Student Handbook
Student Employment
College employment provides students an opportunity to earn money for their college expenses, gives inexperienced students a chance to learn the basics of the workplace, provides students 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 and career goals.
Contact
Student Employment Office
60 West Olsen Road #1375
Thousand Oaks, CA 91360
Phone: (805) 493‐3115, Fax: (805) 493‐3114
Website: www.callutheran.edu/studentemployment
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 Wednesdays from 10:00–11:00 am for Chapel services
Closed for all University recognized holidays
Student Eligibility
Enrolled undergraduate students are eligible to work as student employees with CLU. If you have graduated, you are not considered a current student and therefore are not eligible for student employment. If you are uncertain about your eligibility, contact the Student Employment Office.
Graduate Students
Graduate students should apply for Graduate Assistantships. For more information, contact the Office of Financial Aid at www.callutheran.edu/financial_aid
International Students
Undergraduate International students with an F‐1 VISA may be permitted to work at CLU if the student has a Social Security Card and is enrolled in at least 12 units for both the fall and spring semesters. For more information about obtaining a Social Security Card, contact International Student Services at www.callutheran.edu/intl_student_services/
Concurrent Employment
Students may not have more than one on‐campus job at CLU. This includes hourly paid positions, Department Assistants, and/or Resident Assistant positions.
Process for obtaining a job:
1. Search for available positions online: 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. Complete the required paperwork and wait to receive an authorization email from the Student Employment Office before you begin working.
Required Employment Paperwork:
All student employees need to complete the following forms:
1) Authorization Application
2) Form I‐9
3) Form W‐4
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 receives an authorization email from the Student Employment Office with an eligible start date listed on it.
1) Authorization Application
The student, along with your 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.
2) 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.
3) Form I-9
To comply with federal law, a Form I‐9 must be completed by all student employees. The penalties for non‐compliance may result in termination of employment and could have tremendous 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 document(s).
Number of Hours per week
Students may work up to 15 hours per week during the academic year (except International students, who are limited to 10 hours per week per Federal Regulations) and you must not work more than 8 hours in one day. Students need to monitor the number of hours they work each term in order to not exceed the work‐study amount awarded.
NOTE: During winter, spring, and summer breaks, you are permitted to work additional hours up to 8 hours per day and/or 35 hours per week.
Wages
Student wage rates at CLU are set between $8.00 ‐ 9.25 per hour depending on the position. Your earnings will be paid to you in the form of a bi‐weekly paycheck.
Federal Work-Study (FWS) – Federal funding USDE
The FWS program is considered need‐based employment. After you have been hired, the Student Employment Office will determine if you qualify for FWS. In order to be considered for FWS, you 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 achieving 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: Unfortunately, students are not able to use Work‐Study awards to pay amounts that are owed to CLU since wages are earned during the course of the semester (and each student's tuition bill is due and payable before the semester begins).
Campus Work-Study (CWS) – University funding
The CWS program is not considered need‐based employment. In order to be considered, you must:
- Not qualify for FWS funding
- Be enrolled full-time (in at least 12 units per semester)
- Be a U.S. Citizen or eligible non‐citizen
Summer Work-Study (SUWS) – University funding
You must be a current Undergraduate student to be eligible for SUWS. You are not required to be enrolled in summer term; however, you must be registered at CLU for the fall semester.
Safety in the Workplace
All student workers 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 your 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.
Forms of harassment include the following:
Sexual innuendoes; suggestive or insulting comments or sounds; racial or derogatory jokes, slurs, or threats; unwanted sexual advances; threats of reproach or promises of rewards contingent upon the obtainment of sexual favors; derogatory posters, cartoons or drawings; suggestive objects or pictures; graphic commentaries; obscene gestures; any unwanted physical contact including touching or interference with an individual's normal work and assault.
Grievance/Complaint Procedure
CLU has a grievance procedure designed for hearing complaints of harassment or problems on the job. You should first discuss your concerns with your immediate Supervisor. In addition, the University has designed several contacts that are able to assist those who believe they are being harassed or have a legitimate employment problem. Please contact any of the following individuals:
- 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 be terminated at the end of the academic year, or at the end of the semester, if applicable. You have the right to leave your job at any time. If you find it necessary to resign, you should give a two‐week notice to your Supervisor. You may be involuntarily terminated if your performance is continually unsatisfactory for reasons such as (but not limited to): continued poor work performance or attitude; continued excessive tardiness or absence; falsification of employment records (including timecards); disobedience, insubordination, or harassment of other individuals.
