• PURPOSE
• POLICIES AND PROCEDURES
• PROGRAM RESPONSIBILITY
• PROGRAM DEFINITION
• STUDENT EMPLOYMENT PROCESS STEPS
• REQUIRED HIRING PAPERWORK FOR STUDENT EMPLOYEES
• FORM DESCRIPTIONS AND PAPERWORK RESPONSIBILITY
• CREATING AND ADVERTISING YOUR JOB
• STUDENT EMPLOYMENT RECORDS
• STUDENT EMPLOYMENT PROGRAM RESPONSIBILITY BY AREA
• HOW TO MONITOR STUDENT TIME CARDS
• HIRING VOLUNTEERS AND COURT REFERRALS
• EMPLOYING INTERNATIONAL STUDENTS
• GENERAL TERMINOLOGY AND DEFINITIONS
• CONDITIONS OF EMPLOYMENT (ALL STUDENTS)
• SAFETY
• NONDISCRIMINATION POLICY
• SEXUAL HARASSMENT POLICY
• DRUG FREE CAMPUS
• SMOKING POLICY
• WHAT IS FAST TRACK STUDENT EMPLOYMENT
• WHAT IS FEDERAL WORK STUDY
• WORK-STUDY AND FAST TRACK TO WORK PROCESS   (From the Student Standpoint)
• TIPS FOR INTERVIEWING AND HIRING STUDENT EMPLOYEES
• TIPS FOR TRAINING STUDENT EMPLOYEES
• THE FOUR-STEP TRAINING METHOD
• HOW TO FOLLOW-UP
• RECOGNIZING GOOD PERFORMANCE
• GIVING CONSTRUCTIVE FEEDBACK
• SIX WAYS TO MAKE FEEDBACK CONSTRUCTIVE
• SIX STEP METHOD FOR GIVING CONSTRUCTIVE FEEDBACK
• STRATEGIES FOR HELPING SUPERVISORS
• SUCCEED WITH STUDENT EMPLOYEES
• COMMON SUPERVISOR PROBLEMS
• DEALING WITH DIFFICULT PEOPLE
• DEALING WITH CONFLICTS AND COMPLAINTS
• WHY STUDENTS DON'T COME TO WORK
• POOR JOB PERFORMANCE
• COACHING: AN APPROACH TO SOLVING PERFORMANCE PROBLEMS
• DRIVING CABRILLO DISTRICT VEHICLES
• DRIVING PERSONAL VEHICLES WHILE WORKING
   

ANSWERS TO COMMONLY ASKED STUDENT QUESTIONS:
    Can students work more than one job on campus?
    When do I get paid?
    Can I get overtime?
    When do I get a raise?
    Do I have to do new hiring paperwork every semester?
    What happens if I drop below 6 units?
    Can I be fired?
    Can I take a break during my scheduled hours?
    What is Cooperative Work Experience?
    Why do I have to fill out the criminal history inquiry form and be fingerprinted?
    I currently work off campus. Can I use my Work-Study or Fast Track award in that job?
    How am I supervised?
    What should I do if I am injured on the job?
    Can I study while working?
    My supervisor occasionally needs to leave campus while I am working. In an emergency, whom do I report to?
    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.
    How do I know how much money I have earned?

JOB CATEGORIES

STUDENT RESPONSIBILITIES (as listed in the Student Employee Handbook)
 
 

PURPOSE

In recognizing the financial needs of students seeking a higher education, the Governing Board of the Cabrillo Community College District has established a student employment program. This program will provide temporary hourly job opportunities for students to help meet their financial needs while they attend Cabrillo College. This program will support and enhance compliance efforts with the California Educational Code.

Because this program is designed to assist students by providing temporary job opportunities, it will incorporate the Work-Study and Fast Track To Work programs. However, it should be remembered that the Work-Study and Fast Track To Work programs use state and federal funds, which are strictly limited as to application and amount. (Please see the Work-Study / Fast Track To Work section for specific details.)
 

POLICIES AND PROCEDURES

The following policies and procedures comply with the California Educational Code requirements regarding positions that are not part of the classified service. They also serve as the employment guidelines for the program and provide direction to divisions and departments in their effort to provide temporary hourly work assignments to students.
 

PROGRAM RESPONSIBILITY

The Student Employment Coordinator is responsible for program implementation and maintenance.

PROGRAM DEFINITION

Ed Code Section 88003 allows employment into certain positions, appropriate to this program, which are exempt from the classified service. These positions are:

1) full-time students employed part time;
2) part-time students (six or more units) employed part time in any college work-study program, or in a work experience education program; or
3) full-time or part time students employed part time in a federal work study program.

Employment of either full or part-time students shall not result in the displacement of classified personnel or impair existing contracts for services.
 

Hourly programs hour allowances and responsible program administrators

Student Workers  ( Student Employment):

• If the employee is a full time student with 6 or more units, the employee is permitted to work no more than 19.5 hours total, between all jobs they might  hold.   
• When classes are not in session or during winter or summer sessions if the student is not enrolled in those sessions (and student is pre-enrolled for the next term with 6 or more units), student workers may work up to 39 hours a week.   
• NOTE:  Only students enrolled in 6 or more units can be employed as student workers.  However, individuals who are students could potentially be hired into any of these three (3) categories. 

Temporary Hourly employees - paid off Classified Salary Schedule  ( Human Resources):

• If the employee is a paid off the Classified Salary Schedule (i.e.  filling in as a substitute, vacancy, short term project), the employee may work up to forty (40) hours per week (depending on the % of the vacant assignment).

Temporary Hourly employees - paid off the Temp Hourly Salary Schedule ( Human Resources):

• It has been the past practice of the college for employees paid off this schedule to work no more than 19.5 hours per week unless there were extenuating circumstances.
• Current Practice:   Due to a fairly new sideletter with SEIU, there are new terms and conditions under which employees can work as a temporary hourly employee.  Please refer to Classified Hourly sideletter, dated 07/13/06, which defines limitations on how temporary hourly, short-term positions are filled [no more than 6 weeks per semester, or for no more than 45 work days each fiscal year, whichever is greater]. 

THE STUDENT EMPLOYMENT PROCESS (including Work-Study and Fast Track To Work State and Federally Funded Assignments) (From the Supervisors Standpoint)
 

This program allows for all Work-Study and Fast Track students, and all other student hires (WHERE THE STUDENT IS ENROLLED IN SIX OR MORE UNITS) to fall under the student salary schedule. This schedule is a four tiered scale, based on the requirements of the position to be filled. Students must meet the minimum qualifications listed to be hired for the position, but are not "promoted" to a higher pay rate because they exceed the minimum qualification or have been in the job for an extended time period. You may have more than one level of position in your office, with different requirements to successfully qualify.

Hiring Packets

The Student Employment Center processes all student employee hiring packets.  Human Resources processes all non-student employment hiring packets.

Temporary-Hourly Employee Assignment Form: Applicant and division/department complete top section, division chair or designee complete center section, Student Employment and Business Services Office audit and complete bottom section. Note: This paperwork is completed by the Student Employment Office for FWS and FTTW placements.

Temporary-Hourly and Student Employment Application: Employee & Department to fill out prior to being hired.

W-4: Employee to complete prior to work assignment. (Available from Student Employment for Work-Study and Fast Track to Work students and generally filled out in the Student Employment Office), available from Human Resources for other student and hourly hires) Please check dates printed on form to be sure you are using the current forms.

Emergency Notification Record: Employee to complete prior to beginning work assignment. (Available from Student Employment for Work-Study and Fast Track to Work students and generally filled out in the Student Employment Office), available from Human Resources for other student and hourly hires)

I-9: Employee to complete in the Student Employment office prior to beginning work assignment. Various documents listed on the back of the I-9 form will meet the requirement for the I-9 form.  Additionally, an actual social security card is required for payroll processing. Please check dates printed on form to be sure you are using the current forms.

Criminal History: Must be filled out prior to beginning work assignment. Information on this form is confidential and it submitted to Student Employment, but verified by Human Resources and housed in the Human Resources Department.

DMV Report: Student Employee must provide an acceptable driving record to the Student Employment office from Department of Motor Vehicles prior to starting work in any position which requires them to drive a vehicle on campus or to an off campus work site. Additional paperwork is required and noted at the end of this document.

Fingerprinting: Fingerprinting is required for many positions on campus, these positions include, but are not limited to positions which require driving, working with young children or the disabled and positions which handle money.

Student Employee Position Request: Program administrator / position supervisor or designee to complete. Submitted to Student Employment for posting. Fill out the on-line form on https://cabrillo-csm.symplicity.com/employers/.  Your user name is your FULL Cabrillo email address, your password is cabrillo. If you can not log in, please contact the Student Employment Office at 479-6413. We will register you and help you set up your position on-line for students to view.

Student Employee Authorization To Begin Employment: This form is given to the supervisor prior to the student beginning their work assignment.This form will indicate that student may begin work as of a particular date.  If you have not received this form, please do not have the student begin to work.  Contact the Student Employment Office if you are not sure if a student has completed the paperwork process.

Authorization to work more than 19 1/2 hours a week:

This form has been discontinued! Your student employee may work more than 19 1/2 hours a week if:

* It is not during Fall or Spring Semesters (except during Spring break); and

* The student is not attending classes (summer or winter sessions); and

* If hours in excess if 19 1/2 a week are to be worked during Summer session or Winter session, your student employee is not enrolled in that session; and

* Your student employee is pre-enrolled for the next full term in at least 6 units; and

* You initial the time card for each week during the pay period that the student works more than the 19 1/2 hour limit.

Student employees may never work more than 8 hours a day, or 5 days a week, Monday through Sunday.
 

Employment Assignment Change form: To be completed by program administrator or designee for any employment assignment change (i.e. student status, extension of employment, termination date, or budget number within the same department. (This form is not to be used to change jobs or pay level). Approval of Employment Assignment Change form is needed from the division chair/administrator, employee, Human Resources and Business Services. Available from Human Resources.

Time Card: To be kept up to date and signed by employee. Must be verified by program administrator or designee. Supervisor responsible for processing to Payroll Office in a timely manner.   (Yellow - available from Student Employment for Work-Study or Fast Track, blue - available from Business Services for other student employees)  Blue time cards are submitted directly to Business Services (Payroll) at the end of the pay period. Yellow Time cards with 100% FWS funding go to the Financial Aid Office for auditing and signature. FAO will then send them to Payroll for processing. Yellow time cards with partial FTTW funding are then sent  by the supervisor to the Fast Track Office for signature and auditing, then FTTW will send the time card to Financial Aid or Payroll as appropriate.

CREATING AND ADVERTISING YOUR JOB

Everything is now on line.  To post or modify a current job, go to the Cabrillo Home page, then Student Employment ( off the most sought pages menu), then then

TO POST, LOOK AT OR MODIFY AN ON-CAMPUS JOB, SUPERVISORS CAN GO TO:    POST A JOB

https://cabrillo-csm.symplicity.com/employers/

You can always call Student Employment at 479-6413 and we will post or modify a job for you.   We recommend this option as there is specific wording that must be incorporated into each job listing.

This will take you to the staff access area for posting jobs on-line for on-campus jobs.  Your user name is your FULL Cabrillo email address, your password is Cabrillo.  Once you have posted your job, the Student Employment Office reviews it, gives it a  Cabrillo Student Job #, appropriate budget info and approves it.  Be sure to indicate if you have $ to hire out of your budget (the first question) and  please go into some detail on description of duties and any specific requirements.  If you are posting a level three or above, what type of related work experience do you require?  What classes could substitute for work experience, etc.

Please review the Job Categories at the end of this document to be sure that your position description and requirements are in line with the general level requirements.

When creating your job description, be sure the duties of the position and requirements are in line with each other, and that you are asking for only the required skills necessary to do the duties of the job. You may have more than one position request on file for different position levels, if you have varied staffing needs in your area.

All hiring paperwork and applications are checked against the job description to be sure that the applicant meets the minimum qualifications for that position.

If you have money in your department budget to hire students directly, please let the Student Employment Office know when you file the employee request form, so that we may ad your job to the list of positions that do not require Work-Study or Fast Track funding to apply. These jobs are specially advertised on our web page.

All student jobs (department funded, FTTW and FWS funded) that are available to students are listed on the Job Placement / Student Employment web page under On-Campus Student Jobs.

Since there are over 400 student employee request forms on file with the Student Employment Office, it is not possible for the office to put up individual flyers to advertise each job. Please feel free to advertise your jobs with your students, and to post "Student Help Wanted" flyers in your area.

WHEN YOUR NEEDS CHANGE - You can modify your job request easily on-line without making up a new job if the job is substantially the same as before and the level of the position has not changed. Just call the Student Employment Office so that we will know why your job has been submitted for revision. If you need an entirely new position, or you have a need for a different level of a type of work, you need to submit a new employee request form. You can hire more than one student into each job description, and your position requests are posted as available to students for the duration of the academic year. You may discontinue the positing request or place it in an "on-hold" status with the Student Employment Office at any time during the academic year as your student staffing needs change.

Please do not delete jobs.

STUDENT EMPLOYMENT RECORDS

 Supervisors may keep copies of the following information pertaining to student employees:

(Please keep any paperwork that has a students social security number or other personal information in a locked cabinet).

a. Hiring paperwork (please do not keep copies of criminal history form)
b. Notice of Assignment forms (Federal Work-Study and Fast Track To Work)
c. Hourly Change of Assignment forms
d. Copies of time cards
e. Authorization to Begin Employment forms

If you have questions regarding the maintenance of student employment records, please contact the Student Employment office.

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
• Monitors and approves time card and monitors FWS/FTTW award if applicable

• Verifies position for accurate placement on salary scale
• Posts available student employment positions on-line
• Advises students and staff on student employment procedures
• Verifies funding suthorization for FTTW and FWS positions
• Refers students to potential jobs
• Keeps files and makes reports on FTTW and FWS student placements
• Distributes yellow (FWS & FTTW) time cards to individuals and departments
• Verifies and completes hiring packets, verifying completeness and accuracy of: Application, emergency notification. safety training, W-4, I-9 verification, criminal history form and fingerprinting and DMV clearance as required.
• 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 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

PAYROLLOFFICE

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

SUPERVISOR

• Lists and modifies Student Employee Requests on the on-line system (on-line posting through "www.ecampusrecruiter.com/cabrillo" ) when positions become available or indicates that department funding is no longer available when a position has been filled. (This notifies the Student Employment Office that a position has been 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
• If under consideration for an assignment that requires driving a vehicle, provides the Human Resources Department with a valid California driver's license and with a DMV printout issued within the last 30 days. Assignments which include driving cannot start until such authorization is granted. No student under the age of 18 years can drive on college business.
• 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.

• 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

How to monitor student time cards and hours worked

Although employment paperwork does not need to be completed on volunteers and court referrals, they do require some formal paperwork be completed prior to them starting to volunteer.

Volunteers must complete either an Authorized Volunteer Form - Student & Non-Student (available from Human Resources) or an Authorized Volunteer Form - Court Referral (available from Student Employment). Recently added to this paperwork is an emergency notification form and a criminal history form.  Fingerprinting may be required.

These forms must be filled out by the volunteer, signed by the supervisor, and given to the Human Resources Department prior to the volunteer beginning to volunteer any hours.

Court Referrals MUST bring their green referral form to the Student Employment Office prior to beginning to volunteer. Hours volunteered by court referrals prior to registering with the Student Employment Office are not counted toward their community service hours.

Court Referral Volunteers may only volunteer at locations that have been pre-authorized by the College and the Court Referral Office.

Authorized Volunteer Forms (Student and Non-Student and Court Referral): Volunteers must complete either an Authorized Volunteer Form - Student & Non-Student (available from Human Resources) or an Authorized Volunteer Form - Court Referral (available from Student Employment). These forms must be filled out by the volunteer, signed by the supervisor, and given to the Human Resources Department prior to the volunteer beginning to volunteer.
 
 

EMPLOYING INTERNATIONAL STUDENTS

Cooperative Education Work Experience: A specific work experience education program for students who are enrolled in an occupational training program. This program requires an educational contract.

Part-time employment: A position that requires less than 20 hours a week.

Full-time student: A student enrolled in 6 or more units at Cabrillo College.

Part-time student: A student enrolled in less than 6 units at Cabrillo College (not eligible to work on campus).

Multiple work assignments: A student who is assigned to work in more than one position at Cabrillo College. Requires prior authorization from Human Resources and may not exceed a combined total of less than 20 hours per week.

Recess: A temporary break during the school year (i.e. summer and extended school holidays.

170 Day rule: 75% of the school year (170 days is current college practice), including holidays, sick leave, vacation and other leaves of absences, irrespective of number of hours worked per day. (District practice does not allow vacation, sick leave, or other paid leaves of absences for temporary hourly workers.)

College student employee: A full time student (enrolled in six or more units) employed part-time on campus in a job that will enhance their future education or employment opportunity. This does not include someone taking non-credit or Community Education courses. To continue to work during summer or winter breaks, student employees must either be enrolled in summer school or intersession (1 1/2 units for the four week summer session or 2 units for the six week summer session, or 1 1/2 units for intersession) or pre-enrolled for either spring or fall semesters as appropriate.
New paperwork must be completed as of July 1^st each year.

Federal Work-Study student: A student who has been awarded federal work study money as part of their financial aid award. These funds may be earned by working at a job on campus, or for an off campus non-profit organization that has a contract with the college.

Fast Track To Work Student: A student who has been awarded CalWorks work study money as part of their Fast Track award. These funds may be earned by working at a job on campus, or for an off campus non-profit organization or for-profit agency that has a contract with the college.
 
 

CONDITIONS OF EMPLOYMENT - ALL STUDENT EMPLOYEES

                     5. Days/Hours of work:

It is the responsibility of the division chairperson, department manager, supervisor or designee to provide safety training to each employee. Safety booklet "SHARING SAFETY CONCERNS" and training assistance are available from the Campus Police department, ext. 6313.

 As the Administrator/Manager or designee, it is your responsibility to:

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:

Pegi Ard, ADA Coordinator 479-6406

Joe Napolitano , Section 504 Officer 479-6379

Barbara Shingai, 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

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.
 

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 generally 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.

WORK-STUDY AND FAST TRACK TO WORK PROCESS (State and Federally Funded Assignments) (From the Student Standpoint)

The training process can be a rewarding experience for both the supervisor and the students. Supervisors play a key role in students' future employment success and should make every effort to encourage student employees to develop characteristics of good judgment, dependability, initiative, and responsibility.

The immediate supervisor should set up a training session with the student. This training session will normally occur on the first day of work. The supervisor and the student worker will review the student's responsibilities and the student will be introduced to the people she/he will be working with. The supervisor should not assume that the student knows what is to be done, but should go through the work procedure and explain everything in detail to the new worker.

Asking for feedback is the best way to make sure that instructions are being understood.

It may be useful to have a short manual available to the students explaining duties and responsibilities, or at least a check-list of the duties to be performed.

Supervisors should supply students with the names and positions of the department's staff, and explain to them the working conditions such as breaks, meal times, and how and to whom to report absences or tardiness.

Additional things to cover are:

• Health and safety practices
• An orientation to the other offices and facilities in your building.
• Office dress code (if applicable)
• Time card due dates (and changes in these dates during holidays, end of school term, etc.)
• How students should monitor their total hours worked so they do not overwork their award.
• How to coordinate hours if the student is working for more than one department on campus.
• Procedure for recording hours worked (daily, on time card, before leaving work site is recommended)
• Performance standards (the supervisors expectations)
• The need for confidentiality when dealing with student and staff records and information.
• Who is the alternate supervisor if the main supervisor is not available.
• To whom should the student address problems or questions.
• Be prepared in advance for the new employee, have the work-station ready for them.
• Be sure all Human Resources paperwork is in order prior to starting the student to work.
• Make introductions to key staff and provide a tour of your department (don't assume that they know where the bathrooms are)
• Give the individual a good general breakdown of their position, it's role and responsibilities, point out the good features of the job and why their job is important to your department.
• Encourage the employee to ask questions and make suggestions right from the start.

Remember, adjusting to a new workplace is difficult enough even if you have had some work experience. For many students, their student job is their first work experience. What seems obvious to you, may not be obvious to the student.

Emphasize that this is a REAL job, and can give them skills and recommendations toward their future employment endeavors.
 
 

THE FOUR STEP SKILLS TRAINING METHOD

STEP 1: Preparing to train

Before beginning the training, the trainer must:

1) Identify the best procedure for performing the job - one that minimizes costs, learning difficulty, errors, and safety hazards.

2) Analyze the Job

Once you have prepared to train the employee, here's how to implement the Four Step Skills Training Method

    Put the employee at ease. Use an informal approach, it can put employees at ease and in a mood to learn.
    Describe the job
    Find out what the employee already knows about the job
    Familiarize the employee with the work area
    Position the employee so that they can see or do the operation effectively
    Build enthusiasm for the work to be performed

 STEP 2 Demonstrate and explain the job
Use the proper names to describe and materials, forms, tools or equipment necessary to perform the work. Be brief and concise where possible.

    Encourage further questions and follow-up promptly
    Listen and accept what is said in a non-judgmental manner
    Make constructive suggestions how they can improve job performance
    Designate someone to give the employee further assistance if needed
    Put the employee on their own
    Check the employee's procedure and results periodically, tapering off over time
    Give praise when they do the job well
 

How to Follow-up

Feedback is an essential element for everyone in an organization's workforce. Giving feedback is a task you perform again and again as a manager or supervisor, letting people know where they are and where to go next in terms of expectations and goals - yours, their own, and the organizations.

Feedback is a useful tool for indicating when things are going in the right direction or for redirecting problem performance. Your objective in giving feedback is to provide guidance by supplying information in a useful manner, either to support effective behavior, or to guide someone back on track toward successful performance.
 
 

Some situations which require giving constructive feedback include:
    Ongoing performance discussions
    Providing specific performance pointers
    Following up on coaching discussions
    Giving corrective guidance
    Letting someone know the consequences of their behavior
 

Some clues that constructive feedback is needed are when:
    Someone asks for your opinion about how they are doing
    Unresolved problems persist
    Errors occur again and again
    An employee's performance doesn't meet expectations
    A peer's work habits disturb you
 
 
 
 
 

SIX WAYS TO MAKE FEEDBACK CONSTRUCTIVE

Part of being an effective manager or supervisor is knowing what feedback to give. The trick is learning how to give it constructively so that it has some value. constructive feedback is a tool that is used to build things up, not break things down. It lets the other person know that you are on their side.

1. If you can't think of a constructive purpose for giving feedback, don't give it at all.

2. Focus on description rather than judgement.

Describing behavior is a way of reporting what has occurred, while judging behavior is an evaluation of what has occurred in terms of "right or wrong", or "good or bad". By avoiding evaluative language, you reduce the need for the individual to respond defensively.

For example: "You demonstrate a high degree of confidence when you answer customer questions about registration procedures, "rather than, "Your communication skills are good."
3. Focus on observation rather than inference.

Observations refer to what you can see or hear about an individual's behavior, while inferences refer to the assumptions and interpretations you make from what you see or hear. Focus on what the person did and your reaction.

For example: "When you gave that student the Financial Aid form, you tossed it across the counter," rather than describe what you assume to be the person's motivation, "I suppose you give all forms out that way!"

4. Focus on behavior rather than the person

Refer to what an individual does rather than on what you imagine she or he is. To focus on behavior, use adverbs, which describe action, rather than adjectives, which describe qualities.

For example: "You talked considerably during the staff meeting, which prevented me from getting to some of the main points," rather than "You talk too much."

5. Provide a balance of positive and negative feedback

If you consistently give only positive or negative feedback, people will distrust the feedback and it will become useless.
 

6. Be aware of feedback overload.

Select two or three important points you want to make and offer feedback about those points. If you overload an individual with feedback, she or he may become confused about what needs to be improved or changed.

For example: "The number of applicants and the time it takes you to enter them are both within the expected ranges. The number of keying errors you are currently making is higher than expected."

Giving feedback constructively benefits everyone. You, as the manager or supervisor, use the on-going exchange of information as a way of getting to know your people and providing them with valuable guidance in their work. The employee, manager, supervisor, or peer receives data that makes that makes her or his job go easier. The organization gains in improved productivity of its workforce.
 
 

THE SIX STEP METHOD FOR GIVING CONSTRUCTIVE FEEDBACK
 

Step 1: State the constructive purpose of your feedback.

State your purpose briefly by indicating what you'd like to cover and why it's important. If you are initiating feedback, this focus keeps the other person from having to guess what you want to talk about. If the other person has requested feedback, a focusing statement will make sure that you direct your feedback toward what the person needs.

For example: "I have a concern about."
"I feel I need to let you know."
"I want to discuss."
"I have some thoughts about."
 

Step 2: Describe specifically what you have observed.

Have a certain event or action in mind and be able to say when and where it happened, who was involved, and what the results were. Stick to what you personally observed and don't try to speak for others. Avoid talking vaguely about what the person "always" or "usually" does.

For example: "Yesterday afternoon, when you were speaking with Mrs. Sanchez, I noticed that you kept raising your voice."

Explain the consequences of the other person's behavior and how you feel about it. Give examples of how you and others are affected. When you describe your reactions or the consequences of the observed behaviors, the other person can better appreciate the impact their actions are having on others and on the organization or team as a whole.

For example: "The staff member looked embarrassed and I felt uncomfortable about seeing the episode." "Shouting at our students is not acceptable behavior in this department."

Step 4: Give the other person an opportunity to respond.

Remain silent and meet the other persons eye, indicating that you are waiting for answer. If the person hesitates to respond, ask an open ended question.

For example:       "What do you think?"
                            "What is your view of this situation?"
                            "What are your reaction to this?"
                            "Tell me, what are your thoughts?"

Whenever possible make your suggestions helpful by including practical, feasible examples. Offering suggestions shows that you have thought past your evaluations and moved to how to improve the situation. Even if people are working up to expected standards, they often benefit from ideas that could help them to perform better.

If your feedback was offered supportively or neutrally, in the "for your information" mode, or depending on the situation's circumstances, suggestions may not be appropriate. Use your common sense and offer an idea if you think the other person will find it useful. Don't drum up a suggestion for improvement just for the sake of it.

For example:     "Jennifer, I sometimes write myself notes or put up signs to remind myself to do something."
                        "Jill, rather than telling Ed that you're not interested in all the details, you might try asking him specific questions about the information you are most interested in."

Step 6: Summarize and express your support

Review the major points you discussed. Summarize the Action items, not the negative points of the other person's behavior. If you have given neutral feedback, emphasize the main points you have wanted to convey. For corrective feedback, stress the main things you've discussed that the person could do differently. End on a positive note by communicating confidence in the person's ability to improve the situation.

For example: "As I said, the way the group has figured out how to cover phone calls has really lessened the number of phone messages to be returned. You've really followed through on a tough problem. Please keep taking the initiate on problems like that.

By summarizing, you can avoid misunderstandings and check to make sure that your communication is clean. This summary is an opportunity to show your support for the other person - a way to conclude even an negative feedback situation on a positive note.

For example: "At least we understand each other better since we've talked. I'll do what I can to make sure your priorities are factored into the schedule, and I'll expect you to come straight to me if the schedule is a problem.

Note: Information on Recognizing Good Performance, Characteristics of Good Recognition, Coaching: An Approach to Solving Performance Problems, and Giving Constructive Feedback provided courtesy of Enrollment Services Training, Staff Development and the Work-Study Office, Boston University.
 
 

Strategies for Helping Supervisors Succeed with Student Employees:

 1. Set an Example
Model strong work habits through efficient, dedicated work practices. Let your own approach to daily work be an example from which students can learn.

 2. Be Flexible
Understand that student employees are students first and employees second. though it is important to have high standards on the job, it is also important to be flexible to accommodate academic obligations.

 3. Communicate Expectations
Communicate the job standards and expectations to your student employees. One can't assume that these are self-evident to the students, even though they may seem obvious to you.

 4. Give Feedback Frequently
Provide consistent and appropriate feedback to your student employees. Student employees, like all employees, benefit from feedback in job performance, providing it is communicated with a positive spirit.

 5. Be Fair
Supervisors who are too lenient are not doing students any favors. Student job are "real jobs." Treat student employees as you yourself would like to be treated in a given situation.

 6. Train, Train, Train
Take time to train your students in important work skills, attitude, and habits - such as perseverance, time management, phone skills, quality service practices, handling difficult situations. This is the "common sense' from which success is made.

 7. Be a Team Player
As a team leader, develop and nurture the unique contributions of each team member. Take a global perspective.

 8. Give Recognition
When you see a student "going the extra mile" or "persevering through difficult situations," acknowledge this in front of other staff and peers. People need to feel appreciated.

 9. Share the Vision
Have regular staff meetings with your student employees and inform them how their work fits into a larger purpose of the department and institution. Remember, purposeful work is meaningful work.

 10. Be an Educator
To the degree that we each contribute to the lives of others, we are all educators. How can you contribute to the education of your student employees?
 
 

Common Supervisor Problems
 

Failure to use common supervisory skills such as listening, communicating, etc.
Lack of responsiveness to administrative/clerical tasks
Failure to define the job, establish goals, or set expectations
Failure to adequately train student employees on job tasks and skills
Failure to be sensitive to the personal and academic needs of students
Failure to help students develop habits and attitudes that reflect positively on institution
Getting supervisors to see student employees as "real employees"
Failure to provide ongoing feedback and evaluation
Inefficient use of student employee's time and talents

Dealing with Difficult People

 Attackers

People who charge and need room and time to blow off steam. Get them into a private area, address them by name, and listen to their position. Do not argue or get into a shouting match; ask them to calm down and present your response in a firm, calm way.

Egotists

People who come on strong, but unlike attackers, they often act like subject experts. Respect their knowledge and ask questions, but do not allow them to "take over."

 Sneaks

These people often use sarcasm. Your best defense is to expose them with direct questions about what bothers them. They often retreat if directly queried about what their sarcasm really means.

 Victims

People who act powerless and defeated and often whine. Ask them for suggestions to improve the situation. Logically refute their negative comments with facts.

 Negators

These people are usually suspicious of those in authority and believe that their own opinion is the only legitimate one. Let negators use all their negative "ammunition" before focusing on real solutions.

 Super-Agreeable

People who want to be liked and offer to do whatever you want them to do. They over-commit themselves and often disappoint and frustrate others. Monitor what they volunteer to do to make sure they are not overworked. Disassociate actions from their sense of self-worth.

 Unresponsive

These people are withdrawn and it is seemingly impossible to gain a positive commitment from them. Try using more open-ended, indirect questions and wait for them to respond. Resist the urge to finish sentences for them. Give them tasks that require reports at regular intervals.
 
 

Dealing with Conflicts and Complaints
 

There may be instances when the employee's work performance is not at an acceptable level. It is important to first try to work with the employee to improve his or her performance. The following are possible reasons for poor performance, and suggested strategies for improvement:

Reason for poor performance: Lack of knowledge of specific job duties or responsibilities.
Strategy for improvement: Provide additional training; may be helpful to develop a job description and/or manual to make job responsibilities clear.

Reason for poor performance: Lack of skills for tasks to be performed.
Strategy for improvement: Provide training on skill development; another approach is to shift the person to a position where skills can be utilized.

Reason for poor performance: Personal problems due to family matters, academics, finances, personal relationships, etc.
Strategy for improvement: May help to just be a "good listener;" may be necessary to refer to counseling is problems persist; time and understanding are often the solution to these problems.

Reason for poor performance: Interpersonal conflict between supervisor and employee, or between other workers or staff in the office.
Strategy for improvement: Extremely important to open lines of communication and develop understandings between parties involved; may be necessary to involve a third unbiased party to mediate the conflict and initiate communication.
 

Reason for poor performance: General lack of motivation on part of the employee.
Strategy for improvement: More difficult to correct. Some suggestions include: 1) re-emphasize expectations of the job and appropriate job behavior; 2) provide frequent feedback, both negative and positive, on performance (with emphasis on the positive); 3) very job responsibilities (i.e. alternate tasks to create variety); 4) shift the person to another position where skills and motivation can be better used; and 5) if necessary, consider probation, poor evaluations, and/or poor references as a means to encourage proper job behavior.

1. Identify unsatisfactory performance

What are the things I actually see and here that indicate there is a problem
What is it about this person's behavior that makes an adverse impact on the work being done?
What are the things I would have this person do (or stop doing) that would convince me that they have solved the problem?

2a. Analyze what is influencing the unsatisfactory performance

Does the employee know what is supposed to be done and when?
Does the employee know how to do it?

2b. Analyze the impact of the unsatisfactory performance

What impact is the behavior having on the workplace?
What impact will the behavior have on the employee if the behavior does not change

3. Discuss the performance problem

Hold the meeting in a private place
Ensure that there will be no interruptions.
Allow as much time as necessary to complete the discussion
Make sure your emotions are under control
Decide ahead of time what minimum action you will accept as a result to the discussion.
Be sure to focus on the performance issue, not the employee's personality (i.e. avoid using the work "attitude").
Open the meeting and establish rapport.
State the purpose of the meeting and get agreement that a problem exists.
Be specific when discussing behavior discrepancy.
Explore alternative solutions - ask for employee's suggestions.
Get a commitment to act.
Close with encouragement.

4. Follow up

Document the discussion.
Is the action agreed upon with the employee being accomplished? If not, do back to the discussion stage.
Recognize any improvement - this step in the coaching process has the greatest potential to sustain improvement.

Student Employees must follow the same rules as all other district employees if they are driving as a part of their job.  

All employees must complete the appropriate paperwork prior to using a district vehicle in the course of their employment.

Student employees driving district vehicles must provide a copy of their DMV printout to the Student Employment Office and must be fingerprinted and cleared through the Megan’s Law website prior to employment

AR 4120.2

USE OF DISTRICT VEHICLES

This administrative regulation sets forth the minimum standards and procedures for employees to be screened and evaluated for approval to drive District vehicles. District vehicles may include but are not limited to; vehicles owned, leased, or rented by the District. Meeting these minimum standards does not automatically deem an individual as an approved driver.

Minimum Standards

•  Driver must be a current employee of the District;

•  Driver must be at least 18 years of age;

•  Driver must have a valid California driver's license in good standing and of a class consistent with that required for the vehicle that will be driven.

•  The driver's license must not have been in a status of suspension or revocation for the past 12 months.

•  The driving record cannot exceed the allowable "points" as listed below.

•  Driver must agree to follow the driving rules set forth by the District.

•  Driver must submit to random drug testing if required by the Federal Department of Transportation for the type of vehicle they are driving.

Screening and Approval Process

•  Each employee who has a need to drive District vehicles shall complete the Driver Information Form (available from the District Transportation Department), obtain his or her supervisor's approval, and submit the form to Santa Cruz County Sheriff's Office, Cabrillo College Division;

•  The Sheriff's office will obtain a summary of the applicant's driving record.

•  The Sheriff's office will fax the applicant's Driver Information Form to the District Transportation Department with the DMV points information.

•  The District Transportation Department will insure that the applicants 'points' and driving history are within the standards outlined in the schedule below.

•  The District Transportation Department will notify the applicant that he/she has been approved or the applicant's supervisor if the application is denied.

•  License information for approved drivers will be entered into the DMV Pull Notice Program by the District Transportation Department to insure that the District is informed of changes to the employee's driving record.

•  The District Transportation Department will send the driver a copy of the District Driving Rules;

•  The driver must read and sign the District Driving Rules acknowledgement and return it to the District Transportation Department prior to final approval which will enable him/her to drive a District vehicle.

•  Driving records will be updated annually. If a driver has been previously approved but no longer meets all of the above minimum standards, the District Transportation Department shall notify the employee's supervisor immediately and the driver will be removed from the approved driver list and shall be prohibited from driving District vehicles until his or her driving record again meets the minimum requirements.

Driving Record Points Standards

Driver's DMV records will be evaluated and "points" assessed as shown below. Employees will not be approved to drive District vehicles if the driving record meets or exceeds the following point count:

•  2 points in the most recent 12 month period;

•  3 points in the most recent 24 month period;

•  4 points in the most recent 36 month period

One point is charged for the following:

•  unsafe operation of a vehicle;

•  moving violation;

•  "at fault" accident. If the driver disputes the fault of an accident it is his or her responsibility to obtain a copy of the traffic accident report or insurance company report for District review and consideration

 Two points are charged for any of the following and any violations in this category during the previous five years will prevent the employee from being approved to drive District vehicles:

•  reckless driving;

•  hit and run driving (no injury);

•  driving on the wrong side of the highway;

•  speed contest or exhibition of speed;

•  driving under the influence of alcohol and/or any drug

Two points are charged for any of the following and any violations in this category will forever prevent the employee from being approved to drive District vehicles

•  hit and run driving (with injury)

•  vehicular manslaughter;

•  evading a peace officer or resisting citation/arrest (vehicular related)

CABRILLO COMMUNITY COLLEGE DISTRICT

DRIVER INFORMATION FORM for DISTRICT VEHICLES

Employee:   ________________________________________ DOB: ___________________

Address:   _________________________________________________________________

CA Driver's Lic #: ____________________________________ Class: ___________________

Restrictions: _________________________________________ Exp Date: ________________

Department: __________________________________________________________________

List Driving Citations/Violations in the Past 36 months: ________________________________

_____________________________________________________________________________

_____________________________________________________________________________

I declare or certify under penalty of perjury under the laws of the State of California that the foregoing information is complete and correct to the best of my knowledge. I understand the District will obtain and review my driving record from the Department of Motor Vehicles.

Signed: ______________________________________ Date: __________________________

Supervisor Approval

It is appropriate for this employee to drive the following types of District vehicles:

_____________________________________________________________________________

Supervisor: _________________ Signature: _­__________________ Date: ______________

*****************************************************************************

District Transportation Office Use Only

DMV printout review date: _____­­­­­­_________________________ "Points": ________________

Megan's Law records checked: _______

The employee's application to drive District vehicles is:

_______ Approved pending return of signed District Driving Rules

_______ District Driving Rules Date Received: __________­­­­­­­­­­­___________________________

_______ Denied, applicant's supervisor notified : ____________________________________

Signed: _________________________________________ Date: _______________________

District Transportation Department

AR 4120.1

USE OF PERSONAL VEHICLES ON DISTRICT BUSINESS

This administrative regulation sets forth the minimum standards and procedures for employees to drive their personal vehicles on District business.

Minimum Standards

Individuals driving personal vehicles on District business must meet minimum standards prior to authorization to drive on District business or claim mileage reimbursement.

•  Driver must be at least 18 years of age;

•  Driver must have a valid California driver's license in good standing;

•  The driver's license must not have been in a status of suspension or revocation for the past 12 months

•  The driving record cannot exceed the allowable "points" as listed below

•  Driver must have liability insurance coverage for at least the minimum amount required by the California Vehicle Code.

Screening and Approval Process

•  Those who find it necessary to drive their personal vehicle while conducting District business and meet the minimum standards outlined above should complete the Personal Vehicle Use Form and forward it to their supervisor, or the Cabrillo supervisor sponsoring their activity, together with a photocopy of their driver's license and automobile 'proof of insurance' card

•  The supervisor should approve or deny the request as appropriate and retain in a file at the supervisor's location. The supervisor should ensure that this information is updated annually.

Verification and Enforcement

The District does not verify DMV records for individuals authorized to drive their personal vehicles on District business. It is the responsibility of the driver to insure that he/she meets the standards listed below.

It is the driver's supervisor's responsibility to insure that a copy of the driver's license and proof of insurance are retained by the District.

Driving Record Points Standards

Individuals will not be approved to drive personal vehicles on college business if the driving record exceeds the following point count:

•  2 points in the most recent 12 month period;

•  3 points in the most recent 24 month period;

•  4 points in the most recent 36 month period

One point is charged for the following:

•  unsafe operation of a vehicle;

•  moving violation;

•  "at fault" accident. If the driver disputes the fault of an accident it is his or her responsibility to obtain a copy of the traffic accident report or insurance company report for District review and consideration

Two points are charged for any of the following and any violations in this category during the previous five years will prevent the individual from being approved to drive personal vehicles on district business:

•  reckless driving;

•  hit and run driving (no injury);

•  driving on the wrong side of the highway;

•  speed contest or exhibition of speed;

•  driving under the influence of alcohol and/or any drug

 Two points are charged for any of the following and any violations in this category will forever prevent the individual from being approved to drive District vehicles

•  hit and run driving (with injury)

•  vehicular manslaughter;

•  evading a peace officer or resisting citation/arrest (vehicular related

CABRILLO COMMUNITY COLLEGE DISTRICT

USE OF PERSONAL VEHICLE for DISTRICT BUSINESS

DRIVER INFORMATION FORM

Driver:   ________________________________________ DOB: _________________

Address:   _______________________________________________________________

CA Driver's Lic #: ____________________________________ Class: ________________

Restrictions: _________________________________________ Exp Date: _____________

Department: ________________________________________________________________

List Driving Citations/Violations in the Past 36 months: ______________________________

___________________________________________________________________________

___________________________________________________________________________

I declare or certify under penalty of perjury under the laws of California that the foregoing information is complete and correct to the best of my knowledge. I understand that it is my responsibility to insure that my driving record meets the Districts requirements for driving my personal vehicle on District business.

Signed: ______________________________________ Date: _____________________

Cabrillo College Supervisor Approval

Supervisor: _________________ Signature: _­__________________ Date: __________

This form should be retained at the supervisor's location.

 Can students work more than one job on campus?

Yes, students can work more than one job on campus. However, the total number of hours a student may 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, or more than 170 days a year between July 1st and June 30th. It is important that supervisors are aware of other jobs, so students are not scheduled to work in violation of these requirements. Students who work more the 19 1/2 hrs a week may be administratively terminated.
  

When and how 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 due dates with your supervisor. 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. Students need to present proper identification in order to pick up their check. Since paperwork is routed through Student Employment, the County Office of Education and the Cabrillo Payroll office, if your hiring paperwork is not received by Student Employment prior to the 10^th of the month, you may not receive a check on the next payroll period, rather it may be combined with your next payroll period.

 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 may be administratively terminated if they work more than the allowed daily or weekly hours.

 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 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.

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.
 

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, Failing a Criminal History check or any other generally accepted reason to discontinue employment may result in your employment with the college being terminated at will.
 

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 the Co-Op Work Experience 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 require that you be over 18 years of age and 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?

It will depend. If you are working for a not-for-profit agency, and have a FWS or FTTW award, your supervisor can contact Student Employment, at 479-6413 and ask to participate as an employer in our Work-Study and Fast Track employment program. Through that program, employers are charged back for 35% of your salary. If you have a FTTW award, for-profit employers should contact the Fast Track To Work office at 479-6344. For profit employers are able to charge back 50% of your salary to the FTTW office after contract approval.
 

How am I supervised?

All student and hourly employees must be supervised by contract staff, faculty or management. Hourly 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. Student employees are never issued keys and are not allowed to open or close facilities. 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 rule 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. If you need to study for a test, your supervisor may be able to reschedule your work hours. Although some of the awards are called Work-Study, you are not, in fact, being paid to study. If you complete your work early, let your supervisor know so that they may assign you additional tasks if appropriate. Doing personal business (including studying) while being paid to work can be a reason to terminate your employment.
 

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 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, 170 days an academic year (July1-June 30^th). You can be terminated from your job for being in violation of these work-hour requirements.

* When school is not in session, or during summer or wintersession (if the student is not enrolled in summer or wintersession), and is pre-enrolled for the following term in 6 or more units) and with advance authorization from the Supervisor, students may be able to work up to (but not exceeding) 40 hours a week if they have funding available. Time cards must be initialed for each week that the student exceeds 19 1/2 hours. The Authorization to work more than 19 1/2 hours form has been discontinued.
 

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 supervisor's 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.

JOB CATEGORIES

This Program has four assignment classifications; entry level (I), intermediate level (II), specialist level (III), and professional level (IV). The respective job titles for each level are Student Assistant I through IV. The duties performed at each level include but are not limited to those given as examples. The working areas where assistants may be assigned are listed.
 
 

STUDENT ASSISTANT I

This is the entry/trainee level position for student employment. Duties are those which may be readily learned by an individual with limited or no previous knowledge or experience in the work assignment. Works under supervision and received training on the job. Students in this category may be assigned to any department or program on campus. Performs related work as required.
 
 

DEFINITION

Under supervision and after training, performs any of a variety of repetitive clerical or manual duties in an assigned campus department or program.

 QUALIFICATIONS

This is the intermediate level position for student employment. Duties generally require a semi-skilled individual with some training or experience. May require previous knowledge of the work area and/or experience with tools, equipment or computers.

 DEFINITION

Under general supervision performs any of a variety of semi-skilled clerical or manual duties in an assigned campus department or program.

 QUALIFICATIONS

This is the specialist level position for student employment. Duties generally require an individual with specialized skills or abilities and experience in a specific college program or project area. Often requires ability to communicate skills or expertise to others. Performs related work as required.

 DEFINITION

Under limited supervision performs any of a variety of specialized duties in an assigned campus department or program.

 QUALIFICATIONS

This is the technical and specialized level position for student employment. Duties generally require an individual with technical and specialized skills or abilities and experience in a specific college program or project area. Often requires ability to communicate skills or expertise to others. Works under limited supervision. Performs related work as required.
 
 

DEFINITION

Under limited supervision performs any of a variety of technical and specialized duties in an assigned campus department or program.

 QUALIFICATIONS