January 2002 - Revised July 2004
Supervisor's Guide to Student Employment
Purpose of Student Employment
The purpose of the student employment program is:
- To provide the University with part-time assistance in a variety of instructional and administrative program tasks;
- To provide a means and opportunity for students to supplement their income and assist with educational expenses; and
To provide students with a viable work experience, preferably related to their course of study.
Job Duties and Responsibilities
Students are employed on a part-time basis (maximum of 20 hours per week) and may be assigned to clerical, tutorial, technical, maintenance, custodial, or other positions in support of the instructional or administrative operations of the University. Departments are responsible for determining the duties and responsibilities to be performed. Job duties should be established before a vacancy is advertised and then discussed with student employee applicants at the time of interview.
Definition of Class Codes and Class Titles
The following class codes and class titles are designated for Cal State L.A. student employees [minimum enrollment requirements are indicated in brackets]:
Class Code Class Title
1870 Student Assistant - Standard [Undergraduate – 6 quarter units, Graduate - 4 quarter units];
1871 Federal Work-Study On-Campus [6 quarter units]
1872 Federal/State Work-Study Off-Campus [6 quarter units]
Students employed in Classes 1870 and 1871 assist faculty and staff in offices and departments of Cal State L.A. Students employed in Class 1872 are hired by contracted Federal or State Work-Study employers off-campus.
Eligibility for Employment
1. Must have and maintain a minimum GPA of 2.0 each quarter.
2. Must be a currently enrolled student at Cal State L.A. at least half time during each quarter of employment. (Half-time enrollment is: undergraduate – 6 quarter units minimum, graduate - 4 quarter units minimum.) Only continuing student employees (continuing in the same department) with prior enrollment in spring quarter and continuing enrollment in fall quarter, are exempt from the enrollment requirement during summer quarter. ALL new hires must be enrolled at the time of employment.
1. Must have and maintain an overall GPA of 2.15, and be a currently enrolled student – 6 quarter units minimum (federal and state regulations require that work-study students be enrolled during each quarter of employment).
2. Current Federal/State Work-Study award notification recipient - Center for Student Financial Aid.
- Students who graduate must terminate their employment upon graduation unless they are continuing in graduate school the following quarter.
- Students enrolled only in Extended Education, Open University, or English Language Program (formerly ACLP) are not eligible for student employment on campus.
Hours of Employment
Cal State L.A. and The California State University policy states that when school is in session, Student Assistants and Federal Work-Study students may work up to, but not in excess of 20 hours per week. However, under certain campus emergency situations, supervisors may request approval for Student Assistants only to work up to, but not in excess of 30 hours per week.
Student Assistants – 1870 Class Code
- Requests for Student Assistants to work 21-30 hours per week when school is in session must be approved in advance. A request must be submitted in writing to the Director or designee of the Career Development Center for approval. These requests must be limited to campus emergency situations.
- During quarter breaks only, Student Assistants may work additional hours (maximum 40 hours) when approved in advance. A request must be submitted in writing to the Director or designee of the Career Development Center for approval. The request must indicate the student’s name, SSN, dates, number of hours and a brief justification for the additional hours. Once approved, a copy must be submitted to Payroll along with the Student Time Voucher and Student Assistant Attendance Report.
- Student Assistants may hold more than one Student Assistant position, provided that the total number of hours worked does not exceed 20 hours per week, including Student Assistant jobs with non-State entities on campus, e.g., University-Student Union, University Auxiliary Services, etc.
Federal/State Work-Study – 1871 Class Code
- Without exception, Federal/State Work-Study employees may not work over 20 hours per week when classes are in session.
- During quarter breaks only, Federal Work-Study students may work additional hours (32 hours maximum) when approved in advance by the Director of the Center for Student Financial Aid.
REMINDER: Federal/State Work-Study students MAY NOT earn more than their total Federal/State Work-Study award.
The pay rate within the salary range for an individual employee is determined by comparing the duties and tasks assigned to the classification standards. The classification and salary of a student employee should in no way be determined by the source of funds but should be determined utilizing the classification standards outlined in the Student Employment Classification and Pay Plan at www.calstatela.edu/univ/cdc/faculty.htm.
All student employee salaries must fall between the minimum and maximum of the appropriate salary range. Equitable salary treatment is essential to the morale of student employees and requires that students performing comparable tasks receive comparable wages, regardless of their classification as Student Assistant or Federal Work-Study employees. Student employees are not eligible for overtime pay. Department heads are responsible for adhering to this policy.
The pay rate within the salary range for the appropriate classification should be determined as follows:
Upon initial employment, consideration should be given to the employee’s experience level and the corresponding pay rates of other student employees doing similar work. Newly hired student employees begin at the minimum of the range.
Salary Increases and Student Employee Performance Appraisals
Supervisors must complete a Student Employee Performance Appraisal at least once per year, at which time a salary increase should be considered.
In order to encourage continuing employment for student employees, the supervisor may recommend and the appropriate administrator may approve salary increases. Salary increases are not given automatically to student employees but are based on job performance and length of service. Student employees should be rewarded for outstanding performance, as indicated on the Student Employee Performance Appraisal. To be eligible for a salary increase, a student must have worked a minimum of six months in the same position. Salary increases are given at least once a year. Please note that any increase given must start at the beginning of a pay period, which is the 21st of every month. Please note that all salary increases must be submitted before the 15th of the month in order to be reviewed for the current pay period. All salary increases received after the 15th will be reviewed for the next pay period.
The immediate supervisor is responsible for evaluating the student employee’s performance at least once per year. In evaluating whether a salary increase is warranted, supervisors should consider the following:
The student employee has
- shown increased understanding and ability to perform the duties and responsibilities of the position;
- exhibited cooperation and established a good working relationship with others;
- performed the duties of the job in such a manner as to meet the requirements of work quantity and quality; and
demonstrated responsibility in being punctual and dependable.
An Employee Transaction Form (ETF) (plus one copy) noting the amount of the salary increase, plus the completed and signed performance appraisal must be submitted to the Career Center for Student Assistants or to the Center for Student Financial Aid for Work-Study students. Once approved, the new salary rate must be noted by the supervisor on the Student Assistant Attendance Report to be sent to Payroll along with a copy of the approved ETF. The increase will not go into effect without the approved ETF.
Labor Code sections §201 and §202 require the CSU to pay separating student employees in a specified timeframe. Payment of wages to discharged and resigned student employees is treated differently in the Labor Code.
- Discharge: A student employee who is discharged must be paid earned wages immediately.
- Resignation: A student employee who resigns (no longer continuing employment at Cal State L.A.) must be paid earned wages no later than 72 hours from the date of separation. However, if the student employee provides the employer at least 72 hours’ notice of his/her impending separation, he/she is entitled to earned wages at the time of separation.
Upon separation of a student employee, the employer must complete a Student Employee Separation form and immediately submit the pink copy of the form, along with the Student Time Voucher and Attendance Report, to the Payroll Office for student assistants or to the Financial Aid Office for work-study employees. A reason for separation must be provided, and should always be signed by the supervisor and student employee (if available). The original copy must be sent to the Career Center for student assistants or to Financial Aid for work-study employees.
Departments that have identified funds and a need for the employment of student employees should first determine the proposed duties and assignments. These duties should be outlined in the Student Employment Requisition and the subsequent job posting. When applying for a position, the student must complete a Student Employment Application and submit it to the Career Center.
All student employee jobs are posted in the Career Center via EagleJobs. If the position is specifically Work-Study, identify the position as FWS. A Student Employment Requisition form is required to be on file with the Student Employment Office for all Student Assistant positions and on file with the Financial Aid Office for Work-Study positions once per fiscal year. To obtain a copy of the Requisition form or to log onto EagleJob.
Student Employee Payroll Procedures
After the hiring department selects a student, and BEFORE starting work, the Employee Transaction Form (ETF) must be completed with authorized signatures (department head/fiscal officer). The ETF may be obtained on Outlook All Public Folders under HRM. The student must hand carry the ETF to the Career Center for Student Assistant positions and to the Financial Aid Office for Work-Study positions. The student must have the following:
- Original and one copy of the Employee Transaction Form
- Original and one copy of the student’s Social Security card
- Original and one copy of the student’s driver’s license, state I.D. or current CSULA I.D. card
The student will be required to complete the Student Payroll Action Request (SPAR) and Employment Eligibility Verification (Form I-9). Student employees must complete a new SPAR if they wish to make any changes to the information on the original SPAR (name, address, withholding allowances, etc.). An original Social Security card with the corrected name must be provided when there is a name change.
ALL international students must have a Social Security card before they may begin work. They must also obtain an INS authorization form from the Office of International Programs and Services prior to completing the hiring process in the Career Center. They must bring the completed and approved INS authorization form along with all the above, plus their Passport/Visa and I-20.
After completion of payroll documents, student employees will be given an Authorization to Work form, which they must submit to their supervisors BEFORE beginning work. The form verifies that the student completed all necessary documents and may begin working. This authorization must be retained by the department. Note: Student Employees may not begin working until the supervisor has seen the Authorization to Work form issued by the Career Development Center for Student Assistants or by the Center for Student Financial Aid for Work-Study employees.
The student employee Attendance Reports are distributed to the department attendance clerk by the Payroll Office. The supervisor is responsible for submitting a completed, accurate, and signed Time Voucher to the person in the department responsible for reporting student payroll information on the Attendance Report. (Please refer to instructions on the back of the Time Voucher for more information.)
Any questions regarding the payroll status of a student employee should be directed to the Payroll Office at 343-3680 for Student Assistants or to Financial Aid at 343-3266 for Work-Study employees.
It is the responsibility of each supervisor to fully orient student employees prior to beginning work. Supervisors should review the Student Orientation Checklist with the student employee and provide them with a copy of the Student Employee Handbook. The Supervisor’s Safety Orientation Checklist (General) provided by the Environmental Health and Safety Office must be reviewed with the student employee. Once signed by student and supervisor a copy must be retained for your records and the original must be returned to the Career Center to be kept as part of the student’s file. Please note that this is a mandatory document for all student employees. The Orientation Checklist’s and the Handbook may be found on Outlook – All Public Folders – CSULA Career Center – Departments – Student Employment.
Payday is the 5th of each month. Pay warrants are picked up by the authorized department personnel, and distributed to student employees.
Student Employment Grievances
Occasionally, job-related problems surface between a supervisor and a student employee. When such situations arise, the following steps are taken:
- Initially the problem should be discussed between the supervisor and the student employee in an attempt to resolve the issue.
- If the issue is not fully resolved at this meeting, the student should meet with the Student Employment Coordinator of the Career Development Center.
- The Coordinator may confer with both parties and make recommendations to resolve the conflict.
- If a solution still has not been reached, a formal grievance procedure is available for the student employee.
General Working Conditions
- Benefits and Hours of Work: Student employees are not eligible for overtime, paid holidays, vacation, sick leave, jury duty, unemployment insurance, medical benefits, or permanent status. They are, however, eligible for worker’s compensation. Student employees are paid only for the hours worked and documented on the Student Time Voucher. Hours worked by student employees are normally within the time that the University is open for business. Situations arise where a Student Assistant must work when the University is closed, but never without staff or faculty supervision and always subject to close scrutiny. Without exception, Work-Study employees may not work when the University is closed.
- Absences: The supervisor should provide instructions for reporting absences according to procedure established by the employee’s department. Unforeseen absences due to illness or other uncontrollable circumstances should be reported immediately by the student employee to the supervisor and/or department. Planned absences should be arranged in advance and approved by the supervisor.
- Rest Periods: Students working a consecutive 4-hour work period may take one paid 10-minute break. Students working more than 6 consecutive hours (6.1 and above) must take a mandatory unpaid 30-minute lunch break. Students working less than 4 consecutive hours are not entitled to a break. Supervisors may determine when breaks are taken, but they should not be taken at the beginning or end of the work period. Unused breaks are not cumulative or eligible for extra pay.
- Parking: Student employees who wish to park on campus must purchase a student parking permit. Student employees are not eligible to park in faculty/staff spaces.
- Use of University Equipment: University equipment (including telephones, computers, printers, facsimile machines, copiers, supplies, etc.) should be used only for official University business.
- Driving: Where applicable, employing departments must ensure that student employees complete the State-sponsored Defensive Driving Class prior to driving any vehicle on the job.
- Training: Supervisors must ensure that student employees are included in appropriate staff training classes offered each quarter by the Office of Environmental Health and Safety (EHS). In addition, the EHS office requires that each supervisor complete the general safety Student Orientation Checklist and the safety Student Orientation Checklist for Laboratories (where appropriate).
Policy Prohibiting Sexual Harassment*
California State University, Los Angeles, will take action to prevent and eliminate sexual harassment, as mandated by the Chancellor's Executive Order No. 345.
Sexual harassment is conduct subject to disciplinary action, including termination. Sexual harassment includes but is not limited to:
- Unwanted sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature.
- Any act which contributes to a workplace or learning environment that is hostile, intimidating, offensive, or adverse to persons because of the sexual nature of the conduct.
- Conditioning an act, decision, evaluation, or recommendation on the submission to or tolerance of any act of a sexual nature.
Although this policy focuses on the treatment of persons lacking or holding lesser authority by persons possessing greater authority, it does not preclude the possibility that sexual harassment may also be perpetrated by persons lacking or holding lesser authority, e.g., employee, student, or applicant. In determining whether conduct constitutes sexual harassment, the circumstances surrounding the conduct are considered.
The prohibition against sexual harassment applies to all transactions of University business, whether on or off campus.
Individuals with supervisory authority are responsible for reporting a formal complaint about sexual harassment to the Office of Equity and Diversity at 343-3040. Failure to do so may lead to appropriate administrative action.
Specific rules and procedures for reporting charges of sexual harassment and for pursuing available remedies are available in the following locations: Human Resource Management, Office of Equity and Diversity, Office of the Vice President for Student Affairs, University Counseling Center, and Women's Resource Center.
NOTIFICATION OF COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT (ADA)
California State University, Los Angeles, does not permit discrimination on the basis of disability in admission to, access to, or operation of its instruction, programs, services, or activities, or in its hiring and employment practices. Also, the University does not permit harassment based on a protected disability. In addition, the University does not permit discrimination or harassment based on an applicant’s, employees, or student’s relationship with or association with anyone with a known protected disability.
Upon request, the University will consider reasonable accommodation(s) when needed to facilitate the participation of persons with ADA-protected disabilities. Reasonable accommodations will be considered to permit individuals with protected disabilities to: (a) complete the admission/employment process; (b) perform essential job functions; (c) participate in instruction, programs, services or activities; and, (d) enjoy other benefits and privileges of similarly-situated individuals without disabilities.
Questions, concerns, complaints and requests for reasonable accommodation or additional information may be forwarded to the Office of Equity and Diversity, the campus office assigned responsibility for compliance with the ADA. The Office of Equity and Diversity is located in Administration 606 and is open Monday through Friday, 8:00 a.m. to 5:00 p.m., (323) 343-3040, or TDD: (323) 343-3270.
California State University, Los Angeles, affirms its commitment to equality of opportunity for all individuals. This commitment requires that no discrimination shall occur in any program or activity of the University on the basis of race, color, religious creed, national origin, sex, ancestry, physical disability (including HIV and AIDS), mental disability, medical condition, pregnancy, age, marital status, political affiliation, sexual orientation, disabled veteran's status, Vietnam Era veteran’s status, or any other classification that precludes a person from consideration as an individual. Further, the University’s commitment requires that no retaliation shall occur because an individual filed a complaint of discrimination or in some other way opposed discriminatory practices, or participated in an investigation related to such a complaint. This policy is in accord with Title VII of the Civil Rights Act of 1964, as amended, Title IX of the Educational Amendments of 1972, as amended, Sections 503 and 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, the Vietnam Era Veterans' Readjustment Act of 1974, and related administrative regulations and executive orders. Inquiries concerning the application of Title IX, Sections 503 and 504, and other nondiscrimination laws may be referred to the Office for Equity and Diversity (Telephone: (323) 343-3040), the campus office assigned the administrative responsibility of reviewing such matters. Title IX inquiries may also be directed to the Regional Director of the Office for Civil Rights, Region IX, Old Federal Building, 50 United Nations Plaza, Room 239, San Francisco, CA 94102.
Student Employment Classification and Pay Plan /univ/cdc/seclass.htm
Student Employment Requisition /sites/default/files/univ/cdc/sturequi.pdf
Student Time Voucher /sites/default/files/univ/cdc/stvoucher.pdf Student
Employee Handbook /sites/default/files/univ/cdc/semployment/stguide.pdf
Student Orientation Checklist /sites/default/files/univ/cdc/semployment/sechecklist.pdf EHS Supervisor
Orientation Checklist (mandatory) /sites/default/files/univ/cdc/semployment/ehscklist.pdf
FOR FURTHER INFORMATION OR QUESTIONS CONTACT:
|Student Employment Office||Career Center|
|Financial Aid Office (Work Study)||Student Affairs Bldg.|
|Payroll Services||Administration Bldg.|
|University Police||Building C||(323) 343-3700|
|Student Health Services||Health Center||(323) 343-3301|
|Office of Equity & Diversity||Administration Bldg.|
|Risk Management and Environmental, Health and Safety Office (Worker's Comp.)||Administration Bldg.|
* The parameters of “sexual harassment” are legally defined by State and Federal statutes and Court decisions. While the policy set forth above describes actions which fall generally within the scope of “sexual harassment,” all CSU employees and students are required to conduct themselves in a manner that avoids sexual harassment as defined by State and Federal law.