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:

• #1
A Temporary Employment Agreement MUST be created for each student that works on campus- NO EXCEPTIONS. This acts as an offer of employment and documents a student's rate of pay, hours and job duties. TEA's are generated online at the following link: Temporary Employment Agreement

Fall 2017-2018 TEA Dates:8/27/17 to 5/5/18

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, it will be automatically sent to your student for their review and approval if applicable.

It is your responsibility to determine your students wages.
In light of the continual changes in the 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

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.

Students may not be paid less than the current state minimum or more than $11.75 for any position on campus.


• #2 Completing I-9 and W-4 paperwork is mandatory. I9 Info Page
It is unlawful to accept an I9 form without an offer of employment/acceptance (TEA). Students are responsible for completing their portion of the online form if needed, and providing you with ORIGINAL documents to complete your portion of the form (Section 2)

• It is your responsibility to verify that you have been provided original documents to complete the online I9 form. Scans, faxes, copies, or notarized documents the original documents are NOT acceptable. Lists of acceptable documents

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



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


• #4 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/Student Employment as needed. These pertain directly to your students employment. There may be times when an action is needed during the employment process involving student approval, etc. TEA's that are not completed will be automatically voided after 14 days of creation.

You will be notified as the TEA moves through the employment process via emails from Student Employment aka Docu-Sign. You must wait to receive an email notification from Student Employment that the student has been approved BEFORE they can begin working. 

Summer Student Hires:


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

• Summer TEA dates are listed in the chart below.

•  If your student will be working beyond the TEA dates (8/26/17), 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 8/26/17
Returning
Mayterm Only
Student TEA until 6/17/17
New Grad
Mayterm Only
Student TEA until 6/17/17
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