FCSWS Hiring Process

Process for organizations interested in hiring a Heinz College student through the Federal Community Service Work Study (FCSWS) Program (jobs outside of Heinz College)

1. Advertise the position
   If you have not done so, please advertise the available position(s) to our students by submitting a job description and company contact information to cs77@andrew.cmu.edu. The Office of Career Services’ Recruitment Coordinator, Scott Scheible, will post the position(s) to Career Navigator, Heinz College’s Student Employment website.

2. Submit the following required forms to Lanae Meyer, Financial Aid Coordinator, Heinz College Office of Financial Aid (new forms are required each and every employment term): 

   > read and sign the FCSWS Terms and Conditions;

   > complete and sign the FCSWS Job Description Form; and

   > read and sign the Participation Acknowledgement (contract). If the hiring organization has not previously employed a Heinz College student via the FCSWS program, the organization will need to submit verification of their 501(c)3 status.

3. Receive decision on organization and position eligibility from the Office of Financial Aid
   Approval generally takes about 3 to 5 business days after the required forms have been received by the Office of Financial Aid. Position eligibility is determined by Carnegie Mellon University's Associate Director of Student Employment after a careful review to ensure that the organization and the job description elements meet federal requirements. The Office of Financial Aid will inform the hiring supervisor of the eligibility decision by email.  

4. Interview job candidates and extend the job offer
   Interview students who have applied for the position. Ask applicants if they have a federal work study award (per award letter) during the interview process. Make a formal job offer to the student with a work study award.

5. Complete the Student Information Form
   Before the student begins to work, please complete the Hiring Supervisor section of the students’ Student Information Form (excluding the GM and GL fields). The student must complete the Student Section, and then submits the form to the Office of Financial Aid. After we receive the completed Student Information Form (SIF), the student will receive an email informing them that the process is complete, along with information regarding timesheet submission (Steps 1-4 and the student has submitted a completed Student Information Form).

6. Submit completed timesheets
   The hiring supervisor will be responsible for ensuring accurate and timely submission of signed FCSWS bi-weekly timesheets. In order to meet payroll deadlines and to comply with federal regulations, the supervisor must submit completed FCSWS bi-weekly timesheets signed by the student and the supervisor to the Heinz College Office of Financial Aid by 3:00 pm on the due date. Failure to do so will result in the student not being paid until the next regular bi-weekly pay period. Students and supervisors should keep a copy of all of the timesheets.

7. Receive CMU Invoice
   Carnegie Mellon University will bill the participating organization monthly for the 30% non-federal share of the student’s hourly wage based on timesheets that have been submitted and processed.