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Every department / organization must elect 1 person to act as liaison to participate in FWS. The liaison must be a full-time, non-student employee. The liaison responsibilities include but are not limited to:

  • Receiving and disseminating all information and correspondence related to FWS to the appropriate parties which can include supervisors, students and business managers.
  • Posting FWS job openings on Handshake and ensuring all hiring information is relayed to the Assistant Director for FWS.
  • Ensuring postings and positions for FWS employees are created in UGAJobs and ensuring the hiring process is completed.
  • Ensuring positions are funded correctly for FWS employees and that FWS employees only work during terms of eligibility
  • Ensuring FWS employees do not exceed semester award limits. If the award limit is exceeded, the department may be responsible for 100% of excess funds earned. Liaisons should confirm the FWS award amount with each student hired prior to the start date. FWS employees should alert supervisor of any changes to FWS award amount.
  • Ensuring FWS employees do not work during regularly-scheduled class / exam time. FWS employees may work during class / exam time if they have been excused or the class / exam has been cancelled. FWS employees must submit to the liaison verifiable proof that the class / exam has been cancelled or otherwise not scheduled to meet prior to the FWS employee reporting to work.
  • Verifying enrollment prior to FWS employee beginning work. FWS employees must be enrolled at least halftime to be eligible for FWS.
  • Ensure FWS employees are paid in accordance with the Office of Student Financial Aid’s policy:
    • Pay parity should be exercised at all times and departments / organizations agree to pay FWS and non-FWS comparable rates based on job function and years of service. FWS employees cannot be used to replaced or displace full-time employees. Replacement is interpreted as displacement. Therefore, replacing a full-time employee whose position was eliminated (for any reason) with a student employee paid with FWS funds is prohibited. Moreover, this prohibition extends to instances where a school first replaces the full-time employee with a student position paid with college funds.
    • Wage rates for FWS jobs on-campus fall between $11.00 – $13.00/hour, while rates off-campus fall between $11.00 – 15.00/hour. Wages rates are determined by each individual department / organization and should correspond to the job function and years of experience.

Violation of responsibilities may result in loss of FWS funding for the department / organization.


On-Campus Liaisons

FWS Liaison-Supervisor Guidebook

View / download the On-Campus FWS Liaison-Supervisor Guidebook at the link below.

FWS Tracking Sheet

View / download the FWS Tracking Sheet (On Campus):

UGA 2024 Bi-weekly Payroll Schedule

View / download the UGA 2024 Bi-weekly Payroll Schedule at the link below.

Job Descriptions

The Department of Education requires certain information to be required when posting a work-study job description. The items that are required are:

  • Name of position
  • Classification of the position (e.g., lab assistant 1, lab assistant 2, etc.)
  • Name and address of the student’s employer (school, nonprofit agency, etc.)
  • Department or office in which the student is employed
  • Location where duties are performed
  • Name of student’s supervisor
  • Purpose or role within the organization
  • Duties and responsibilities associated with the position and how they relate to the purpose or role
  • Rate of pay for the position
  • General qualifications for the position
  • Length of employment (e.g., Fall 2022 & Spring 2023)
  • Procedures for determining student’s rate of pay when position has multiple rates
  • Evaluation procedures
FWS Hiring and Termination Forms

While hiring and termination actions occur in UGAJobs and OneUSG Connect, the Office of Student Financial Aid needs certain information to complete and update FWS employment records. Once a hiring decision has been made, please complete and submit the FWS Hiring Information Form. This form must be filled out for each FWS employee hired. If the FWS employee will be terminated, please complete the FWS Employee Termination Form.

FWS New Liaison Form

Fill out the FWS New Liaison Form at the link below:

FWS Student Evaluation Form

You may find the FWS employee evaluation form here (PDF). An evaluation form is not required to be completed but is strongly recommended. Please submit evaluation forms through Sendfiles to [email protected] or via campus mail.

Supervisor Responsibilities

The supervisor of FWS employees must be a full-time, non-student employee and must directly supervise the employee. Some of the supervisor’s responsibilities are shared with the liaison. Supervisor responsibilities include but are not limited to:

  • Ensuring FWS employees do not exceed 20 hours per week nor work outside of dates of FWS work eligibility. Typically, dates of eligibility are the first day of classes and last day of finals for a semester.
  • Ensuring FWS employees do not exceed semester award limits. If the award limit is exceeded, the department or organization may be responsible for 100% of excess funds earned.
  • Ensuring FWS employees do not work during regularly-scheduled class / exam time. FWS employees may work during class / exam time if they have been excused or the class / exam has been cancelled. FWS employees must submit to the liaison verifiable proof that the class / exam has been cancelled or otherwise not scheduled to meet prior to the FWS employee reporting to work.
  • Ensuring FWS employees’ time is recorded correctly and accurately. Supervisors must approve time each pay period. Batch-approved time is not acceptable; time must be approved by the supervisor or another full-time, non-student employee with direct knowledge that the time is accurate and correct.
  • Relaying work performance to FWS employees. An evaluation form can be found here (PDF). If unsatisfactory work performance occurs, it is recommended that the supervisor communicates this to the FWS employee in writing and both parties develop a strategy to improve performance.
  • It is recommended that supervisors give FWS employees an unpaid, 30 minute break for work shifts lasting 6 hours or more.

For-Profit Liaisons

UGA partners with for-profit companies to provide FWS employees to these organizations. For companies, wages are partially subsidized by the Department of Education. Organizations pay 50% of wages, while the Department of Education pays 50% of the FWS employee’s wages. Organizations will be billed monthly for their portion of their FWS employee’s wages. To become an off-campus partner please contact [email protected] or fill out the New Off-Campus Organization Information Form.

For-Profit Liaision Guidebook

View / download the For-Profit Liaison Guidebook at the link below.

FWS Tracking Sheet

View / download FWS Tracking Sheet at the link below.

FWS Off-Campus Timesheet

View / download the FWS Off-Campus Timesheet at the link below.

UGA 2024 Bi-weekly Payroll Schedule

View / download the UGA 2024 Bi-weekly Payroll Schedule at the link below.

Job Descriptions

The Department of Education requires certain information to be required when posting a work-study job description. The items that are required are:

  • Name of position
  • Classification of the position (e.g., lab assistant 1, lab assistant 2, etc.)
  • Name and address of the student’s employer (school, nonprofit agency, etc.)
  • Department or office in which the student is employed
  • Location where duties are performed
  • Name of student’s supervisor
  • Purpose or role within the organization
  • Duties and responsibilities associated with the position and how they relate to the purpose or role
  • Rate of pay for the position
  • General qualifications for the position
  • Length of employment (e.g., Fall 2022 & Spring 2023)
  • Procedures for determining student’s rate of pay when position has multiple rates
  • Evaluation procedures
Off-Campus Liaison Responsibilities

Each company / organization must elect 1 person to serve as liaison in order to participate in FWS.  Please review the following materials for more information:

New Off-Campus Organization Information Form

Complete the New Off-Campus Organization Information Form at the link below.

Off-Campus Employee Information Form

Complete the Off-Campus Employee Information Form at the link below.

FWS Employee Termination Form

Complete the FWS Employee Termination Form at the link below.


Non-Profit Liaisons

UGA partners with local non-profits to provide FWS employees to these organizations. For organizations, wages are partially subsidized by the Department of Education. Organizations pay 25% of wages, while the Department of Education pays 75% of the FWS employee’s wages. For 2023-2024, UGA is covering the 25% nonfederal wages with institutional funds, making it a 0% cost to organizations. To become an off-campus partner please contact [email protected] or fill out the New Off-Campus Organization Information Form.

Non-Profit Liaision Guidebook

View / download the Non-Profit Liaison Guidebook at the link below.

FWS Tracking Sheet

View / download FWS Tracking Sheet (Non-Profit) at the link below.

FWS Off-Campus Timesheet

View / download the FWS Off-Campus Timesheet at the link below.

UGA 2024 Bi-weekly Payroll Schedule

View / download the UGA 2024 Bi-weekly Payroll Schedule at the link below.

Job Descriptions

The Department of Education requires certain information to be required when posting a work-study job description. The items that are required are:

  • Name of position
  • Classification of the position (e.g., lab assistant 1, lab assistant 2, etc.)
  • Name and address of the student’s employer (school, nonprofit agency, etc.)
  • Department or office in which the student is employed
  • Location where duties are performed
  • Name of student’s supervisor
  • Purpose or role within the organization
  • Duties and responsibilities associated with the position and how they relate to the purpose or role
  • Rate of pay for the position
  • General qualifications for the position
  • Length of employment (e.g., Fall 2022 & Spring 2023)
  • Procedures for determining student’s rate of pay when position has multiple rates
  • Evaluation procedures
Off-Campus Liaison Responsibilities

Each company / organization must elect 1 person to serve as liaison in order to participate in FWS.  Please review the following materials for more information:

New Off-Campus Organization Information Form

Complete the New Off-Campus Organization Information Form at the link below.

Off-Campus Employee Information Form

Complete the Off-Campus Employee Information Form at the link below.

FWS Employee Termination Form

Complete the FWS Employee Termination Form at the link below.

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