Skip to main content Skip to secondary navigation

Student Application

Summer and Academic Year Programs

There are two separate CSWS programs – Summer and Academic Year, with separate applications for each. You must reapply for each new session; for example, if you participate in CSWS over the summer and wish to continue working with the same organization during the academic year, you will need to reapply at the end of the summer session. If you continue to work past the end of the session without reapplying for the new session, your job is no longer covered by the CSWS program and your employer becomes responsible for 100% of your wages.

Summer

  • Program runs June 22–September 15
  • Due to COVID-19, the application deadline is Rolling as funding permits.

Academic year

  • Program runs September 24–June 14
  • Deadlines:
    • Fall quarter: Friday, October 25 at 12:00 noon
    • Winter quarter: Friday, February 14 at 12:00 noon
    • Spring quarter: Friday, April 24 at 12:00 noon

 

Application process

Follow the steps below to apply for the program. If you have questions, please email the CSWS staff.

1

Request
authorization

Request authorization from the Financial Aid Office verifying your eligibility. You'll receive a return email that reads, “This is Your Official Authorization,” which you should then forward to Yvette Zepeda

*For the Financial Aid Office to determine your summer eligibility, you must complete the  FAFSA application for the upcoming academic year.

Some applicants who are ineligible for work-study during the academic year may in fact be eligible for work-study during the summer. Therefore, it is important to verify your work-study eligibility for the academic year and summer programs separately.

2

Find an
appropriate
job

It's up to you to find a placement in an organization or department, arrange an interview, and negotiate a job description.

Make sure your host organization reviews the program requirements on the Community Partner Organizations page. Also review the "Partner Organization Eligibility" section to understand what organizations will qualify for the CSWS program. For questions, contact Program Director Yvette Zepeda.

3

Complete the
Student
Application

The Summer and Academic Year programs have different application forms. Make sure you use the correct one!

4

Ask your host
organization
to complete the
Community
Partner
Application

Your partner organization supervisor must also apply online, using the appropriate Summer or Academic Year form.

5

Obtain nonprofit
status verification

Nonprofit organizations can verify their 501(c)3 status with a letter that includes their federal ID number. Public or government agencies may submit a letter on official letterhead as verification of affiliation. Email  a copy of this letter to Yvette Zepeda at the Haas Center.

6

Complete the
Community
Partner Contract

Please obtain all the appropriate signatures on the same contract. 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. Obtain electronic signatures and email the completed contract to cswsprogram@stanford.edu.
When emailing, include your full name and the name of your community partner in the Subject line.

Community Partner Contract Summer (The student will request the Partner Recommendation Form /Application--Contract included--via SOLO)

Community Partner Contract - Academic Year

All signatures must be on the same electronic document. Have the supervisor, additional signator, and Chief Financial Officer of the organization complete and sign the same contract electronically.

7

Complete your
I-9 form

Required only if you are a first-time university employee. Print the I-9 form, complete Section 1, and schedule an appointment with Clara Wong. Bring your original accompanying documents.

8

Receive
approval

The selection committee will review your application and inform you in writing once you've been approved for the CSWS program.

9

Notify your
supervisor

Let your partner organization know when you're approved for the CSWS program and the hours you will be working. If you decide not to work with them after submitting your application, please notify Yvette Zepeda at the Haas Center immediately.

10

Attend a
mandatory
orientation

All CSWS participants must attend an orientation at the Haas Center arranged by the CSWS program director.

 

Selection Process

Applications are reviewed by a selection committee made up of Haas Center staff, and approved participants are notified as soon as possible. Selection criteria include:

  • Adherence to all existing federal program guidelines regarding the nature of the placement and population served
  • Quality of the application essay, and the placement opportunity and job description developed by the partner organization
  • Overall value of the experience for the student
  • Level of financial need

For Summer program applicants, priority is given to students who have not participated in the summer CSWS program or are participating for their second summer, and who can commit to working for at least 35 hours per week for nine consecutive weeks.

Wages

The Financial Aid Office determines the student's eligibility and the maximum earnings allowed per quarter during the academic year. Hourly wages are determined by supervisors and approved by the CSWS program director based on previous Stanford work experience and the job requirements.

The Stanford suggested minimum wage for the Academic year program is $15.75–$16.00 per hour. Once your hourly wage and eligibility limit have been established, you must provide this information to your host organization.

The Summer program wage is a set rate and is reviewed each year. In summer 2020, the wage was set at $19.00 per hour, or $7,000 per quarter. This rate was established to adjust for the cost of education expenses and a livable wage in the San Francisco Bay Area.

Time sheets

See payroll deadlines and a sample timesheet on the Resources for Students page.

In general, time sheets from outside agencies are submitted to the Haas Center for processing according to the University’s regular schedule. Any time sheets submitted after the grace period are sent to the community organization or department for 100% reimbursement at the end of the quarter.

Information about Axess time sheet procedures is provided during the program orientation. Axess time sheets that are not submitted online and approved by your supervisor by the deadline are not paid. No late submissions. You may be asked to exit the program if regular, accurate, supervisor-signed time sheets are not submitted on a timely basis.

Students are responsible for tracking wages earned and not exceeding their eligibility limit. Neither the Haas Center nor the Financial Aid Office is responsible for monitoring this, and any hours worked in excess of your limit are billed to the partner organization at the full hourly rate. The University does not compensate any wages paid to you in excess of your eligibility limit.