Student Employee Handbook
The Whittier College work-study program provides students with an opportunity to obtain a job on/off campus and earn money towards college tuition and/or for personal expenses. A work-study job provides students with a place to learn basic workplace etiquette, an opportunity to work in a field of interest and prepares students for the challenges the workforce.
The Work-Study Student Handbook reviews all the policies, guidelines, and expectations of Whittier College student employees. Students should refer to and review the handbook prior to obtaining a work-study job. Questions regarding the handbook should be referred to Human Resources.
Obtaining a Job
Required Student Employment Paperwork
Hours Per Week
Rules for Student Conduct
Students must be enrolled as full-time (12 credits) undergraduates and have employment eligibility to work in the United States to participate in the work-study program. Students who have graduated or are enrolled in the graduate program are not eligible to participate in the work-study program. Students must either have an awarded Financial Aid work award or have received exception funding from a department. If you are uncertain about your eligibility, please contact Human Resources.
Enrolled international undergraduate students with a Student VISA (F-1, J-1, and M-1) are eligible to participate in the work-study program as student employees. International students must obtain a Social Security Card in order to participate and prior to first day of work. For further information in obtaining a Social Security Card, please visit http://www.ssa.gov/pubs/10181.html#a0=-1 or contact the Human Resources Office. Social Security Card applications and local office information is available in Human Resources.
Students may participate in the work-study program through one of the following work-study funding:
- Federal Work Award - The Federal Work Award is a federally funded financial aid work awarded offered to students who demonstrate a financial need determined by the FAFSA Form.
- Whittier Work Award - The Whittier Work Award is a Whittier College funded financial aid work awarded offered to students. Student need is determined by the office of Financial Aid.
- Exception Funding - Exception Funding is funding awarded to individual departments and faculty members who demonstrate a need for student employee assistance. Students interested in obtainin exception funding should apply directly with the department/faculty member.
- Grants - Students may be hired by individual faculty members for research based positions.
- Student Employee - A student employee is an individual whose employment is incidental to the pursuit of full time course of study at Whittier College. Individuals who have been admitted to the college, who take a full course load during an academic year and simultaneously are employed in a position by the college, or by an approved off-Campus non-profit community organization, will be classified as a student employee. Individuals may retain their student employee status during school breaks, vacation periods and summers while maintaining full time enrollment stats for the current or next academic term as applicable. Upon graduation or separation from the college, the individual will no longer be considered a student employee and loses all eligibility. Students who are not enrolled for the upcoming fall semester may not work under exception funding for the summer or obtain a work-study position.
- Supervisor - A student supervisor is a faculty or staff member, who hires, terminates, and monitors student employees. An individual who is responsible for delegating work to the student employees, ensuring tasks are accomplished on time and accurately. Supervisors monitor students’ hours and approve timesheets for those they supervise.
To obtain a work-study job on/off campus students should:
- Attend the work-study fair sponsored by the Career Planning & Internships Office held in September
- Search for positions using the work-study job database
- Apply for a position by contacting the department directly for application process (i.e. submitting a resume, cover letter and application)
- After receiving an offer for employment, complete the required student employment paperwork and return to Human Resources for processing.
- All employment paperwork should be submitted in person to Human Resources in person by the student.
- Students must wait to receive an authorization email from HR prior to begin working.
All student employees are required to complete the following forms:
- SEAR Form (Student Employment Action Request Form) - The SEAR form is to be completed by the student and the hiring supervisor. Students are required to complete Section I and supervisors Section II. A new SEAR Form is required for each academic year, each summer, and each new position and for position changes (i.e. allocation decrease/increase, employment status, etc.)
- Form W-4 - Students must complete a Form W-4, Employee’s Withholding Allowance Certificate so that the appropriate taxes can be withheld from your paycheck. During the academic year, only Federal Income Tax will be deducted from your paycheck. During the summer, all taxes are subject to deduction form your paycheck (i.e. federal tax, state tax, social security, Medicare, disability, etc.)
- Form I-9 - To comply with federal law, a Form I-9, Employment Eligibility Verification Form, must be completed by all student employees before they begin working. The penalties for non-compliance may result in termination of employment and could have significant fines and penalties on the College. 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 final page of the form. Photocopies and/or faxed/scanned documents will not be accepted. Federal law requires Human Resources examine and verify the authenticity of the original document(s).
*Important*: Completed Forms must be submitted in-person to the Human Resources Office. Students are not eligible to begin working until all paperwork has been processed and the student and supervisor has received an authorization email form the Human Resources Office clearing the student to begin work.
Students may elect to participate in the work-study program by choosing to obtain a job an approved off-campus job in the local community. All off-campus jobs are non-profit organizations approved by Human Resources and Career Planning & Internships. Community organizations are present at the work-study job fair held in September. Students working off-campus are held to the same policies and procedures set forth by Human Resources and the work-study program.
Students are able to obtain more than one work-study job at the same time. There is no restriction on the number of positions a student may have, but there is a restriction on the number of hours a student may work. Students are not allowed to work more than 20 hours per week.
Student employees are paid on an hourly rate. Pay rates are set between $8.00 - $10.00 per hour depending on the position and skill level required. Earnings are paid to students in the form of a bi-weekly paycheck. Students are responsible for timekeeping and submitting their timesheets. Pay checks should be picked up in the Business Office. Direct Deposit is not available.
Students may work a maximum of 20 hours per week during the academic year (while classes are in session) and a maximum of 40 hers per week during the summer, winter and spring break. Students may not exceed 8 hours in one day.
Students are responsible for recording their time each day worked and submitting their timesheet by the deadline. Timesheets are located online on your my.whittier. Students who fail to submit their timesheet on time should immediately approach their supervisor for assistance. Refer to the payroll schedule and web time entry guide under the Forms tab for additional information.
Students who work off-campus are also required to print out their submitted online timesheet and present to their off-campus supervisor for approval. Off-campus supervisors will sign the printout if hours are accurate. Students are responsible for ensuring their signed printout is submitted and received to Human Resources by the deadline (24 hrs. after online timesheet submittal deadline). Human Resources will compare a student’s signed timesheet to that the student submitted online and approve if a match.
All student employees should be careful while at work in order to avoid injury on the job. Concerns regarding your safety or health in your workspace should be immediately reported to your supervisor for correction. If no action is taken and you feel there is still a threat to your and or others safety, report concerns to the Office of Human Resources. Student employees are covered by the College’s general liability plan in the case of an injury at work.
The College does not tolerate unlawful harassment and the College’s policy against harassment applies to all persons involved in the operation of the College, including supervisors, managers, students, and any other persons. Any form of harassment which violates federal, state or local laws, including, but not limited to harassment related to an individual’s race, color, national origin, ancestry, sex, gender, religion, creed, age, mental or physical disability, veteran status, medical condition, marital status, citizenship, registered domestic partner status, sexual orientation, gender orientation, gender identification, gender expression, or genetic characteristics, is a violation of this policy and will be treated as a disciplinary matter.
The term “harassment” includes slurs and any other offensive remarks, jokes, other verbal, graphic, or physical conduct. Sexual harassment can include visual conduct, such as leering, making sexual gestures, displaying of sexually suggestive objects or pictures, cartoons or posters, verbal sexual advances, propositions or requests to include unwelcome verbal abuse of a sexual nature, amongst other federal and state unacceptable behaviors.
If you feel you have been the victim of harassment, it should be reported immediately to your supervisor and/or Human Resources. Whittier College does not tolerate any form of harassment and anyone who engages in harassment and is in violation of Whittier College’s harassment policy will be subject to disciplinary action, up to and including termination.
Students wishing to issue a grievance/complaint due to problems on the job should first discuss their concerns with their immediate supervisor. In addition, students who believe they have legitimate employment issues should contact:
- Student Placement Coordinator, Human Resources Office: 562.907.4208
- Associate Dean of Students, Dean of Students Office: 562.907.4274
Students may and should be disciplined when found in violation of departmental policies and guidelines. Supervisors may issue verbal and/or written warnings to students for indiscretions including, but not limited to:
- Failing to regularly submit their timesheet online via my.whittier by the deadline
- Excessive tardiness with or without prior notice
- Excessive absenteeism with or without prior notice
- Violating department policies and guidelines (i.e. homework policy, use of cell phone or iPods, dress code, etc.)
- Poor performance/not completing tasks on time/lack of interest
- Demonstrating a bad attitude and/or lack of respect towards supervisor and/or coworkers
For the complete version of the Whittier College Student Handbook outlining the standards of student conduct, please visit the Division of Student Life.
Student employment positions will conclude at the end of the academic year, or semester if applicable. Students continuing on throughout the summer must complete a new SEAR Form. Students have the right to leave their job(s) at any time throughout the academic year. If you wish to resign, it is best practice to provide your supervisor with a two-week notice and submit a termination change on your SEAR form to Human Resources.
Students may be involuntarily terminated by the supervisor for several reasons including, but not limited to:
- Falsification of hours on a submitted timesheet
- Breach of department’s confidentiality policy
- Reduction in full-time student status or eligibility status
- No call, no show- student employees who do not call or report to work 3 consecutive days/shifts without prior notification to the supervisor will be considered a voluntary resignation
- Reporting to work under the influence of alcohol, intoxicants, illegal drugs or controlled substances
- Illegal use, possession, manufacture, transfer, purchase, sale, or attempted purchase of sale of intoxicants, illegal drugs, or controlled substances
- Violent behavior in the work place including fighting, extreme verbal abuse, vandalism, bodily injury, destruction of property, threats towards others, etc