****SEE IMPORTANT NOTE ON CSWS PROGRAM MAIN PAGE****
THE 2020-21 ACADEMIC YEAR PROGRAM IS NOW OPEN. THERE IS A NEW PROCESS THROUGH THE SOLO PORTAL. YOUR PARTNER APPLICATION WILL BE SENT TO YOU BY YOUR PROSEPCTIVE STUDENT PARTICIPANT.
The 10% Community Partner contribution is waived for the Academic Year 2020-21, subject to change per Univesity policy, as a result of covid-19.
Community Service Work-Study (CSWS) is a federally-supported program that provides academic year and summer employment opportunities for currently enrolled students who receive financial aid at Stanford. It allows them to combine the financial need to work with the personal goal of helping the community.
The CSWS program aims to:
If you have any questions about the CSWS program, please contact Yvette Zepeda, the program director.
There are two separate CSWS programs with two separate application processes. For the 2020-2021 academic year, the Academic Year program begins September 21, 2020 and ends June 14 , 2021 while the Summer program begins June 21, 2021 and ends September 10, 2020. Dates are subject to change based on the Financial Aid Office/University's response to covid-19. We will use a new application process with the Summer 2021 program. Students will use the SOLO platform to search and apply for opportunities and to request an application be sent to their prospective partner organization.The Academic Year Application process will also change to SOLO for 2020-2021. -Dates are subject to change as per Financial Aid response to covid-19.
Organizations can hire students to work part-time during the academic year while they are on campus taking classes. Stanford's Financial Aid Office will determine the maximum allowable earnings for each student depending on the student's financial aid award and will specify this amount in the student's acceptance letter.
If your organization is interested in participating in CSWS during the summer, you must apply separately from the academic year program, even if you are working with the same student. If the student continues to work for you without reapplying, you will be responsible for 100% of the student’s wages.
All work-study students are officially employed through Stanford University. The university pays the student, and then is reimbursed by the community partner organization (10%) and the federal government (75%). Stanford University pays the remainder of the student's wages. The community organization’s contribution is paid to Stanford upon billing at the conclusion of the student’s work.
Stanford determines the pay rate for each student based on the university’s standard scale for student employee wages and taking into account previous Stanford work experience and the job requirements. The suggested minimum wage for 2020-2021 is $15.75 per hour, and Haas Center staff starting wage is approximately $15.75 - $16.00 per hour. The summer wage is set at $19.00/hr - $7,000/qtr. The rate is based on a livable wage for the Stanford and San Francsicso Bay Area and is intended to help students with their tuition and education related expenses.
Example: A student works part-time during the academic year, 10 hours per week for 20 weeks at $15.75 per hour:
|Hours worked||Total student wages||Cost to organization|
(10 hours x 20 weeks)
Reimbursement must come from the organization (not an individual), be paid to Stanford University (not directly to the student), and must be received in a timely manner upon billing. No other form of compensation (housing, travel, etc.) from the organization is acceptable in place of the wages reimbursement. Students may not deduct 10 percent from their salary to subsidize the host organization’s payment.
It is the responsibility of the student to print a copy of their completed online time sheet, have their supervisor sign it, and submit the signed copy of each timesheet to the CSWS office. Student work hours must be verified by the supervisor and may be subject to federal and university audits. When signing off on time sheets, supervisors should check to make sure students are not working hours in violation of program restrictions. Students may be asked to stop working if timesheets are not submitted in a timely manner.
Students are instructed to confirm their eligibility to participate in the program with the Stanford Financial Aid Office before approaching organizations. Many students who are U.S. citizens with financial aid packages from Stanford qualify. Students and their partner organizations are responsible for knowing how much money they are making and when they have reached their eligibility limit. Student must stop working their CSWS job, and stop receiving federal funding once their allocation has been reached. Failure to do so will jeopardize future program participation and University federal funding. The university does not compensate any hours worked in excess of a student’s approved allocation.
Haas Center staff screen all organizations and job descriptions to confirm that they meet the program’s federal guidelines as follows:
The Haas Center is not involved in organizations’ interview and selection processes. Organizations make their own decisions about which students they feel can make useful contributions to their organizations. Once the organization feels they have identified a student, supervisor and position that are a good fit, authorized representatives of the community partner organization must complete the Partner Organization Application and Partner Organization Contract and submit via the appropriate Summer or Academic Year process.
A designated mentor from the organization must supervise, train, and advise the student. This person cannot be a relative of the student. Supervisors must supervise student on-site. Any remote or off-site work is not permitted. The university provides some limited, general work orientation, but this does not equip students with the knowledge and skills needed to do their specific job well. Supervisors should adequately orient, train, and help students reflect upon and learn from their experiences. This can take the form of helping the student understand the big picture through exposure to organizational structure, mission, goals, and priorities, attending staff meetings, if appropriate, and learning about developments in the field.
In addition to providing appropriate supervision, organizations must:
The Haas Center for Public Service reserves the right to refuse funding if the job description or the partner organization does not meet the program or federal guidelines to complete satisfaction. Organizations who participate in the program from year to year must complete the entire application (including job description and contract form) for each position every year. Organizations may work with more than one student, in which case they should submit more than one application. However, due to the high level of student interest and limited federal funding, the CSWS summer program can only support up to five students at any one organization.
Should your student be injured on the job or experience Title IX or sexual harrassment exposure, please contact Yvette Zepeda by calling (650) 725-7407 and emailing email@example.com within 24 hours. Your student is an employee of Stanford University while in the program and the university must be aware of all such events in order to provide support.
The CSWS Summer 2020 Application has moved to the Stanford SOLO platform. Partner organizations will receive a Recommendation/Application request from your student. Please complete and upload a copy of your 501c3 document and signed Contract to complete this Application.
5. Complete the appropriate Partner Organization Contract. Please obtain all the appropriate signatures on the same contract and submit. The contract is downloadable and editable and does not need to be printed. Instead, download the contract and use the "Edit Text" option in the Adobe PDF application it opens in. For the Academic Year, please obtain electronic signatures and email the completed contract to firstname.lastname@example.org. When emailing, include student full name and the name of the Community Partner in the Subject line. For the Summer Application process, please upload the completed and signed Contract with your Recommendation/Application.
Summer Contract 2020 - The student will send their supervisor a Partner Recommendation Form/Application which includes the Contract.
6. Student completes required paperwork. Your student must submit a Student Application and any other forms necessary to complete the process. Work with your student to ensure their application is complete. A complete application includes your Application and:
Your student will let you know once they have completed the application process and been approved for the program. Incomplete applications will not be considered, and students must not begin work until they have received written program approval and attended a mandatory CSWS orientation.
If you have any questions about the application process or any other aspect of the program, please contact Yvette Zepeda.