STUDENT STUDENT ASSISTANT/NRA ASSISTANT/NRA PROGRAM FOR PROGRAM FOR SUPERVISORSSUPERVISORS

Year End 2013Year End 2013

Summer 2013Summer 2013

2013/2014 Academic Year2013/2014 Academic Year

2012-2013 Year End2012-2013 Year End Mass CancellationsMass Cancellations

June 30, 2013June 30, 2013

GraduationGraduation June 14, 2013June 14, 2013

• Must process timesheet within 72 hours of separationMust process timesheet within 72 hours of separation• Contact Payroll for final Student ListingContact Payroll for final Student Listing• Submit termination form with last day workedSubmit termination form with last day worked• Submit copy of final Student Listing Submit copy of final Student Listing

Manual TerminationsManual Terminations NRA: 6/30/13NRA: 6/30/13 Must provide last day student physically worked on a Student Assistant Must provide last day student physically worked on a Student Assistant

Employment Transaction/Termination FormEmployment Transaction/Termination Form

SA ELIGIBILITY REQUIREMENTSSA ELIGIBILITY REQUIREMENTS

Student Assistant Employment PolicyStudent Assistant Employment Policy Enrolled at least half-time status (6 units)Enrolled at least half-time status (6 units) Maintain good academic standingMaintain good academic standing Work hours vary based on department's needs Work hours vary based on department's needs

and fundingand funding Can work a maximum of 20 hrs/week (Fall, Can work a maximum of 20 hrs/week (Fall,

Winter & Spring terms)Winter & Spring terms) During authorized vacation periods and During authorized vacation periods and

approved breaks, can work up to 40 hrs/week approved breaks, can work up to 40 hrs/week depending on fundsdepending on funds

No provision for paid holidaysNo provision for paid holidays

NON-RESIDENT ALIEN NON-RESIDENT ALIEN STUDENT ASSISTANTSTUDENT ASSISTANT

Non-Resident Alien Student Assistants (NRA) are Non-Resident Alien Student Assistants (NRA) are international students attending CSUSB under the international students attending CSUSB under the F-1 and J-1 visa categories and DACA (Deferred F-1 and J-1 visa categories and DACA (Deferred Action for Childhood Arrivals). Action for Childhood Arrivals).

Note: Other undocumented and non-immigrant Note: Other undocumented and non-immigrant visa categories such as H-1, J-2, B-2, etc., do not visa categories such as H-1, J-2, B-2, etc., do not apply. apply.

NRA STUDENT ASSISTANTNRA STUDENT ASSISTANT

Receive eligibility to participate in the CSUSB Receive eligibility to participate in the CSUSB employment programemployment program

Enrolled in a minimum of 6 units at CSUSBEnrolled in a minimum of 6 units at CSUSB Maintain good academic standingMaintain good academic standing Work hours vary based on department's needs and Work hours vary based on department's needs and

fundingfunding Can work a maximum of 20 hrs/week (Fall, Winter & Can work a maximum of 20 hrs/week (Fall, Winter &

Spring terms)Spring terms) During authorized vacation periods and approved During authorized vacation periods and approved

breaks, can work up to 40 hrs/week depending on fundsbreaks, can work up to 40 hrs/week depending on funds No provision for paid holidaysNo provision for paid holidays

RULES AND REGULATIONSRULES AND REGULATIONS

STUDENT ASSISTANTS AND NRA EMPLOYEES:STUDENT ASSISTANTS AND NRA EMPLOYEES:

May not work during classMay not work during classMust take a 30 minute unpaid break after 6 consecutive hoursMust take a 30 minute unpaid break after 6 consecutive hoursCannot exceed 20 hours a week during sessions and breaksCannot exceed 20 hours a week during sessions and breaksMay only work a maximum of 8 hours in a dayMay only work a maximum of 8 hours in a dayStudents cannot work overtime, holidays, or during campus closuresStudents cannot work overtime, holidays, or during campus closuresCannot serve in staff related positionsCannot serve in staff related positionsMust be supervised at all timesMust be supervised at all timesMust correctly report work hours for a pay day on correct pay period, e.g. no Must correctly report work hours for a pay day on correct pay period, e.g. no swapping of hours worked on a different pay period swapping of hours worked on a different pay period Must maintain academic progressMust maintain academic progressWho falsify timesheets are subject to termination and disciplinary action by Who falsify timesheets are subject to termination and disciplinary action by Judicial AffairsJudicial Affairs

SUPERVISOR SUPERVISOR RESPONSIBILITIESRESPONSIBILITIES

Provide student with a monthly time sheet Provide student with a monthly time sheet Determine the wage rateDetermine the wage rate Report pay rate changes, etc. on a Change/Termination Request Form to the Report pay rate changes, etc. on a Change/Termination Request Form to the

Student Employment Office. All changes become effective the first day of the Student Employment Office. All changes become effective the first day of the following pay periodfollowing pay period

Directly supervise student worker(s)Directly supervise student worker(s) Monitor/verify the following:Monitor/verify the following:1)1) student earnings, 2) maximum 20 work hours/week, 3) academic student earnings, 2) maximum 20 work hours/week, 3) academic

progress/disqualification/graduation, 4) enrollment of at least ½ time each progress/disqualification/graduation, 4) enrollment of at least ½ time each quarter, and 5) funding quarter, and 5) funding

Submit copy of Student Listing Submit copy of Student Listing andand timesheet on a timely basis timesheet on a timely basis Notify Student Employment Office immediately of any changes in your Notify Student Employment Office immediately of any changes in your

student’s employment, change in supervisor, and prior to terminating a student’s employment, change in supervisor, and prior to terminating a student assistant/NRAstudent assistant/NRA

Ensure that student workers are not serving/completing duties of staff related Ensure that student workers are not serving/completing duties of staff related positionspositions

Do not permit student worker to report work hours for a pay day on a Do not permit student worker to report work hours for a pay day on a different pay period, e.g. no swapping of hours worked on a different pay different pay period, e.g. no swapping of hours worked on a different pay period period

SUMMER EMPLOYMENTSUMMER EMPLOYMENT

Bridge:Bridge:Not enrolled or enrolled in less than 6 unitsNot enrolled or enrolled in less than 6 unitsEnrolled in 6+ units for 6W1 onlyEnrolled in 6+ units for 6W1 onlyEnrolled in 6+ units or more for 6W2 only Enrolled in 6+ units or more for 6W2 only

No Bridge:No Bridge:Regular Summer Session and/or Regular Summer Session and/or combination of 6+ units both 6W1 & 6W2combination of 6+ units both 6W1 & 6W2

REGULAR AND BRIDGE REGULAR AND BRIDGE APPOINTMENTSAPPOINTMENTS

Job Codes: 1174 Bridge and 1870 Regular Job Codes: 1174 Bridge and 1870 Regular

BRIDGE (Bridge Job Code):Subject to 5-week break in attendanceNot enrolled or enrolled in less than 6 units in summer 2013Enrolled in 6 or more units in only 6W1 OR in only 6W2

NOT BRIDGE (Regular Job Code):Enrolled in Regular Session (10 weeks) in a minimum of 6 unitsEnrolled in Sessions 6 W1 & 6W2 in a combination of 6 or more units

Example: Session 6 W1 = 4 units and Session 6W2 = 8 units and/or

Enrolled in a combination of Regular Session and 6W1 or 6W2 6 or more units

Enrolled in Fall quarter – 6 or more units; 20 hours maximum per week; eligible for FICA exemption

ON CAMPUS HIRING PROCESS ON CAMPUS HIRING PROCESS 2013/20142013/2014

Student views Job Listings and contacts supervisor for an interviewStudent views Job Listings and contacts supervisor for an interview Student & supervisor complete the Student Transaction FormStudent & supervisor complete the Student Transaction Form Student takes Student Transaction Form, Student takes Student Transaction Form, un-laminatedun-laminated social security social security

card, CA ID, Confidentiality Compliance form (new hires only) to the FAOcard, CA ID, Confidentiality Compliance form (new hires only) to the FAO Student workers must complete the entire hiring process before they begin Student workers must complete the entire hiring process before they begin

working. working. Student receives stamped Routing Slip as proof that they completed the Student receives stamped Routing Slip as proof that they completed the

hiring process and may begin workinghiring process and may begin working Student & Supervisor receive/retain a copy of Terms of Employment/Work Student & Supervisor receive/retain a copy of Terms of Employment/Work

Authorization Authorization

STUDENT ASSISTANT/NRA STUDENT ASSISTANT/NRA ON CAMPUS JOB POSTINGSON CAMPUS JOB POSTINGS

Supervisors may begin posting job listings on the Supervisors may begin posting job listings on the Career Center website after 7/1/13 Career Center website after 7/1/13

Use Wage Table to determine appropriate wage Use Wage Table to determine appropriate wage raterate

Ensure positions are removed from the website after Ensure positions are removed from the website after filledfilled

INSTRUCTIONS FOR POSTING INSTRUCTIONS FOR POSTING AN ON CAMPUS JOBAN ON CAMPUS JOB

Each Student Assistant position should have a job description that includes the following:

Name and address of the employer The purpose of the job The duties and responsibilities Job qualifications Wage rate Length of the student's employment (beginning and ending dates) Name of the student worker's supervisor

JOB POSTINGS SEARCH JOB POSTINGS SEARCH ENGINEENGINE

Students can view jobs by: Keywords - within Job Title, Job Description, and

Skills/abilities/experience fields Division - Academic Affairs, Administration and

Finance, Athletics, Information Resources and Technology, Student Affairs, University Advancement, Off-Campus.

Job Posted Date Range - Anytime, within one week, within one month, within three months.

 

TIME REPORTINGTIME REPORTING Use Electronic Time Sheet on FAO website – report time in military hoursUse Electronic Time Sheet on FAO website – report time in military hours Electronic time sheet will compute daily, weekly, and monthly totalsElectronic time sheet will compute daily, weekly, and monthly totals No hours for a payroll period other than the one reported No hours for a payroll period other than the one reported Report whole or partial hours in half-hour increments Report whole or partial hours in half-hour increments Complete class schedule informationComplete class schedule information Adhere 20 hour per week ruleAdhere 20 hour per week rule All corrections on time sheet must be initialed by student and supervisor in ink – no All corrections on time sheet must be initialed by student and supervisor in ink – no

white-outwhite-out Annotate timesheet if class was cancelled (CC) or excused early (EE) if student Annotate timesheet if class was cancelled (CC) or excused early (EE) if student

works during class time. Must be pre-approved by supervisorworks during class time. Must be pre-approved by supervisor Timesheet signed by student , supervisor and administratorTimesheet signed by student , supervisor and administrator No paid lunch. The Fair Labor Standards Act mandates a half-hour (30min) unpaid No paid lunch. The Fair Labor Standards Act mandates a half-hour (30min) unpaid

break be provided for every 6 hours worked per day break be provided for every 6 hours worked per day Students are entitled to a 15 minute paid break for every 4 consecutive hours worked Students are entitled to a 15 minute paid break for every 4 consecutive hours worked Fax Student Listing and timesheets to FWS every month; including any “revised” lists Fax Student Listing and timesheets to FWS every month; including any “revised” lists

– MANDATORY – For Work-Study program– MANDATORY – For Work-Study program Only supervisor assigned to student worker is authorized to sign student’s time sheetOnly supervisor assigned to student worker is authorized to sign student’s time sheet Students who falsify timesheets are subject to termination and disciplinary action by Students who falsify timesheets are subject to termination and disciplinary action by

Judicial AffairsJudicial Affairs

TIMESHEET SAMPLETIMESHEET SAMPLE

STUDENT ASSISTANT STUDENT ASSISTANT PAYROLL CALENDARPAYROLL CALENDAR

STUDENT EMPLOYMENT STUDENT EMPLOYMENT CONTACT INFORMATIONCONTACT INFORMATION

Janeth Chaidez, ASAII Janeth Chaidez, ASAII chaidezj@csusb.edu(909) 537-3437 Direct Line(909) 537-3437 Direct Line(909) 537-7024 FAX(909) 537-7024 FAX

Roseanna Ruiz, Director of Financial Aid Roseanna Ruiz, Director of Financial Aid rruiz@csusb.edu

(909) 537-7651 Direct Line(909) 537-7651 Direct Line

Office Hours: Monday-Friday 8AM-5PMOffice Hours: Monday-Friday 8AM-5PMSummer Hours: Monday – Thursday 7AM-5:30PMSummer Hours: Monday – Thursday 7AM-5:30PM