repeated attempts, the student and supervisor cannot reach a comfort level, termination may be appropriate.

Students may be terminated from their position immediately in cases of serious acts, such as theft, harassments, etc.

Fraud and/or forgery with regard to information provided on the student's timesheet will result in dismissal from the F&M Employment Program.

Summer Employment?

Students who plan to attend summer school at Franklin & Marshall College may be awarded Federal Work Study as part of their summer financial aid.  Students attending full-time summer classes may work no more than 20 hours per week.

Students not attending Summer school may work on campus in part-time and full-time positions. Job opportunities will be available on the bulletin boards website in late April or early May.

All summer employment must be cleared through the Office of Financial Aid before you begin work.  A student employment authorization from an administrartor is required.  If a student has not previously worked on campus, the student must complete the I-9 and W-4 forms with the Student Payroll Office, Race Avenue. Students not attending summer classes may work up to 40 hours per week.

Students may work more than one job on campus in the summer as long as their total hours do not exceed forty (40 ) hours per week.

Can I use my earnings to assist in paying my College bill?

Yes.  However, your paycheck will not be automatically applied to reduce your bill.  If you decide to use all or a portion of your earnings towards your college account you will need to pay these monies to your account directly.

With what College policies should I become familiar?

The College's Sexual Harassment Policy: 

The College's Anti-Harassment Policy: 

The College's Equal Opportunity Statement: 

How will the recent Federal Minimum Wage increase affect student employee wages?

Federal Minimum wage was raised on July 24, 2009 to $7.25/hour which replaces the former PA Minimum wage of $7.15/hour.   Therefore, $7.25/hour is the base wage rate for all student employees on campus.

May students work on campus in the summer prior to their first-year?

No, students may not begin working in the summer prior to their first-year enrollment.  Entering first-year students may begin working as early as the first day of the fall employment period (usually the last Sunday of August) at the earliest.