The purpose of this manual is to define the rules and regulations of the Student Employment Program at Glendale Community College to current and future student assistants. It will touch on eligibility rules, hiring processes, on-the-job training, how to properly report work hours and finally what is expected of student workers at GCC. Should anyone need further information regarding student employment at Glendale Community College, please contact Job Placement at (818) 240-1000 ext. 5194.
Glendale Community College is committed to offering students excellent training, including the opportunity to obtain hands-on experience. Glendale College offers students an employment program totally funded by the district (CEP). GCC also participates in the Federal Work Study Program (FWS), the CalWorks Program (CWKS) and EOPS (EOPSWS).
Student assistants may work in all areas of the college. Some examples of positions are: Library Assistant, Cafeteria Worker, Office Assistant, Lab Attendant, Tutor, Note-taker, Technical Assistant, Web Assistant, etc.
ELIGIBILITY & PROGRAMS
Students must be eligible to work in the United States, currently enrolled in a minimum of 12 units and must have a GPA of 2.0 or higher before they can be considered for on-campus positions (with the exception of the summer session(s) and the winter intersession). Department need determines the number of hours that students may work each week up to a maximum of 15 hours. FWS students may work the maximum number of hours (as needed) until they have earned their total Work Study Award, provided that the department has been allocated enough Work Study funds. A Work Study student that has earned his/her award may continue working under CEP if the department has sufficient funds.
- College Employment Program (CEP)
The College Employment Program is funded by the district. Students must be enrolled in 12 units or more (with the exception of the summer session(s) and the winter intersession) to be eligible to work. Students must maintain at least a 2.0 GPA.
- Federal Work Study Program (FWS)
The Federal Work Study Program is a federally funded program that gives students the opportunity to work on-campus. To work under the Work Study program, the student must meet the following requirements:
- Receive a Work Study award from the Financial Aid Office. There is no guarantee that students will earn this award.
- Be enrolled in at least12 units each semester the student is working. Exceptions to the unit requirement are the summer session(s) and the winter intersession.
- Maintain satisfactory academic progress (at least a 2.0 GPA)
Students receiving Calworks cash benefits for themselves and their children are offered an opportunity to work on campus. They must be enrolled in at least 12 units and must be approved to work under this program by the CALWORKS office each semester. Students must maintain at least a 2.0 GPA.
- Extended Opportunity Program & Services (EOPSWS)
Student must be enrolled in at least 12 units and must be approved by the EOPS office. Students must also maintain at least a 2.0 GPA.
Students need come to the Job Placement Center for referrals. Job Placement staff will check eligibility. Once a student has been determined eligible, the staff will assess the students skills and interests. We will go over available positions and try to best match students to positions that are closely related to their majors, skills, interests and available hours. Referrals will be given to appropriate matches and students will be given contact information.
It is important that you make a good impression at the interview (this is, after all, A JOB!). The interview is your opportunity to do so. When applying for on-campus positions a student should behave in a professional manner. On-Campus supervisors are not expecting a suit and tie but you need to be neatly dressed and clean. A résumé will make you stand out, highlighting the skills and qualifications that you will bring to the job. The interview is also your chance to ask questions regarding the position.
Once you have been selected, your new supervisor will sign the referral letter. It is your responsibility to return the signed referral letter to the Job Placement Center for processing. You may not begin work until you have completed the hiring paperwork in Job Placement. You must come into the center with the proper identification (see below) and plan to spend about 15 minutes filling out paperwork.
BE SURE TO BRING ORIGINALS OF THE FOLLOWING (no copies):
- U. S. Citizen
- Original Social Security Card or U.S. Birth Certificate AND
Picture I.D. (Driver’s License, California ID, College ID, etc.) OR
- United State Passport OR
- Certificate of U.S. Citizenship OR
- Certificate of Naturalization
- Not a U.S. Citizen
- Social Security Card AND Picture I.D. AND Resident Card Number (Green Card or I94) OR
- Permanent Resident Card (Green Card) with photograph OR
- Unexpired foreign passport with attached Employment verification
- International Students
- Foreign passport with attached F1 Visa
After completing the hiring paperwork, Job Placement will issue you a "Confirmation of Hiring" letter. You must take this letter to your new supervisor before you may begin to work.
WAGES, TIMESHEETS & YOUR PAYCHECK
At the time of processing you are given a timesheet, instructions on how to fill out a timesheet and a payroll schedule/calendar. Your supervisor must sign, date and turn in your timesheet by the due date. We will not accept timesheets from students. Due dates are listed on the payroll schedule. Student assistants are paid once a month and receive hourly wages according to the classification of their position. Most students are hired at Range 1, Step 2. The rate for this classification is $8.00 an hour. For certain positions (those that require very specific skills) students may be placed on a higher classification from the beginning. If a student works on a Saturday, Sunday, or during holidays/school vacations, the supervisor must initial the box where the hours appear. Timesheets filled out in pencil will not be accepted.
Timesheets are to be filled out in duplicate. Both the original and the yellow copy must be submitted to Job Placement. The yellow copy will be returned to supervisors after the payroll is completed.
Checks are received in the Tuition Office on the tenth of the month and mailed to students the same day. "Holds" may be placed on your checks for specific reasons. If you have not received your paycheck by the l5th of the month contact the Job Placement Center.
PROCESSING AND CLEARANCE
Each school year both new and returning students must be Board approved and processed by Job Placement before they can begin working. After being accepted by the supervisor, the student must return the signed referral form to Job Placement. All students must obtain clearance from Job Placement before starting to work. Students are approved to work for an entire fiscal year which begins July 1st and ends June 30th. Returning student workers must again obtain clearance if they continue working after July 1st the following fiscal year.
The training process can be a rewarding experience for student workers. Students play the key role in their future employment success and therefore should make every effort to develop characteristics of good judgment, dependability, initiative and responsibility.
The immediate supervisor will set up a training session with the student. This training session usually occurs on the first day of work and will be a continuing process. This may be done very informally. The student should review the jobs’ responsibilities with the supervisor. If you do not understand instructions please do not be afraid to ask questions.
You should note the name and phone number of your immediate supervisor so in case of any emergencies you will be able to notify your supervisor
BREAK AND MEAL TIMES
A student who works a 4-6 hour shift should get one 15 minute paid break per shift. Any student who works a 6-7 hour shift is entitled to one 15 minute paid break and one 30 minute unpaid meal break. A student working a 7-8 hour shift is entitled to two 15 minute paid breaks and one 30 minute unpaid meal break.
Once a year a student worker evaluation form is sent to the immediate supervisor. The supervisor will discuss the evaluation with the student assistant and send the completed form to Job Placement. This is an excellent opportunity for students to learn how to improve performance and to receive feedback from supervisors. Evaluations are an opportunity to learn.
Responsibilities of Student Assistants
- To learn and to satisfactorily perform specific duties.
- To respect and maintain the confidentiality of any information student workers may come into contact with while on the job.
- To cooperate in scheduling work periods. Once a schedule is established, the student is responsible for adhering to such schedule.
- To accurately and consistently record time worked at the end of each work period.
- To report to work on time and to inform the supervisor whenever the student knows that he/she will be late. Notification should be given as soon as possible so the employer can make arrangements to cover the absence. The same procedure should be followed when the student is unable to work a scheduled shift. The student should be able to give the reason for her/his absence or tardiness.
- To try to establish a good working relationship with the supervisor and other department members.
- To inform the supervisor of any plans to end employment. The customary notification time period is two weeks.
- Work Study students are required to notify their supervisor of any changes in their work study awards.
- To dress appropriately. Avoid brief shorts, tank tops, torn jeans, thongs or bare feet.
- Use normal hygiene.