STUDENT AND SHORT-TERM HOURLY WORKERS

1. West Valley-Mission CCD Human Resources Department STUDENT AND SHORT-TERM HOURLY WORKERS

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

3. 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.”

4. 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.”

5. 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

6. 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

7. 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)

8. 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

9. 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)

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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)

19. 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)

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

21. 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

22. 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

23. 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

24. 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

25. 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

26. 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

27. 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

28. Who to Contact Gloria Gutierrez Human Resources Specialist 408-741-2171 gloria.gutierrez@wvm.edu

29. Questions ?