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Community Partner Organizations

CSWS students at a community organization

****SEE IMPORTANT NOTE ON CSWS PROGRAM MAIN PAGE****

THE 2020 SUMMER PROGRAM IS NOW CLOSED. WE RECEIVED A HIGH VOLUME OF APPLICATIONS AND WE APPRECIATE YOUR PATIENCE WHILE WE REVIEW  THE APPLICATION MATERIALS.

The 10% Community Partner contribution is waived for the summer 2020. 

 

What is Community Service Work-Study?

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:

  • Provide students a hands-on learning experience outside of the classroom.
  • Help students develop professional skills.
  • Encourage students to explore public service career opportunities at Stanford and beyond.
  • Provide additional capacity for nonprofit organizations and government agencies.
  • Encourage positive, reciprocal relationships between organizations and students.

If you have any questions about the CSWS program, please contact Yvette Zepeda, the program director.

Summer and Academic Year Programs

There are two separate CSWS programs with two separate application processes. For the 2019-2020 academic year, the Academic Year program begins September 24, 2019 and ends June 14 , 2020, while the Summer program begins June 22, 2020 and ends September 15, 2020. We will use a new application process starting with the Summer 2020 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 remain the same for 2019-2020.

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.

Student 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 2019-2020 is $15.30 per hour, and Haas Center staff starting wage is between $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
200
(10 hours x 20 weeks)
$3,150 $315


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.

Student Eligibility

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.

Partner Organization Eligibility

Haas Center staff screen all organizations and job descriptions to confirm that they meet the program’s federal guidelines as follows:

  1. The partner organization must be a U.S. federal, state or municipal public agency or private nonprofit organization as certified by the IRS. Organizations must provide a letter and Federal I.D. number as verification of their tax-exempt status.
  2. The partner organization and position must directly benefit the community beyond Stanford University. Community service is defined as services designed to improve the quality of life for community residents, particularly low-income individuals, or to solve particular problems related to their needs:
    • Health care, child care, literacy training, education (including tutorial services), welfare, social services, transportation, housing and neighborhood improvement, public safety, crime prevention and control, recreation, rural development and community improvement
    • Support services for students with disabilities
    • Activities in which a student serves as a mentor for such purposes as tutoring; supporting educational and recreational activities; and counseling, including career counseling
  3. Although the following jobs may be in the nonprofit sector, they are not considered in the public interest according to federal guidelines, and work-study funds may not be used to pay students employed in them:
    • Jobs that primarily benefit the members of an organization that has membership limits, such as a credit union, fraternal or religious order, labor union or a cooperative
    • Jobs involving any partisan or nonpartisan political activity or association with a faction in an election for public or party office
    • Jobs working for an elected official
    • Jobs that consider the student's political affiliation for hiring purposes
    • Jobs that involve lobbying on the federal, state, or local level
  4. Students may be employed in community service positions that provide either direct or indirect services to the community.
  5. No international focused work is allowed through this program, even with a U.S. based organization.
  6. No research work is allowed through the program (including policy-related research at think tanks, etc.)
  7. Students must have an on-site supervisor who is not a family member or relative and who provides ongoing guidance and mentorship. On-site supervision is required.
  8. Any regular remote/off-site work is not permitted. Amidst the Shelter-in-Place order, remote work is permitted for CSWS summer 2020 - see important note on landing page 
  9. Students supported by this program cannot displace current employees.

 Hiring Process

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.

Work Conditions and Restrictions

  • Students cannot exceed their maximum allowable earnings.
  • During the academic year, students cannot work more than 15 hours a week or eight hours a day.
  • Students may work eight hours a day during summer or academic year winter or spring breaks as long as consistent with university holiday schedule andother univesity policies.
  • When working eight hours, students are entitled to two 15 minute rest breaks and one 30 or 60 minute meal break.
  • During the summer program, students cannot work more than 40 hours a week or 8 hours a day.
  • Absolutely no holiday work or overtime is allowed.
  • No more than five CSWS students may work at any one organization.
  • Students paid through the university for more than one position (work-study or otherwise) may not exceed 15 hours a week during the academic year (40 hours a week during the summer) or eight hours a day for the two jobs combined.
  • Students may not work remotely off-site.
  • Students may not be supervised by other students, parents, or family members. 
  • Timesheets must be signed by a paid employee of the partner organization or its affiliate.
  • Students supported by this program cannot displace current employees.
  • Students may not participate in another Cardinal Quarter Opportunity (such as a fellowship placement) and a CSWS job simultaneously.
  • Students may not begin working until their application packet is approved via email and they attend a mandatory program orientation.
  • Students may be terminated from the program if supervisor-signed timesheets are not submitted on a regular and timely basis.
  • During the academic year program, students may not work past June 15 without reapplying to the summer program.
  • During the summer program, students may not work past September 15 without reapplying to the academic year program.
  • Students must adhere to the university holiday schedule (e.g., Thanksgiving, Winter Break).

Partner Organization Responsibilities

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:

  • Have a clearly defined project or role appropriate for a college-level student (see sample job description).
  • Agree to complete an evaluation of the student’s job performance and the overall program at the completion of the student's work.
  • Submit timely payment of their contribution toward the student’s wages and benefits upon billing. Billing generally occurs 5-6 weeks after the conclusion of the academic year program. Organizations that fail to submit their 10% contribution to the university within a reasonable time frame (generally 30 days from invoice) will not be allowed to participate in the program in the future.
  • Retain copies of all paperwork (job descriptions, contracts, and time sheets) for their own records.
  • Comply with Stanford's non-discrimination and sexual harassment policies.

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 yvetteg@stanford.edu 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.

  1. Find a student. Identify the particular student(s) with whom you would like to work. If an interested student has not already approached your organization, you can publicize your job opportunity to students through BEAM's jobs and the Haas Center's Service 4 All email list and Cardinal Quarter Connections database. For further information on how to take advantage of these resources, contact Yvette Zepeda.
  2. Student obtains authorization. Your student must first obtain official authorization to participate in the program through Stanford’s Financial Aid Office.
  3. Apply for the Summer or Academic Year program. These are two separate programs – please make sure to use the correct form. 
  4. Complete the appropriate Host Organization Application form:
  • Partner Application – Summer 2020
    The student will send their supervisor a Partner Recommendation Form/Application to complete via SOLO.
    • Summer quarter: Early Application Deadline-Friday, February 14, 2020, Final Deadline, Friday April 10, 2020, noon
  • Partner Application – Academic Year
    • Application 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

   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 cswsprogram@stanford.edu.  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.  

 Academic Year Contract 2019-20

   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:

  • A letter verifying your 501(c)3 status that includes your federal ID number; and
  • A copy of the completed and signed Partner Organization Contract

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.

Resources

 Supervisor Handbook


Supervisor Evaluation


If you have any questions about the application process or any other aspect of the program, please contact Yvette Zepeda.