West Valley-Mission CCD Human Resources Department

Student and Short-term Hourly Workers  Presentation Objectives: Definitions Document Overview Process Overview: Supervisor Responsibility Process Overview: Human Resources Responsibility Contact Information Questions

Definitions per Ed Code 88003:  Student Worker “Full-time students employed part time, and part-time students employed part time in any college work-study program, or in a work experience education program conducted by a community college district and who are financed by state or federal funds.”

Definitions per Ed Code 88003:  Short-term Employee “Any person who is employed to perform a service for the district, upon the completion of which, the service required or similar service will not be extended or needed on a continuing basis.”  Substitute Employee “Any person employed to replace any classified employee who is temporarily absent from duty.”

Student Worker Guidelines  Federal Work-study Paperwork prepared & processed by Financial Aid Department Start date assigned by Financial Aid Students must meet Financial Aid eligibility requirements Minimum 10 hours per week; maximum 18 hours per week Award paid from College Work-study Program

Student Worker Guidelines (cont’d)  Student Workers Paperwork prepared by hiring department; processed by Human Resources Start date assigned by Human Resources Students must be enrolled in at least 6 units per semester to qualify; International students must be enrolled in at least 12 units per semester Maximum 18 hours per week Paid from hiring department budget

Student Worker Documents  Required Documents Student Worker New Hire Packet Current TB Test Results Valid Photo ID w/ Date of Birth Original Social Security Card Current Class Schedule Fingerprint Clearance (if applicable)

Student Worker Documents (cont’d)  Additional Documents Required for International Student Workers Proof of F-1 Visa Status Copy of I-20 Copy of I-94 Letter signed by International Student Advisor confirming work eligibility

Student Worker Timesheets  Timesheets/Pay Schedule All timesheets must be submitted to Payroll by the deadline, as identified by the Payroll Department Hours worked are paid at the end of the month following the month in which the work performed (Ex. April hours worked; paid last business day in May)

Short-term Hourly Workers  Types of Short-term Hourly Workers Seasonal Tutors Periodic Project-Based Professional Expert Substitutes ○ Substitute for Active Employee ○ Substitute for Vacant Position *39-Month Re-Employment List must be considered prior to hiring any of the above categories

Short-term: Seasonal  Guidelines Employed to assist departments during peak periods Cannot exceed 45 days within a 6-month period (January-June & July-December) Limited to 7.5 hours per day; 37.5 hours per week Cannot be hired to replace an absent employee or vacant position Paid based on Seasonal Worker Salary Schedule Paid from hiring department budget

Short-term: Tutors  Guidelines Assignments limited to campus Tutorial Centers Limited to 7.5 hours per day; 37.5 hours per week Cannot exceed 160 days per fiscal year Paid based on Seasonal Worker Salary Schedule Paid from hiring department budget

Short-term: Periodic  Guidelines Sporadic and temporary in nature Utilized to support College for Kids Program, Theatre productions and Athletic Programs Limited to 7.5 hours per day; 37.5 hours per week Cannot exceed 160 days per fiscal year Cannot be hired to replace an absent employee or vacant position Pay rate determined by hiring department Paid from hiring department budget

Short-term: Project-Based  Guidelines Projects with a specified start and end date; not to be extended or needed on continuous basis Limited to 7.5 hours per day; 37.5 hours per week Cannot exceed 160 days per fiscal year Cannot be hired to replace an absent employee or vacant position Pay rate determined by hiring department Paid from hiring department budget

Short-term: Professional Expert  Guidelines Provide specific services, the nature of which is not performed and such expertise cannot be obtained from members of the classified service (Ex. Physicians, sign-language interpreters, closed-captioners, etc.) Limited to 7.5 hours per day; 37.5 hours per week Cannot exceed 160 days per fiscal year Cannot be hired to replace an absent employee or vacant position Pay rate determined by hiring department Paid from hiring department budget

Short-term: Substitute for Active Employee  Guidelines Replaces an employee who is temporarily absent from duty Hours per day/week dependent on position classification Cannot exceed 160 days per fiscal year Paid based on appropriate Board-approved Salary Schedule Paid from hiring department budget

Short-term: Substitute for Vacant Position  Guidelines Replaces a resigned or retired employee Limited to 60-calendar days; hours per day/ week dependent on position classification Recruitment Requisition to fill vacancy must have HR & Chancellor approval, prior to consideration of substitute hire Extensions only considered under certain circumstances Paid based on appropriate Board-approved Salary Schedule Paid from hiring department budget

Short-term Worker Documents  Required Documents Short-term, Substitute and Professional Expert New Hire Packet Current TB Test Results Valid Photo ID w/ Date of Birth Original Social Security Card Fingerprint Clearance (if applicable)

Short-term Worker Timesheets  Timesheets/Pay Schedule All timesheets must be submitted to Payroll by the deadline, as identified by the Payroll Department Hours worked are paid at the end of the month following the month in which the work performed (Ex. April hours worked; paid last business day in May)

Process Overview: Worker Responsibility  Federal Work-study Students Refer to Financial Aid Department for specific process/responsibility

Process Overview: Worker Responsibility  Student Workers Complete new hire packet Submit proof of negative TB test results Submit proof of employment eligibility Submit copy of current class schedule Bring all required documents to Human Resources for processing, including completed & signed Student Worker Employment Notification (NOE) Incomplete packets will not be accepted

Process Overview: Supervisor Responsibility  Student Workers Provide student with new hire packet to complete & notify them of the requirements as directed on the cover sheet of the packet (i.e., current TB results, original Social Security Card, Photo ID w/ DOB, current class schedule, etc.) Remind students that paychecks are received the last business day of the month following the month in which the work is performed Complete the NOE with appropriate signatures; sign the bottom of the Student Information Sheet, confirming completion

Process Overview: Supervisor Responsibility  Student Workers (cont’d) Direct student, w/ completed packet & required documents, to HR for approval & start date Manage the 18 hour per week limit of work hours; this includes all student worker NOE’s combined Notify HR if student drops classes & falls below the required 6 units Submit timesheets to Payroll by the posted deadlines

Process Overview: Supervisor Responsibility  Short-term Workers Provide worker with new hire packet to complete & notify them of the requirements as directed on the cover sheet of the packet (i.e., current TB results, original Social Security Card, Photo ID w/ DOB, etc.) Remind workers that paychecks are received the last business day of the month following the month in which the work is performed Complete the NOE with appropriate signatures; sign the bottom of the Short-term Employee Information Sheet & Short-term Payroll Information Sheet, confirming completion

Process Overview: Supervisor Responsibility  Short-term Workers (cont’d) Direct workers, w/ completed packet & required documents, to HR for approval & start date Manage the 7.5 hours per day/37.5 hours per week limit of work hours; this includes all short- term worker assignments combined Track number of days worked each month to ensure compliance with NOE (Ex. Seasonal = 45 max days within 6-month period; Project-Based = 160 days per fiscal year, etc.) Submit timesheets to Payroll by the posted deadlines

Process Overview: Human Resources Responsibility  Student Workers Process completed new hire packets Assign start date & notify student and/or supervisor Remind students that paychecks are received the last business day of the month following the month in which the work is performed Provide Payroll with appropriate documents for paycheck processing

Process Overview: Human Resources Responsibility  Short-term Workers Refer to 39-Month Re-Employment List Process completed new hire packets Assign start date & notify worker and/or supervisor Remind workers that paychecks are received the last business day of the month following the month in which the work is performed Provide Payroll with appropriate documents for paycheck processing

Who to Contact Gloria Gutierrez Human Resources Specialist