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STUDENT AND SHORT-TERM
HOURLY WORKERS
West Valley-Mission CCD
Human Resources Department
Student and Short-term Hourly Workers
Presentation Objectives:DefinitionsDocument OverviewProcess Overview: Supervisor
ResponsibilityProcess Overview: Human Resources
ResponsibilityContact InformationQuestions
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-studyPaperwork prepared & processed by
Financial Aid DepartmentStart date assigned by Financial AidStudents must meet Financial Aid eligibility
requirementsMinimum 10 hours per week; maximum 18
hours per weekAward 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 ResourcesStudents 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 weekPaid from hiring department budget
Student Worker Documents
Required DocumentsStudent Worker New Hire PacketCurrent TB Test ResultsValid Photo ID w/ Date of BirthOriginal Social Security CardCurrent Class ScheduleFingerprint Clearance (if applicable)
Student Worker Documents (cont’d) Additional Documents Required for
International Student WorkersProof of F-1 Visa StatusCopy of I-20Copy of I-94Letter 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
SeasonalTutorsPeriodicProject-BasedProfessional ExpertSubstitutes
○ 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 weekCannot be hired to replace an absent employee
or vacant positionPaid based on Seasonal Worker Salary SchedulePaid from hiring department budget
Short-term: Tutors
GuidelinesAssignments limited to campus Tutorial
CentersLimited to 7.5 hours per day; 37.5 hours per
weekCannot exceed 160 days per fiscal yearPaid based on Seasonal Worker Salary
SchedulePaid from hiring department budget
Short-term: Periodic Guidelines
Sporadic and temporary in natureUtilized to support College for Kids Program,
Theatre productions and Athletic ProgramsLimited to 7.5 hours per day; 37.5 hours per
weekCannot exceed 160 days per fiscal yearCannot be hired to replace an absent employee
or vacant positionPay rate determined by hiring departmentPaid 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 yearCannot be hired to replace an absent
employee or vacant positionPay rate determined by hiring departmentPaid 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 weekCannot exceed 160 days per fiscal yearCannot be hired to replace an absent employee
or vacant positionPay rate determined by hiring departmentPaid from hiring department budget
Short-term: Substitute for Active Employee
GuidelinesReplaces an employee who is temporarily
absent from dutyHours per day/week dependent on position
classification Cannot exceed 160 days per fiscal yearPaid based on appropriate Board-approved
Salary SchedulePaid from hiring department budget
Short-term: Substitute for Vacant Position Guidelines
Replaces a resigned or retired employeeLimited to 60-calendar days; hours per day/ week
dependent on position classificationRecruitment 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 ResultsValid Photo ID w/ Date of BirthOriginal Social Security CardFingerprint 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 packetSubmit proof of negative TB test results Submit proof of employment eligibilitySubmit copy of current class scheduleBring 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 WorkersProvide 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 WorkersProcess completed new hire packetsAssign start date & notify student and/or
supervisorRemind 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 WorkersRefer to 39-Month Re-Employment ListProcess completed new hire packetsAssign start date & notify worker and/or
supervisorRemind 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
Questions ?
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