The COVE Career Center Working on Campus

THE ON CAMPUS HIRING PROCESS

1. Receiving a Job Offer: If hired, you will receive an email with a Temporary Employment Agreement (TEA). The TEA is your work contract and outlines the details of your job.  You may not work on campus without a completed TEA.
2. Accepting A Job Offer: You may only accept ONE (1) on campus job offer per semester so carefully read the TEA before clicking to accept.
3. Employment Eligibility Form (I-9): Students who have not previously worked on campus must complete an I-9 form through the TEA process. After you have received and accepted an offer, an I-9 will be presented electronically for your completion. You cannot submit an I-9 prior to accepting an offer of employment.
   • Original I-9 Documentation: Bring your ORIGINAL work authorization documents (copies NOT accepted) when you arrive on campus (list of Acceptable Documents). Failure to present original documents WILL delay your ability to work on campus, and supervisors will not "hold" positions. Visit USCIS.gov for a list of acceptable documents to establish your ability to work in the U.S.
   • Completing the I-9: You must complete Section 1 of the I-9 form electronically. Your supervisor will complete Section 2 of the form using the ORIGINAL documents you present to them.
4. Starting Your Job: You will receive an email from the COVE Career Center  authorizing you to begin work ONLY after your completed I-9 has been reviewed and your TEA has been approved.

As a student employee, you will need to setup an online time card (OATS) with your supervisor by utilizing the following link: OATS Time Cards 
A tutorial has been provided as well:  TimeCard Tutorial 

You will need to use your Westmont email and password to access the OATS system. Hours worked should be logged into your time card template, DAILY. This will help towards accuracy in hours worked. At the end of each pay period (2 weeks) you are responsible for printing your completed time card and taking it your supervisor for their signature and review. All time time cards require a supervisor signature.  

Please make every effort to turn your time card in regularly. Do NOT save time cards for the end of the semester. If you can not make the time card deadline- it is best to submit it late rather than wait until the next pay period.  You may not submit a time card PRIOR to completion of the work authorization process. Failure to do so can result in a delay in paying student wages.    

You are entitled to breaks and meal periods as a student employee- if the hours worked mandate it. Refer to the charts below for further explanation. 

Meal Breaks: 

Please make note of the following changes to the current student employee meal and breaks policy. Rather than verifying meals and breaks each day on time sheets, effective December 1st, student employees will instead be assumed to have voluntarily skipped their breaks and meal periods
(if applicable) unless they have submitted a signed Meal and Rest Period penalty authorization with their time sheet.

If needed this form is available here or also on the Payroll Office webpage, or available in hard copy from the Payroll office.

All student employees are not only permitted but encouraged to take appropriate breaks during the work day.

Rest Periods: 

Under no circumstances as prohibited by law and College policy should you skip meal periods and breaks in order to leave early.
It is critical that you comply with state wage and hour regulations. 
 

THINGS TO NOTE:

If you are paid an hourly wage, you are eligible for overtime pay if you 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. Your hourly overtime wage is also listed on your Temporary Employment Agreement. 

You 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 that time card. 

Sick Leave: 

On July 1, 2015, employees in California that work for 30 or more days within a year from the beginning of employment are entitled to paid sick leave after working 90 days.  Part-time student employees will earn at least one hour of paid leave for every 30 hours worked up to a maximum of 3 days or 24 hours/yr. Accrual begins on the first day of employment or July 1, 2015, whichever is later. *You may use the number of sick hours that is equal to the number of hours you are regularly scheduled to work in a single day. 

• The College is offering Paid Sick Leave benefits which satisfy or exceed the accrual, carryover, and use requirements of Labor Code §246.  Employees will view their accrued sick leave benefits on Web Advisor, when signed in under the Employee section and after clicking on the link for Leave Plan Summary.

• Student employees may utilize sick leave for their own illness or that of a family member, for diagnosis and treatment of an existing condition or for preventative care.  Sick time may also be used if the employee is a victim of domestic violence, sexual assault or stalking.  As much as possible, student employees should provide advance notice of the need to use sick leave. 

Students will record sick hours manually on printed time cards recording the date and total number of sick hours taken, ie: 8/31/15   2 sick hours. The updated Student Payroll system will be in place late Fall with an online sick leave request feature. 

• Please note that under California law, employees may not be terminated or retaliated against for using or requesting the use of accrued paid sick leave and have the right to file a complaint against an employer who retaliates or discriminates against an employee for 1) requesting/using accrued sick days; 2) attempting to use accrued paid sick days; 3) filing a complaint or alleging a violation of Article 1.5 section 245 et seq. of the California Labor Code; 4) cooperating in an investigation or prosecution of an alleged violation of this Article or opposing any policy or practice or act that is prohibited by Article 1.5 section 245 et seq. of the California Labor Code.   You may not require the student employee to request the paid sick leave in writing, nor require that they provide you with a doctor’s note. 

• Please contact Human Resources if you have questions about this new benefit for student employees.

Any further questions about student employment on campus should be directed to:

Julissa Delgado
Student Employment/Office Coordinator
805-565-6031
jdelgado@westmont.edu

Federal Work-Study provides employment opportunities for students who demonstrate financial need. Awards are determined by Westmont’s Financial Aid office and are based on the student’s FAFSA and the availability of funds. Please be aware that work-study funds are not applied to the student account.  Work-study students receive a bi-weekly paycheck for the hours worked in the preceding two weeks.  For more information about Work-Study eligibility, please feel free to contact the Office of Financial Aid at 805-565-6063 or 888-963-4624 (toll free).  You can also email your questions to finaid@westmont.edu. 

Work-study jobs are available in a wide variety of on-campus departments and a select off-campus site.  Employers will begin to post available jobs online in early/mid August. Work Study awardees are encouraged to use Handshake to look for on campus opportunities. You may work at any position on campus with the exception of those associated with chapel or the Campus Pastor's office. On campus jobs are posted daily and the market is competitive, so check often. Questions about finding a job at Westmont should be directed to the COVE Career Center  office via phone at 805-565-6031 or email studentemployment@westmont.edu.