West Valley-Mission CCD
Human Resources Department
Student and Short-term
Hourly Workers
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Presentation Objectives:
 Definitions
 Document Overview
 Process Overview: Supervisor Responsibility
 Process Overview: Human Resources
Responsibility
 Contact Information
 Questions
Definitions per Ed Code 88003:
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Student Worker
 “Full-time students employed part time, and
part-time students employed part time in any
college work-study program, or in a work
experience education program conducted by
a community college district and who are
financed by state or federal funds.”
Definitions per Ed Code 88003:

Short-term Employee
 “Any person who is employed to perform a
service for the district, upon the completion
of which, the service required or similar
service will not be extended or needed on a
continuing basis.”
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Substitute Employee
 “Any person employed to replace any
classified employee who is temporarily
absent from duty.”
Student Worker Guidelines
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Federal Work-study
 Paperwork prepared & processed by
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Financial Aid Department
Start date assigned by Financial Aid
Students must meet Financial Aid eligibility
requirements
Minimum 10 hours per week; maximum 18
hours per week
Award paid from College Work-study
Program
Student Worker Guidelines
(cont’d)
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Student Workers
 Paperwork prepared by hiring department;
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processed by Human Resources
Start date assigned by Human Resources
Students must be enrolled in at least 6 units
per semester to qualify; International
students must be enrolled in at least 12 units
per semester
Maximum 18 hours per week
Paid from hiring department budget
Student Worker Documents

Required Documents
 Student Worker New Hire Packet
 Current TB Test Results
 Valid Photo ID w/ Date of Birth
 Original Social Security Card
 Current Class Schedule
 Fingerprint Clearance (if applicable)
Student Worker Documents
(cont’d)

Additional Documents Required for
International Student Workers
 Proof of F-1 Visa Status
 Copy of I-20
 Copy of I-94
 Letter signed by International Student
Advisor confirming work eligibility
Student Worker Timesheets

Timesheets/Pay Schedule
 All timesheets must be submitted to Payroll
by the deadline, as identified by the Payroll
Department
 Hours worked are paid at the end of the
month following the month in which the work
performed (Ex. April hours worked; paid last business day
in May)
Short-term Hourly Workers
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Types of Short-term Hourly Workers
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Seasonal
Tutors
Periodic
Project-Based
Professional Expert
Substitutes
○ Substitute for Active Employee
○ Substitute for Vacant Position
*39-Month Re-Employment List must be considered prior to hiring any
of the above categories
Short-term: Seasonal
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Guidelines
 Employed to assist departments during peak
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periods
Cannot exceed 45 days within a 6-month period
(January-June & July-December)
Limited to 7.5 hours per day; 37.5 hours per
week
Cannot be hired to replace an absent employee
or vacant position
Paid based on Seasonal Worker Salary
Schedule
Paid from hiring department budget
Short-term: Tutors

Guidelines
 Assignments limited to campus Tutorial
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Centers
Limited to 7.5 hours per day; 37.5 hours per
week
Cannot exceed 160 days per fiscal year
Paid based on Seasonal Worker Salary
Schedule
Paid from hiring department budget
Short-term: Periodic
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Guidelines
 Sporadic and temporary in nature
 Utilized to support College for Kids Program,
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Theatre productions and Athletic Programs
Limited to 7.5 hours per day; 37.5 hours per
week
Cannot exceed 160 days per fiscal year
Cannot be hired to replace an absent employee
or vacant position
Pay rate determined by hiring department
Paid from hiring department budget
Short-term: Project-Based
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Guidelines
 Projects with a specified start and end date; not
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to be extended or needed on continuous basis
Limited to 7.5 hours per day; 37.5 hours per
week
Cannot exceed 160 days per fiscal year
Cannot be hired to replace an absent employee
or vacant position
Pay rate determined by hiring department
Paid from hiring department budget
Short-term: Professional Expert

Guidelines
 Provide specific services, the nature of which is
not performed and such expertise cannot be
obtained from members of the classified service
(Ex. Physicians, sign-language interpreters, closed-captioners, etc.)
 Limited to 7.5 hours per day; 37.5 hours per
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week
Cannot exceed 160 days per fiscal year
Cannot be hired to replace an absent employee
or vacant position
Pay rate determined by hiring department
Paid from hiring department budget
Short-term: Substitute for Active
Employee
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Guidelines
 Replaces an employee who is temporarily
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absent from duty
Hours per day/week dependent on position
classification
Cannot exceed 160 days per fiscal year
Paid based on appropriate Board-approved
Salary Schedule
Paid from hiring department budget
Short-term: Substitute for Vacant
Position
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Guidelines
 Replaces a resigned or retired employee
 Limited to 60-calendar days; hours per day/
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week dependent on position classification
Recruitment Requisition to fill vacancy must
have HR & Chancellor approval, prior to
consideration of substitute hire
Extensions only considered under certain
circumstances
Paid based on appropriate Board-approved
Salary Schedule
Paid from hiring department budget
Short-term Worker Documents
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Required Documents
 Short-term, Substitute and Professional
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Expert New Hire Packet
Current TB Test Results
Valid Photo ID w/ Date of Birth
Original Social Security Card
Fingerprint Clearance (if applicable)
Short-term Worker Timesheets
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Timesheets/Pay Schedule
 All timesheets must be submitted to Payroll
by the deadline, as identified by the Payroll
Department
 Hours worked are paid at the end of the
month following the month in which the work
performed (Ex. April hours worked; paid last business day
in May)
Process Overview:
Worker Responsibility

Federal Work-study Students
 Refer to Financial Aid Department for
specific process/responsibility
Process Overview:
Worker Responsibility
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Student Workers
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Complete new hire packet
Submit proof of negative TB test results
Submit proof of employment eligibility
Submit copy of current class schedule
Bring all required documents to Human
Resources for processing, including
completed & signed Student Worker
Employment Notification (NOE)
 Incomplete packets will not be accepted
Process Overview:
Supervisor Responsibility

Student Workers
 Provide student with new hire packet to
complete & notify them of the requirements as
directed on the cover sheet of the packet (i.e.,
current TB results, original Social Security Card, Photo ID w/ DOB,
current class schedule, etc.)
 Remind students that paychecks are received
the last business day of the month following the
month in which the work is performed
 Complete the NOE with appropriate signatures;
sign the bottom of the Student Information
Sheet, confirming completion
Process Overview:
Supervisor Responsibility
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Student Workers (cont’d)
 Direct student, w/ completed packet &
required documents, to HR for approval &
start date
 Manage the 18 hour per week limit of work
hours; this includes all student worker NOE’s
combined
 Notify HR if student drops classes & falls
below the required 6 units
 Submit timesheets to Payroll by the posted
deadlines
Process Overview:
Supervisor Responsibility

Short-term Workers
 Provide worker with new hire packet to complete
& notify them of the requirements as directed on
the cover sheet of the packet (i.e., current TB results,
original Social Security Card, Photo ID w/ DOB, etc.)
 Remind workers that paychecks are received
the last business day of the month following the
month in which the work is performed
 Complete the NOE with appropriate signatures;
sign the bottom of the Short-term Employee
Information Sheet & Short-term Payroll
Information Sheet, confirming completion
Process Overview:
Supervisor Responsibility

Short-term Workers (cont’d)
 Direct workers, w/ completed packet & required
documents, to HR for approval & start date
 Manage the 7.5 hours per day/37.5 hours per
week limit of work hours; this includes all shortterm worker assignments combined
 Track number of days worked each month to
ensure compliance with NOE (Ex. Seasonal = 45 max
days within 6-month period; Project-Based = 160 days per fiscal
year, etc.)
 Submit timesheets to Payroll by the posted
deadlines
Process Overview:
Human Resources Responsibility

Student Workers
 Process completed new hire packets
 Assign start date & notify student and/or
supervisor
 Remind students that paychecks are
received the last business day of the month
following the month in which the work is
performed
 Provide Payroll with appropriate documents
for paycheck processing
Process Overview:
Human Resources Responsibility

Short-term Workers
 Refer to 39-Month Re-Employment List
 Process completed new hire packets
 Assign start date & notify worker and/or
supervisor
 Remind workers that paychecks are
received the last business day of the month
following the month in which the work is
performed
 Provide Payroll with appropriate documents
for paycheck processing
Who to Contact
Gloria Gutierrez
Human Resources Specialist
408-741-2171
gloria.gutierrez@wvm.edu