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On Campus Employer Resources and FAQs

These announcements are intended to provide UCPath transactional users and other relevant stakeholders with important guidance and reminders related to UCPath transactions that impact work-study funds.

 

Announcements Updates - July 2020

1. REGISTER JOB ON WSMS

Register (aka post) your Work-Study job(s) using the On-Campus Employer Portal of the Work-Study Management System (WSMS).

  • NEW! When registering a job, employers will be provided the option to indicate if the job will permit remote work remote workby selecting the following, "Remote work accommodation may be possible at the employer’s discretion." Students can view this field in the job posting, and employers can view the field on WSMS job reports.

  • NEW! WSMS has combined Student 2-4 titles into one category to simplify the job posting process. Employers are still required to provide a job description and desired qualifications. A salary range field has also been added to the job posting.

  • Reminder: Work-Study jobs may only use single headcount positions in UCPath.

  • Reminder: The Family Educational Rights and Privacy Act FERPA is a Federal law that protects the privacy of student education records. Managing which staff have access to the On-Campus Employer Portal of the Work-Study Management System (WSMS) -- which contains confidential, privileged, and/or FERPA-protected information-- is the responsibility of the hiring department. Before granting access to the On-Campus Employer Portal of the Work-Study Management System (WSMS), FASO recommends that managers ensure their staff have completed FERPA training. FERPA e-course training is available in the UC Learning Center.

2. COMPLETE REFERRAL PROCESS

Once you have selected a candidate(s), complete the multi-step job referral/offer process in WSMS. See step-by-step instructions, training, and FAQ on the Employer Resources page. Students must accept the Work-Study job offer in the Student Portal to the Work-Study Management System (WSMS), in order for the department to receive the Work-Study subsidy split. Continuing students must have a new referral for every award year. You can monitor the student’s referral/offer status in WSMS.

  • Reminder: WSMS requires a valid UCPath position number that is connected to valid position funding (i.e. not a default chartsting) at the time of referral. If you have questions related to UCPath positions, consult your unit’s finance/budget analyst or the person who manages UCPath positions for your area.

  • NEW! Referral effective dates:

    If the student is not yet hired into UCPath at the time of job referral on WSMS, the referral effective date will become the hire date in UCPath (if within the Work-Study award year: between 7/1/2020 and 5/14/2021).

    If the student is already hired into UCPath at the time of job referral on WSMS, the referral effective date for the Work-Study job is the date of the WSMS referral (regardless of the job start date in UCPath) or July 1, 2020 if the WSMS referral was made prior to the start of the award year.

3. HIRE STUDENT WITH HR

In addition to the WSMSreferral/job offer steps above, student employees must also successfully complete the university hiring process with HR - Berkeley Regional Services (BRS, formerly CSS). Once you identify a candidate, submit a Hire Request to your BRS-HR partners via ServiceNow or Smartsheet. Be sure the HR Hire Request uses the same UCPath position number that was entered for the WSMS job referral.

4. END DATES

Please adhere to the following best practices on selecting valid end dates for work-study appointments in UCPath, to ensure your department receives the subsidy as expected:

  • All biweekly employees, including work-study students, must have an end date of the Monday following the end of a pay period to ensure CalTime sends hours to UCPath in time to process an accurate last paycheck. However, supervisors of biweekly work-study students should be advised that if they work past the end of the Work-Study Program year, they will not receive the subsidy for the entire last pay period. For example, biweekly work-study students who work during the May pay period ending 5/15/2021 with hours worked on 5/15/2021 will not receive the subsidy for this entire pay period, as the program year ends 5/14/2020.

  • For the 2020-2021 academic year, monthly employees can receive the work-study subsidy for May 2021 if the job end date in UCPath is no later than 5/14/2021. For example, jobs that end on 5/14/2021 will receive the subsidy. Earnings for monthly employees with a job end date of 5/15/2021-5/31/2021 will not split. Please consult with your business partner to determine the best course of action.

5. TIMEKEEPING AND PAYROLL

Work-Study student staff must be paid for all hours worked, and must be paid on a regular pay cycle. Fringe benefits such as sick leave, vacation pay, holiday pay, etc. cannot be charged to Work-Study funds. Student timesheets must be certified by either the student’s supervisor or a delegated school official.

  • NEW! For the 20/21 award year, Work-Study funds may not be used for COVID-19 leave. Work-Study students may qualify for COVID-19 leave, but the department is responsible for 100% of wages for these hours. This is a change from 2019/20. FASO will reverse any COVID-19 leave hours charged to Work-Study.

  • Reminder: Failure to submit and approve timesheets by the communicated deadlines may result in missed or late pay, and loss of the subsidy split.

  • Reminder: Undergraduate students in exempt (salaried) titles are not eligible to participate in the Work-Study Program because federal regulation requires that undergraduate students be paid hourly.

6. REVIEW RECORD REGULARLY

Communicate with your area’s business partner or finance/budget analyst on a regular basis to confirm that the Work-Study subsidy is being applied. To ensure your department is receiving the work-study subsidy, please log in to the On-Campus Employer Portal of the Work-Study Management System (WSMS), select "Students" and then "Student Earnings Report". Monthly reconciliation and review of the general and payroll ledgers is required to ensure that the department is receiving the Work-Study subsidy--do not risk losing the subsidy by waiting until June to reconcile your funds.

7. MONITOR EARNINGS LIMITS

A student’s Work-Study earnings limit is the maximum gross amount of potential Work-Study earnings, including the department and the Work-Study share. If a student earns more than this amount, the department will be responsible for paying 100% of the earnings.

  • Reminder: A student’s individual financial aid is subject to change at any time, which may impact the student’s Work-Study earnings limit.

8. ENDING THE WORK-STUDY JOB

Work-Study jobs for the 2020-2021 academic year end on the last day of the spring semester, May 14, 2021. If the student continues their employment past this date, the department is responsible for 100% of earnings.

  • Reminder:If a student is no longer enrolled, they are no longer eligible for Work-Study. Employers are strongly advised to communicate with Work-Study students consistently, and to set aside a budget in the event of an unexpected payroll expense.

Training Resources

Subtitles/closed captioning is available through the CC button on the menu bar

PowerPoint slides are located here

A job aid for direct retros involving work-study funds can be found here

Important Work-Study Information and FAQs

Important Information

Employer profiles have been aligned with the campus Master Organization Tree and have been standardized at the division level instead of the department level. All departments within each division will be available for job posting/referral and department names will be the same as they appear in the Master Organization Tree.

Users have the ability to select favorite departments within an employer profile on the On-Campus Employer Portal of the Work-Study Management System (WSMS). This allows you to limit the information seen in search results to your selected favorites.

Users must select an HR Department ID instead of the process unit code (PUC) when creating Work-Study jobs on the On-Campus work-study Employer Portal of the Work-Study Management System (WSMS).

Individual, single-headcount positions in UCPath are required for positions utilizing work-study.

A UCPath position number is required to be entered at the time of making a job offer on the On-Campus Employer Portal of the Work-Study Management System (WSMS). The position can be vacant at the time you make this offer. The position must be fully funded (i.e. not a default chartstring or expired funding).

The Financial Aid and Scholarships Office will update the Pool ID (work-study alpha code) field on positions in UCPath.


Frequently Asked Questions

1. Why were the employer profiles changed?

As a result of the transition to UCPath, all process unit codes (PUCs) that were used in the Work-Study Management System needed to align with the campus Master Organization Tree. These PUCs were replaced with valid org nodes and may be different than the previous PUC value. In order to facilitate this change, it was decided to also align the employer profiles with the master org tree and standardize the profiles at the division level instead of the department level.


2. How do I limit the information I see to specific departments so I don’t see information for the entire division?

You can use the new “Select and Manage Favorite Departments” feature on the work-study website to add a favorite department(s) to your user account. When you favorite a department, you can limit the information you see in search results to your selected favorites on the following pages: Current Jobs, Student Earnings’ Report(s), and Job Offer Status. Navigate to the “Select and Manage Favorite Departments” page via the Employer Account Tab to add your favorites.


3. I selected a favorite department on the “Select and Manage Favorite Departments” page, why do I still see information for the entire division?

To limit the information you see to your selected favorite departments, you’ll need to search by Department Name and choose “Select Favorite Departments” as your search criteria on the following pages: Current Jobs, Student Earnings’ Report, Job Offer Status.


4. My department isn’t listed as an option in the Department Name search box. Why is my department missing?

Search fields with a drop down selection will only display valid, existent search values, i.e., if a department has not yet created a job in the current work-study year, you will not see that department name as a search option in the Department Name field on the “Current Jobs” page.


5. What is the HR department ID I must select when I create a new job on the work-study website?

The HR Department ID is the 5-letter org node used to identify the department on a position within UCPath. The HR Department ID is derived from the campus master organization tree and can be at any of the following levels: L4 Department, L5 Discipline Group, or L6 Sub Unit. The HR Department ID selected on the work-study job should match the department on the position in the UCPath system.


6. How do I know which department/HR department ID to select on the work-study job?

The HR Department ID selected on the work-study job should match the department on the position in the UCPath system. If you’re unsure of the correct HR Department ID to select, please consult your HR partner, your Financial Analyst/ Research Analyst, or the person who manages positions for your area.


7. Can work-study students share the same position in the UCPath system?

No. Individual, single-headcount positions in UCPath are required for positions utilizing work-study. Each work-study student must have their own unique position/position number.


8. Why can’t work-study students share the same position in the UCPath system?

The Pool ID (the work-study alpha code that drives the subsidy split) is assigned at the position level in UCPath and because the Pool ID can vary from student to student, positions utilizing work-study must be single-headcount positions.


9. Can multiple students still be referred to the same work-study job number on the work-study website?

Yes. Users can create one job on the work-study website with more than one available position and offer/refer multiple students to this same job number. However, each of these students must have their own individual position in UCPath.


10. Will Work-Study Program (WSP) create the positions in the UCPath system?

No. If you have questions about this process, please consult the person who manages positions for your area.


11. If I hire one student into two positions in UCPath, do I need two work-study offers/referrals for this student on the work-study website?

Yes. If you hire a student into two positions in UCPath that will utilize work-study, you must have two work-study job offers/referrals for this student on the work-study website- one for each position.


12. How do I obtain the correct UCPath position number to enter on the work-study job offer page?

Managers will have the ability to view UCPath position numbers, for both vacant and filled positions, in the UCPath Manager Portal. For additional information about the UCPath Manager Portal, please click here.


13. I’m not a manager, but I offer work-study jobs to students. How can I access the UCPath position numbers if I don’t have access to the UCPath Manager Portal?

It’s our understanding there will be reporting capabilities that can be used to obtain position information, including position numbers, for both vacant and filled positions. Please consult your department manager our your business partner.


14. How often is the Pool ID (work-study alpha code) updated on positions in UCPath?

The Financial Aid and Scholarships Office will update the pool ID on positions in UCPath weekly.


15. What effective date will WSP use on the paypath template when updating the pool ID on the position in UCPath?

The Financial Aid and Scholarships Office will use the assigned work-study referral effective date as the position effective date on the paypath template when updating the pool ID on positions in UCPath.

The Work-Study Process and Important Information

Student Eligibility

Students must have a work-study award as part of their financial aid to be hired as a work-study employee, and departments must register the job on the work-study website and complete the referral process in order to receive the subsidy. Any wages earned by the student before you register the work-study job and complete all steps of the referral process are not considered work-study and the department will not receive the subsidy.

Students who graduate, withdraw, are academically dismissed, or are otherwise no longer enrolled are no longer eligible for work-study. The student's last day of enrollment is their last day of work-study eligibility.


Registering a Job and the Referral Process

In order to link and activate a student’s work-study award to a specific job to receive the subsidy, you must first register the job on the work-study website and then complete both parts of the referral process detailed below. Step-by-step instructions can be viewed in the “Work-Study Website Instructions” section of this web page.

1. Register the job on the work-study website

  • Jobs must be reviewed and validated by work-study staff for approval. The Financial Aid and Scholarships Office validates new job requests within two-three business days.
  • Jobs must be re-registered on the work-study site each program year, they do not roll over from one year to the next.

2. The Referral Process Part I: Offer the Job

  • Offer the job to your selected student through the work-study site; you’ll need the student ID (SID) and the UCPath position number.
  • This process is directly linked to student eligibility. If a student is confirmed eligible at the time you attempt the offer, you’ll receive a confirmation message. If the student is not work-study eligible, you will receive an error message, as an offer can't be processed for anyone who is not eligible.
  • If you proceed with hiring a student who is not eligible (as determined by an unsuccessful offer), the department is responsible for 100% of the earnings and will not receive the subsidy.
  • This referral process must be completed each year, even if the same student will be working in the same position. A student’s eligibility is subject to change each year, so job offers/ referrals do not roll over from year-to-year.
  • Unearned work-study does not carry forward to the next year.

3. The Referral Process Part II: Confirm Student Accepted Offered Job

  • Once you’ve successfully offered a job to your selected candidate, the student will then need to login to the student work-study portal where they can accept or decline the offered position.
  • Acceptance of the job offer will complete the process and create the work-study referral that links a student’s work-study award to a specific job.
  • The Pool ID (work-study alpha code) that is necessary in order to receive the work-study subsidy is assigned once the job has been accepted.
  • The system will generate an email to notify the supervisor listed on the work-study job of the acceptance. This email contains important information such as their earnings limit for the academic year and the work-study referral effective date. This same information can be viewed on the work-study website.
  • Earnings prior to a student’s work-study referral effective date are not eligible for the subsidy. There are no exceptions to this policy.

Earnings Limits

A student’s work-study earnings limit is the maximum gross amount of potential work-study earnings. It takes into account both the department share and the work-study share. If the student earns more than this amount, the department is responsible for paying 100% of the difference.

A work-study earnings limit can increase or decrease at any time during the award year based on changes to a student’s financial aid. It is not a guaranteed amount for the award year.

  • Think of the earnings limit as a snapshot of the current work-study award based on the student's financial aid package and eligibility at the time of referral.
  • Any updates that change the work-study award will trigger an auto generated email notification that will include the updated earnings limit.

Some examples of why an award can change include:

  • Student receives additional financial aid which reduces work-study eligibility
  • Student has an incomplete financial aid task
  • Student accepts another work-study job
  • Student converts loans to work-study or work-study (unearned) to loans
  • Student is no longer enrolled

Students should be directed to log in to CalCentral for award and task review and should be advised to visit or contact Cal Student Central if they have any questions regarding their awards or eligibility.


Department Responsibilities

Departments are responsible for working directly with HR/Berkeley Regional Service (formerly CSS) for the hiring and onboarding of all work-study students. The Financial Aid and Scholarships Office is not part of this process.

Departments are responsible for tracking a student's work-study earnings. If a student is permitted to earn more than the work-study earnings limit, departments must pay students 100% of the amount exceeding this limit.

Volunteer work is not permitted. Work without pay is in direct violation of the conditions of work-study employment, one condition of which is:

  • The Fair Labor Standards Act of 1938, as amended, prohibits employers (including schools) from accepting voluntary services from any paid employee. Any student employed under the Work-Study Program must be paid for all hours worked.

By hiring a work-study student, you agree to adhere to all conditions of employment as outlined in the “Conditions of Work-Study Employment” section below.

Conditions of Work-Study Employment

In accordance with Federal Regulations, employment under the Work-Study Program must follow the specific guidelines and conditions as outlined below.

A. Undergraduate students must be paid by the hour; however, graduate students can be paid by the hour or salary.

B. Work must be regulated by employment conditions, including wages that are appropriate for the type of work, the geographic location, and proficiency of the employee.

C. Students must be paid at least the federal, state, or local minimum wage, whichever is higher.

D. Work-study employment must not displace employees and must not impair any existing service contracts.

This includes filling jobs that are vacant because employees are on strike.

Replacement is interpreted as displacement- You cannot replace a full-time employee, whose position was eliminated, with a student who is paid work-study funds.

E. The Fair Labor Standards Act of 1938, as amended, prohibits employers (including schools) from accepting voluntary services from any paid employee. Any student employed under the Work-Study Program must be paid for all hours worked.

F. Students are not permitted to work during scheduled class times. Exceptions include:

When a class is cancelled

An Instructor has excused the student from attending during a particular day

The student is receiving credit for their employment in an internship or externship

Any exceptions must be documented

G. A student may earn academic credit as well as compensation for work-study jobs. However, a student employed in a work-study job and receiving academic credit for that job may not be paid less than he or she would be if no academic credit were given.

H. Work-study does not subsidize fringe benefits such as sick leave, vacation pay, holiday pay, or employer’s contributions to Social Security, workers’ compensation, retirement, or any other welfare or insurance program. If such costs are incurred, the department covers 100% of the cost.

I. There are no statutory or regulatory limits on the number of hours per week a student may work.

Consideration of the impact of combined work and study hours on the student’s health and academic progress is encouraged when assigning hours.

Departments are also encouraged to consider other potential costs, e.g., fringe benefits which are not subsidized by work-study funds.

J. You must maintain timesheet records of all hours worked for work-study students. Timesheets must:

Be certified by the supervisor/ school official

Show the hours a student worked during each day and the total worked during each pay cycle

Match the hours for which the student is paid

K. Solicitation or acceptance of gifts, fees, or commissions as a condition for a student’s work-study employment is prohibited.

General FAQs

Work-Study Eligibility and Awards

1. Are there any restrictions on the use of Work-Study funds to pay student workers?

Yes. In accordance with Federal Regulations, employment under the Work-Study Program must follow specific guidelines and conditions. Please refer to the “Conditions of Work-Study Employment” section above.


2. I received the job referral email, can the student begin working now?

Departments are responsible for working directly with HR/Berkeley Regional Service (formerly CSS) for the hiring and onboarding of all Work-Study students. When a student is successfully referred to a Work-Study job, this simply means their Work-Study award has been linked and activated towards a specific Work-Study job, which is necessary in order for departments to receive the subsidy. The Work-Study referral email should not be used to determine whether a student can begin working or not. Please reach out to your HR partner with any questions regarding when a student can begin working.


3. Why did the earnings limit for my Work-Study student change?

A Work-Study earnings limit can increase or decrease at any time during the award year based on changes to a student’s financial aid. It is not a guaranteed amount for the award year. Think of the earnings limit as a snapshot of the current Work-Study award based on the student's financial aid package and eligibility at time of referral. Any updates that change the Work-Study award will trigger an auto-generated email notification to include the updated earnings limit.

Some examples of why an award can change include:

  • Student receives additional financial aid which reduces Work-Study eligibility
  • Student has an incomplete financial aid task
  • Student accepts another Work-Study job
  • Student converts loans to Work-Study or Work-Study (unearned) to loans
  • Student is no longer enrolled

Students should be directed to log in to CalCentral for award and task review and should by advised to visit or contact Cal Student Central if they have any questions regarding their awards or eligibility.


4. Can work-study be used for GSI, GSR, and reader positions?

Yes. Work-study can be used for all three; you'll see the option to select these job categories when creating a new job on the Employer Portal of the Work-Study Management System (WSMS). However, GSR/GSI positions will only receive subsidy for the salary, the Work-Study Program does not pay any portion of fee remission. Fee remission is considered a benefit and Work-Study cannot pay benefits, so 100% of that cost needs to be funded by the department.


5. How can students convert loans to Work-Study?

Students can request to convert eligible loans to Work-Study via CalCentral. Students can view current Work-Study and/or loan awards by logging into CalCentral and navigating to Financial Aid Award Details under the My Finances tab. There will be a conversion link next to the loan and/or Work-Study award(s) and a request can be submitted by clicking the appropriate link and following the instructions displayed.


6. Can undergraduate students request more than $6,000 in Work-Study funds?

Undergraduate students with an existing $6,000 Work-Study award may open a case or visit Cal Student Central to inquire about converting additional eligible loans to Work-Study. These requests cannot be submitted via CalCentral. We review these inquiries on a case-by-case basis, and as funding permits they may be approved. Please note: there is no guarantee the request will be approved.


CalTime, Human Resources, and Allowable Work-Study Hours

1. I don’t see a student listed in CalTime, how do I get this updated?

Please reach out to your HR Partner or your timekeeper for assistance. The Financial Aid and Scholarships Office is is unable to assist with any CalTime related inquiries.


2. When can my Work-Study student begin working?

Departments are responsible for working directly with HR/Berkeley Regional Service (formerly CSS) for the hiring and onboarding of all Work-Study students. The Financial Aid and Scholarships Office is not part of this process. Please reach out to your HR partner with any questions regarding when a student can begin working.


3. How many hours per week can my Work-Study student work?

There are no statutory or regulatory limits on the number of hours per week a Work-Study student may work. Consideration of the impact of combined work and study hours on the student’s health and academic progress is encouraged when assigning hours. Departments are also encouraged to consider other potential costs, e.g., fringe benefits which are not subsidized by Work-Study funds. If such costs are incurred, the department must cover 100% of the cost. Please consult your HR partner with any questions regarding fringe benefits or the number of hours your Work-Study student may work.


The Employer Portal to the Work-Study Management System (WSMS) and Auto Email Notifications

1. Whom should I list as the contact on the Work-Study job?

The contact listed on the Work-Study job should be the application contact. We will display the applicable contact information in the application instructions displayed to students based on how you complete the “How to Apply” section of the job request form, i.e., if you select “Email Resume” we’ll display these instructions along with the contact email address that is include on the Work-Study job.


2. Whom should I list as the payroll rep on the Work-Study job?

Those listed in the job posting as the supervisor and payroll representative will receive important auto-generated email notifications related to any student who is referred to the Work-Study job. Examples include: job offer email, job acceptance or declined email, or earnings limit increases or decreases. You may list whomever you wish for these roles, keeping in mind that they are the individuals who will be receiving the important notifications. If you don’t have anyone other than the supervisor who should receive these notifications, you can list the supervisor for both roles.


3. How do I update the supervisor or other contact information on a Work-Study job?

To update any contact information on a Work-Study job, you’ll need to modify the job. For step-by-step instructions please refer to the “Modify an Existing Job” portion of the “Employer Portal to the Work-Study Management System (WSMS) Instructions” section below.


4. How can I unpost a Work-Study job when I have enough applicants or a candidate selected?

To unpost a Work-Study job, so that it’s not visible to students, you’ll need to modify the job and select “Do not post, I have someone selected” in the posting information section of the job request form. For step-by-step instructions please refer to the “Modify an Existing Job” portion of the “Employer Portal to the Work-Study Management System (WSMS) Instructions” section below.


5. Can I retract a Work-Study job offer made on the Employer Portal to the Work-Study Management System (WSMS)?

No. It’s not possible to retract a job offer once you’ve received the confirmation message of a successful offer. If a mistake was made, please contact the student to inform them and then advise them to decline the offer. If the student has already accepted the offered job, you’ll need to offer a new job if a mistake was made with the job offer (e.g., incorrect job or wrong department on job). When the student accepts the new job offer, they can transfer the entire earnings limit from the incorrect job referral to the new job they’re accepting.


6. Why am I still receiving email updates for a student who is no longer working?

You’ll continue to receive auto-generated email notifications for any referred Work-Study student, actively working or not, if you were listed as a contact on the Work-Study job or have an active user account in the Employer Portal of the Work-Study Management System (WSMS). These email notifications contain details regarding any changes to the earnings limit and should be reviewed. These notifications will continue throughout the remainder of the program year if there are any changes to a student’s earnings limit.


Earnings and Work-Study Subsidy

1. My student just got referred to a Work-Study job and has been working for months, can I retroactively receive the work-study subsidy for prior pay?

No. The Work-Study job referral process is directly linked to a student’s eligibility to receive Work-Study funds and the effective date is assigned once a student has been successfully referred. Students without a successful referral should not be permitted to begin working unless the department is prepared to pay 100% of earnings. In order to remain in compliance we cannot back date the effective date of referrals, there are no exceptions to this policy.


2. I offered a work-study job to my student on the Employer Portal to the Work-Study Management System (WSMS), but I don’t see them listed in the Student Earnings’ Report and my department is being charged 100% of the earnings, what does this mean?

It’s possible you offered the work-study job to a student, but they never accepted the offer via the Student Portal to the Work-Study Management System (WSMS). Students must accept the offered Work-Study job in order to create the referral which links their Work-Study award to the specific job and generates the Pool ID (Work-Study alpha code). Work-Study can’t subsidize the earnings if the referral hasn’t been created. You can view the job offer status on the Employer Portal of the Work-Study Management System (WSMS) by navigating to the “Job Offer Status” page via the “Students” menu tab. Search for the student and then review the status column. If the status is pending, please advise the student to go to the Student Portal to the Work-Study Management System (WSMS) and accept the job.

Employer Portal to the Work-Study Management System (WSMS) Instructions

Getting Access and granting access to others in your department

If there is no one in your department available to grant you access, log in to the Employer Portal of the Work-Study Management System (WSMS) and follow the prompt at the top of the page.

Alternatively, if someone in your department has access, that person can grant you access by following these steps:

  1. Select "Employer Account" from the menu bar.
  2. Select "Create New User Account" and completed the new user profile information requested.
  3. When finished, select "Create My Account" at the bottom of the page.

Please note that the Family Educational Rights and Privacy Act FERPA is a Federal law that protects the privacy of student education records. Managing staff have access to the Employer Portal of the Work-Study Management System (WSMS) which contains confidential, privileged, and/or FERPA-protected information is the responsibility of the hiring department. Before granting access to the Employer Portal of the Work-Study Management System (WSMS), the Financial Aid and Scholarships Office recommends that managers ensure their staff have completed FERPA training. On-Campus employers can refer to the FERPA e-course training available in the UC Learning Center.

Register/Create a New Job

  1. Log in to the Employer Portal of the Work-Study Management System (WSMS).
  2. Select "Jobs" from the menu bar
  3. Select "New Job"
  4. Complete the job request form. All fields are required
  5. When finished, select "Process Job Request" at the bottom of the page

** Jobs must be reviewed and validated by work-study staff for approval. The Financial Aid and Scholarships Office validates new job requests within two-three business days.


Use Existing Job as a Template for a New Job

  1. Log in to the Employer Portal of the Work-Study Management System (WSMS).
  2. Select "Jobs" from the menu bar
  3. Select "Current Jobs"
  4. Locate the job you want to use as the template and click on the 10-digit job number in the left column
  5. Select "Use the current job listing as a template for a NEW job"
  6. Enter a job begin date and complete the “Posting Information” section, these fields will not auto populate form the previous job
  7. Review all other fields for accuracy and make any updates as needed
  8. When finished, select "Process Job Request" at the bottom of the page

** Jobs must be reviewed and validated by work-study staff for approval. The Financial Aid and Scholarships Office validates new job requests within two-three business days.


Modify an Existing Job

  1. Log in to the Employer Portal of the Work-Study Management System (WSMS).
  2. Select “Jobs” from the menu bar
  3. Select “Current Jobs”
  4. Locate the job number you’re looking to modify and click on the 10-digit job number in the left column
  5. Select “Modify and Re-submit Listing”
  6. Make your desired changes to the job
  7. When finished, select "Process Job Request" at the bottom of the page

** If you modified the description or qualifications, the job must be reviewed and validated by work-study staff for approval. The Financial Aid and Scholarships Office validates job requests within two-three business days.


Delete a Job

You can only delete a job if you haven't yet offered the job to any students.

  1. Log in to the Employer Portal of the Work-Study Management System (WSMS).
  2. Select “Jobs” from the menu bar
  3. Select “Current Jobs”
  4. Locate the job number you’re looking to modify and click on the 10-digit job number in the left column
  5. Select "Delete Job"

**The “Delete Job” link will only appear if the job has not yet been offered to any students.


The Referral Process

Once a student is selected, they must be offered the job via the Employer Portal of the Work-Study Management System (WSMS) and the student must accept the job via the Student Portal to the Work-Study Management System (WSMS). This two part process creates the work-study referral that links a student’s work-study award to a specific job.

Part I: Offer the Job

  1. Log in to the Employer Portal of the Work-Study Management System (WSMS).
  2. Select "Jobs" from the menu bar
  3. Select "Current Jobs"
  4. Locate the job and click on the 10-digit job number in the left column
  5. Select "Offer Job"
  6. Enter the Student ID (SID) and the UCPath Position number and follow the instructions displayed on the page
  7. You’ll receive an error message if the offer can’t be made or a confirmation message for a successful offer
  8. Once you receive the confirmation message of a successful offer, proceed to part II below.

Part II: Monitor and Confirm Student Accepted Offered Job

  1. Log in to the Employer Portal of the Work-Study Management System (WSMS).
  2. Select "Students" from the menu bar
  3. Select "Job Offer Status"
  4. Enter the Student ID (SID) in the SID field of the “Search Job Offer Status” box and click search
  5. Review the search results and locate the correct student record based on the department name and job number (students can have more than one work-study job)
  6. Review the “Status” column (last column) for the current job offer status.
    • Pending: The job has been offered and neither accepted or declined by the student
    • Accepted: The job has been accepted by the student
    • Declined: The job has been declined by the student
  7. The work-study referral has been created once the status column reflects an accepted status