STUDENT ASSISTANT/NRA PROGRAM FOR SUPERVISORS

1. STUDENT ASSISTANT/NRA PROGRAMFOR SUPERVISORS Year End 2013 Summer 2013 2013/2014 Academic Year

2. 2012-2013 Year End • Mass Cancellations • June 30, 2013 • Graduation • June 14, 2013 • Must process timesheet within 72 hours of separation • Contact Payroll for final Student Listing • Submit termination form with last day worked • Submit copy of final Student Listing • Manual Terminations • NRA: 6/30/13 • Must provide last day student physically worked on a Student Assistant Employment Transaction/Termination Form

3. SA ELIGIBILITY REQUIREMENTS • Student Assistant Employment Policy • Enrolled at least half-time status (6 units) • Maintain good academic standing • Work hours vary based on department's needs and funding • Can work a maximum of 20 hrs/week (Fall, Winter & Spring terms) • During authorized vacation periods and approved breaks, can work up to 40 hrs/week depending on funds • No provision for paid holidays

4. NON-RESIDENT ALIEN STUDENT ASSISTANT Non-Resident Alien Student Assistants (NRA) are international students attending CSUSB under the F-1 and J-1 visa categories and DACA (Deferred Action for Childhood Arrivals). Note: Other undocumented and non-immigrant visa categories such as H-1, J-2, B-2, etc., do not apply.

5. NRA STUDENT ASSISTANT • Receive eligibility to participate in the CSUSB employment program • Enrolled in a minimum of 6 units at CSUSB • Maintain good academic standing • Work hours vary based on department's needs and funding • Can work a maximum of 20 hrs/week (Fall, Winter & Spring terms) • During authorized vacation periods and approved breaks, can work up to 40 hrs/week depending on funds • No provision for paid holidays

6. RULES AND REGULATIONS STUDENT ASSISTANTS AND NRA EMPLOYEES: • May not work during class • Must take a 30 minute unpaid break after 6 consecutive hours • Cannot exceed 20 hours a week during sessions and breaks • May only work a maximum of 8 hours in a day • Students cannot work overtime, holidays, or during campus closures • Cannot serve in staff related positions • Must be supervised at all times • Must correctly report work hours for a pay day on correct pay period, e.g. no swapping of hours worked on a different pay period • Must maintain academic progress • Who falsify timesheets are subject to termination and disciplinary action by Judicial Affairs

7. SUPERVISOR RESPONSIBILITIES • Provide student with a monthly time sheet • Determine the wage rate • Report pay rate changes, etc. on a Change/Termination Request Form to the Student Employment Office. All changes become effective the first day of the following pay period • Directly supervise student worker(s) • Monitor/verify the following: • student earnings, 2) maximum 20 work hours/week, 3) academic progress/disqualification/graduation, 4) enrollment of at least ½ time each quarter, and 5) funding • Submit copy of Student Listing and timesheet on a timely basis • Notify Student Employment Office immediately of any changes in your student’s employment, change in supervisor, and prior to terminating a student assistant/NRA • Ensure that student workers are not serving/completing duties of staff related positions • Do not permit student worker to report work hours for a pay day on a different pay period, e.g. no swapping of hours worked on a different pay period

8. SUMMER EMPLOYMENT Bridge: • Not enrolled or enrolled in less than 6 units • Enrolled in 6+ units for 6W1 only • Enrolled in 6+ units or more for 6W2 only No Bridge: • Regular Summer Session and/or combination of 6+ units both 6W1 & 6W2

9. REGULAR AND BRIDGE APPOINTMENTS Job Codes: 1174 Bridge and 1870 Regular • BRIDGE (Bridge Job Code): • Subject to 5-week break in attendance • Not enrolled or enrolled in less than 6 units in summer 2013 • Enrolled in 6 or more units in only 6W1 OR in only 6W2 • NOT BRIDGE (Regular Job Code): • Enrolled in Regular Session (10 weeks) in a minimum of 6 units • Enrolled in Sessions 6 W1 & 6W2 in a combination of 6 or more units • Example: Session 6 W1 = 4 units and • Session 6W2 = 8 units and/or • Enrolled in a combination of Regular Session and 6W1 or 6W2 • 6 or more units • Enrolled in Fall quarter – 6 or more units; 20 hours maximum per week; eligible for FICA exemption

10. ON CAMPUS HIRING PROCESS 2013/2014 • Student views Job Listings and contacts supervisor for an interview • Student & supervisor complete the Student Transaction Form • Student takes Student Transaction Form, un-laminated social security card, CA ID, Confidentiality Compliance form (new hires only) to the FAO • Student workers must complete the entire hiring process before they begin working. • Student receives stamped Routing Slip as proof that they completed the hiring process and may begin working • Student & Supervisor receive/retain a copy of Terms of Employment/Work Authorization

11. STUDENT ASSISTANT/NRA ON CAMPUS JOB POSTINGS • Supervisors may begin posting job listings on the Career Center website after 7/1/13 • Use Wage Table to determine appropriate wage rate • Ensure positions are removed from the website after filled

12. INSTRUCTIONS FOR POSTING AN ON CAMPUS JOB • Each Student Assistant position should have a job description that includes the following: • Name and address of the employer • The purpose of the job • The duties and responsibilities • Job qualifications • Wage rate • Length of the student's employment (beginning and ending dates) • Name of the student worker's supervisor

13. JOB POSTINGS SEARCH ENGINE • Students can view jobs by: • Keywords - within Job Title, Job Description, and Skills/abilities/experience fields • Division - Academic Affairs, Administration and Finance, Athletics, Information Resources and Technology, Student Affairs, University Advancement, Off-Campus. • Job Posted Date Range - Anytime, within one week, within one month, within three months.

14. TIME REPORTING • Use Electronic Time Sheet on FAO website – report time in military hours • Electronic time sheet will compute daily, weekly, and monthly totals • No hours for a payroll period other than the one reported • Report whole or partial hours in half-hour increments • Complete class schedule information • Adhere 20 hour per week rule • All corrections on time sheet must be initialed by student and supervisor in ink – no white-out • Annotate timesheet if class was cancelled (CC) or excused early (EE) if student works during class time. Must be pre-approved by supervisor • Timesheet signed by student , supervisor and administrator • No paid lunch. The Fair Labor Standards Act mandates a half-hour (30min) unpaid break be provided for every 6 hours worked per day • Students are entitled to a 15 minute paid break for every 4 consecutive hours worked • Fax Student Listing and timesheets to FWS every month; including any “revised” lists – MANDATORY – For Work-Study program • Only supervisor assigned to student worker is authorized to sign student’s time sheet • Students who falsify timesheets are subject to termination and disciplinary action by Judicial Affairs

15. TIMESHEET SAMPLE

16. STUDENT ASSISTANT PAYROLL CALENDAR

17. STUDENT EMPLOYMENT CONTACT INFORMATION • JanethChaidez, ASAII chaidezj@csusb.edu (909) 537-3437 Direct Line (909) 537-7024 FAX • Roseanna Ruiz, Director of Financial Aid rruiz@csusb.edu (909) 537-7651 Direct Line Office Hours: Monday-Friday 8AM-5PM Summer Hours: Monday – Thursday 7AM-5:30PM