Supervisors' FAQ's
What are your responsibilities? You must ensure that the student understands his/her responsibilties of the job. You must also ensure that the following forms are completed correctly:
Online Temporary Employment Agreement
Online I-9 form (PDF)
Online W-4 form (PDF)
2008-2009 Academic year Temporary Employment Agreement Dates: 08/24/08 - 05/02/09
2008 Summer Temporary Employment Agreement Dates: 05/04/08 - 08/23/08
Send your student to safety training conducted by the physical plant staff. Call ext. 6043 for details.
Supervisors are required to print out the I-9 form, verify documents of identification, and make the appropriate copies. These completed forms are to be returned to the Office of Life Planning BEFORE the student begins working.
Supervisors must also ensure that students complete the
W-4 by verifying that there is a response on either line 5 or 7 on the form. W-4 forms are turned into Esther Gilbert.
Please be advised - to comply with state and federal laws, employees may NOT begin working before the hire paperwork, W-4 and I-9 are processed. The payroll department has a limited number of days in which to report new employees after their date of hire. Please turn paperwork in ON TIME!
What documents are required to hire a student? Please refer to the following chart for a list of approved documents. Work Documentation
How do you post or edit an On-Campus Job? Each supervisor is responsible for the posting of their positions online. To post your on-campus job, click on the link POST YOUR JOB. After you post your job, you may edit or reopen it at any time using your username and password. This username and password is selected by you. We do not keep record of these items.
Please close your position once it has been filled.
How much should you pay your student? The Student Wage Scale is provided to help you determine student wages. Student wages for the academic year and summer are also listed below. If you are unsure what grade category your position is classified in, please refer to the Suggested Job Titles Chart for assistance.
| Years in Job | 1 | 2 | 3 | 4 |
| Grade A | 8.00 | 8.17 | 8.33 | 8.50 |
| Grade B | 8.10 | 8.37 | 8.63 | 8.90 |
| Grade C | 8.30 | 8.57 | 8.83 | 9.10 |
Student Wages for Summer 2008
Full time $8.41 per hour minimum
Part time $8.13 per hour minimum
When do students get paid? As a supervisor, it is your responsibility to make sure that your student has their timecard signed and turned in on time. Please click on the Pay Schedule link to view the calendar.
How does a student fill out a timecard? Timecards can be found http://timecard.westmont.edu Students should use their on-campus email username and password to log on. At the end of each pay period, students will need to process their timecards online.
How many breaks does a student get during work? The state of California has made it mandatory for all employees to take meal breaks and rest periods after working a certain number of hours in a day.
A normal workday includes a 60-minute unpaid lunch period for full-time student employee, as well as two paid 10-minute breaks to be used each workday. As required by state law, students who work at least five hours per day must take an unpaid lunch period of at least 30 minutes and are eligible for two 10-minute paid breaks. Employees are to take their authorized rest periods and breaks. Part-time employees who work more than five and less than six hours per day may voluntarily waive the lunch period in writing with supervisory approval and are eligible for one 10-minute paid break. Non-exempt student employees are not permitted to waive meal periods or breaks in order to leave early or make up lost time. Each supervisor assigns work schedules, lunch and break times in the way that best meets departmental needs. Meal waivers can be found at the links below.Please click on the link to the meal break/rest period chart for more information.
Meal Waiver Forms 1
Meal Waiver Form 6 hrs.
Do Students Get Overtime and Holiday Pay?
Students who get paid an hourly wage are eligible for overtime pay. Overtime pay is one-and-a-half times the regular hourly rate for hours worked in excess of 40 consecutive hours worked in a week. Student workers are not eligible for paid holidays during the school year.
Please use the guidelines below when determining eligibility for holiday pay for students and temporary staff during the summer. As a supervisor, it is your responsibility to check the Student Temporary Employment Agreement and the timecards for all the following before you approve holiday pay.
To be eligible for summer holiday pay, an employee must meet all the following criteria:
1. Be scheduled to work and actually work a minimum of 32 hours per week, and be scheduled to work and actually work a minimum of 12 weeks over the period of May-August.
2. Be normally scheduled to work on the day which is designated as a holiday and record holiday hours on the timecard.
If you have any questions regarding these guidelines please contact Esther Gilbert in the Payroll Department at extension 7024.
What If A Student Gets Injured On The Job?
If a student suffers injury while on the job, the student should immediately contact their supervisor. The supervisor should then immediately contact the Human Resources office to obtain medical help for the student. In case of a medical emergency, call 911. After the student receives medical care, the supervisor should notify the Human Resources office to complete a work injury report and if necessary, a Worker's Compensation claim form.