CAREER SERVICES FOR FACULTY AND STAFF

How to Hire a Work Study Student

The purpose of the Federal Work Study (FWS) program is to provide part-time employment for eligible students who need financial assistance to meet educationl expenses and to encourage participation in community service activities.  FWS employment is funded through a combination of federal funds (75%) and funds provided by an eligible employer (25%).  Most FWS employees work between 15 and 19 hours per week with salaries generally ranging from $15 to $20 per hour.  FWS employment is only available during the terms in which a student is enrolled at least half-time.  FWS students must meet the criteria for need-based Title IV Federal Financial Assistance.

To establish an FWS position, a potential employer must fill out a Federal Work Study Position Posting form. This form is available from the Financial Aid Office. Current employers must fill out new forms each year. Signatures and SAP Cost Center numbers (which will be charged the 25% portion of salary expense) must be included on posting forms. Completed forms may be delivered to the Financial Aid Office (Suite E-1002, 615 N. Wolfe Street) or may be FAXed to 410-955-0464. Postings are accepted on a rolling basis throughout the year.FWS postings are reviewed by the Financial Aid Office staff. If the position is approved, a notification and additional instructions are sent to the supervisor and the position will be publicized as an FWS  opportunity.  Students will contact supervisors for interviews. A student who is eligible for FWS will present the supervisor with an FWS Authorization and Appointment Form. The supervisor fills out Section 2 of the FWS Appointment and Authorization Form to hire a student.In summary, the first step in hiring through the FWS program is to fill out an FWS Posting form and return it to the Financial Aid Office. Additional information and forms are available from: Amy Jones, abjones@jhsph.edu, Associate Director, Financial Aid Office, 615 North Wolfe Street, Suite E-1002, 410-614-5058 (Direct Line), 410-955-0464 (FAX).

Providing Recommendations for Students

If you need help writing recommendations for students asking for assistance or recommendations for graduate school, professional school, and employment, feel free to contact us.

You may also want to refer to The National Association of Colleges and Employers' Guidelines for Reference Providers (below).

Written References 

• Provide a written reference only if a student has given your name as a reference. 
  If a to whom it may concern reference letter is requested, document that this is the type of reference requested and that the student or job applicant takes responsibility for disseminating the letter to the proper persons.
• When you prepare reference letters, be factual; do not editorialize.  Avoid vague statements. Respond to the specific inquiry about the student or job applicant.  Direct the response to the particular person who requested the information. 
  Relate references to the specific position for which the person applied and the work that the applicant will perform.
• A good practice is to avoid giving personal opinions or feelings.  However, if you make subjective statements or give opinions because they are requested, clearly identify them as opinions and not as fact. 
• If you give an opinion, explain the incident or circumstances upon which you base the opinion. 
• Be able to document all information you release. 
• If you prefer to write a CONFIDENTIAL reference letter, state in the letter:  This information is confidential, should be treated as such, and is provided at the request of [name of student or applicant], who has asked me to serve as a reference. Statements such as this give justification for the communication and leave no doubt that the information was not given to hurt a person's reputation. 
• Do not include information that might indicate the individuals race, color, religion, national origin, age, disability, citizenship status, (unless by the individuals name it is obvious), or marital status. 

Verbal References 

• Do not disclose information regarding a student's education record without the written consent of the student. 
• Informal lunch discussions or off the record telephone conversations with prospective employers regarding a students performance should be avoided unless the student is aware of the discussions and has given approval for such conversation. 
• Information given should be factual, based upon personal knowledge/observation of the student through direct contact with the student. 
• If any employer contacts you and advises you that a student has given permission for you to give a verbal reference, verification of this permission should be obtained from the student before giving any information to the employer.  Such verification can include a copy of the students signed employment application listing the faculty as a reference, or a verbal confirmation by the student, followed by written confirmation. 
• When giving verbal references, the guidelines regarding written references also should be followed. 

SOURCE:
College Placement Council Legal Monograph:  A New Dilemma:  Reference Letters Checks