The COVE Career Center Staff Resources

POSTING JOBS: Hiring staff and faculty are directed to use Handshake to post all on-campus jobs.  If you are unfamiliar with posting on Handshake, please contact Janay Marshall for personal assistance.

You will need to use your Westmont email username and the password "westmonthandshake" to first access the system. We recommend changing this to your email password so you access every system on campus including Handshake in the same way. 

STUDENT EMPLOYEE STATUS- In alignment with the HR policy on Employment of Relatives, Student Employment states that student supervisors or hiring agents avoid employing (hiring) relatives in the same department and/or under the supervision of a relative. "Relatives" are defined here as parent, brother, sister, spouse, child, daughter/son-in law, sister/brother in law, grandparent, aunt, uncle, niece, nephew, and legal guardian. 

WORK STUDY HIRES: You are encouraged to hire a Work Study student as a cost effective means of providing support for your department as well as a job for our students. The College has committed to making every effort to provide work study students with opportunities to work on campus. Departments which hire work-study students are reimbursed 33% of the students’ wages at the end of each month, visible in your budget. 

STUDENT WORK HOURS: Students may work NO MORE than 20 hours per week in total.

ON-CAMPUS JOB MARKET-In order to alleviate the competitive on-campus job market, we ask that you refrain from hiring a student already employed on campus and provide an opportunity for another student. Supervisors are directed to ask potential hires about if they are working or intend to work in other areas on campus and the hourly commitment for these jobs. Student work status and hourly commitments can be confirmed through Student Employment. It is ultimately the responsibility of supervisors to monitor student work hours.  

No student may be asked to work during chapel or their regularly scheduled class time. The only exception to this rule is if a class is cancelled. 

ENROLLMENT STATUS: Anyone who is not a registered Westmont student or who recently graduated from the college, cannot be hired as a student employee. Supervisors intending to hire temp staff (graduated or those who do not have student status) should contact Alexis Robles in HR for approval.  Additionally, when hiring senior class student employees, be advised that the last day a graduating senior may work as a student will be the last day of the pay period that includes finals week. This rule applies to both the end of calendar year and the end of the academic year. 

EMPLOYEE
 

Federal Work-Study (FWS) provides employment and community service opportunities for students who are eligible for need-based financial aid. Awards are made based on the availability of funding and the student’s financial need, as determined by the FAFSA.

Though these funds are intended to assist with paying educational costs, Work-Study funds are not considered in the college payment plan, as they are paid directly to students via a paycheck that is issued every other week as a student works via timecards submitted to the Payroll office.  

On-campus supervisors are strongly encouraged to hire Work Study students. This is especially important at the beginning of the academic year when many of our incoming students look for work and as such they are given priority in job placement. As an added bonus, when you hire a work study student, your department is reimbursed 33% of the student's wages at the end of the month. Those reimbursements will be posted to your departmental budget. Work study awardees may work in any area on campus with the exception of those positions associated with the Campus Pastor's office or Chapel. 

For questions regarding financial aid and work study awards should be directed to the Financial Aid office.  

Managing your postings

All jobs MUST be posted on Handshake to provide fair and equitable access to all students. Please login using your Westmont credentials. This is the one and only source for students to seek out both on and off campus work including internships. You are responsible for monitoring your postings and should close them once they have been filled. 

A Handshake account has been established for all Westmont staff and faculty. IF you are unable to access Handshake, please reach out to Janay Marshall for more help. 

There are several steps that as a hiring supervisor you MUST complete as part of the student employment process or before your student may begin working: 

Step #1

A Temporary Employment Agreement MUST be created for each student that works on campus- NO EXCEPTIONS. This acts as an offer of employment and documents a student's rate of pay, hours and job duties. TEA's are generated online at the following link: Temporary Employment Agreement Once an agreement is signed and approved by a student it is binding and will not be altered.

Take care when creating your TEA's, each agreement is purchased by the college at a cost of approximately $5.00. Any and all incorrect TEA's will be charged back to the responsible  department . Agreements can not be corrected/adjusted once submitted.

It is your responsibility to confirm a student's correct email address, rate of pay, hours, and job description, account number and department, etc. Supervisors should not create TEA's for students until the are absolutely certain that the student intends to work in that role.   

You should avoid using special characters anywhere on the TEA form- this can cause a failure in launching the agreement. Refrain from clicking SUBMIT more than once as this can cause a duplicate TEA to be issued. 

All TEA's must have a date range within those set forth by the payroll office for the summer and academic year. TEA's DO NOT roll over into the next academic year or summer session. If you intend your student to work beyond the end of their current TEA, you must create a new TEA with the appropriate dates.

Please use the student's projected first day of work as their beginning of their TEA, NOT the date you create the TEA. 

Agreements are processed through Docu-Sign and automatically sent to the student for review and approval.  Daily reminders are sent to the student (and/or supervisor) to take action on the TEA. All agreements will automatically expire 14 days from creation. Agreements can not be "extended" or "reactivated" once it expires. A new one must be created.

STUDENT WAGES:

It is your responsibility to determine and monitor your students wages. Wage changes are NOT made once an agreement has been created.  The student wage scale has been provided as a guide in helping to determine the appropriate hourly wage. Keeping within this scale will help with the changing state minimum wage, keep things equitable for all students and be mindful of the closing gap between student hourly wages and some staff hourly wages. 

Students are paid based on the category of work they perform rather than the number of years they have been working. This will also help to keep a more uniform system of paying students fairly as well as being more equitable for other students who are performing the same work. In the case of a change in the state minimum wage, any student earning an hourly wage below that amount will automatically be brought up to the current minimum wage. This will be handled by the payroll department.

Students may not be paid less than current state minimum of $15.50 and nor more than $16.25 for any position on campus. 

Pay Grades

General - Includes all entry-level student jobs that do not require previous training or special skills other than basic computer skills.  May require on-the-job training.                       

Skilled - Skilled jobs include positions that require a higher level of responsibility and some previous training or experience.  Positions offer extensive on-the-job training or require certification. Students may be supervising other students in the General category.

Specialist - Specialist jobs require special skills or an advanced level of academic or other qualifications.  The position might involve a high degree of training, and/or extensive previous experience.   Job duties may include hiring, training, scheduling and supervising students in the Skilled category.

Step #2

Completing I-9 and W-4 paperwork is mandatory. 

It is unlawful to accept an I9 form without an offer of employment/acceptance (TEA). Students are responsible for completing their portion of the online form if needed, and providing you with ORIGINAL documents to complete your portion of the form (Section 2) 

It is your responsibility to verify that you have been provided original documents to complete the online I9 form. Scans, faxes, copies, or notarized documents the original documents are NOT acceptable. Lists of acceptable documents

A student MAY NOT begin working under ANY circumstances without an I9 in place and approval of their TEA. To do so is a violation of labor law and puts the college at risk for severe penalties.  

You will be notified as the TEA moves through the employment process via emails from Student Employment aka Docu-Sign. You must wait to receive an email notification from Student Employment that the student has been approved BEFORE they can begin working.  

Step #3

Provide Workplace safety training to your student. Safety training is available through Public Safety by contacting William Boyd.

Step #4

Assist your student employee with time card set-up in UKG Ready.  Each student is required to activate their UKG account (available here) and maintain a regular practice of making time entries for any and all hours worked. . A time card tutorial is available here. 

Please share the Student Pay Schedule with  your students so that they can track time card due dates- Time Card Schedule 22-23

Upon completing the student Temporary Employment Agreement, your may student may be directed to complete I-9 and W-4 paperwork if necessary. Students will have access through the TEA system to an online electronic version of the I-9 form.

 Students should complete the form online and then bring you their ORIGINAL work authorization documentation for verification. (see page 5 of the I-9 form) so that you may complete your portion of the online form. 

You may not AND should not accept photocopies, scans, or facsimilies of documentation related to the I-9 under any circumstances. This includes mobile phone uploads, scans or photos. To do so is a violation of USCIS government regulations. As the supervisor, you are attesting on a federal form and under penalty of perjury that these valid, unexpired, tangible documents.

Do NOT provide or accept a hard copy (paper form) of the I-9 for any reason.

Do NOT complete or accept documents PRIOR to the creation/completion of a TEA. 
 

Work Authorization Documents

Section 1: Employee Information 

As as supervisor, you are obligated to complete the follow steps when completing the I9 form with your student: As a resource to you, the list of acceptable documents has been made available here - I-9 Acceptable Documents

Review the Student portion of the form for accuracy AND completion and looking for the following items: 
a. Student name matches identification provided
b. Student dates the form on the actual date they signed it. 
c. Student signs and dates the form accurately, not using birthdate as current date. 
d. Any blanks on the form are filled out with N/A

You may NOT under any circumstances make any corrections, additions or adjustments to the student portion of the form. This is to be done by the student employee only.

Section 2: Employer Information 

When completing the Supervisor portion (Section 2) of the form please make note of the following:

Supervisors/hiring agents are required to " physically examine each original document the employee presents to determine if it reasonably appears to be genuine and to relate to the person presenting it.” You may not accept photocopies, scans or facsimilies of documentation related to the I-9 under any circumstances .

Supervisors must examine the documents WITH the employee present! " the examiner of the documents and the employee must both be physically present during the examination of the employee's documents." The person examining the documents MUST be the same person who signs Section 2.

Be sure that you or the hiring supervisor has provided document #'s, expiration dates, issuing authority, etc.

Be sure to provide a certification date ( the ACTUAL first day of work) 

When hiring an International or Foreign student please be aware of the following items:

• International students can work on campus, but they may need to provide additional information in Section 1 related to their Visa.
• International students should provide their I-94 Admission Number in Section 1.  You must photocopy this I-94 along with the documents they provide to establish their identity  (usually a foreign passport) and must include the information in List A as an additional document.  
• International students may also require an I-20, which is a form provided to the student by the Admissions Advisor to International Students.  If they require a new I-20, they can request one from the International Student Services Liaison in the Student Life Office. 
• All employees of the college must have a Social Security Number before they can begin working. Please direct your International student hire to the local SSA office to apply for a social security card. The International Student Liaision in Student Life can guide them through the process. 

Be sure to upload copies of the work authorization documents along with the completed I-9 form to your secure Egnyte folder within 3 days of signing the form. 

Your student is NOT authorized to begin working upon completing the I-9 paperwork, but rather when you receive an approval email from the COVE Career Center. In compliance with state and federal laws, student employees may not begin working before the TEA and I-9 are processed. 

Supervisors are responsible for ensuring that each student employee set up an UKG Ready time card and activating their UKG account. Tutorials for activation are (available here) as well a timecard tutorial here. 

Please share the Student Pay Schedule with  your students so that they can track time card due dates- Time Card Schedule 22-23 

Once a time card has been established for student employees, supervisors are responsible for making sure students are entering their time in UKG at shift worked. UKG Ready works in real time and developing a habit of entering time at each shift will help to reduce the number of notifications to you as the supervisor and erroneous time cards. 

Breaks and Meal Periods 

Supervisors should make certain that student employees take their authorized rest periods and meal breaks. Please refer to the chart below. 

Meal Breaks

As required by state law, staff who work at least five (5) hours per day must take an unpaid lunch period of at least 30 minutes and are eligible for two 10-minute paid breaks.

Please make note of the following changes to the current student employee meal and breaks policy. Rather than verifying meals and breaks each day on time sheets (if applicable, based on the number of hours worked), effective December 1st,  student employees will instead be assumed to have voluntarily skipped their breaks and meal periods unless they have submitted a signed Meal and Rest Period penalty authorization with their time sheet.

If needed this form is available here or also on the Payroll Office webpage, or available in hard copy from the Payroll office.

All student employees are not only permitted but encouraged to take appropriate breaks during the work day.

Rest Periods

Under no circumstances as prohibited by law and College policy are supervisors to allow students to skip meal periods and breaks in order to leave early. It is critical that student employees and supervisors comply with state wage and hour regulations. Each supervisor assigns work schedules, lunch and break times in the way that best suits departmental needs. 

Students who get paid an hourly wage are eligible for overtime pay if they work in excess of 8 hours per day and/or 40 consecutive hours during the week. Overtime pay is one and a half times the regular hourly rate and must be approved in advance of working.

Students workers are NOT eligible for paid holidays during the school year. In order to be eligible for summer holiday pay, a student employee must meet ALL the following criteria:

• Be scheduled to and actually work a minimum of 32 hours per week for a minimum of 12 weeks over the period of May- August. 
• Be normally scheduled to work on the day which is designated as a holiday and have recorded holiday hours on that time card.

It is a supervisor's responsibility for training your student employee in working safely in the job they have been assigned. Student employees should take part in the safety training conducted by Public Safety Staff. Call William Boyd at ext.6043 for details. 

If a student suffers an injury while on the job, the student should immediately contact their supervisor. In turn, supervisor's are to then contact Human Resources to obtain medical help for the student. In the case of a medical emergency, call 911 and notify Human Resources after ensuring the student employee receives care to complete the work injury report and Worker's Compensation claim. 

Do not direct students to seek medical help from the on campus Health Center. 

On July 1, 2015, employees in California that work for 30 or more days within a year from the beginning of employment are entitled to paid sick leave after working 90 days.  Part-time student employees will earn at least one hour of paid leave for every 30 hours worked up to a maximum of 3 days or 24 hours/yr. Accrual begins on the first day of employment or July 1, 2015, whichever is later.

The College is offering Paid Sick Leave benefits which satisfy or exceed the accrual, carryover, and use requirements of Labor Code §246.  Employees will view their accrued sick leave benefits on Web Advisor, when signed in under the Employee section and after clicking on the link for Leave Plan Summary.

Student employees may utilize sick leave for their own illness or that of a family member, for diagnosis and treatment of an existing condition or for preventative care.  Sick time may also be used if the employee is a victim of domestic violence, sexual assault or stalking.  As much as possible, student employees should provide advance notice of the need to use sick leave.  Be sure you are able to advise the employee how to note sick leave: Students will record sick hours manually on printed time cards recording the date and total number of sick hours taken, ie: 8/31/15 2 sick hours. The updated Student Payroll system will be in place late Fall with an online sick leave request feature. 

Please note that under California law, employees may not be terminated or retaliated against for using or requesting the use of accrued paid sick leave and have the right to file a complaint against an employer who retaliates or discriminates against an employee for 1) requesting/using accrued sick days; 2) attempting to use accrued paid sick days; 3) filing a complaint or alleging a violation of Article 1.5 section 245 et seq. of the California Labor Code; 4) cooperating in an investigation or prosecution of an alleged violation of this Article or opposing any policy or practice or act that is prohibited by Article 1.5 section 245 et seq. of the California Labor Code.   You may not require the student employee to request the paid sick leave in writing, nor require that they provide you with a doctor’s note. 

Please contact Human Resources if you have questions about this new benefit for student employees.