How do I post a job? Hiring staff and faculty should go to WestmontLink to post their on-campus jobs. We have provided the following quick link to access the system : www.westmont.edu/postajob
*After finding and hiring your student employee, you will need to complete an online Temporary Employment Agreement (TEA) for your employee.
What employment documentation should I provide? Supervisors will need to provide a completed I-9 form for each student employee. When your student employee accepts the TEA, an I-9 form is generated through the system and should be filled out by your employee online. This form is then printed and brought to you along with Work Authorization Documents (see page 5 of the I-9) for verification.
When can my student begin working? Upon receipt of an approval email from the Office of Life Planning letting you know that all the appropriate approvals and/or paperwork is in order.
In compliance with state and federal laws, student employees may NOT begin working before the TEA and I-9 are processed.
The Hiring Process: Supervisor Responsibilities
1. Temporary Employment Agreement
a.Create online Temporary Employment Agreement for each employee and their work position. An I-9 form will be generated upon completion of the TEA if needed. All student employees must have a completed TEA before they begin working- NO EXCEPTIONS
2. Temporary Employment Agreement Dates:
|Fall 2012 TEA Dates||August 19, 2012- May 11, 2013||This includes students whose work extends into graduation and the first week of Mayterm|
|Mayterm TEA dates||
May 5 ,2013 -May 11, 2013 (first week)
May 12, 2013- June 8, 2013
|All mayterm student employees will need to have 2 TEA's created for their positions. One which will cover the first week of Mayterm (due to time card regulations) and a second to cover the remainder of Mayterm.|
|Summer TEA dates||May 5 ,2012 - August 17, 2013||This applies to students working beyond Mayterm, through the summer.|
THINGS TO NOTE ABOUT SUMMER HIRES:
- Be sure to use the actual first date of work as the beginning date on your TEA, not the date you created the TEA
- Current students registered for the upcoming Fall semester may work during Mayterm/summer until 08/17/13
- Students registered for only Mayterm, can work as a student employee only until 6/8/13
- Anyone who is not a registered Westmont student, who recently graduated, or who is an incoming freshman, must be classified as Temporary Staff. Please contact Human Resources for hiring information.
- If you need your student to work beyond 8/17/13, you will have to submit a separate TEA for the new academic year. Those dates will be available for you to use in early August.
- Summer is the only time students may be paid for holidays, but only if they meet certain criteria. Please click here for "Supervisors' FAQ's" to determine whether your student employee is eligible for summer holiday pay.
2. Student Wages- Work Study/Non Work Study
a.The Student Wage Scale for the current academic year is provided to help you determine student wages. Questions regarding wages should be directed to the Student and Alumni Employment Coordinator or your Vice President. Wages are not determined in terms of 'grade' but rather a suggested scale based on the number of years a student has been employed as a Westmont student. (years of employment) Supervisors will be given the ability to determine or adjust student wages based on this scale, if it is manageable within their budget, the wage suggested is customary for a position, and you have approval from your Vice President as well as the Vice President for Finance.
2012-2013 Student Wage Scale
|Years of Employment||1||2||3||4|
|Rate of Pay||8.00||8.50||9.25||10.00|
b. Summer 2013 Pay Rates
Summer pay rates are determined by the Vice President of Finance and are as follows:
Full time- $8.41/per hour
Part time- $8.13/per hour
c. Hiring a Work-Study student is a cost effective means of providing support for your department or area as well as a job for our students. Work Study students are awarded financial aid based on need which is earned through work in positiions on and off campus. The college has committed to making every effort to provide work study students with opportunities to work on campus. Departments which hire work-study students are reimbursed 33% of the students’ wages at the end of each month, which appears in your budget as an adjustment.
3. Timecards and Paychecks
a. Supervisors should assist their student employees with the online timecard process (OATS)
Timecards are found at 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 process their timecards online. A pdf tutorial on setting up an OATS timecard can be found by clicking on this link. OATS Timecard
b. As a supervisor, it is your responsibility to ensure that each student employee completes their timecard, signs and returns it to you on time. Please click on the Pay Schedule to view the calendar and pay careful attention to the timecard deadlines. Student Pay Schedule
4. Breaks and Meal Periods
a. Student employees are expected to take their authorized rest periods and meal breaks. Those who do not may be subject to disciplinary action. As required by state law, students who work a six hour work day must take a unpaid meal period of at least 30 minutes- starting no later than the beginning of the fifth hour of work.
Meal Break Chart
|Work Period||< 5 hrs.||> 5 hours||+6 hrs||+10 hrs. but less than 12||+12 hrs.|
|30 min. meal break req'd||NO||Yes, but can be waived||YES||Yes, during first 6 hrs. 2nd break can be waived||Yes, one during each 6 hr. period|
With supervisor approval, student employees who more than five but less than six hours per day may voluntarily waive the lunch period in writing by completing the Meal Waiver form below and submitting it with their timecard. Meal Waiver Form
Students are not permitted by law or College policy to skip meal periods and breaks in order to leave early. It is critical that student employees and supervisors comply with state wage and hour regulations. Each supervisor assigns work schedules, lunch and break times in the way that best suits departmental needs.
Rest Period Chart
|Work Period||< 3.5 hrs.||3.5 - 6 hrs||6 - 10 hrs||10-14 hrs||+14 hrs.|
|30 min. meal break req'd||NO||1||2||3||4|
b. Students who get paid an hourly wage are eligible for overtime pay if they work in excess of 8 hours per day and/or 40 consecutive hours during the week. Overtime pay is one-and-a-half times the regular hourly rate and must be approved in advance of working. Student workers are not eligible for paid holidays during the school year. In order to be eligible for summer holiday pay, a student employee must meet all the following criteria:
* Be scheduled to and actually work a minimum of 32 hours per week for a minimum of 12 weeks over the period of May- August.
* Be normally scheduled to work on the day which is designated as a holiday and have recorded holiday hours on the time card.
4. Work place safety and training
a. As a supervisor you are respoinsible for training your student employee. Please be sure your student takes part in the safety training conducted by Public Safety staff. Call Tom Bauer at ext. 6043 for details. 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. In the case of an emergency, the supervisor should notify Human Resources office after ensuring the student employee receives care to complete work injury report and Worker's Compensation claim.
Any other questions?
Contact LoriAnn Banez
Student and Alumni Employment Coordinator