What is a Work Award and how do I get one?
Work Awards are issued by the office of Financial Aid as part of a student’s aid package. A student's eligibility to receive a work award is determined by the Free Application for Federal Student Aid (FAFSA) form. Work Awards are not loans that must be paid back, but are monies a student is allowed to work and earn. Any monies not worked off and earned by the end of awarded academic year are forfeited. Whittier College offers a Federal Work Award and a Whittier Work Award.
What is Exception Funding?
Exception Funding is Whittier College’s extra mile effort to provide students with the opportunity to work while attending classes full time. Exception funding is an alternative method for obtaining a student employment job on campus for students who did not receive a Financial Aid Work Award, or for students who demonstrate a specific skill set. Departments and Faculty members are awarded small exception funding budgets to hire qualified students. Students interested in exception funding should apply directly with the department of interest. Students funded through exception funding are held to the same regulations, policies and standards set by Federal Work-Study Guidelines and Whittier College's Student Employment Program.
How do I find a student employment job?
To find a student employment position on campus or off campus with an approved partner, students are encouraged to utilize their Handshake account. Handshake is a job and internship platform provided by the Career and Professional Development Office. Open student employment positions are posted by the hiring department(s) throughout the year as the need for student staff emerges. Students seeking employment with a specific department or faculty member may also inquire directly with the desired individual.
What forms are needed?
Students hired for the first time will submit a SEAR (Student Employment Action Request) Form, Form I-9, Employment Eligibility Verification and Form W-4, Employee's Withholding Allowance Certificate, to Human Resources prior to beginning work. Students are responsible for completing the form I-9 and W-4, while SEAR Forms are completed by the hiring supervisor. As required by Federal Law, all newly hired students must provide documentation showing identity and authorization to work in the United States. All documents must be original, no photocopies are accepted. Returning students will submit a SEAR form to Human Resources at the beginning of each academic year or with each new job.
Can I have more than one student employment job?
Yes, students may have more than one student employment job, to a maximum of two active positions at one time. This applies to both the academic year and summer periods. There is a limit to the number of hours a student may work per week for both jobs combined. Students may also not exceed the awarded work award or exception funding amount.
How many hours can I work per week?
Students can work a maximum of 18 hours per week, for 36 hours per pay period. This applies year-round, regardless of break periods such as winter, spring and summer break.
What is the pay rate for a student employment job?
Student positions are compensated at an hourly rate equal to California minimum wage. Effective January 1, 2019, all student workers will receive an hourly wage of $12.00 per hour. Pay rates will be determined and set by the Office of Human Resources in conjunction with the Finance office based upon the state minimum wage prior to each academic year, or as needed to comply with minimum wage requirements.
How and when do I get paid?
Students are responsible for accessing their timesheets online via My.Whittier and submitting their hours worked for each pay period (see payroll schedule under Forms) by the designated due date. Review the Web Time Entry for Students video tutorial for instructions on accessing and submitting hours. Students are paid on a bi-weekly basis (every other Friday) in the form of a live check. Direct Deposit is not available to student employees. Student payroll checks should be picked up from the Business Office. Students who wish to apply student employment earnings towards tuition must sign their paycheck over to the Business Office each pay period.
When are timesheets due?
Timesheets are due online via My.Whittier on a bi-weekly basis (every other Monday) by 12:00 p.m. Email reminders are sent prior to timesheet deadlines. No exceptions will be made for late timesheets. If a student misses the submission deadline, he/she should contact his/her supervisor for assistance.
What is expected of a student worker?
Student staff must adhere to all Federal Work-Study and Whittier College Student Employment Program guidelines while participating in the Student Employment Program. Although work place policies and procedures may differ between individual departments, below are some examples of policies all student employees are expected to follow:
- Be enrolled full-time (12 credits) during the academic year. Students muse cease working immediately following a withdrawal, leave of absence or graduating from the college or dropping below full-time status.
- Earn no more than awarded Work Award or Exception Funding amount.
- Report hours accurately each day they are worked.
- Not work during class time.
- Not work more than 18 hours per week for 36 total hours per pay period.
- Dress appropriately for your work location.
- Report to work on time.
- Take student employment positions seriously.
- Students will be terminated immediately if found to have participated in gross misconduct such as but not limited to: breach of confidentiality, theft, fraud, falsifying hours on a timesheet, failing to perform essential duties of the job (i.e. locking up study areas, appropriately checking out equipment to students, etc.), violence and/or harassment of another employee and will be reported to the Dean of Students Office for disciplinary action as applicable.
Who do I contact with student employment questions and concerns?
All student employment questions and/or concerns should be directed to Stephanie Lopez, Student Employment & Human Resources Manager in the office of Human Resources. Human Resources can be reached at 562.907.4208 or at firstname.lastname@example.org or email@example.com. Human Resources is located in the lower level of Mendenhall, open Monday - Friday 8:00 a.m. - 5:00 p.m.
Who do I contact with payroll questions and concerns?
All payroll related questions should be directed to the Payroll Office at 562.907.5137. Payroll is located in the lower level of Mendenhall, open Monday - Friday 8:00 a.m. - 5:00 p.m. Ivette Alcaraz, Payroll Manager at firstname.lastname@example.org or Jessica Rangel, HR & Payroll Assistant at email@example.com should be contacted with questions and/or concerns.