Activity 5: Federal Work-study Program and Job Location and Development
Program

Regulations:
[**675.10**](http://frwebgate.access.gpo.gov/cgi-bin/get-cfr.cgi?TITLE=34&PART=675&SECTION=10&TYPE=TEXT)
(Selection of students),
[**675.19**](http://frwebgate.access.gpo.gov/cgi-bin/get-cfr.cgi?TITLE=34&PART=675&SECTION=19&TYPE=TEXT)
FWS (Fiscal procedures and records),
[**675.36**](http://frwebgate.access.gpo.gov/cgi-bin/get-cfr.cgi?TITLE=34&PART=675&SECTION=36&TYPE=TEXT)
(Job location and Development (JLD)---Procedures and records) and
[**675.49**](http://frwebgate.access.gpo.gov/cgi-bin/get-cfr.cgi?TITLE=34&PART=675&SECTION=49&TYPE=TEXT)
(Work Colleges Program---Procedures and records)

Review Section:

-   Selection of students

-   Fiscal Procedures and Records

-   Job Location and Development (JLD) Procedures and Records

-   Work Colleges Program Procedures and Records

Good Practices:

To assist you with the completion of this Policy and Procedure, we
recommend that you consider\
the following:

-   Consider developing the Policies and Procedures in a manual or an
    electronic format with a table of contents for easy reference

-   Develop a schedule to test, review and update your manual.

-   Establish a team that incorporates all appropriate offices to assist
    in the review and writing of the procedure.

Instructions for completing this activity: We recommend that you refer
to your current policies and procedures to determine if your institution
meets the requirements listed above in the Review Section and set forth
in the Federal Regulations. Please review the appropriate sections in
the Code of Federal Regulations (the link is provided for you), and the
activity below, to determine if your institution is currently meeting
those requirements. Use the activity as a chart and checklist to assist
you with evaluating and/or developing your policies and procedures.
Remember, you are required to have policies and procedures and are
responsible to follow the procedures you develop. An auditor or program
reviewer can cite your school for not having polices and procedures and
for not following them.

+-----------------------------------------------------------------------+
| Reminder:                                                             |
|                                                                       |
| It is important to have your policy and procedures in writing. It is  |
| equally important however, to ensure that the process is being        |
| followed. We recommend that you test your policy and procedures by    |
| completing the recommended assessment(s) outlined in the Design       |
| Process for Policies and Procedures. Also, remember to\               |
| train your staff on the procedures you develop or revise.             |
+-----------------------------------------------------------------------+

Management Enhancement:

If you determine that an area requires improvement, it is recommended
(not required) that you consider completing a Management Enhancement
Form. This will help you track what needs to be included who is
responsible to make sure the policy and/or procedure is updated and
identifies an anticipated completion date. [Management Enhancement
Form](http://ifap.ed.gov/qamodule/MgtEnhancementWk.html).

**Topic:** Selection of students

Regulation:
[**675.10**](http://frwebgate.access.gpo.gov/cgi-bin/get-cfr.cgi?TITLE=34&PART=675&SECTION=10&TYPE=TEXT)

+--------------------------+--------------------+---------------------+
| Selection of Students    | Located In         | Offices Involved    |
+--------------------------+--------------------+---------------------+
| -   Establish selection  |                    |                     |
|     procedures and those |                    |                     |
|     procedures must be   |                    |                     |
|     uniformly applied,   |                    |                     |
|     in writing and       |                    |                     |
|     maintained in the    |                    |                     |
|     institution's file.  |                    |                     |
+--------------------------+--------------------+---------------------+
| -   Procedures to make   |                    |                     |
|     funds reasonably     |                    |                     |
|     available, to the    |                    |                     |
|     extent of available  |                    |                     |
|     funds to all         |                    |                     |
|     eligible students.   |                    |                     |
+--------------------------+--------------------+---------------------+
| -   Part-time and        |                    |                     |
|     independent          |                    |                     |
|     students. If an      |                    |                     |
|     institution's        |                    |                     |
|     allocation of FWS    |                    |                     |
|     funds is directly or |                    |                     |
|     indirectly based in  |                    |                     |
|     part on the          |                    |                     |
|     financial need       |                    |                     |
|     demonstrated by      |                    |                     |
|     students attending   |                    |                     |
|     the institution as   |                    |                     |
|     less than full time  |                    |                     |
|     or independent       |                    |                     |
|     students, a          |                    |                     |
|     reasonable portion   |                    |                     |
|     of the allocation    |                    |                     |
|     must be offered to   |                    |                     |
|     those students.      |                    |                     |
+--------------------------+--------------------+---------------------+

**Topic:** FWS (Fiscal procedures and records)

Regulation:
[**675.19**](http://frwebgate.access.gpo.gov/cgi-bin/get-cfr.cgi?TITLE=34&PART=675&SECTION=19&TYPE=TEXT)

+--------------------------+--------------------+---------------------+
| **FWS: Fiscal Procedures | **Located In**     | **Offices           |
| and Records**            |                    | Involved**          |
+--------------------------+--------------------+---------------------+
| -   Establish and        |                    |                     |
|     maintain an internal |                    |                     |
|     control system of    |                    |                     |
|     checks and balances  |                    |                     |
|     that insures that no |                    |                     |
|     office can both      |                    |                     |
|     authorize payments   |                    |                     |
|     and disburse funds   |                    |                     |
|     to students.         |                    |                     |
+--------------------------+--------------------+---------------------+
| -   If an institution    |                    |                     |
|     uses a fiscal agent, |                    |                     |
|     outline what         |                    |                     |
|     ministerial acts     |                    |                     |
|     that\                |                    |                     |
|     agent performs.      |                    |                     |
+--------------------------+--------------------+---------------------+
| -   Identify how the     |                    |                     |
|     school maintains     |                    |                     |
|     funds received under |                    |                     |
|     FWS and required     |                    |                     |
|     under                |                    |                     |
|     [668.16              |                    |                     |
| 3](http://frwebgate.acce |                    |                     |
| ss.gpo.gov/cgi-bin/get-c |                    |                     |
| fr.cgi?TITLE=34&PART=668 |                    |                     |
| &SECTION=163&TYPE=TEXT). |                    |                     |
+--------------------------+--------------------+---------------------+
| -   The process to       |                    |                     |
|     insure the school    |                    |                     |
|     follows the record   |                    |                     |
|     retention and        |                    |                     |
|     examination          |                    |                     |
|     provision in         |                    |                     |
|     [675                 |                    |                     |
| .19](http://frwebgate.ac |                    |                     |
| cess.gpo.gov/cgi-bin/get |                    |                     |
| -cfr.cgi?TITLE=34&PART=6 |                    |                     |
| 75&SECTION=19&TYPE=TEXT) |                    |                     |
|     and                  |                    |                     |
|     [668.                |                    |                     |
| 24](http://frwebgate.acc |                    |                     |
| ess.gpo.gov/cgi-bin/get- |                    |                     |
| cfr.cgi?TITLE=34&PART=66 |                    |                     |
| 8&SECTION=24&TYPE=TEXT). |                    |                     |
+--------------------------+--------------------+---------------------+
| -   Establish and        |                    |                     |
|     maintain program\    |                    |                     |
|     and fiscal records   |                    |                     |
|     outlined in\         |                    |                     |
|     [675.19(1)(ii)       |                    |                     |
|     (iii)(i              |                    |                     |
| v)](http://frwebgate.acc |                    |                     |
| ess.gpo.gov/cgi-bin/get- |                    |                     |
| cfr.cgi?TITLE=34&PART=67 |                    |                     |
| 5&SECTION=19&TYPE=TEXT). |                    |                     |
+--------------------------+--------------------+---------------------+
| -   A process to         |                    |                     |
|     coordinate and       |                    |                     |
|     submit a Fiscal      |                    |                     |
|     Operations Report    |                    |                     |
|     plus other           |                    |                     |
|     information the      |                    |                     |
|     secretary requires.  |                    |                     |
|     A process to insure  |                    |                     |
|     that the information |                    |                     |
|     reported is accurate |                    |                     |
|     and shall submit it  |                    |                     |
|     on the form and at   |                    |                     |
|     the time specified   |                    |                     |
|     by the Secretary.    |                    |                     |
+--------------------------+--------------------+---------------------+

**Topic:** Job location and Development (JLD)---Procedures and records

Regulation:
[**675.36**](http://frwebgate.access.gpo.gov/cgi-bin/get-cfr.cgi?TITLE=34&PART=675&SECTION=36&TYPE=TEXT)

+--------------------------+--------------------+---------------------+
| JLD: Procedures and      | Located In         | Offices Involved    |
| Records                  |                    |                     |
+--------------------------+--------------------+---------------------+
| -   Procedures and       |                    |                     |
|     records concerning   |                    |                     |
|     the administration   |                    |                     |
|     of a JLD project     |                    |                     |
|     which are governed   |                    |                     |
|     under Subpart        |                    |                     |
|     B---Job Location and |                    |                     |
|     Development Program  |                    |                     |
|     [34 CFR              |                    |                     |
|     675                  |                    |                     |
| .31](http://frwebgate.ac |                    |                     |
| cess.gpo.gov/cgi-bin/get |                    |                     |
| -cfr.cgi?TITLE=34&PART=6 |                    |                     |
| 75&SECTION=31&TYPE=TEXT) |                    |                     |
|     Purpose,\            |                    |                     |
|     [34 CFR              |                    |                     |
|     675                  |                    |                     |
| .32](http://frwebgate.ac |                    |                     |
| cess.gpo.gov/cgi-bin/get |                    |                     |
| -cfr.cgi?TITLE=34&PART=6 |                    |                     |
| 75&SECTION=32&TYPE=TEXT) |                    |                     |
|     Program\             |                    |                     |
|     Description,         |                    |                     |
|     [675                 |                    |                     |
| .33](http://frwebgate.ac |                    |                     |
| cess.gpo.gov/cgi-bin/get |                    |                     |
| -cfr.cgi?TITLE=34&PART=6 |                    |                     |
| 75&SECTION=33&TYPE=TEXT) |                    |                     |
|     Allowable Cost, [34  |                    |                     |
|     CFR                  |                    |                     |
|     675                  |                    |                     |
| .34](http://frwebgate.ac |                    |                     |
| cess.gpo.gov/cgi-bin/get |                    |                     |
| -cfr.cgi?TITLE=34&PART=6 |                    |                     |
| 75&SECTION=34&TYPE=TEXT) |                    |                     |
|     Multi-Institutional  |                    |                     |
|     job location and     |                    |                     |
|     development          |                    |                     |
|     programs, [34 CFR    |                    |                     |
|     675                  |                    |                     |
| .35](http://frwebgate.ac |                    |                     |
| cess.gpo.gov/cgi-bin/get |                    |                     |
| -cfr.cgi?TITLE=34&PART=6 |                    |                     |
| 75&SECTION=35&TYPE=TEXT) |                    |                     |
|     Agreement and\       |                    |                     |
|     [34 CFR              |                    |                     |
|     675                  |                    |                     |
| .37](http://frwebgate.ac |                    |                     |
| cess.gpo.gov/cgi-bin/get |                    |                     |
| -cfr.cgi?TITLE=34&PART=6 |                    |                     |
| 75&SECTION=37&TYPE=TEXT) |                    |                     |
|     and Termination and  |                    |                     |
|     Suspension and by    |                    |                     |
|     applicable           |                    |                     |
|     provisions of [34    |                    |                     |
|     CFR                  |                    |                     |
|     675.                 |                    |                     |
| 19](http://frwebgate.acc |                    |                     |
| ess.gpo.gov/cgi-bin/get- |                    |                     |
| cfr.cgi?TITLE=34&PART=67 |                    |                     |
| 5&SECTION=19&TYPE=TEXT). |                    |                     |
+--------------------------+--------------------+---------------------+