First Time User

Once the contract package has been received and approved by the Work-Study office, the agency's contact person will receive a User Name and Password via email. Additional User Names and Passwords should be received via email within 10 minutes after the authorized individual(s) completes the web form.

Go to Log-In.

About Work-Study

Students eligible for financial aid are eligible for Work-Study. Work-Study employers receive an hourly-wage subsidy provided by federal, state, or University funds.

• The Work-Study award can be earned between June 1st until the last day of the spring semester.
• If a student's Financial Aid letter has $1,500 in Work-Study for fall and $1,500 for spring, the student can earn $3,000 at any time during the program year.
• There are no Work-Study subsidies from the day after the last day of the spring semester through May 31st.
  
• Neither jobs nor Work-Study awards carry over from one program year to the next. Jobs must be reposted and a student must go through the hiring process, even if the hired student is the same employee from the previous program year.
  
• A program year runs from June 1st until the last day of the spring semester.

• Non-Profit agencies receive a 50% subsidy toward a Work-Study student's hourly wages.
• Non-Profit agencies receive a 55% subsidy toward a Work-Study student's hourly wages involving K-12 education-related/tutoring positions.
• Over 60% of UC Berkeley undergraduate students receive financial aid. The rate is higher for graduate students. This large hiring pool represents all majors and class standings.
• Depending on the by-laws of your organization, Work-Study can work with stipends or other funding sources as long as employment can be broken down into an hourly wage.
• Students can work up to 8 hours per day, 40 hours per week between June 1st and the first day of fall semester.
• A Work-Study contract does not obligate an employer to hire a Work-Study student. (Conversely, the Work-Study office cannot guarantee an employer will find a qualified student.)
• Employers are in charge of the hiring/selection process.
• The Work-Study office handles payroll processing for you, free of charge.
• There's no cost to list a job with the Work-Study office.

Jobs: Create a Listing

1. Log-in.
2. Select "Jobs."
3. Select "New Job."
4. All fields are mandatory.
5. Review and select "Check when ready to send this job" at the bottom.
6. Select "Send."

The position should be viewable in the employer's "Job Listings" section with a "Being validated by WSP Staff" message. Review and validation of job postings occurs within two business days.

Go to Log-In/Return to My Account.

Jobs: Modify a Listing

1. Log-in.
2. Select "Jobs."
3. Select "Job Listings."
4. Select the underlined "Job #" that you wish to modify.
5. Select "Modify and re-submit listing."
6. Modify listing.
7. Review and select "Check when ready to send this job" at the bottom.
8. Select "Send."

The position should be viewable in the "Job Listings" employer section with a "Being validated by WSP Staff" message. Review and validation of job postings occurs within two business days.

Go to Log-In/Return to My Account.

Jobs: Use a Listing as a Template for a New Job

1. Log-in.
2. Select "Jobs."
3. Select "Job Listings."
4. Select the underlined "Job #" that you wish to modify.
5. Select "Use current job as a template for NEW job listing."
6. Change job Description/Qualifications, supervisor, or new program year dates.
8. Review and select "Check when ready to send this job" at the bottom.
9. Select "Send."

The position should be viewable in the "Job Listings" employer section with a "Being validated by WSP Staff" message. Review and validation of job postings occurs within two business days.

Go to Log-In/Return to My Account.

Jobs: Writing a Description/Qualifications

• Employers decide how and whom to hire for a position. We do recommend, however, requiring a resume and cover letter.
• Within the "Description" section, briefly describe the agency, but keep the focus on the position. If you have a web site, feel free to include it.
• If the listing receives few or no responses, review the wording. Does the description emphasize the positive aspects of the position? Are there many sentences with "MUST" in them? Are tedious/monotonous aspects of the job listed first? Students are looking for employment to help finance their education and to increase their job skills/experience.
• A student may have 90% of what the position requires, but may feel unqualified because of the other 10%. If you are willing to train concerning certain qualifications, state so specifically.
• "High School degree" is not necessary.
• If additional application instructions are needed (i.e., sending a resume in the body of an email, not as an attachment), include them in the "Qualifications" section.

Jobs: Before a Student's First Day of Work

The following procedure must be completed before Work Study subsidies take effect. Any hours worked before this procedure has been completed will not be eligible for Work-Study compensation. Employers are responsible for 100% of a student's earnings for time worked without Work-Study authorization.

1. Print and sign the Job Request and have the student enter their name and Social Security number on the Job Request. This acts as proof of a job offer.

2. Have the student bring the signed Job Request to 212 Sproul Hall, (window hours Monday-Friday, 10am-12pm and 1pm-3pm), to activate their Work-Study. Do not allow the student to work until this is done. The user and payroll representative will receive an email confirmation of the student's Work-Study eligibility and Referral.

The Referral/Work Authorization specifies the Job Title, Hourly Rate, and student Earnings' Limit. It breaks down the employer's and Work-Study's share of potential earnings. The agreement stipulates that the employer will be responsible for 100% of any earnings paid to the student in excess of the earnings' limit, or work prior to or after the authorization dates.

For example, if the Work-Study award is $3,000, then the earnings' limit is $3,000. For a Non-Profit/Government organization, the Work-Study office will pay $1,950 (65%) and the organization will be billed for $1,050 (35%) plus a 15% administrative surcharge of $450 (given that the student earns the full $3,000). Thus, the breakdown is essentially $1,500 employer (50%), and $1,500 UC Berkeley (50%). If an employer allows a student to earn $5,000, the employer is responsible for 100% of the additional $2,000 over the $3,000 Work-Study limit.

3. Once the student has brought the signed Job Request to 212 Sproul and activated their Work-Study, they will be given the Referral/Authorization statement to return to the agency, and the email notification will be sent.

Jobs: Request a Copy of a Student's Referral

To receive an email of a hired student's Work-Study Referral information, email the Work-Study office with the name of the student(s). Include your name and address if you prefer the information via mail. wsp@uclink4.berkeley.edu

Money: Hourly Wages

Hourly rates cannot be less than the California minimum wage. Work-Study subsidies cannot be used to artificially inflate a student's hourly rate. A quick perusal of the Job Listings will illustrate what on and off-campus employers pay.

Money: Payroll Process

Work-Study students are paid 100% according to the employer's submitted time sheet through the University of California payroll system. The employer is then billed for their share. When a student's time sheet is turned in by the processing deadline, students are paid by check or direct deposit. Paychecks are monthly, and paid on the 6th business day of the month. Time sheets submitted late generate late payments.

Restrictions: Insurance Requirements

The University of California requires off-campus non-profit employers to include a Certificate of Insurance (provided in the contract package) of both General Liability and Worker's Compensation insurance. Self-insured goverment agencies do not need to provide the Certificate of Insurance, but an agency letter stating coverage by self-insurance is required. The details, as stated in the contract:

The Organization shall maintain insurance in compliance with the requirements outlined below at all times during the performance of this agreement. A Certificate of Insurance must be issued using the form provided in this packet, the Certificate must:

a. Provide for thirty (30) days advance written notice to the University of any modification, change, or cancellation of any of the insurance coverage's.
b. Except for Workers' Compensation Insurance, name The Regents of the University of California as an additional insured. Such provision shall apply in proportion to and to the extent of the negligent acts or omissions of the non-University party or any person or persons under the non-University parties' direct supervision and control.
c. Except for Workers' Compensation Insurance, the Organization's insurance shall be primary insurance as respects The Regents of The University of California, its Officers, Agents and Employees. Any insurance or self-insurance maintained by The Regents of the University of California shall be excess of and non-contributory with this insurance.

The certificate must show the following coverage's:

1. General Liability: Comprehensive or Commercial Form (MINIMUM LIMITS) (1) Each Occurrence $1,000,000 (2) Products/Completed Operations Aggregate $1,000,000 (3) Personal and Advertising Injury $1,000,000 (4) General Aggregate* $2,000,000 * (not applicable to comprehensive form). If the above insurance is written on a claims made form, it shall continue for three years following termination of the agreement. The insurance shall provide for a retroactive date of placement prior to or coinciding with the effective date of the agreement.
2. Business Automobile Liability: (MINIMUM LIMITS) for Owned, Scheduled, Non-Owned, or Hired Automobiles with a combined single limit of not less than $1,000,000 per occurrence.
3. Workers' Compensation: as required under California State Law. Employers Liability coverage to be included at a limit of $1,000,000
4. Such other insurance in such amounts which from time to time may reasonably be required by the mutual consent of the University and Service Provider against other insurable hazards relating to performance.

b. The University shall maintain at all times during the performance of this agreement general liability insurance or an equivalent program of self-insurance, but only with respect to such liabilities as may arise out of the University's activities. A confirmation letter will be issued to the Organization upon receipt of written request for the same.

Restrictions: Earnings Limit

Work-Study awards range from several hundred dollars to an initial maximum of $3,000 for undergraduates for a program year. Once a student has activated their Work-Study, they are instructed to deliver the Referral/Authorization form to their employer. This form has both the activation date (start date for employment), and the earnings' limit. It includes a breakdown of employer's and the Work-Study office's share (for more details, see Jobs: Before a Student's First Day of Work).

Restrictions: Weekly Work Hour Limits

Students may work a maximum of

• 20 hours per week during the fall and spring semesters.
• A maximum of 40 hours per week during the summer (beginning June 1st), winter, and spring breaks.
• At no time can a student's employer receive a wage subsidy for more than 8 hours per day or 40 hours per week.

Restrictions: Minimum Units, Graduation, Withdrawals, and Summer/Winter Breaks

• To be eligible for Work-Study positions, students must be enrolled at least half-time for the semester.
• If graduating in the spring, the last day of the spring semester is the last day of the student's Work-Study employment.
• If graduating in the fall, the last day of the fall semester is the last day of the student's Work-Study employment.
• Students who withdraw cannot be employed as Work-Study past the official date of their withdrawal.
• To earn Work-Study wages during the summer, students do not need to enroll for the summer session (indeed, Work-Study students are employed throughout the United States during the summer) but must enrolled for the fall semester.
• Students enrolled for the spring semester are eligible for Work-Study employment during the winter break.

Restrictions: Political, Religious; Employee Displacement

Following federal regulations, the UC Berkeley Work-Study Contract states that Work-Study employment will not:

a. Displace or supplant employed workers or positions budgeted for regular employees in the previous or subsequent 12 month period; nor shall work require any funds appropriated for this program to supplant any state, federal, institutional or other funds used to support previous or existing paid positions in any profit or nonprofit organization; impair existing contracts for services; nor fill positions that are vacant because the employer's regular employees are on strike;
b. Involve any partisan or nonpartisan political activity associated with a candidate or with a contending faction or group in an election for public or party office;
c. Involve any lobbying on the Federal level; and
d. Involve the construction, operation, or maintenance of so much of any facility as is used or is to be used for sectarian instruction or as a place for religious worship.

Restrictions: Students Driving Their Own Motor Vehicles

The University of California, Berkeley's Risk Management Office prohibits any Work-Study employment that requires a student to drive their own motor vehicle as part of a job function. Students may drive company/agency-insured vehicles.