Student Employment

Student Handbook

Student Employment
University employment provides students with an opportunity to earn money for their college expenses, gives inexperienced students a chance to learn the workplace basics, provides students with an opportunity to work in a “field” that may be of interest, and helps prepare students to enter the workforce. California Lutheran University (CLU) also benefits from the unique talents and experiences students bring to the campus. A job contributes more than just financial assistance for a student’s college education; it also offers the opportunity to gain valuable work experience and skills to assist with educational career goals.

Contact
Student Employment Office
60 West Olsen Road #1375
Thousand Oaks, CA 91360
Phone: (805) 493-3115, Fax: (805) 493-3114
The Student Employment Office is located within the Office of Financial Aid which is Building #36 on the CLU campus map.

Office Hours
Mondays through Fridays: 8:30 am – 5:00 pm
Closed Thursday from 11:25 am – 12:05 am for Chapel services
Closed for all University recognized holidays

Student Eligibility
Enrolled Undergraduate students are eligible to work as student employees with CLU. Students who have graduated from the Undergraduate program will not be eligible for student employment. If you are uncertain about your eligibility, please contact the Student Employment Office.

International Students
Undergraduate International students with an F-1 VISA must obtain a Social Security Card and be enrolled full-time (in at least 12 units) for both the fall and spring semesters in order to be eligible for employment at CLU. For more information about obtaining a Social Security Card, contact International Student Services at www.callutheran.edu/intl_student_services.

Graduate and ADEP Students
Graduate and ADEP students should apply for Graduate and ADEP Assistantships. For more information, visit the Office of Financial Aid at www.callutheran.edu/financialaid.

Process for obtaining a job

  1. Search for positions: www.callutheran.edu/studentemployment
  2. Apply for the position by submitting an application online or contact the department you wish to work for directly.
  3. After you receive an offer of employment from a department, complete the required employment paperwork.
  4. Submit all paperwork to the Student Employment Office in-person, and wait to receive an authorization email before you begin working.

Required Employment Paperwork
All student employees need to complete the following forms:

  • Authorization Application
    The student, along with a Primary Supervisor and a Secondary Supervisor, are all required to complete and sign an Authorization Application. Both the Primary and Secondary Supervisors must be CLU staff members. A new Authorization Application form is required each academic year, each summer, and for a new position.
  • Form W-4
    Students who are U.S. Citizens must complete a Form W-4. Form W-4s are required so that the correct federal income tax can be withheld from your paycheck.
  • Form I-9
    To comply with federal law, a Form I-9 must be completed by all student employees before they begin working. The penalties from non-compliance may result in termination of employment and could have significant fiscal impact on the University. When submitting the Form I-9, you are required to show proper identification document(s). The list of acceptable documents can be found on the last page of the form. We cannot accept photocopies or faxed copies of these identification documents because we must examine the authenticity of the original document(s).
Important: Completed forms must be submitted in-person to the Student Employment Office. Students are not eligible to begin working until all paperwork has been processed and the student has received an authorization email from the Student Employment Office with an eligible start date listed on it.
 

Concurrent Employment
Students may not have more than one on-campus job at CLU. This includes hourly paid positions and Resident Assistant positions.

Wages
Student wage rates at CLU are set between $8.00 – 9.25 per hour depending on the positions. Earnings are paid to the student in the form of a bi-weekly paycheck. Paychecks are available via Direct Deposit or may be picked-up from the Business Office.

Number of Hours per week
Students may work a maximum of 15 hours per week during the academic year (while school is in session) and a maximum of 40 hours per week during the summer, winter and spring break. Students must not exceed 8 hours of work in one day.

Federal Work-Study (FWS) & Community Service (extension of FWS) – Federal funding
The FWS program provides Federal funds for students to work part-time at CLU. FWS wages are considered need-based employment. After turning in all required employment paperwork, the Student Employment Office will determine if the student qualifies for FWS.

In order to be considered for FWS, a student must:

  • File a Free application for Federal Student Aid (FAFSA) and be determined to have Financial Need
  • Be enrolled part-time (in at least 6 units per semester)
  • Be a U.S. Citizen or eligible non-citizen
  • Be compliant with Satisfactory Academic Progress (SAP)
  • Not be in default on a student loan
  • Submit all documents required by the Office of Financial Aid pertaining to Verification

Note: Students are unable to apply Work-Study earnings towards their tuition cost prior to earning the wages. Since FWS wages are earned during the course of the semester (and each student's tuition bill is due before the semester begins) students should make other arrangements for payment.

Campus Work-Study (CWS) & Department Assistants (DA) & Summer Work-Study (SUWS) – University Funding
The CWS and DA programs provide University funds for students to work part-time at CLU during the academic year. The SUWS program provides University funds for students to work at CLU during summer break. CWS, DA, and SUWS wages are not considered need-based employment.

In order to be considered for CWS, a student must:

  • Not qualify for FWS funding
  • Be enrolled part-time (in at least 6 units per semester)
  • Be a U.S. Citizen or eligible non-citizen

In order to be considered as a DA, a student must:

  • Be selected by the department and meet all specified criteria (e.g. GPA, grade level, major, etc.)
  • Be enrolled part-time (in at least 6 units per semester)
  • Be a U.S. Citizen or eligible non-citizen

In order to be considered for SUWS, a student must:

  • Be a current (non-graduated) student
  • Although it is not required that a student enrolled in summer term to be eligible for SUWS, they must be registered at CLU for the following fall semester
  • Be a U.S. Citizen or eligible non-citizen

Safety in the Workplace
All student employees should be careful while at work in order to avoid injury on the job. Whenever an item of concern relative to the safety or health of others needs to be corrected, it should be immediately reported to the student’s Supervisor.

Harassment
Harassment refers to unwelcome behavior that is offensive, fails to respect the rights of others and interferes with work effectiveness. CLU believes that all members of the campus community should be free of harassment based on race, color, religion, age, natural origin, disability, marital status, sexual orientation, or gender. As such, CLU does not tolerate any form of harassment and anyone who engages in harassment and is in violation of this policy will be subject to immediate disciplinary action, up to and including termination.

Important Information Regarding Health Insurance
For more information on The Patient Protection and Affordable Care Act (PPACA) please visit the HR website announcements.

Grievance/Compliant Procedure
CLU has a grievance procedure designed for hearing complaints of harassment or problems on the job. The student should first discuss your concerns with their immediate Supervisor. In addition, the University has designed several contacts that are able to assist those who believe they are being harassed or have legitimate employment problem:

  • Student Employment Coordinator: (805) 493–3117
  • Director of Financial Aid: (805) 493–3291
  • VP for Student Affairs and Dean of Students: (805) 493–3553

Termination
Typically a part-time job at CLU will conclude at the end of the academic year, or at the end of the semester, if applicable.

Students have the right to leave their job at any time. If you find it necessary to resign, you should give a two-week notice to your Supervisor and complete a Student Employee Resignation Form.

A student may be involuntarily terminated if their performance is continually unsatisfactory for reasons such as (but not limited to): violating any of the applicable policies identified in the Student Handbook/Standards of Conduct; continued poor work-performance or attitude; continued excessive tardiness or absence; falsification of employment or University records (including reporting hours worked); disobedience, insubordination, or harassment of other individuals.

Rules for Student Conduct
For the complete version of CLU Standards of Conduct, please visit http://www.callutheran.edu/student_life/student_handbook/.

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