June 2025

Dear FWS Supervisors, Timecard Approvers, Business Administrators, and Constituents, 

Summer’s on the Horizon!

As the academic year winds down and campus starts to quiet just a bit (aside from the hum of lawnmowers and electric leaf blowers), it’s time to turn our attention to end-of-year wrap-up and summer planning. While the Federal Work-Study (FWS) wage subsidy takes a well-deserved summer break, we’re already looking ahead to a strong start in the fall.

In this issue—and throughout the summer—we’ll keep you updated with tips, reminders, and exciting updates to help you and your student employees hit the ground running when the new academic year begins.

Here’s to sunny days, smooth transitions, and a bit of well-earned rest!

Thank you,

-The FWS Team

1801 Hinman Ave
Evanston, IL 60208
Web: undergradaid.northwestern.edu/work-study/

You are receiving this newsletter because you either subscribed or were identified in myHR records as supervising a student employee currently or previously paid FWS wages. If you would like to unsubscribe from this list, please click here. 

Important Dates

• June 14: Last day students may earn FWS wages for 2024-25 - (See Summer Transition & Employment Record Housekeeping below).

• June 14: End of Spring Quarter.

• June 15- September 13: No FWS during Summer - (See Summer Transition & Employment Record Housekeeping below.)

• June 19: Juneteenth National Independence Day - (University closed).

• June 23: @ 1 p.m.: Supervisor timecard approval for FWS wages earned through 6/14/25.

• June 27: Last day to submit 2024-25 FWS adjustments, including retroactive payments. Contact us before making any adjustments to ensure you have the appropriate information necessary for journals or timecard adjustments. Failure to do so could result in FWS program reconciliation errors and lead to audits of NU’s participation in the FWS program.

• June 30: end of Federal fiscal year - NO MORE FWS ADJUSTMENT.

• July 4: United States Independence Day- (University closed).

• August 15: Jobs for 2025-26 published to the NU Student Job Board on the NU Student Employment website.

• DATE CHANGE! - September 15: Student Employment Job Fair - (Details coming later this summer!).

• September 14: First day eligible students may earn FWS in 2025-26.

• September 16: First day of Fall Quarter.

Updates

Undergraduate student jobs marked 2025-26 on NU Student Job Posting Form will be posted starting 8/15/2025 to allow equal opportunity for first-year, transfer, and returning students to apply.

• When required training precedes a job start date, that training must be paid. Therefore, the start date on the job posting should be set to account for the first day of training! If this is before 9/1/25, select the current academic year on the form.

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Summer Transition & Employment Record Housekeeping

On or before 6/15/2025:

1. Review and update funding dates in myHR:
   • If your student will work over the summer starting 6/15/25, add a new row to the myHR Temp Funding panel to switch to department wages (account 60120):
   • 
   • (myHR Temp Funding Panel image is for reference only and does not correlate to this year's specific FWS stop funding dates)
   • If your student exhausted their FWS earnings limit during the academic year, we have likely already updated their funding to department wages. Please double-check to ensure earnings are set to department wages in the summer nonetheless. 
2. Terminate inactive student employment records to free up space in HR systems and reduce future timekeeping errors.
   • If the student has worked in many months and does not plan to return to their role, it is wise to terminate!
   • Students leaving/graduating NU must have their student jobs terminated, paperwork submitted to rehire as a non-student temp, and a background check completed. The move from student to non-student cannot be processed via the Manage Temp Job panel.
     • See detailed instructions: askhr.deskpro.com/guides/managing-temporary-employees/using-the-transfer-function
3. Check for expiring appointments (myHR > Workforce Administrator > Reports > Position Management > NWPOS001 Expiring Appointments).
   • Submit a reappointment request to HR as soon as possible before the appointment expiration date! Failure to do so may result in:
     • Missed paychecks on expected pay dates
     • Loss of myHR or Workforce access
     • Unintended appointment terminations

For support, please contact your unit’s Business Administrator or askHR@northwestern.edu.

Performance Management

Feedback is important and helps students grow professionally. While not a FWS program requirement, we encourage you to establish evaluation procedures and schedules. Ideally, evaluations should occur at least annually or upon the appointment end date.

Merit and longevity pay increases are at the supervisor’s discretion, however, we suggest a $.05 hourly pay increase for each quarter of continuous service.

Congratulations to the SEOTY Nominated Students & Winners 

Over 65 student nominations were received for Student Employee of the Year (SEOTY) in the following categories: Community Service, Leadership, Technology and Innovation, Critical Thinking, and Community and Belonging categories.

See the 2025 winners here.

Special thanks to all employers who took the time to submit nominations and for our campus partners in evaluating and judging the nominations!

FAQ’s

Check out our Employer FAQs list!

Don’t see your question? Email us!

Contact Us

Our team is here to help. Please don’t hesitate to reach out to the Work-Study Office at nuworkstudy@northwestern.edu. We are happy to support you and ensure the program runs smoothly.