Student Handbook


This handbook will assist you in obtaining an on-campus job. A job contributes more than just financial assistance for your college education; it also offers you the opportunity to gain valuable work experience and skills to assist with your educational and career goals.

Campus employment will introduce and prepare you to enter the working world. In addition, the California Lutheran University community benefits from the unique talents and experiences you bring. You will become a member of a team representing California Lutheran University and making significant contributions to the University's operation.


Work Eligibility

All California Lutheran University students are eligible to work on campus EXCEPT those who meet any of the following conditions:

  • U.S. citizens/permanent resident students who have not completed an INS form I-9 (required as part of the Immigration Reform and Control Act of 1986).
  • Foreign students without a work permit or work authorization.
  • Students who have not applied for a Social Security Number.
  • Students who are enrolled less than full time or who have graduated.
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Being Hired

All Students, New or Returning, who have a Federal Work Study Award as part of their Financial Aid Award have priority for on campus jobs. To be considered for Federal Work Study a student must live on campus.

If you are uncertain about your eligibility to work on campus, check with the Student Employment Office BEFORE you start your job.

Step one:

Check Available Jobs On-campus positions will be posted on the Web. All jobs are posted on the Student Employment Web Site.

This site can be reached by accessing the Financial Aid Home Page.

Step two:

Apply for the Position. You may do this by submitting an application on line or by directly contacting the department. Note: you may apply for more than one job as long as the total hours of all jobs worked does not exceed the 10 hour per week maximum.

Step Three:

Complete the Required Employment Forms:

  • Once you have been offered a position, come to the Student Employment Office for your hiring paperwork. You cannot begin work until all required paperwork is completed.
  • The Hiring Authorization Form must be completed and signed by you and your supervisor. The Employment Eligibility Verification Form (I-9) must be completed and signed and accompanied by appropriate documentation to prove your identity and eligibility to work in the United States.  Generally, this would be a driver's license and a Social Security Card. Just the Social Security number is not sufficient, you must show the card. Due to stricter Homeland Security measures, a faxed copy of any documents is not acceptable. We must see, in person, the original documents.
  • The Student Employment Office will verify your work eligibility and sign the Student Employment Authorization.  You may then take the approved copy to your supervisor and begin working.

If you decide to work more than one job, you must complete a Student Employment Authorization form for each one. In addition, you must complete a Concurrent Employment Authorization form, which you may obtain from the Student Employment Office. You cannot work more than 10 hours per week between all jobs worked.

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Student Rights And Obligations

Most students who work on campus have been awarded Federal Work-Study (FWS) as part of their financial aid package. A Federal Work-Study award can be deceptive because it seems to imply that by receiving the award the student will get paid to study. Those who are awarded Federal Work-Study will be given ample opportunity to find employment on campus. Priority is given to FWS students the first two weeks of school in which only they may be hired. To be eligible for consideration for FWS, a student must live on camp

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Safety in the Workplace

All California Lutheran University employees should be concerned about safety. All employees are urged to be careful in work habits in order to avoid injury on the job. Whenever an item of concern relative to safety or health of others needs to be corrected, it should be reported to the employee's immediate supervisor or the Director of Personnel, preferably in writing. Employees are required to report illnesses or injuries occurring on the job to their immediate supervisor or Personnel Office.

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Customer Service

California Lutheran University relies heavily on the individual for help in maintaining an effective employment service for its students. The cooperation it asks entails not only conscientious work on the job, but also courtesy of prompt and wholehearted response in matters connected with the administration of this program.

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Time Sheets

It is the responsibility of the student to keep their time sheet up to date and accurate. Many times a supervisor will request that the student keep the time sheet in the office for the student to keep the time sheet up to date on a daily basis. The time sheet must be turned into the supervisor by the period end date. The time sheet must be given to the employer for them to have enough time to verify all hours worked and to ensure the time sheet is turned into payroll by the stated deadline on the time sheet for each pay period. Please remember to include lunch break in and out times on the time sheet. A 1/2 hour lunch is required for more than 6 consecutive hours of work.

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Student Time sheet Guidelines
  1. Time sheets are due in the Payroll Department every two weeks.
  2. Time sheet must be filled out completely. This includes EVERYTHING: your complete name, ID Number, pay period. and all hours worked. Incomplete time sheets will be returned for missing information and the student will not be paid until the following cycle. Late time sheets will not be paid until the following cycle.
  3. We need both the student's AND supervisor's signatures on the time sheet in order for it to be processed. If there are no signatures, you will NOT be paid.
  4. Time sheet will be completed with blue or black ink, no pencil, magic marker, or grease pen. WRITE LEGIBLY. If you can't read it, then neither can anyone in the Payroll Department. If needed, use a scratch copy. Illegible time sheets will be returned.
  5. In the section provided for the time worked, numbers should be written clearly--no scratch-outs, subtotals, comments, or days of the week. Hours worked only, no shifts. Days not worked should remain blank. Hours worked will be written in decimal format: .25, .50, and .75--no fractions. Use only quarter-hours. Use White-Out T to correct errors. The more consistent the time sheet, the faster it will be processed. Time Sheets not following this format will be returned.
  6. You cannot work more than eight hours in a day, no more than 20 hours a week while school is in session, and no more than 40 hours a week when school is not in session. Overtime is never allowed.
  7. Time Sheets are available from the Payroll Department or the Student Employment Office.
  8. Call Ashley Fessendenfor payroll concerns. (x 3961)

Resident Assistants may not accept another on-campus job without prior approval of the Director of Residence Life and the Student Employment Budget Committee. All exceptions to any of these policies must be approved through the Student Employment Office.

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Harassment

California Lutheran University seeks to create and maintain an academic and working environment in which all members of the community are free of harassment based on race, color, religion, age, natural origin, disability, marital status, sexual orientation, or gender. California Lutheran University espouses values, which infuse the academic and residential life of its campus. Under girding our community life must be the awareness on the part of every member of the rights and human dignity of every member. Attitudes of condescension, hostility, role stereotyping, and social or sexual innuendo weaken the health of the community. Furthermore, harassment compromises the integrity of a liberal arts education, because it makes the learning and working environment hostile, intimidating and offensive. It destroys opportunities for students to develop a strong, positive self-concept and the sense of self-confidence that is essential to living out the ideal of a liberal arts education. In addition, persons who harass others compromise their own integrity and credibility.

Consequently, no form of harassment will be tolerated on our campus. Harassment Defined Harassment refers to unwelcome behavior that is offensive, fails to respect the rights of others and interferes with work effectiveness.

Forms of harassment include, but are not limited to the following: Verbal: Sexual innuendoes, racial epithets, suggestive comments, derogatory slurs, off-color jokes, propositions, threats, suggestive or insulting sounds, repeated unwanted sexual advances, or threats of reproach or promises of rewards contingent upon the obtainment of sexual favors. Visual/Nonverbal: Derogatory posters, cartoons or drawings; suggestive objects or pictures; graphic commentaries; leering obscene gestures. Physical: Unwanted physical contact including touching; interference with an individual's normal work or movement; assault.

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Discipline

Anyone who engages in harassment in violation of this policy will be subject to disciplinary action up to and including termination. In addition, because false accusations regarding harassment can have serious effects on the persons accused, and false accusation will likewise result in disciplinary action up to and including termination.

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Responsibility for Implementation of Policy

Every member of California Lutheran University is expected to support and carry out this policy. Any supervisor observing a harassing situation shall take immediate action to stop it. Supervisory and Administrative personnel who receive reports of harassment are expected to seriously consider all such complaints and take immediate steps to investigate them. Each department within California Lutheran University shall take steps to implement this policy in accordance with the provisions contained herein.

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Informal Complaint Procedure

California Lutheran University has an informal and formal grievance procedure designed for hearing complaints of harassment. An employee may first discuss concern about harassment with his or her supervisor. However, the University has designed several contacts that are able to assist those believe who believe they may be harassed: Student Employment Coordinator Student Employment Office, ext. 3301 Director of Human Resources Hansen Center Annex, ext. 3185 Vice President for Student Affairs and Dean of Students Student Union Building, ext. 3220 Vice President for Academic Affairs Administration Building, ext. 3145 Inquires about harassment need not begin with a formal complaint, nor necessarily result in such a complaint. Inquiries can be made without disclosing specific details such as names and places. Inquiries are appropriate, whether harassment has just begun or efforts have been made by the employee to resolve the problem. Resolution of complaints is often achieved through informal mediation.

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The Formal Grievance Procedure

The Formal Grievance Procedure is activated only when the plaintiff puts a complaint into writing. Employees should seek University assistance even if they are unsure that what they are experiencing is harassment. Employees should not allow harassment to jeopardize their rights and opportunities for work or education.

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