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Student Employment Handbook
A guidebook for student employees

TABLE OF CONTENTS

The Student Employment Program for on-campus student jobs allows students to work up to 8 hours a day, up to 19 ½ hours a week*, up to five days a week, Monday-Sunday, for all positions combined. Student employees may start to work as soon as their hiring paperwork has been processed by the Student Employment Office and their supervisor has received a Student Employee Authorization To Begin Employment. Students must complete new hiring paperwork as of July 1st of each academic year, in order to continue to work on campus. Students must stop working if they drop below 6 units of current enrollment.  Students must successfully complete 6 units each semester to be able to continue working as a student employee.

Federal Work-Study students and any student receiving partial work-study funding must stop working the last day of Spring Semester. Students who violate any of these program requirements may be administratively terminated.

*Weekly hours MAY be augmented during spring, summer or winter breaks. Additional hours must be pre-authorized.

 


 

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STUDENT RIGHTS

NONDISCRIMINATION POLICY

Cabrillo Community College does not discriminate on the basis of ethnic group identification, national origin, religion, age, sex, race, color, physical or mental disability or sexual orientation in any of its policies, procedures, or practices. This nondiscrimination policy covers admission and access to, and treatment and employment in, the college's programs and activities, including vocational education. Limited English language skills will not be a barrier to admission to and participation in vocational education programs.

To request more information about equal opportunity polices and the filing of grievances, contact:

Victoria Lewis, ADA Coordinator 479-6406
Beth McKinnon, Section 504 Officer 479-6394
Diane Goody, Asst. Director of Human Resources 479-6261
Sesario Escoto, Dean of Students 479-6525

All of the above can be reached at: 6500 Soquel Drive, Aptos, CA 95003.

The college recognizes its obligation to provide overall program accessibility for students with disabilities. Contact the Section 504 Coordinator to obtain information as to the existence and location of services, activities, and facilities that are accessible to and usable by persons with disabilities.

Inquiries regarding federal laws and regulations concerning nondiscrimination in education or the college's compliance with these provisions may also be directed to:

Office for Civil Rights, Region IX

U.S. Department of Education
Old Federal Building
50 United Nations Plaza , Room 239
San Francisco , CA 94102
(415) 437-7700

SEXUAL HARASSMENT POLICY

It is the policy of the Cabrillo Community College District to provide an educational, employment and business environment free of unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct or communications constituting sexual harassment, as defined and otherwise prohibited by state and federal statutes.

For additional information regarding this policy and the procedures involved, contact the Human Resources Department or Dean of Students.

DRUG FREE CAMPUS

It is the policy of the Cabrillo Community College District to maintain a campus free of the unlawful manufacture, distribution, dispensing, possession or use of controlled substances as listed in Section I-V of Section 202 of the Controlled Substances Act (21 USC Section 812), which includes, but is not limited to, substances such as marijuana, heroin, cocaine, amphetamines, and alcohol.

SMOKING POLICY

Smoking is prohibited at Cabrillo College except for designated parking lots.

BREAKS

If your work period is four hours or longer, you are entitled to a paid 15-minute break. An unpaid ½ hour - one hour lunch break can be arranged with your supervisor if your work shift is four hours or more.

VOLUNTEER SERVICE

An employee of the District is prohibited from volunteering to perform services which are the same type of services that he/she is paid by the District to perform (Fair Labor Standards Act).

SUPERVISION

You have the right to clear instructions, a safe work environment, and all necessary equipment and materials to perform the required work. Your supervisor or their official designee should be available to you on campus at all times when you are working. Student employees are not issued keys and do not have the authority to open or close facilities.

If you have questions about your rights as an employee, please contact the appropriate party as listed, or the Student Employment office.

SAFETY

You have the right to a safe work environment. It is your responsibility to read all available safety literature and to perform the duties of your job in a safe manner. All college employees are required to complete a safety training every two years. Proof of completion must be submitted to the Student Employment Office for each student employee.

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EMPLOYMENT PROCEDURES

STUDENT EMPLOYEES

Term of Assignment

Student employees and work-study students must not work more than 19½ hours a week and not more than 8 hours a day. Student employees may not work more than 5 days, Monday through Sunday.. Work-study students and any student receiving partial work-study funding must stop working the last day of Spring Semester. No work assignment will extend beyond June 30th. Earlier ending dates may be indicated. Hiring paperwork must be completed for each academic year, and for each new work assignment. New hiring paperwork must be completed for any assignment as of July 1 st each year.

Employment Papers

Employment papers, which include a temporary-hourly hiring form, I-9, W-4 form, a criminal history inquiry form and an emergency notification form, must be completed and a Student Employee Authorization to Begin Employment form must be received by the supervisor before the first day of work . Work-study and FAST TRACK students must receive and process their employment papers through the Student Employment office (Rm. 804), other student employee's start the paperwork with the hiring division or department, then bring the paperwork to Student Employment for final processing.. Any hours worked by FWS or FTTW students prior to the date they are authorized to begin employment by Student Employment will be billed back to the hiring department. All required I-9 employment verifications must be completed with the Student Employment office or you cannot start to work or be processed for payroll.

Time Cards

Work-Study and FAST TRACK time cards can be obtained from the Student Employment office. Student Employee time cards can be obtained from the Division/Department Office (who can order them through business Services). The College intends to go to web based time cards in the near future. All supervisors will be given training in this prior to implementation .

Currently, time cards should remain on file at the work station until submitted to the Payroll Office. We strongly suggest that you keep your time card in an area easily accessible to your supervisor so that it can be processed for payroll if you are not scheduled to work on the day it is due. Remember that you must sign it and indicate the correct budget number and pay rate for it to be processed. FWS and FTTW time cards must be first submitted to the Financial Aide Office, and then to Payroll for processing at the end of the pay period.

Type or print clearly all required information on each time card.

  • indicate the number of hours worked next to the appropriate dates ( do not list the time of day involved); do not list time increments of less than ¼ hour.
  • indicate total hours, hourly rate, and total to be paid for the month.
  • be sure that the budget number is correct, your job title and unit status is indicated, and the total hours and days you have worked this year is indicated if appropriate.
  • hours worked weekends and holidays must be initialed by supervisor.


Hours worked on weekends and holidays must be initialed by your supervisor.

The Division or Department for whom you work is responsible for sending completed time cards to the Payroll Office or the Financial Aid Office for processing, on or before the closing date each month (usually the 20th). Time cards received after the closing date will not be processed until the following month.

If you have multiple work assignments in different departments, you must complete a separate time card for each department. Total combined hours must be less than 8 hours a day and 19 1/2 hours a week. Multiple work assignments are the exception, and require advance authorization. You can be terminated from multiple assignments if you do not follow the regulations on allowable hours worked per day per day or week.

All completed BLUE time cards must bear the signatures of the employee, the supervisor, and the Division or Department chairperson or manager, YELLOW time cards must be signed off by the Supervisor and then sent to the Financial Aid Office or Fast Track office as appropriate.

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PRIOR AUTHORIZATION IS REQUIRED TO WORK MORE THAN 19 1/2 HOURS A WEEK.

  • During school breaks, when classes are not in session, special authorization may be received from your supervisor to work more than 19 1/2 hours a week if there is a departmental need and:
  • It is not during Fall or Spring Semesters (except during Spring break); and
  • If hours in excess if 19 1/2 a week are to be worked during Summer session or Winter session, the student employee is not enrolled in that session; and
  • The student employee is pre-enrolled for the next full term in at least 6 units; and
  • The supervisor initials the time card for each week during the pay period that the student works more than the 19 1/2 hour weekly limit.

This authorization does not authorize overtime, or allow for work over 8 hours a day, more than 5 days a week Monday through Sunday, or more than 30 hours a week.

Checks

Checks are issued by the College Bank (inside the Administration Building) on the 10th of the month, following the time card submission date. If the 10th of the month falls on a weekend or holiday, checks are usually available on the last working day prior to the 10th of the month.

You need to present proper picture identification in order to pick up your check.

Multiple Assignments

  • If you receive special authorization to work for more than one office , you need to remember the following:
  • You will need to complete a set of employment papers for each assignment ( the second assignment does not require a full set),
  • You will need to keep a separate time card for each assignment,
  • You must set up a work schedule that is agreeable to all parties concerned,
  • You need to keep an accurate record of your hours and days worked for each assignment.

You may not work more than a combined total of 19½ hours a week, or 5 days in a work week (M-Sun.), or 8 hours in one day. If you exceed these requirements, you will be restricted to working in a single position and department.

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STUDENT RESPONSIBILITIES

Each student employee is an important and valuable asset to the successful operation of Cabrillo College. We want you to enjoy the association and expect that you will put forth your very best effort. The following information is general in nature. Your supervisor will tell you what is expected of you for your specific job assignment.

  1. The people in the office where you are assigned are depending on your help. Continued tardiness or failure to notify your office whenever you cannot report for work can be sufficient grounds for termination of your employment.
  2. You are expected to work the hours assigned and to indicate the number of hours worked on your time card each working day, before you leave. Any departure from this procedure must be approved by your supervisor.
  3. Avoid making appointments that will conflict with your working hours. If you cannot avoid doing so, please notify your supervisor as far in advance as possible.
  4. When answering the telephone, identify the office in which you work. Your supervisor may also wish for you to state your name (for example: " Admissions and Records, John Doe speaking").
  5. Information regarding individual students or staff members that you may come in contact with during the course of your work is considered to be confidential and may not be released without your supervisors specific approval.
  6. Your friends should not visit you during working hours. Personal phone calls are highly discouraged and may be made only with your supervisor's specific permission.
  7. Ask questions whenever you do not understand the instructions given to you; make sure you understand what is expected of you.
  8. Keep your time card up to date, somewhere at your work site where your supervisor has access to it, and submit it to your supervisor prior to the payroll closing date (usually the 20th of the month). If you are working at an off-campus site, you are responsible for getting your time card to your supervisor.
  9. Keep track of the total number of hours you have worked. Work- study students cannot work beyond the total amount of their award. You may be the only one who knows from one month to the next exactly how many hours you have worked.
  10. Work-study students need to notify the Financial Aid Office if your enrollment status changes, or you drop or add units. FAST TRACK students must notify the FAST TRACK office. Both FWS and FAST TRACK students must maintain satisfactory academic progress.
  11. If you are a student employee, you must maintain enrollment in 6 or more units, or check with the Student Employment office for reduced enrollment requirements if you are working during the summer or winter break.  Students who do not complete 6 units each semester may be administratively terminated.  Students who fail to complete 6 units for two consecutive semesters while employed as a student employee  must successfully complete 6 units of academic coursework prior to being re-employed as a student assistant.

WHAT IS FAST TRACK STUDENT EMPLOYMENT (FTSE / FTTW)?

Students who are receiving AFDC/TANF and who are enrolled in a minimum of 6 units may qualify for Fast Track Student Employment (FTSE) funds. Students meeting these two criteria are eligible even if they are not eligible for Federal Work-Study . As a result of a student's financial need and available funding resources, a student may be awarded FTTW based on financial need. Students with FTTW awards can be placed in a work- study/Fast Track job on or off campus and earn wages from the job, up to the amount of the FTTW award. The hours worked each week are determined jointly by the student and the supervisor (not to exceed 8 hours a day and not more than 19 1/2 hours a week).

FTTW placements require either a 25% salary match from the hiring department or the Financial Aid office unless the student is working for a pre-approved off campus non-profit organization.

To receive an award letter, the student brings their registration receipt to the Fast Track office, room 803. Verification of AFDC/TANF status can be done in the FTTW office. FTSE positions are the same as FWS positions.

WHAT IS FEDERAL WORK STUDY (FWS)

The Federal Work-Study (FWS) Program was created under the Federal Economic Opportunity Act of 1964 to provide part-time employment for college students who qualify through the Federal Financial Aid process. As a result of a student's financial aid application, a student may be awarded FWS based on financial need. Students with FWS awards can be placed in a work study job on or off campus and earn wages from the job, up to the amount of the FWS award. The hours worked each week are determined jointly by the student and the supervisor (not to exceed 8 hours a day and not more than 19 1/2 hours a week). Priority application filing is between January 2 -March 2 to receive consideration for a FWS award for the following fall academic term.

Federal Work-Study placements are funded 100% and do not require matching funds unless the student works at an off campus pre-approved non-profit organization.

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WHY PARTICIPATE IN FEDERAL WORK-STUDY?

The only requirement for many entry level FWS jobs is that you have received a financial aid award and go through the referral and hiring process with Student Employment and the Personnel Department. Most FWS jobs are flexible to your school schedule, and give you the opportunity to learn new skills while earning income. We recommend that you target work -study opportunities that are related to your college major where ever possible.

Work is available in many departments and divisions on campus. The sooner a student contacts the Student Employment office for a FWS job once receiving an award, the greater the job possibilities. Some samples of different work areas are:

  • Library
  • EOPS
  • Watsonville Cente
  • Career Center
  • Re-entry Cente
  • Art Tool Room
  • Maintenance Operations
  • Tutorials
  • Computer Science
  • Admissions & Records

A complete listing of over 400 FWS and FTTW jobs is available on-line on the Student Employment web site.

You cannot start to work until all referral and hiring paperwork has been completed by the Student Employment office, and all paperwork has been completely processed by the Personnel Department. The Student Employee Authorization to Begin Employment form must be signed and dated by the Student Employment office BEFORE you begin to work .

WORK-STUDY AND FAST TRACK PROCESS

  • Student receives notification of Federal Work-Study (FWS) award from The Financial Aid Office or notice of FAST TRACK award from FAST TRACK Office.
  • Financial Aid or FAST TRACK staff refers student to Student Employment to review available work-study jobs.
  • Students notify Student Employment staff that they have received an FWS or FAST TRACK award and show their award notification
  • Student Employment staff advises student how the process works for FWS or FAST TRACK and the importance of relating the job to their major and/or future career goals.
  • Student selects from available on-line listed positions and is advised by Student Employment staff how to approach potential supervisors and be sure that the position will be a good match.
  • Students interview potential supervisors, make an agreement with one of the supervisors to work for them, and return to the Student Employment office with a verbal agreement that the supervisor intends to hire the student.
  • Students are given paperwork to complete in the Student Employment office. This paperwork includes the temporary-hourly employment form, a criminal history inquiry form, an emergency notification form and a W-4 form.
  • Student Employment completes additional paperwork, including the student referral form, and time card, and logs the student into the Student Employment office work-study files. Staff provided the student employee a copy of this handbook which includes students rights and responsibilities, payroll timelines, where and when they are paid, etc.), and either the Student Employment Office or the supervisor will explain how to fill out their time card, and how to keep track of their work hours.
  • Students are then processed by Student Employment and complete the I-9 certification and any other required personnel paperwork
  • Students may not start to work until all paperwork is complete and a Student Employee Authorization to Begin Employment form has been received by the supervisor before the first day of work . All 1-9 requirements must be met (The Student Employment Office has a copy of their Driver's License & Social Security Card), before Student Employment will sign off on hiring paperwork.

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STUDENT EMPLOYMENT PROGRAM RESPONSIBILITY BY AREA

DEPARTMENT/DIVISION/MANAGER (or authorized designee)

  • Authorizes position and submits student employee request form on line
  • Verifies allocated budget
  • Interviews and hires student
  • Completes necessary employment paperwork with student
  • Sends completed paperwork to the Student Employment office for approval prior to commencing work assignment

STUDENT EMPLOYMENT OFFICE

  • Verifies position for accurate placement on salary scale
  • Posts available student employment positions on-line
  • Advises students and staff on student employment procedures
  • Verifies unit enrollment requirement
  • Refers students to potential jobs
  • Keeps files and makes reports on student placements
  • Distributes yellow (FWS & FTTW) time cards to individuals and departments
  • Verifies and completes I-9 verification, criminal history form and DMV clearance
  • Completes the Student Employee Authorization To Begin Employment form and notifies the supervisor if the student may begin to work or still needs to complete paperwork prior to completing the hiring process.
  • Processes all hiring paperwork into Datatel
  • Forwards completed paperwork to Payroll Office
  • Maintains student employment records

HUMAN RESOURCES DEPARTMENT

  • Ensures compliance with all legal requirements in hiring and employment
  • Verifies and completes criminal history form and DMV clearance if appropriate

PAYROLL OFFICE

  • Processes paperwork for payment
  • Processes time cards
  • Distributes checks through College Bank
  • Maintains payroll records
  • Generates calendar of time card due dates

SUPERVISOR

  • Lists Student Employee Requests on the on-line system (on-line posting through "Services for the Cabrillo Campus" ) when positions become available. Notifies Student Employment when funding sources change or positions are filled.
  • Assigns and supervises students work and monitors performance. Assures that student hires without DMV clearance (verified by the College) or under 18 years of age do not drive their own vehicle or a college vehicle in the course of their work duties
  • Maintains safe work environment and provides all necessary training, equipment and materials to perform the requirements of the student work assignment
  • Monitors the students work hours to be sure that student works 19 1/2 hours per week or less, does not work more than 8 hours per day or five days Monday - Sunday, and does not work more than their allocated budget allows
  • Provides on-site supervision or assigns a temporary contract staff or faculty member as temporary supervisor if the student is working when the regular supervisor is not physically on campus
  • Approves time card for payment and forwards to Payroll Office in a timely manner
  • Initials to verify each weekend day or holiday worked on time card
  • Maintains employment records
  • Monitors student enrollment to be sure student is enrolled in and completes at least 6 units with a passing grade each semester.

STUDENT

  • Completes all hiring paperwork required by the College in the Student Employment office, i.e.: I-9 documentation, emergency notification form, W-4, Criminal History form and DMV clearance if appropriate . (Students under 18 years of age are not to be hired for positions which require driving)
  • Maintains time card daily, turns in signed and completed time card to supervisor on the last working day of the payroll period
  • Keeps record of all hours and days worked during academic year - if a FWS or FTTW student, monitors hours worked to be sure awarded amount is not exceeded.
  • Follows all established safety procedures and college policies
  • All persons hired for work assignments that require driving a vehicle (their own vehicle or a campus vehicle) must be 18 years of age or older, have a valid California Driver's License, a safe driving record and proof of insurance. Drivers of 15 passenger vans must have a Class B License. Employees who drive on college business must meet all current and future college policies procedures regarding driving and transportation issues. Anyone driving on College business must fill out appropriate paperwork with the Department or Division Office.
  • Maintains enrollment in 6 or more units. Students must stop working if they drop below 6 units. Failure to complete 6 units with a passing grade may preclude future employment as a student employee.

FINANCIAL AID OR FAST TRACK

(for those students with a Federal Work-Study or Fast Track to work award)

  • Notifies student of FWS or FTTW award.
  • Refers students to the Student Employment office for job referrals
  • Monitors students for continued eligibility and notifies students and departments of any change
  • Bills departments if students over earn awards or start of work before the official start date authorized by Student Employment
  • Monitors and tracks student's award and amount earned each semester

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Answers to commonly asked questions:

Can I work more than one job on campus?

Yes, you can work more than one job on campus. However , the total number of hours you work weekly may not exceed 19 1/2 hours a week, more than 8 hours in a day, more than 5 days in a row Monday - Sunday. It is important if you are working more than one job, that your supervisors are aware of your other job, so that you are not scheduled to work in violation of these requirements.

When do I get paid?

Hourly and student employees are paid on the 10 th of the month, following the date that your time card is turned in. Please note, you are only scheduled for payment AFTER the Student Employment Office has processed your paperwork . Payroll periods generally run from the 20 th of one month to the 19 th of the following month. There are some exceptions to this in December and June. Check with your supervisor.

Can I get overtime?

Since students are not allowed to work more than 8 hours a day, or more than 19 1/2 hours a week*, students are not paid overtime wages. Students who violate this requirement may be administratively terminated.

When do I get a raise?

Student and hourly job pay rates are based on the requirements of the position that is listed. There are no raises. Your pay is based on the job you were hired to do, it is not based on the length of time you have been doing the job, how well you do the job, or how far you exceed the requirements of the position. You may qualify for a higher level position after you have gained experience on the job, but the position must be needed, available and funded for you to be able to apply for it.

Do I have to do new hiring paperwork every semester?

Not necessarily. New paperwork is required at the beginning of each fiscal year. You must complete new paperwork as of each July 1 st , if you are re-hired for the next academic year. If you are a Federal Work-Study or FAST TRACK student, and your award is for both semesters, you may keep working as long as you are enrolled in 6 or more units. If your award is for one semester only, you must stop working on the last day of that semester. Federal Work Study and Fast Track students may not work past the last day of Spring Semester, or the last day of the semester if their award is for one semester only.

If you are hired directly by the department, and are working on a blue time card, one of the following hiring scenarios will apply: You may work in that position for as long as you are a enrolled in 6 or more units and your work is satisfactory; or until the end of the fiscal year; or until the project is completed; or until funding is no longer available.

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What happens if I drop below 6 units?

You must stop working immediately if you drop below 6 units of current enrollment at Cabrillo College. You must maintain enrollment in 6 or more units. Failure to complete 6 units with a passing grade may preclude future employment as a student employee.

Can I be fired?

Yes, misrepresenting your self on your application or hiring materials, poor performance, failure to work scheduled hours, lack of available funding, not following College rules and regulations, submitting false hours on a time card or working more than the hours allowed by the Student Employment Program, or any other generally accepted reason to discontinue employment may result in your employment with the college being immediately terminated.

Can I take a break during my scheduled hours?

Yes, Cabrillo employees are granted a paid 15 minute break in the middle of their shift, if they work at least a 4 hour shift. Lunch breaks are provided per LABOR CODE SECTION 512. (a) An employer may not employ an employee for a work period of more than five hours per day without providing the employee with a meal period of not less than 30 minutes, except that if the total work period per day of the employee is no more than six hours, the meal period may be waived by mutual consent of both the employer and employee.

What is Cooperative Work Experience?

Cooperative Work Experience Education (Co-Op or CWEE) allows you to earn units by performing new and expanded work activities related to your educational goals. For information on this program, contact Leslie Read, Co-Op Coordinator at 477-5650.

Why do I have to fill out the criminal history inquiry form and be fingerprinted?

California law and Cabrillo College policy require it. Not all positions require that you be fingerprinted. Examples of positions which may require you to be fingerprinted are: positions requiring you to work with or around young children or the disabled, positions where you handle money, any work for Campus Police, or positions where you work with sensitive information. Jobs where you are required to drive may also be subject to drug testing.

I currently work off campus. Can I use my Work-Study or Fast Track award in that job?

Maybe. If you are working for a not-for-profit agency, your supervisor can contact Lyn Hood, Student Employment Coordinator, at 479-6413 and ask to participate as an employer in our Work-Study and Fast Track employment program. For-profit employers should contact the Cooperative Education Work Experience Coordinator, Leslie Read at 477-5650

How am I supervised?

All student and hourly employees must be supervised by contract staff, faculty or management. Hourly and student employees are not allowed to be supervised by other hourly or student employees. Your supervisor or their contract employee designee must be available on campus whenever the student or hourly employee is working. If you are working off campus on a FAST TRACK or Federal Work-Study award, you must have an agency or employer representative available on site when you are working.

What should I do if I am injured on the job?

All on-the-job accidents must be reported to your supervisor immediately, whether or not you seek medical attention. Regardless of how minor you may think the injury is, an accident report form must be completed. If your supervisor does not have the proper form, or is unaware of the proper procedure, please contact the Student Services office or the Student Health Center.

Can I study while working?

Generally, the answer is no. Your supervisor may make an occasional exception to this if all your work has been completed, and you remain available to handle the basic tasks of your job (assist students, answer phone calls, etc. Not all jobs are structured so that studying is at times possible. Although some of the awards are called Work-Study, you are not, in fact, being paid to study.

My supervisor occasionally needs to leave campus while I am working. In an emergency, whom do I report to?

Your supervisor should "appoint" a temporary supervisor who is a regular contract employee of the college (not another student or hourly employee) any time that they are not physically present on campus and you are working. The temporary supervisor should be informed whenever they are responsible for you, and you should know who they are and how to contact them. Student employees are not authorized to open or close facilities and are not issued keys .

I have a computer at home, why can't I do my work there?

Due to liability concerns and Worker's Compensation and Cal OSHA issues, student employees are not allowed to work at home.

I work in two different jobs that occasionally need me to work a combined work-day of over 8 hours total, or more than 19 1/2 hours a week. I don't understand why I can't do this if I am needed.

Due to a variety of factors including: labor law, overtime pay, union contracts, college policies and educational codes, student employees are not allowed to work more than 8 hours a day (total hours worked, no matter how many different jobs are worked), 19 1/2 hours a week*, 5 days Monday - Sunday. You can be terminated from your job for being in violation of these work-hour requirements.

* When school is not in session, and with advance authorization , students may be able to work up to (but not exceeding) 30 hours a week if they have funding available. Supervisor must initial time card and student must follow enrollment requirements (see page 5).

How do I know how much money I have earned?

You are responsible for keeping track of each time card when it is turned in. A log sheet has been provided for you to use in the back of this book. Your supervisor should also be tracking your work hours to be sure that you do not exceed your award. If you work on campus, you should show up on your supervisors monthly budget print out. However, if you work more than one job during the year, or for more than one supervisor at a time, the only person who will have easy access to your up-to-date earnings is YOU.

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CONDITIONS OF EMPLOYMENT - ALL STUDENT EMPLOYEES

  1. Student employees must enroll in and maintain enrollment at Cabrillo College in at least 6 units to participate in the Student Employment Program during fall and spring semesters. Failure to complete 6 units with a passing grade may preclude future employment as a student employee. Students who fail to complete 6 units of credit courses for two consecutive semesters while working will not be able to work as a student employee until they can demonstrate that they can successfully complete 6 units of academic coursework. To work during breaks, students must be either pre-enrolled for the following full semester in at least 6 units, or enrolled in 1 1/2 units for the four week summer session, 2 units if enrolled in the 6 week summer session, or 1 1/ 2 units if enrolled in intersession.  Students who work after dropping below 6 units, or who work more than 8 hours a day or more that 19 1/2 hrs a week while school is in session more than one time may be administratively terminated and may not be re-hired as a student employee.
  2. Student employees must meet all job qualifications. This program has four levels that are based on responsibility, skills and knowledge required by the job.
  3. A person between the age of 16-18 will not be given work assignments until that person provides one of the following to Student Employment: (In general, students under age 16 are not employed by the college).
    1. High school diploma;
    2. Certificate of Proficiency; or
    3. Approved Work Permit.
  4. All persons hired into student positions are exempt from the classified service and therefore are not entitled to rights or benefits received by employees of the classified service. (Calif. Ed Code #88003)
  5. Days/Hours of work:
    1. Days of work in any academic year are limited to 170 days for temporary-hourly employees.
    2. Work assignments may not exceed 19.5 hours per week or 79 hours per month. Total hours of work in all assignments will not exceed 19 1/2 hours per week or 8 hours per day, or five days Monday - Sunday.
    3. Overtime is NOT authorized for student employees.
    4. Assignments made within a fiscal year will be considered as filling the time period of one fiscal year (July 1 - June 30)..
    5. Assignments made during the summer or semester break must have approval from Student Employment to exceed the weekly limit of 19 1/2 hours per week. Time cards must be initialed daily by the supervisor for the weeks where hours exceed 19 1/2. In no instance can a student work more than 30 hours a week or more than 8 hours a day or more than 5 days Monday through Sunday. In order to work during breaks, the student must be pre enrolled for the next term and not be taking classes during the time they are working the additional hours.
  6. Multiple work assignments must be authorized by Student Employment and can not exceed a combined total of 19.5 hours per week.
  7. Student employees must work under the supervision of a contract college employee (classified, academic or management), and are not issued keys to college facilities. Student employees may not be responsible for opening or closing facilities. Supervisors must be available on campus while a student employee is working or an appropriate alternate supervisor must be designated. The person signing the time sheet or monitoring the student-employee's daily progress cannot be another student or hourly employee.
  8. An employee of the district (including student employees) is prohibited from volunteering to perform services that are the same type of service that s/he is paid by the District to perform. (Fair Labor Standards Act.)
  9. Allocation of funding for positions to divisions and departments will be determined by administration.
  10. The Student Employment Coordinator will authorize all student employee hires when all required forms and paperwork are completed, including IRCA for I-9.
  11. When authorization is granted to fill a position from the classified salary schedule of either "substitute" or "short-term" nature, due to a leave replacement, vacation, etc., the person hired MUST fill out a separate employment application form showing that all requirements of the job description for that position have been met.
  12. The Student Employment Coordinator will address any questions or concerns arising from work assignments in their respective areas of responsibility in this program.
  13. Federal Work-Study positions must not involve the construction, operation or maintenance of any facility used for sectarian instruction or as a place of worship. In determining whether or not employment will violate this restriction, it is the purpose of the work rather than the nature of the employing institution that must be carefully considered.
  14. Federal Work-Study positions must be free of political involvement. The primary criterion is whether the work to be performed is conducted in a totally non-partisan fashion. A student could not work for an individual member of congress, for instance, but could be assigned to the staff of a standing committee of a state legislature if the selection and the work performed is conducted in a non-partisan fashion.
  15. Employers may not solicit or accept from a student any fee, commission or compensation of any kind or the granting of a gift or gratuity as a condition or prerequisite for Federal Work-Study employment.
  16. There are limitations to the granting of academic credit to a student on Federal Work-Study. Generally, an internship or practicum, which is a requirement for a degree or certification and that is usually performed without remuneration does not qualify as an appropriate Federal Work-Study position. On the other hand, if all students complete this requirement in a position where they receive payment for their services, the student may be employed under the Federal Work-Study program. In no case may a student be paid for receiving instruction in a classroom, laboratory or other academic setting. All students involved in an educational practicum where some form of remuneration or stipend is provided should be compensated the same way.
  17. All persons under consideration for assignments that require driving a vehicle (their own vehicle or a campus vehicle) must be 18 years of age or older, have a valid California driver's license, a safe driving record and proof of insurance. Drivers of 15 passenger vans must have a Class B License. Employees who drive on college business must meet all current and future college policies and procedures regarding driving and transportation issues, and have appropriate forms on file with the Department office. Students are not allowed to fdrive their own vehicle in the couse of their employment with the college.

Note: students who violate the conditions of employment may be administratively terminated.

 


 

SUPPORT SERVICES FOR STUDENTS

ADMISSIONS AND RECORDS 479-6201

Room 113 - 100 Building and Watsonville Campus

Registration (Mail-in, Hawk Talk (phone in) and In-person), Transcripts, General Education Certification, Verification of enrollment.

ASSESSMENT 479-6165

Room 1006

Course Placement Testing, New Student Orientations.

CAMPUS BOOKSTORE 479-6298

Room 913 ( Cafeteria Building )

New textbook sales, Used textbook buyback, Catalogs and Schedules of Classes, Extended hours during beginning of semester.

CAREER PLANNING 479-6225

Building 100

Career Workshops, Career Planning Classes, Career Reference Library, Career Assessment Testing, Career Counseling, EUREKA.

CAMPUS POLICE 479-6313

Building 955 Lower campus, next to "free" parking lot S

Parking enforcement, law Enforcement, lost and found.

CHILDREN'S CENTER 479-6352

Building 1500

On-campus childcare.

COUNSELING 479-6274

100 Building

Academic Counseling, Personal Counseling, Transfer advising

Courses in: Career Planning, Re-entry guidance, Academic Survival, College Study Skills.

DISABLED STUDENT PROGRAMS AND SERVICES 479-6379

Room 800

Counseling, Learning Disabilities Assessment, On-campus transportation, Note-takers and readers

Sign-language interpreters.

GENERAL INFORMATION SWITCHBOARD 479-6100

100 BUILDING

E.O.P.S. (Extended Opportunity Programs and Services) 479-6305

Room 907

Individual and group assistance to students who are EOPS, DSPS, or certain vocational majors with an academic disadvantage.

EVENING SERVICES 479-6201 Room 113

FAST TRACK TO WORK 479-6344

Room 803

Provides academic, personal and financial support services to students who qualify for Cal Works and Cabrillo's Fast Track to Work program.

FINANCIAL AID And Scholarships 479-6415

Ro100 Building

Offers grants to students including: Federal Pell Grant, Board of Governor's Waiver (BOGW), Supplemental Educational Opportunity Grant (SEOG) and Cal Grants. Federal Work-Study and Federal Family Educational Loans and other grant and (FEEL) are also available.

HEALTH SERVICES 479-6435

Room 912

First aid and direct medical services and referrals where indicated.

Health counseling and educational materials, Mental health, crisis and personal counseling (limited term). Pregnancy, strep throat and T.B. testing.

INTERNATIONAL STUDENTS 479-6200

Room 118

Support Services for International Students.

STUDENT AFFAIRS 479-6378

Room 914

Student Government, Student Honor Society (AGS), Student clubs and organizations.

STUDENT EMPLOYMENT 479-6413

Room 804

On and off-campus job referrals for students, Full and part-time employment opportunities, Job seeking skills advising, Work-Study Placements, Community Job Board, Annual Job Fair. Processes all on-campus student employee hiring paperwork.

STUDENT SERVICES 479-6317

Room 914

Student problem resolution, Student bus passes. Student Clubs

TRANSFER CENTER 479-6385

Building 100

Transfer Admissions Agreements (TAA's), Transfer Advisors, Transfer Workshops

Guaranteed Admissions, Agreements (GATE), College Catalogs, ASSIST.

TUTORIALS 479-6470

Room 1002

Tutoring for EOPS eligible students. Assistance with subject areas is also available from the Math Learning Center and the Reading (479-6573) and Writing Centers (479-6319).

VETERANS SERVICES 479-6212

Room 112

Veteran's assistance, education and training benefits.

WATSONVILLE CENTER 786-4700

318 Union Street

Watsonville

Registration, Financial Aid, Admissions & Records services, Counseling, Health Services, Courses, textbooks and most other college services.

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ASSIGNMENT AND TIME CARD RECORD

 

Assignment 1: ________________________________________________

Supervisor: __________________________________________________

Budget Number :_________________________________________ % ____

Assignment 2: ________________________________________________

Supervisor: ___________________________________________________

Budget Number: _________________________________________ % ____

THIS SECTION FOR WORK-STUDY AND FAST TRACK ONLY

Annual Award Amount: $_________ divided by hourly pay: $ /hr . Equals total number of hours you can work this academic year (from time of award, until this date: _______________. You can work a total of hours. *Or _____hrs. a week for _______ weeks. Do not work more than one-half your total hours each semester if you are awarded for the full year. Fill out each time card completely before submitting for your supervisors signature.

*Check with your supervisor to determine how many weeks you will be working.

Divide the total number of hours you can work from the figure above, by the number of weeks that your supervisor schedules you to work. This will tell you how many hours a week you can work. You may not work more than 19½ hrs. a week, 5 days a week (M-Su) or 8 hrs. in a day, and must work less than 170 days a year. These totals are for the combination of all jobs you are working on campus.

RECORD OF HOURS AND DAYS WORKED

PAY PERIOD TIME CARD TOTAL HOURS/DAYS WORKED HOURS/DAYS AVAILABLE

 

Pay period

Hours

Available

Job 1

Hours worked

Job1

Hour

Balance

Job 1

Hours

Available

Job 2

Hours worked

Job 2

Hour

Balance

Job 2

Days worked

(170 day limit)

 

 

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