The Hiring Process:
Supervisor/Hiring Agent Responsibilities :
Steps for Employers 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:


• A Temporary Employment Agreement MUST be created for each student that works on campus- NO EXCEPTIONS. This acts as an offer of employment and work contract. TEA's are generated online at the following link: Temporary Employment Agreement

Fall TEA Dates: 8/28/16 to 5/06/17, however; the dates a student may work depends on their registration status. 

THINGS TO NOTE:
• Please use the student's projected first day of work as the beginning date of their TEA, not the date you create the TEA.  After you create a TEA you must wait to receive an email from Career Development & Calling that the student has been approved BEFORE they can begin working. 

It is your responsibility to determine your students wages.
In light of the changing state minimum wage, a new student scale has been developed in conjunction with the Finance office to help you determine your students hourly wage. Keeping wages in alignment with the category of work that is performed rather than the number of years worked on campus, will help to create a more uniform system of paying students fairly as well as being more equitable for other students who are peforming the same work. Wage scale
• Students may not be paid less than the current state minimum or more than $11.25 for any position on campus.

• Wage changes can not be made after the Temporary Employment Agreement has been approved.

• TEA's created for students with a wage below the state minimum, will be adjusted by the Payroll office as needed.

• Completing I-9 and W-4 paperwork is mandatory. It is unlawful to accept an I9 form without an offer of employment/acceptance (TEA). It is your responsibility to verify that you have been provided original documents to complete the I9 form. Scans, faxes, copies, notarized documents are NOT acceptable. Lists of acceptable documents


A student MAY NOT begin working under ANY circumstances without a 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.


• Carefully review the I9 form for errors and completion. I9 Info Page


• Provide Workplace safety training to your student. Safety training is available through Public Safety by contact Tom Bauer tbauer@westmont.edu


• Assist your student employee with time card set-up. Each student is required to create a time card to log their hours worked through the OATS system. A time card tutorial is also available here.

• Respond to employment related emails from Career Development & Calling. There may be times when an action is needed during the employment process involving student approval, or improperly completed I9,etc. As such, you and/or your student will receive an email from Career Development & Calling. Please READ and RESPOND as theses pertain directly to authorizing your student to begin to work.

• Any outstanding TEA or employment issue not resolved within 2 weeks of its creation will be cancelled.



Summer Student Hires:

• Student employees must have a summer TEA approved by Career Development & Calling before they begin working.  

• Summer TEA dates will be posted in the mid Spring by the Business Office.

•  If your student will be working beyond the TEA dates, you will need to create a separate TEA for the new academic year.  You'll be notified when those dates are available for you to use in early August. 


Student Status
Registered For
Employment Status
Returning
Fall
Student TEA until 8/xx/17
Returning
Mayterm Only
Student TEA until 6/xx/17
New Grad
Mayterm Only
Student TEA until 6/xx/17
New Grad
Not registered
Hire as Staff through HR
First Year/Transfer
Not registered
Hire as Staff through HR

•  Summer is the only time students may be paid for holidays, but only if they meet certain criteria.  Please click here for information regarding holiday pay for student employees. 

Any further questions about student employment, Job Spot or the hiring process should be directed to:

Julissa Delgado
Student Employment and Office Coordinator
805-565-6031
careerdev@westmont.edu