This information is provided to assist you with the student employment process. If you have questions contact Carrie Rydman, Student Employment Coordinator, ext. 6248 or email crydman@westmont.edu.
Please do everything you can to make the process as student friendly as possible, and encourage student employees to see the Office of Life Planning Department (VL 305) if they have any additional questions.
- Ensure that the student understands his or her responsibilities of the job ie. physical reequirements, specific tasks, etc. Federal law and the ADA requires that all essential functions of a particular position are clearly communicated.
- Ensure that the following forms are completed correctly:
- Online Temporary Employment Agreement
- Online I-9 form (PDF),
- OnlineW-4 form (PDF).
- Send your student to safety training conducted by the physical plant staff. Call x6043 for dates and times
PLEASE NOTE: I-9's require supervisors to verify forms of identification, print the appropriate information (id #'s, state,etc) and provide a copy of i.d. to the employment coordinator. Supervisors must also ensure that students complete the W-4 by verifiying that there is a response on either line 5 or 7 of the form.
PLEASE NOTE: To comply with federal law, employees may NOT begin work before the hire paperwork, W-4 and I-9 are processed. To comply with state law, the payroll department has a limited number of days within which to report new employees after their date of hire. Return I-9 paperwork to Carrie Rydman, Office of Life Planning, at least one week prior to the student's scheduled start date to allow for processing. W-4 paperwork should be returned to Esther Gilbert, Payroll Dept.
Job descriptions can be used directly or indirectly to:
- assign work and document assignments
- help clarify departmental mission
- establish performance standards/requirements
- recruit for vacancies
- explore reasonable accommodation
- counsel employees on career opportunities
- train employees
In plain, clear language, job descriptions document a job's major functions or duties, responsibilities and other critical features, such as skill, effort and working conditions. Job descriptions should tell:
who
does what work
where
when (or how often)
why (the purpose or impact of the work)
how (it is accomplished)
Job descriptions are summaries. The objective is to provide enough information in the right format and language to be accurate, clear, and useful to the employer and employee.
Federal law and the Americans With Disabilities Act (ADA) requires that all essential functions of a particular position are clearly communicated. Westmont uses the job description to do this. Essential functions are the fundamental duties of a job - not peripheral tasks (i.e. an essential function of a data entry clerk would be to be able to type). Fundamental duties are usual, regular, and routine tasks. However, a task that is rarely done, may be considered essential depending on the circumstance. It is best to clearly and fully describe all essential functions in the job description.
It is the responsibility of each supervisor or department representative to post all positions online. Post your job online today! Departments post and maintain their jobs on Westmont's home page. If extra assistance is needed for any reason, call Carrie Rydman at x6248. All job openings are printed out and posted in the Fall and Spring in the Office of Life Planning. After you post a new job, you may close, edit or reopen it at any time using your username and password. This password and user name is selected by you. The Office of Life Planning does not keep a record of passwords/user names. Be sure to make a note of these. There is no need to reenter a job opening each semester or school year. Once you close a job, students will not have access to it. Please close your position once it has been filled.
To Post a New Job:
- Bring up Westmont's Home Page
- Click on Faculty & Staff
- Click on Add/Edit On Campus Job
- Click on Add a New Job
- Fill in fields with your information
- User Name & Password: Please memorize your username and password. As an example, you
can use the same username & password such as the word "blue" for both the username and
password. You will need to use these to close, edit, or delete your job at a later date.
- Click Add Your Info
To Edit, Close or Reopen a Previously Entered Job
- Follow instructions 1-3 above
- Enter your Username and Password* in the Find a Job to Edit fields
- Click on the job title
- Click on Save Changes
*You may ask for a password reminder under "Add or Edit an Existing Job
As the student employee supervisor, you need to fill out an online Temporary Employment Agreement (TEA) with the student. Students who have not worked on campus before need to fill out an I-9 form verifying their right to work in the United States. Students who have not worked on campus or who have claimed “exempt” on their W-4 in previous years need to fill out a new W-4. It is recommended that you go over the New Employee Supervisor's Checklist for each student employee
The Online TEA can be found on the homepage, Faculty/Staff, Student Employment, Temporary Employment Agreement. Once the online Temporary Employment Agreement has been completed payroll sends a confirmation email to the supervisor stating that the student may begin working. UNDER NO CIRCUMSTANCES, MAY A STUDENT BEGIN WORKING UNTIL THE ONLINE TEMPORARY EMPLOYMENT AGREEMENT IS COMPLETED AND YOU HAVE RECEIVED A CONFIRMATION FROM PAYROLL.
Temporary Employment Agreement Dates for 2007-2008 are 8/26/07-5/3/08 for the academic year.
There are 18 pay periods during the academic year - 8 in the first semester, 10 in the second semester.
Student employees must be currently enrolled students.
Supervisors should notify Payroll of any changes in the employee's status.
Use the W-4 guidelines on the W-4 form to assist your student employees with completing the form. The W-4 must be completed in ink and include the student's home address—NOT their Westmont address. The W-4 must be signed and dated at the bottom by the student. If the student is unable to complete the W-4, have the student ask his/her parents or guardian for advice.
To comply with federal law, the I-9 form must be completed. All student employees are required to complete an I-9 unless they have already worked on campus and have a completed I-9 on file. If a student used a passport for I.D. that expired between the date of a job held previously and the current job he or she is filling out hire paperwork for, a new I-9 needs to be filled out.
Directions for I-9 Completion:
Have the student complete Section 1.
Supervisors MUST attach photocopies of valid identification (including driver's license extensions).
Supervisors MUST ensure that the ID and I-9 are legible, and that the ID has not expired.
Acceptable forms of ID's are listed on the back of the I-9 form. Unless the supervisor signs, dates and verifies information for both the I-9 and W-4, these forms will be returned to the supervisor, delaying the student's paycheck.
Documents Required for I-9 Form
To provide proof of identity and right to work in the United States, provide a single document from List A or one document from both List B and C.
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- United States Passport (expired or unexpired)
- Unexpired Foreign Passport (I-551 stamp or I-94 form)
- Form I-766 (Employment Authorization)
- Unexpired Temporary Res. Card (INS Form I-688)
- Unexpired Employment Authorization Card (INS forms I-688A)
- Unexpired Employment Authorization Document ( INS form 1-688B or Form 1-766) with photograph
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- State issued Driver's License
- State issued Identification Card
- Voter's Registration Card
- Voter's Registration Card
- U.S. Military card or draft record
- Military Dependent's I.D. card
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- Original Social Security Card
- Certificate of Birth Abroad (form FS-545)
- Native Tribal Document
- Original or certified copy of birth certificate
- U.S. Citizen I.D. Card ( Form I-197)
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These items must be provided prior to the date of hire. If these documents are not provided, it is
illegal for employment to begin.
Familiarize yourself with the duties and requirements of the job you are filling. Make sure you can answer general questions about the College, your department and division. Formulate questions that focus on job-related aspects such as asking about situations that may have occurred in previous positions. Write down and organize the questions in the order you will be asking them. Review applicant's resume and/or application.
- Try to first put the applicant at ease with introductory and welcoming remarks.
- Ask open-ended questions (i.e., have them describe a work situation in which they handled stress well rather than just asking if they can "handle stress well").
- Listen - don't do all the talking.
- Stay away from questions that have more to do with personal lifestyles than job experience.
- Ask if the person can perform all job functions.
- Cover the things you want done on the job. Discuss the quality, quantity and timeliness of work that you will expect.
- State clearly your requirements for regular and reliable attendance.
- Age-- irrelevant unless you are concerned about child labor violations under the Fair Labor Standards Act, in which case you can ask for proof that the applicant is old enough to work.
- Arrest record-- do not ask at all. You may ask about convictions, but even then it would have to be relevant to the position in order to lead to immediate rejection.
- Association with present employees.
- Citizenship-- unless required by law, you may not ask applicants if they are U.S. citizens. You may ask if candidates are authorized to work in the United States.
- Disability-- the Americans with Disabilities Act makes it illegal to as questions about an applicant's disability or perceived disability.
- Driver's license-- Do not ask about it unless the job requires one.
- English language skills- only ask if it is a requirement of the job (e.g., an English tutor)-- otherwise it could be construed as national origin discrimination.
- Marital status/children and or height and weight. Any questions relating to these issues may be construed as discriminatory.
- Race, color, sex, or national origin-- EEOC guidelines prohibit asking questions that may reveal this information.
- Don't discuss the progress of an illness even if the person volunteers information.
- Don't commit to a reasonable accommodation on the spot. (First, it must be discussed with the HR department and coordinated with legal staff and others; then, it is approved by Westmont.)
Do --
- Do ensure that the interview facility is accessible to people with disabilities.
- Do inform the applicant of any special parking available.
- Do allow the applicant at least a full day to prepare for your interview.
- Do identify the essential functions of the job.
- Do make eye contact with the person.
- Do talk directly to the applicant-- not to an interpreter.
- Do after the initial greeting, sit down so that a person who uses a wheelchair can easily make eye
contact.
- Do ask about the person's ability to perform the job.
Don't --
- Don't assume the person is able to shake your hand in greeting.
- Don't lean on an applicant's wheelchair.
- Don't shout or raise your voice to a person who is hearing impaired.
- Don't touch or talk to a seeing-eye dog.
- Don't ask about a person's disability history.
- Don't ask about prior workers' compensation claims.
- Don't ask how the person became disabled.
- Don't ask how a person is going to get to work.
In this program, the government and the employer share the cost of the student’s pay. Your department will be reimbursed a percentage of the student’s wage at the end of the academic year.
Most students work no more than 10-15 hours per week. It is recommended that students limit their work week to 20 hours per week when classes are in session and 40 hours per week when classes are not in session. New students may want to limit their work hours in order to adjust to their academic load. This guideline is a federal requirement for non-immigrant students attending school on F-1 visas.
STUDENT WAGE SCHEDULE 2007-2008
Academic year Temporary Employment Agreement dates: 8/26/07-5/3/08
2007 Summer Temporary Employment Agreement dates: 5/4/08-8/23/08
Student Wages for Summer 2008
Full Time *- $8.41 per hour minimum
Part Time- $ 8.13 per hour minimum
To be considered full time, students must work a minimum of 32 hours per week and a minimum of 12 weeks between May and August.
The Student Wage Scale is provided to help you determine student wages.
The wage must be between the bottom and top wages listed on this scale, and the total wage the student employee
will earn must be within your student wage budget. Jobs are graded based upon difficulty,
experience, and the technical training required to perform them.
Students in jobs that supervise others, a minimum of 50% of the time are paid one grade higher than the job supervised.
