Student Employment Handbook
NORWICH FEDERAL WORK STUDY OVERVIEW
About the Federal Work Study Program Eligibility
OBTAINING A JOB
Ways to Obtain Job
Rate of Pay/Direct Deposit
Setting up a Work Schedule/Orientation
Electronic Timesheets (E-Time) Paychecks
Termination by Student/Supervisor
Termination by Office of Financial Aid
SUMMER WORK STUDY
ABOUT THE FEDERAL WORK STUDY PROGRAM
Federal Work Study (FWS} provides part-time employment opportunities to eligible students. Based on the results of the Free Application for Federal Student Aid (FAFSA), eligible students are awarded an allotment which may be earned through part-time employment in FWS approved positions. The program is designed to provide students with an opportunity for employment that is arranged around class schedules.
To be eligible for the Federal Work Study (FWS) program, students must demonstrate financial need on the FAFSA, meet Satisfactory Academic Progress standards, and be enrolled in at least six credits. Federal Work Study funds are awarded upon completion of the FAFSA, and based on the availability of funds. Norwich University has limited funding for this program; therefore, students should complete the FAFSA as early as possible for each academic year.
A FWS award simply means a student is eligible to earn up to that amount be obtaining a job through the FWS Program. The award is not applied to the student's billing statement towards their charges. To receive FWS funds, students must work at an approved position to earn and hourly wage. Students work the hours that are mutually agreed upon with their supervisor, and receive a bi-weekly paycheck.
OBTAINING A JOB
WAYS TO OBTAIN A JOB
• Visit the website www.norwich.edu/financial-aid
• Scholarships & Awards Section
• Click on FWS
• Browse current job opportunities
• Go to the Work Study Job Fair the first Thursday of the fall semester
• Stop by the Office of Financial Aid on the 3rd floor of Jackman Hall, room 302
Once a student receives an award notification confirming their eligibility for the Federal Work Study Program, they will need to complete the following:
• W-4 (Employee's Withholding Allowance Certificate) and a 1-9 (Employment Eligibility Verification Form). These forms can be obtained on the website and should already be completed on arrival day. They may be submitted at the Arrival Check-in, the Work Study Job Fair, or in the Payroll Office in Jackman Hall.
• FERPA - Federal Educational Rights and Privacy Act form.
• Sexual Harassment in the Workplace Training, (Training is available at the Work Study Job fair or by coming to Rm 303 in Jackman Hall to set up a time to complete a 10-minute training.
• Any other required documents for the Office of Financial Aid
• Work Study Contract.
Students cannot begin working until all necessary paperwork and training has been completed and verified.
RATE OF PAY/DIRECT DEPOSIT
SETTING UP A WORK SCHEDULE/ORIENTATION
Before beginning a Work Study job, it is the supervisor's responsibility to define a work schedule that fits with the student's class schedule, as well as with the department's needs. Please be advised that students are limited to working one FWS job and no more than 20 hours per week. Under no circumstance should a student be scheduled to work during class time as this is against Federal and State regulations.
Supervisors should conduct a job orientation with the students to include items such as:
• A review of department rules and regulations
• the student's scheduled working hours
• the student's job description, responsibilities and tasks that are associated with this position
• who to contact if the student is not going to be able to make it in to work
• how to request time off
• what to do if a student's availability changes
• expected dress attire
• confidentiality expectations (FERPA) Federal and State Laws
• Working during scheduled class time
• Working more than seven and one-half hours a day
• Working more than six (6) consecutive hours without taking a thirty-minute break
ELECTRONIC TIMESHEETS (E-TIME)
Upon completion of the student's hire, required paperwork, and training, they will receive an e-mail instructing them how to setup and fill in electronic time sheets in E-Time. Students are responsible for completing and submitting their timesheet on a bi-weekly basis by the deadline. The supervisor will certify all information on the timesheet is correct. Failure to submit a timesheet by the deadline may result in the student not receiving a paycheck on time. Students and supervisors are required to submit hours worked within each pay period. Any misrepresentation of hours worked is a serious federal offense and will result in termination of employment and may result in criminal charges.
Student employees of Norwich University are paid bi-weekly. Direct Deposit is recommended for all employees.
The Student Approval and Pay Schedule can be found on the Human Resources SharePoint site on my.norwich.edu.
The Office of Financial Aid will assist with monitoring student earnings, but it is the responsibility of the student and their supervisor to ensure that students do not exceed the amount of their total FWS award. Work Study warning e-mails are sent to both the student and their supervisor as they fall under $400 remaining in FWS fund availability. Once a student has earned their total amount of awarded FWS, their E-time access will be terminated by Payroll.
It is recommended that a student's scheduled working hours are such that they can continue to work for the entire year.
TERMINATION BY STUDENT
A student may voluntarily resign from their position at any time. However, it is asked that you provide the department you are working for at least a two-week notice. If a student resigns from their position, it does not prevent them from obtaining the same or another position at a later date. Once the supervisor is made aware of a student's resignation, they should submit an email to Financial Aid and complete a Personnel Change Notice with Human Resources.
TERMINATION BY SUPERVISOR
A supervisor may terminate a student from their position at any time for unsatisfactory job performance. Reasons can include but are not limited to:
• Repeated failure to show up for work or arrive on time
• Failure to complete assigned tasks
• Disruption of the department
Upon termination, a supervisor must contact Financial Aid immediately and complete a Personnel Change Notice with Human Resources.
TERMINATION BY FINANCIAL AID
The Financial Aid Office may terminate a student at any time during an academic year if they no longer meet the FWS requirements. Every attempt will be made to give a supervisor as much advance notice as possible but this may not always be possible. Examples of changes in eligibility are:
• The FAFSA is not received by the Priority deadline
• Changes in enrollment status
• Additional aid is awarded making the student ineligible for Federal Work Study funds
• Failure to meet Satisfactory Academic Progress standards
• Student has been found guilty in an Honor or Conduct Review
STUDENT EMPLOYMENT DURING SUMMER
Federal Work Study is available until the end of June if a student is enrolled in at least 6 credits during the summer and they still have remaining eligibility to earn.
All full-time students at the Northfield, Vermont campus are reviewed to determine eligibility for a variety of institutional scholarships that recognize academic achievement, community service, and student leadership and activities. All domestic admitted applicants who file a Free Application for Federal Student Aid (FAFSA) will be considered for need-based financial aid if eligible. International students enrolling in programs offered at the Northfield, Vermont campus only, may also apply for need-based grant funding from Norwich University by completing the International CSS Profile.
All applicants admitted into a Norwich residential degree program will automatically be considered for one of Norwich's academicscholarships, based on previous academic perfromance. Academic scholarships are determined by a recalculated high school or transfer GPA using college preparatory classes on the transcripts. Scholarships using alternative criteria are outlined on the scholarship page.
All admitted applicants who complete the FAFSA or International CSS Profile are considered for Norwich's need-based grants and endowed scholarships. These grants and scholarships are awarded to students with demonstrated financial need, allowing talented students across income levels to enroll at Norwich University.
In addition to scholarships and grants, students who file a FAFSA may be eligible for federal work study and federal loan programs to assist in paying for school.
Students who file a FAFSA and International CSS Profile will be provided with a comprehensive award letter outlining estimated costs and the financial aid they are eligible for. The award letter will identify the aid awarded and the criteria for securing and continuing eligibility for those awards.
All institutional scholarships and grants, as well as federal and state awards are paid to tuition, fees, room, and board, before any refunds may be made to a student for other purchases. Norwich University grants and scholarships are renewed annually as long as the student remains enrolled full time and is meeting satisfactory academic progress.
Need-based financial aid is applied for each year, beginning October 1, for awards being applied for the following year. The FAFSA is the only application that must be filed for domestic students and the International CSS Profile for international students, to remain eligible for need-based financial aid from Norwich and the Department of Education. Most families do not see significant differences in financial aid from year to year unless there are dramatic changes to family circumstances.
If a student or a student’s parents have significant changes to income or expenses that negatively impact the ability to pay for school, there is an appeal process managed within financial aid. Norwich University will review all appeals for additional financial aid to determine if additional need-based funding may be awarded.
For prospective students who are considering Norwich University and have not been admitted, the Net Price Calculator provides a reasonable financial aid award estimate based on recent awarding policies.
To apply for financial aid at Norwich University, students should submit their FAFSA or International CSS Profile by January 31.
Priority Deadline: Completed FAFSA or International CSS Profile applications must be received by the processing agency by January 31 to meet Norwich University’s priority deadline. Applications received after the priority deadline will be subject to reduced financial assistance based on fund availability.
How to Submit: The FAFSA can be filled out and submitted online at fafsa.ed.gov, and is available any time after October 1. You should not wait for an admission decision from Norwich University before filing these financial aid documents. You must list Norwich as one of the colleges to receive a copy of the report from the processing agency.
FSA ID: You are required to create a FSA ID in order to complete the FAFSA. The FSA ID gives you access to Federal Student Aid’s online systems and can serve as your legal signature.
Documentation: We may contact you via the email address or addresses on your FAFSA to request additional documents. It is the student/parent responsibility to check their email for these communications.
How to Submit: The International CSS Profile can be completed online at https://cssprofile.collegeboard.org/international-applicants , and is available any time after October 1. You should not wait for an admission decision from Norwich University before filing these financial aid documents. You must list Norwich as one of the colleges to receive a copy of the report from the processing agency.
Financial aid (Institutional and Federal) is scheduled to disburse once per term. Funds are divided equally between disbursements in the award year.
Disbursements can be made at the start of each term only after enrollment status is confirmed by the academic programs. Exception: Disbursements for residential programs taught at the Northfield campus can be made one week before the start of the term if and only if the student is registered with a full time course load. Disbursements are made weekly for students who become eligible for disbursement during the term.
Federal funds cannot be disbursed if verification is required and not completed. Federal funds cannot be disbursed if a student’s federal aid is suspended for not meeting the Satisfactory Academic Progress standard. See the Satisfactory Academic Progress policy. Federal funds cannot be disbursed if they are not accepted by the student. Disbursement will be delayed if there are any pending awards offered to a student. All awards must be accepted declined before disbursement can take place.
Some funds have individual documentation requirements. These funds cannot be disbursed until those documents are received. For example, federal student loans cannot be disbursed until the Master Promissory Note and Entrance Counseling are completed.
If a disbursement cannot be made until after a term ends, it may be considered a late or retroactive disbursement. A retroactive disbursement is a disbursement for a past term made to a student who is still eligible for disbursement due to enrollment in a current term. Otherwise the student is ineligible and it is considered a late disbursement. Restrictions on Late disbursements: Federal loans must be accepted before the end of a student’s enrollment so that origination can take place before the student becomes ineligible. For loans that were originated before the student becomes ineligible, disbursement must take place with 120 days of the date the student became ineligible. Federal grants must be disbursed before the deadline set by the secretary of education. For rules covering disbursement to students who withdraw before disbursement can be made, see the withdrawal policy.
Most positions available on campus are through the Federal Work Study program. This is a need-based grant program promoting part-time campus-based employment funded by the federal government and Norwich University. There are a small number of jobs available on campus for students who do not qualify for the Federal Work Study program.
Available jobs are on-campus and a small number of students have the opportunity to work out in the community through positions available with the Office of Civic Engagement. Federal Work Study is awarded to students with financial need as part of the financial aid award package. Non-FWS jobs will likely have other requirements for employment and are not based on demonstrated need on the FAFSA
Federal Work-Study (FWS) eligibility is based on the Free Application for Federal Student Aid (FAFSA) data and application date, the level of financial need, and how much FWS funds the University has available.
Filing the FAFSA by the priority deadline each year will help ensure continued eligibility.
The amount of FWS specified on the student award letter represents the total amount that may be earned through a FWS position.
Unlike other forms of aid, FWS is not credited directly to the student billing account; instead, students work an hourly rate and receive a bi-weekly paycheck for hours worked.
The money earned may be used for personal expenses (supplies, food, etc.).
If you have been awarded FWS and plan to work, be sure to ACCEPT the FWS you were awarded by signing into: netpartner.norwich.edu
Students awarded Federal Work Study are contacted during the summer with a through email with details regarding the hiring process, and required tax forms. Requested identification documents should be prepared prior to the start of the semester
Financial Aid cannot guarantee every student who receives an offer of Federal Work Study as part of their financial aid will find a job.
Check out the Federal Work Study job listings at: https://sway.office.com/bhkM77QE1pbOqlQx?loc=swsp
The Office of Financial Aid does not place students in positions. It is the student's responsibility to actively search and apply for open positions. Students often times will interview with a supervisor before being hired.
Students who are not eligible for FWS may seek open positions on campus through non-FWS job offerings. Students are encouraged to contact the following offices to inquire about job availability.
Give us a call at 802.485.2850
Stop by the Office of Financial Aid in Jackman 302
At Norwich University, we strive to recognize the abilities and accomplishments of our students through a variety of scholarships and awards. A number of awards are based on academic performance or service prior to applying to Norwich, while other awards are based on interactions and activities with the University prior to arriving here as a new student. Review the following aid descriptions to understand which scholarships or awards you may qualify for, as well as eligibility requirements. Unless otherwise designated in the award description, gift aid awarded by Norwich University may pay for tuition, fees, room and board, as well as other University expenses. Norwich University scholarships and grants are not tuition specific but are intended to pay for billed charges and not external costs to the university.
We understand that affordability is a key consideration for many as they consider their college choices. We encourage you to review all of our scholarships and awards so you can understand how affordable a Norwich education can be. Norwich University awards students financial aid under the policy for which they are most eligible for financial aid from combinations of institutional and outside sources of funding.
During the admissions application process, if you receive a comprehensive aid package from Norwich and find you owe less to another 4-year residential program, Norwich University will review your award package to ensure you do not pay any more to attend Norwich than you would at the following types of institutions:
Deadline for the Affordability Commitment review:
Students must apply for both admission and financial aid before December 15 for priority consideration. Applications after December 15 may be considered on a funds-available basis.
First year, transfer and external Master’s candidates are eligible for the affordability commitment.
Norwich has several categories of scholarships and awards:
Students can earn scholarships from multiple categories, but can only earn one scholarship or award from any given category. If a student earns more than one scholarship or award from a single category, they will receive the award for which they are most eligible (for example, a student cannot receive both a CAP Award and a JROTC Leadership Award. If a student is eligible for both, they would receive CAP, as it has a higher value). Norwich financial aid is awarded to meet a percentage of cost of billable charges. All scholarships and awards listed in these categories reduce the overall cost of your Norwich education. Norwich scholarships and awards are not transferrable to other institutions.
Students receiving tuition benefits provided by Norwich University or its partners are not eligible for additional scholarships.
Scholarship and other institutional aid is subject to modification due to verification, change in billable charges, change in Expected Family Contribution (EFC), availability of federal, state, and institutional funds, changes in tuition and room and board charged by the University, satisfactory academic progress, registration status, change in lifestyle or major, eligibility for tuition remission/exchange, or receipt of aid from outside sources or government agencies. Students approved to live off campus are not charged room and board; financial aid, including scholarship awards, is adjusted according to the new billed charges.
These scholarships are reviewed on an annual basis.
Academic scholarships are awarded on a funds-available basis based on the recipient’s previous academic performance.
Academic scholarship are confirmed at the time of admission, and are based on the comprehensive costs of living on campus for the year identified. Changes in pricing based on adjusted fees, room and board, or changes in modality of learning (on campus to online) may change the value of or disqualify scholarships.
Deadline: Student’s applying in the Fall are given priority.
Eligibility: Eligibility for these scholarships is based on cumulative grade point average as calculated during the Admission process. For students applying directly from high school, the scholarships will be calculated based on their high school grade-point average (GPA). Scholarships for college students who transfer for the Spring semester of their first year of college will also be calculated based on their high school grade-point average. College students who transfer after the Spring semester of their first year will have scholarships calculated based on their college grade-point average.
Up to $28,000.00 per year for four years. 3.60 or greater*
Up to $26,000.00 per year for four years. 3.40-3.599*
Up to $25,000.00 per year for four years.3.0-3.399*
Up to $24,000.00 per year for four years. 2.550-2.999*
Academic Recognition Scholarship
Up to $22,000.00 per year for four years. Awarded for academic potential by recommendation of the Admissions Office.
* New student academic scholarships are based on a recalculated weighted high school GPA; this calculation takes into account both core and non-core academic courses. Transfer student academic scholarships are based on college GPA.
Any High School may nominate up to three students who have demonstrated an exceptional record of service to their school or community for the Norwich High School Service Award, valued at $5,000 each year for a total of $20,000 over four years of study.
This scholarship is available to all qualified Civil Air Patrol cadets who have served for one or more years in a position of leadership as a member of the Civil Air Patrol. To be eligible for the National CAP Scholarship, cadets must submit a Letter of Recommendation from their Wing and/or Unit Commander with their admission application to Norwich and choose to be a member of the Norwich University Corps of Cadets. The National Civil Air Patrol (CAP) Scholarship is valued at $5,000 each year for a total of $20,000 over four years of study.
Each JROTC unit may nominate up to three students who have demonstrated exceptional performance in their JROTC unit and show leadership potential for the JROTC Leadership Award. This award has three levels, valued at $4,000 per year, for a total of $16,000 over a four year course of study; $3,000 per year, for a total of $12,000 over a four year course of study; and $2,000 per year, for a total of $8,000 over a four year course of study.
Students who attend a Norwich University Future Leaders Camp (FLC) as high school sophomores or juniors may be eligible for a $2,000 Future Leaders Camp Scholarship is valued at $2,000 each year for a total of $8,000 over four years of study.
The NROTC Preparatory Scholarship is awarded to up to five potential Midshipmen. Interested students must apply for this scholarship. This is a five-year program, with Norwich covering the first year of tuition and fees through a combination of Norwich gift aid. These students will have a four-year Navy ROTC National Scholarship reserved for them by the Navy if they complete program requirements during the first year.
High School students who submit a complete entry in the Norwich Architecture and Design Competition prior to December 13, 2020 are eligible for an Award. Entries will be judged by members of the Norwich Architecture Department. First prize will receive a scholarship valued at $2,000 per year, for a total award value of $8,000 over four years of study. Second prize will eligible for a scholarship valued at $1,000 per year, for a total of $4,000 over four years of study. All other students who submit a complete entry by the deadline will be eligible for a scholarship valued at $500 per year, for a total value of $2,000 over four years of study. For group entries, all team members are eligible for the full scholarship amount.
Students who visit the Northfield, Vermont campus on an official Admissions visit during or after the Spring semester of their Junior year in High School are eligible for a $1,000 Visit Award. This $1,000 award is available each year for a total of $4,000 over four years of study.
This award is available to students who attend either an official Admissions visit virtually or attend one-hour or more of Virtual Open House live sessions, during or after the Spring semester of their Junior year in High School. This scholarship is valued at $500 per year for a total of $2,000 over four years of study.
Students who submit a completed application for admission and application for financial aid (either FAFSA or CSS Profile) by the priority deadline (typically December 15 of the application year), are eligible for Take the Lead, valued at $2,000 each year for a total of $8,000 over four years of study.
Students who attend an Admission’s informational webinar found here during or after the Spring semester of their Junior year in High School are eligible for a Webinar Award. This award is valued at $250 per webinar attended, up to a maximum of $1000 (for four webinars) per year, for a total of $4,000 over four years of study.
During the Admissions process, Norwich University will evaluate each residential master’s candidate for need-based aid. Each candidate will be provided a financial aid letter following this evaluation that details need-based aid offered by the university. Candidates may submit competing award offers in accordance with Norwich University’s Commitment to Affordability.
The FAFSA is used to determine eligibility for need-based grants from Norwich University for domestic students and estimates grant amounts from student’s state of origin if applicable. Student must show demonstrated need as defined by Federal Student Aid.
International students enrolling in programs offered at the Northfield, Vermont campus only, may also apply for need-based grant funding from Norwich University by completing the International CSS Profile.
Federal Work Study is a need-based form of financial aid that encourages part-time employment. Students work on-campus and receive funds in the form of a bi-weekly paycheck as awards are earned.
Each Spring, Norwich identifies candidates for our Civic Scholars Program based on materials submitted with their Norwich Application: students who demonstrate a history of commitment to serving others and have a high GPA in high school will be offered the opportunity to apply via e-mail. Candidates selected for the program will receive a $3000 scholarship to be applied towards Norwich’s comprehensive costs. This scholarship may be renewed each year if the student meets requirements set forth by the Civic Scholars Program. If you would like to be considered for this program, notify your Admissions Counselor after acceptance.
Norwich University is proud to partner with the National Science Foundation to offer new students who major in one of six STEM fields (biology, biochemistry, chemistry, neuroscience, math or physics) the opportunity to compete for a National Science Foundation-funded scholarship. Scholarships are valued up to $4,000 for a first year student, can increase in value during each successive year a student remains eligible, up to a maximum value of $10,000 per year.
Programs for Veterans and Military Service Members
VA Education benefits are either earned by the student or transferred to the student. To start the process to transfer benefits, the service member who earned the benefits must apply to the VA to transfer the benefits to their eligible dependent. This can be done through eBenefits. Students utilizing Veterans Benefits (Post 9/11, Voc Rehab, etc.) are awarded financial aid under the packaging policy for which they are most eligible.
Norwich University is a participating member of the Department of Defense Yellow Ribbon program which helps ensure veteran benefit eligible students receive full consideration for funding. Only individuals who meet the eligibility requirements are entitled to the maximum benefit rate (100% based on length of active duty service or service-connected disability since 9/11) may receive this funding. The Yellow Ribbon match at Norwich may be applied to any program offered on the Northfield, Vermont campus as well as those online through the College of Graduate and Continuing Studies. Norwich University does not cap the number of participants who may receive the Yellow Ribbon scholarship.
Students who notify Norwich of eligibility for Veterans Benefit funding after being notified of their initial academic scholarship and grant eligibility, will be reevaluated according to the packaging policy for which they are most eligible.
To learn more about education benefit programs for veterans and the Yellow Ribbon Program, visit the US Veteran's Administration website, www.va.gov
For more information about Veterans Affairs at Norwich please visit www.norwich.edu/va
Reserve Officers' Training Corps (ROTC) programs exist at hundreds of colleges and universities, however, Norwich University has been recognized as the birthplace of the program.
Some students seek ROTC scholarships before they attend college, which helps cover all or part of tuition and fees (AROTC and NROTC scholarships generally cover full tuition and fees. AFROTC has varying scholarship amounts). In recognition of ROTC participation, and during periods of enrollment in which ROTC funding covers full tuition and fees, the Norwich University ID White Scholarship is provided to pay for on-campus room and board charges.
How to Start:
Students are tasked with asking questions, gathering information and getting their name out there. Start by exploring information on the individual service branch websites. Each branch has a unique ROTC Scholarship application process. It is helpful to start the application process your junior year of high school. If not chosen straight out of high school, don't stop trying! There are plenty of chances to compete for scholarships and commissioning opportunities once college has started.
Students receiving outside scholarships that provide funding for full tuition or full tuition and fees, are awarded a grant in the amount of room and board charges from Norwich University when residing on campus. Federal and State aid will be awarded according to regulations if the student completes a FAFSA and/or state applications. Examples of full tuition scholarships include, NSF Service Awards and Smart Scholarships.
Students who become eligible for tuition remission or tuition benefits provided by Norwich University or its partners after being notified of their initial academic scholarship and grant eligibility, will be reevaluated according to the packaging policy for which they are most eligible. All other aid is awarded according to state and federal guidelines.
Students obtaining degrees in our online degree programs are considered for a variety of scholarship awards based on their admission application through the College of Graduate and Continuing Studies. Please click here for more detailed information regarding scholarships available for online Degree Completion and Graduate Studies.