Why do I have to re-hire students each fiscal year?
Students are considered temporary employees, and must complete all new hiring paperwork (except for the I-9 documentation or fingerprints if being re-hired), starting 7/1 of each new fiscal year.
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Can students work during breaks between semesters?
Students who wish to continue to work after the last day of fall semester must be either pre-enrolled for Spring Semester in 6 or more units or enrolled for Winter Session in at least 1 1/2 units for the four week session. To work after the last day of Spring Semester, students must either be pre-enrolled for the following fall in at least 6 units or registered in a 4 week Summer Session in at least 1 1/2 units or 2 units if enrolled in the 6 week session to work while that summer session is taking place.
It is the supervisors responsibility to verify enrollment for all students who continue to work from fall into winter session or spring semester. If you are unable to verify enrollment, please call our office and we will be happy to assist you.
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When do students have to stop working?
All students must stop working immediately if they drop below six units.
students must stop working the last day of the term in which they were hired unless they have pre-registered for the following term.
Federal Work-Study students must stop working the last day of Spring Semester, or when they run out of their award money, whichever comes first, unless they do new paperwork to transition to department funding. They may not continue to work on Federal Work Study funds until they receive a new award letter for the next academic year. These award letters are usually not received prior to the beginning of Fall Semester. There is generally no summer work study.
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Can my student employee do work for me at home?
Student employees can only work on-campus, under the direct supervision of a manager, faculty or contract staff member. Due to many reasons, including worker‘s compensation and liability issues, students are not allowed to do work for the college at their homes.
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How are students supervised?
All student and hourly employees must be supervised by contract staff, faculty or management. Student and hourly employees are not allowed to be supervised by other hourly or student employees. Supervisors or their temporary contract employee designee must be available on campus whenever the student or hourly employee is working.
Supervisors 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 students are working. The temporary supervisor should be informed whenever they are responsible for the student and the student 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.
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When can students work more than 19.5 hours week?
Students can work up to 39 hours a week, during breaks when school is not in session and during summer and winter sessions as long as they are pre-registered for the following full term in at least 6 units, but are not taking summer or winter session classes. Supervisors should initial off on those time card hours, or any hours worked on weekends or holidays. In any case, students may not work more than 8 hours a day, or more than 5 days monday through sunday.
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How do I give my student employee a raise?
If you need a higher level student employee, and you have a higher level position available, and that student can demonstrate (on their application) that they have the required level of related experience or courses or a combination, you can hire at the higher level—note, just because they want the higher pay and have the qualifications, does not mean that that is the job that you want to advertise and fill—all students performing the same job should be paid the same pay rate.
We (the campus) pay according to the requirements of the job we need and are advertising, not because the person can work at a higher level if we do not need them to work at the higher level.
Students who are already working on campus after 7/1 of that year, and have already completed the full hiring paperwork packet for the fiscal year, only need to complete the NCR temporary hourly employee assignment form and an application showing that they meet the new position requirements for any additional positions for which they are hired for that year.
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Filling out hiring paperwork (hiring dates and multiple or changing positions.)
Please check hiring packets to be sure they have updated forms before using. A good way to check this is to be sure that the W–4 form has the correct date. If you have older hiring packets you can return them to student employment and we will recycle what we can and give you updated packets in exchange.
It is very important that you put the student's actual start date under requested start date on the temporary hourly employee assignment form. If a student is working in multiple jobs, and they can not be put into the system with a start date that is before the start date of a prior entry. they must be backed out of Datatel, the newer start date paperwork entered and (all other screens re-done), and then the position with the later start date re-entered. So, if they really are not starting until 8/28, please don't put a 7/1 start date. please anticipate that for new hires, it may take some time for the student to bring in the required documents or for their fingerprints to clear when noting the projected start date.
Also, it is helpful to know if a student is working in multiple positions, if they have left the previous position, or if they will still be working in the job we currently have for them in the system, and are just adding an additional position.
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Can students be fired?
Yes, if a student misrepresents themselves on their application or hiring materials, poor performance, failure to work scheduled hours, lack of available funding, not following college rules and regulations, or any other generally accepted reason to discontinue employment may result in a student’s employment with the college being terminated.
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Safety Training
Please be advised that IIPP, injury and illness prevention program, training is required of all new employees prior to start of work and of all existing employees bi-annually.
Employees should visit the following web address
http://www.cabrillo.edu/internal/safety/checklist.htm
A link to the safety training is also on the student employment web site.
Be sure to print and sign the last page and turn it in to your supervisor for signature. Student employee safety trainings should be submitted to Student Employment for processing after the supervisor has signed off.
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Using volunteers/Court Referrals
All cabrillo volunteers are required to complete a Volunteer Packet that includes a volunteer agreement, emergency notification information, an activity waiver and indemnity agreement and a criminal history inquiry. This packet requires the supervisor to witness one signature and the packet must be signed by the division/dept. head and returned to Human Resources. This actually only takes moments to complete and send to HR. Volunteer packets are available both in HR and Student Employment.
(Court Referral volunteers are handled separately by student employment, and require similar paperwork be completed in Student Employment prior to starting their hours as all Court Referrals to Cabrillo must be Cabrillo students and may only work at selected and pre-authorized sites).
According to HR, volunteer paperwork must be submitted annually for each volunteer and must include an updated criminal history inquiry form. Volunteer drivers must also submit a new DMV report and driving paperwork.
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Time Cards—who does what?
Blue ( department funded) time cards are signed by the direct supervisor and the department administrator/manager or just the department administrator/manager and then sent directly to Payroll (unless the time card for that area must first be reviewed by a division accounting specialist or other budget auditor). Blue time cards can be requested from business services or printed on blue card stock from the Business Services web site from the Business Services guide under “Payroll.” the updated payroll calendar is also listed there.
Yellow (Federal Work Study) time cards are signed by the direct supervisor and then sent to the Financial Aid Office. The FAO will send them on to Payroll after they have been audited. Yellow time cards are available from Student Employment.
The Financial Aid office is requesting that only the direct supervisor sign off on the FWS yellow time cards, and then send them on to the Financial Aid office for their sign off. There is no need for a departmental administrative sign off on these time cards. If you want an admin. sign off (perhaps due to partial dept. funding of a CALWorks award) they should sign in the supervisors area. CALWorks time cards are also sent to the Financial Aid office at the end of the pay period.
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Confidentiality
Students working with confidential information should have specific direction from their supervisor regarding confidentiality. A sample confidentiality agreement is available from Student Employment that can be modified to meet the need of the department.
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Should I hire a student or an hourly employee?
(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).
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