Reawarding, Adjusting & Cancelling Work Study Awards
Procedure for Awarding Second-Round Work Study Funds
The Financial Aid Office awards all allotted work-study funds in the first round of awards to eligible on-time Financial Aid applicants. Typically there are many more applicants than funds to award.
In late summer, the Student Employment Office (SEO) will send an email to all students who applied for aid by the priority deadline, and who qualified for work study but did not receive it. Students will be invited to send a request for Work Study to the SEO. Students should include in the request any information about a commitment from an employer that shows they will have a work study job and can use the award. Requests must be received by the SEO office by the stated deadline for the year.
If the Financial Aid Office (FAO) and SEO are able to recapture or obtain additional funding, an appropriate number of additional work study awards will be made and revised award letters will be sent.
If more students desire work study funding than there are funds for, all eligible students who have made a request will be awarded based on a process of randomization.
Procedure for Cancelling and/or Adjusting Work Study Awards
The goal of this procedure is to ensure clarity and visibility about the aspects of managing work study funds for students who need adjustments to their awards. It is the aim of the Evergreen SEO and FAO to carefully expend all work study funds and to ensure that work study awards work in the best interest of all students.
The FAO will award work study to students for all quarters of the academic year the student has applied to attend. Awards will be made with first priority to students who complete their FAFSA by the stated deadline. (Typically, Evergreen runs out of work study funds before awarding all eligible students.) Should additional funds become available, further awards of work study funds will be made according to the “Second Round” Awards procedure.
The SEO will follow up each quarter with students who have not obtained a work study job. The SEO will cancel full awards for students who do not plan to use their work funds, and notify the FAO.
Upon request by the student, part or all of a work study award may be cancelled by the SEO or FAO for students who will be studying abroad or who must stop out for a quarter. The student must confer with the FAO about other aid options.
Students who receive a work study award, but who have trouble earning their award, may request an adjustment conference with the SEO. NOTE: Work study awards may be earned in fewer quarters than they are allotted for, but must be reviewed and probably adjusted if the student will attend Evergreen fewer quarters than awarded for.
Typically, work study awards will be cancelled for the reminder of the academic year for students requesting an adjustment to reduce the amount of their work study award. Students may then inquire with the FAO about the availability of loan funds to replace the cancelled work study.
Exceptions to the procedure:
Students wishing for arrangements other than cancellation of the full remaining award may petition the Director of the SEO to discuss their plans. The SEO and FAO have agreed to jointly manage funds to aid students to the best of their ability, but typically will not cancel small work study awards in exchange for small loans because the amount of paperwork time that is required is not manageable. Whenever possible, the SEO will counsel students about strategies for earning their award.
Upon recommendation of SEO staff, awards will be adjusted by the Financial Aid Office to ensure all financial aid program requirements are met and that students are appropriately awarded.