Student Employment

• Student employees must be enrolled and attending classes at CBC.
• Student employees can work a maximum of 19 hours per week. If you are working for more than one department, the combined total hours cannot exceed 19 hours.
• Federal and State Work Study student employees must be approved for Work Study and must also be enrolled in a minimum of six degree-required credits.

Federal Work Study provides part time jobs for students with a financial need, allowing them to earn money to help pay their education expenses. In order to be eligible for Federal Work Study, a student must first file the free Application for Federal Student Aid at FAFSA.gov or the WASFA application for qualified non-citizen students at readysetgrad.wa.gov each academic year. This will determine if the student has an unmet financial need. FWS is one component of the different types of financial aid awards and is governed by federal regulations. Being awarded work study does not guarantee the student employment; it is based on the job requirements and the funding available. Once hired, earnings are paid directly to the student by CBC through semi-monthly paychecks for work performed.

The departments that employ FWS student employees receive up to 75% funding and must fund as low as 25% from their own budget.

Work Study eligibility is determined by the information provided on the FAFSA or WASFA application. If Work Study was not requested on the application, students can request Work Study by simply meeting with a specialist in Hawk Central or by contacting our Financial Aid office.

Each Work Study award is typically awarded through the Academic Year, beginning September (Fall quarter) and ending June (Spring quarter).                            

The dollar amount of the award appears on the student’s financial aid award e-mail and on the Financial Aid page on the Student Homepage in ctcLink. Work Study is an earned-aid. The awards are calculated for Fall, Winter and Spring quarter. The amount shown is the amount the student may earn up to, through semi-monthly paychecks for each quarter. There is no guarantee of work study eligibility or that the student will be offered a position. Students may work up to 19 hours per week.

The amount of a work study award may change at any time during the academic year if the student’s level of enrollment changes, they receive scholarship funds, or other changes are made to their financial aid awards. The student will be notified by Financial Aid through e-mail of any changes that are made to their financial aid award and then it’s the students’ responsibility to notify their supervisor.

State Work Study (SWS) is funded by the State Legislature and administered by the Washington Student Achievement Council (WSAC) through financial aid. These funds are generally used for off-campus jobs related to the student’s major and/or career goals. Like all Work Study programs, students must apply for financial aid through the Free Application for Federal Student Aid (FAFSA) or Washington Student Achievement Council (WASFA) and have demonstrated need.

Employer Information

Employers can contact the Financial Aid Office for information on becoming an approved employment site at 509-542-5504. Once approved, employers will receive information from the SWS Coordinator to post positions. A resume will be provided to the employer for each student applicant that is an academic match to the posted position. Employers will review, interview and hire student employees and notify the SWS Coordinator of selected applicant. 

Employers are responsible for paying the student’s wages earned and then submitting timesheet documentation for reimbursement to the Financial Aid Office. To be reimbursed, employers will submit the SWS timesheet to the SWS Coordinator no later than 10 days after the end of each calendar month that the student is employed during the academic year (the SWS program does not reimburse during the summer break). Employers will be reimbursed a percentage of the student wages. The timesheet template will be sent to employers once they have hired a SWS student.

Web Resources

• Resources for Students
• Resources for Employers     

The following forms are available to current or potential SWS employers. 

SWS Employer Packet (includes the SWS Employer Letter, Contract and Profile, Job Description and Tax Reporting Information Sheet)

SWS Job Description

For questions or comments about State Work Study, please contact Financial%20Aid at 509-542-5504 or ext. 2304.

• Student employee positions are posted on a quarterly basis. If you are not currently a student employee, you will need to re-apply each quarter in order for your application to continue to be considered.
• All applications are completed online, NO paper applications are accepted.
• To apply for any position you will need to create one profile using your CBC student email.
• For each position you are applying for, be sure to submit your complete application, supplemental questions, and attach the required documents. If the applications or attachments are not complete, your application will not be considered.

Apply for a Job Today!

When you begin employment, you are acknowledging that you have read and agree to comply with the conditions listed in the Student Employment Handbook. Among your obligations are the following:

• You are paid only for the work you perform and you are not permitted to work more than 19 hours per week regardless of the time of year (i.e. quarter breaks, summer quarter, etc.);
• You are responsible for checking your assigned CBC student email daily because all correspondence regarding your employment as a student employee will be communicated via your student email. If desired, you can forward your CBC student email account to your personal email account;
• You understand that your employment with CBC is an opportunity to gain career-related experiences and will take your position seriously;
• You are responsible for completing your timesheet in the TLR system by the designated date and submitting it to your supervisor by 10 am;
• You are accountable for maintaining strict confidentiality for any and all potentially sensitive information you encounter in the course of performing your job;
• You are responsible for proper attire as determined at the discretion of the employing department, including proper decorum (i.e. no cleavage, sagging pants, exposed under garments, etc.);
• It is your responsibility to report to work on time. If you are unable to work due to illness, emergency or will be late for work, notify your supervisor as early as possible before the shift begins. Discuss methods of reporting with your supervisor (i.e. phone call) and potential conflicts should be discussed with your supervisor in advance. (Continued tardiness and failure to provide adequate prior notice of absences as determined by the supervisor are considered grounds for termination.);
• Provide two weeks’ notice if you decide to resign from your position;
• You must keep track of the Federal Work Study earnings and ensure that you do not exceed your award amount;
• Notify your supervisor if your Federal Work Study award changes; and
• You will abide by College Policy, including, but not limited to, the Standards of Conduct policy, Code of Ethics policy, FERPA policy, Acceptable Use of IT Resources and the College's Prevention of Harassment and Discrimination policy.

Follow the guidelines below for getting paid as a student employee:

• Record your time worked accurately and enter on timesheet by due date by using the "Time" tile on your Gateway landing page.
  
  
• If you work for more than one department, carefully chose the correct department when entering hours.
  
  
• Timesheets are submitted twice a month and are due in Time & Labor by 10 am on the due date. 

• When taking leave, please indicate who the leave is for and include a brief description in the Remarks section of your timesheet (see examples below):  

Example 1: Full Sick Day: Self

“February 18, 2020: 5 hours Sick/Self/Migraine"

 

Example 2: Full Sick Day: To care for a family member

"March 3, 2020: 5 hours Sick/Son/Flu"

 

Example 3: Partial Sick Day: Self

"March 24, 2020: 2.50 hours Sick/Self/Medical Appt”

 

• Once you have submitted your timesheet, your supervisor may contact you for a needed correction. If correction is needed, please log back in and correct as soon as possible and resubmit.
  
  IMPORTANT: if you submit your timesheet after the due date, you will be paid on the next check.         

1. Student Application
   • Students can view and apply for on-campus positions on the Student Jobs @ CBC webpage. Postings will appear on this page along with instructions for applying, which includes creating a profile, completing the application and uploading specified documents for the application to be considered complete. Only complete applications will be evaluated by the Student Employment Office (SEO) for submission to supervisors who have requested a student employee.
   • Please note: Though you only need to create one profile, you will need to submit separate applications for the different postings you are interested in applying and competing for at CBC.
   • Additional note: A CBC student email address is required for completion of the profile, which is the method of communication used throughout your employment as a student employee. The student employee should regularly check the assigned CBC student email account for any and all correspondence regarding their application and the hiring process. If desired, students can forward emails from their CBC student email account to personal email accounts if more convenient. Refer to the Technology Services webpage for further assistance with CBC email accounts.
   • The SEO will review the applications. Applications that are complete will be moved onto the next step. If the position is Work Study specific, those applicants who have received financial aid fund awards will be moved to the next step of review; or, alternatively, all applicants will move to next step when the position is not based on subsidized Work Study.
2. Interviews and Being Offered the Position
   • The supervisor will contact the student(s) directly and make arrangements for individual interviews in the department, program or applicable office. Supervisors are responsible for conducting interviews that are appropriate and compliant with applicable laws and College policy, though no specific search committee or other procedural rules apply. Once the supervisor completes the interview process and decides which applicant to hire, the supervisor will contact the SEO identifying which student they are interested in hiring so that a background check can be performed. At this time the SEO will send a background check form to the student(s). The student will not be offered the position until the SEO has completed the background check. Once completed, the SEO will email a suitability decision to the supervisor. In most cases, the supervisor can then make the offer of employment to the student. If the results of the background check come back and there are additional questions, the supervisor will be advised.
   • If the position is accepted by the student, an email will be sent to their CBC student email from the SEO regarding completion of new hire paperwork and training tutorials so the student can receive authorization to begin work. Before a student can begin working, the supervisor is responsible for waiting for notification by the SEO that the student has completed the hiring forms and has been authorized to begin work.
3. Hired Applicant - Student Completion of Required New Hire Paperwork, Required Training and Authorization to Begin Work
   • The SEO will send the hired student an email notification to their CBC student email with important information regarding the hiring process. The email will include a link to Canvas where the newly hired student employee will complete the required tutorials as well as a link to forms the student employee needs to complete and bring to the Human Resources Office in the A Building. Student employees are also responsible for reviewing the Student Employment Handbook and applicable College policies for acknowledgment of responsibility during the performance of the position in which the student is hired.
   • Note: If it is determined the student employee was not awarded financial Work Study monies as part of the financial aid package and it was a requirement of the position, the student employee will not be cleared to work and will be encouraged to apply for other non-subsidized Work Study student employment on the CBC campus. Any other misrepresentation during the application process can also disqualify the applicant for employment for the particular position or any employment with the College.
4. Non-Hired Student - Remain in Pool for Review by Supervisors for Consideration of Other Positions
   • Students not hired from the pool may be considered for other positions for which they have applied. Completed applications remain valid in the pool for the duration of the quarter. Though communication may be limited during this time, students may be contacted periodically to see if they would like their application to remain in the pool for consideration, or to provide other updates regarding position status.
5. Begin Working Schedule Approved by Supervisor
   • Once the student employee is cleared to begin working, the student may work up to 19 hours per week. Schedules are set by the supervisor and hours provided based on a number of variables, such as need, funding, financial aid award and others.

Private Employer Consults with Financial Aid Office for Eligibility Determination and Completion of Forms.

• Private Employer contacts Financial Aid Office (FA) to create/update/renew their State Work Study (SWS) Contract.
• FA provides employer with the SWS Employer Contract Profile, SWS Employer Handbook and SWS Job Description.
• Once forms are returned to FA, the private employer’s organization will be searched on the Secretary of State Corporations website and the Washington State Department of Revenue website.

FA will contact the SEO once the contract is approved. The SEO staff will release the applications that meet the requirements for the position the private employer is seeking.

When referring a student to an employer, FA will send the employer an email message with the students resume and SWS Referral Form. The employer is responsible for the interview and hiring process and is responsible to complete the Referral Form and must return it to FA to complete the placement. FA will provide the employer with the template timesheet and deadline for submitting timesheets for reimbursement

Timesheets: Employers will submit timesheets to FA no later than 10 days after the end of each month. Regardless of an employer’s payroll schedule, FA will reimburse at the end of each month for a maximum 19 reimbursable hours per week up to the student’s award amount.

Timesheets submitted after the deadline cannot be guaranteed reimbursement.

FA will notify employers when the student is reaching the maximum reimbursement amount for the quarter. Employers can continue to work their employee but will only get reimbursed up to the student’s award amount.

FA will track student award amounts and overall SWS budget and coordinate with the CBC Accounting Services Office on the reimbursement and fund reporting.

• Find job positions at Student Jobs @ CBC.
• Apply for position(s) and ensure you meet requirements and have included all required documents to be considered for the position(s).
• Show up prepared and on time for interview.
• If offered the position, complete required training and hiring forms and submit to the SEO.
• Check your CBC student email daily for correspondence regarding employment as a student employee.
• Log hours worked into Time & Labor timely and submit timesheets by their due date.