Employment Policies – Dallas College

Please review these policies for work-study students and contact Financial Aid with any questions.

Criminal Background Check and Onboarding

A criminal background check is not required for all work-study positions. However, if a criminal background check is required for your position, you must successfully pass a criminal background check before you can be hired. Dallas College Human Resources will send you instructions via the email address that you provided on your job application to complete your criminal background check.

If a criminal background is not required for your position, the Human Resources Office will notify you about the next step in your onboarding process.

You must complete a criminal background check (if required) and all other onboarding requirements, including providing I-9 documentation, in HR and sign up for direct deposit before starting work. You must not begin working until all onboarding documentation is received and processed by the Department of Human Resources at Dallas College. You will receive a monthly paycheck through direct deposit at the same time as regular Dallas College employees.

Timesheet Submission Guidelines

Timesheets must be submitted and approved by the supervisor before the HR lock date.
Timesheets submitted after the lock date will not be processed for that month’s pay period. Instead, they will be paid in the following month’s pay period.
Work proactively with your manager to ensure timesheets are submitted on time.

Work-Study Student Guidelines

Students are not permitted to work during scheduled class meeting times.
Depending on eligibility, students may work up to 19.5 hours per week.
A minimum 30-minute break is required for students working more than five consecutive hours in one day.
Students working eight hours in a day must take a full one-hour lunch break, which must be documented on the timesheet.

Work-Study Award Cancellation

The Financial Aid Office may cancel a student’s work-study award if the student:

Fails to maintain Satisfactory Academic Progress (SAP).
Does not report to the work site within three business days of the expected start date stated in their offer letter or fails to notify the supervisor to discuss possible delayed start date.
Receives additional grants or scholarships not reported at the time the work-study offer was made.
Works during scheduled class times after multiple warnings.
Falsifies a timesheet by submitting hours not actually worked.

Termination

A work-study student may resign, or a supervisor may terminate employment for unacceptable job performance, conduct or dependability.
All terminations must be submitted in Workday for HR review.
The supervisor is responsible for documenting justification for termination and notifying both the work-study coordinator and HR.

Working During Breaks and Holidays

Student workers may work during semester breaks with supervisor approval if funding is available.
Students are not permitted to work on holidays observed by Dallas College where campuses and offices are closed.
Students are not eligible for paid time off due to illness, vacation or bad weather.
Students are paid only for actual hours worked and approved by their manager.

Continuation of Employment

Due to limited funding availability, work-study employment is approved for one semester/payment period at a time.

At the end of each semester/payment period, the Financial Aid Office will evaluate funding availability and verify that students meet Satisfactory Academic Progress (SAP) standards. To continue in the program, students must:

Meet SAP requirements at the end of each semester.
Submit the Dallas College Work-Study Renewal Form at least three weeks before the semester ends. Renewal forms are available from your supervisor.

Failure to meet either condition will result in automatic cancellation of the work-study award and termination from the program.

If you do not submit a renewal form by the deadline, your work-study position will be terminated.