Form Packet - New Hire - Unclassified



New Hire Packet: Unclassified Service

This checklist identifies “new hire” forms for Unclassified Service employees. Although the number of forms may seem lengthy, each form is necessary for the District to comply with the Board of Trustee policies as well as various State and Federal statutes. Please note:

▪ Statutory obligations require you to complete some forms and processes within very explicit timelines and to present identification verifying who you are. To assist you with fulfilling this obligation, we’ve identified when each document is due and prepared Page 2, Document Presentation Requirements, that explains what is needed and by when.

▪ Forms marked with an asterisk (*) are required for all assignments in Unclassified Service. These forms can be completed on line, printed, signed, and taken to your location personnel office no later than your first day of work. You should also schedule your fingerprinting appointment no later than your first day of work.

▪ Forms without an asterisk (*) vary according to individual employment. Your location personnel office will assist you with determining which, if any of these forms applies to your employment.

|PRE-EMPLOYMENT PROCESSING |

|DOCUMENT CHECKLIST |

|( |Form Title |Form No. |Due |

|Required for Employment |

| |Information Certification |HR-1 |First Day * |

| |Personal Data Self Disclosure |HR-2 |First Day * |

| |Oath of Allegiance / Oath of Support |HR-3 |First Day * |

| |Report of Convictions |HR-4 |First Day * |

| |Address and Warrant(s) Recipient Designation |HR-5 |First Day * |

| |Terms of Employment |HR-23 |First Day * |

| |Acknowledgement of Document Receipt |HR-14U |First Day * |

| |Employee Withholding Certificate |W-4 |First Day * |

| |Webpage: pub/irs-pdf/fw4.pdf | | |

| |Employment Eligibility Verification |I-9 |Within three (3) |

| |Webpage: files/form/i-9.pdf | |business days * |

| |Personnel Action: New Hire / Employee Copy |PCR Form |First Day * |

| |Your Supervisor or Location Personnel Office will provide this form upon input of your assignment | | |

| |into the District’s computer system. | | |

| |Fingerprinting: Complete and return processed form to Personnel Office. |LiveScan |First Day * |

| |Certification of Receipt of Unclassified Employee Handbook  |HR-R300HBK   |Within five (5) business|

| | | |days |

|Varies According to Individual Employment |

| |LACCD Direct Deposit Authorization |Recommended |Anytime |

| |Child Development Center Assignments Only: Tuberculosis Examination Compliance Certification |HR-11 |Within five (5) business|

| |Employee Tip Sheet: Meeting TB Exam Requirements | |days * |

| |CDC Handout: Tuberculosis: Get the Facts | | |

|* Form must be submitted by due date. When it is not, your assignment can not be finalized. |

LACCD HR New Employee Packet Instructions: Unclassified Service 01/15/10 st Page 1 of 2

AS PART OF YOUR EMPLOYMENT PROCESSING, YOU ARE REQUIRED TO PRESENT CERTAIN DOCUMENTS BEFORE YOUR ASSIGNMENT CAN BE CONSIDERED COMPLETE. YOUR PERSONNEL OFFICE WILL MAKE A PHOTOCOPY OF THE DOCUMENTS YOU PRESENT.

This sheet has been prepared to help you understand the document presentation requirements and what is needed by when. If you do not have a required document, you must present proof you have applied for the document within ten (10) days of your start date. You must then present the document upon its receipt.

▪ General Requirements

▪ All presented documents must be originals. Photocopies are not acceptable.

▪ The name on any document you present must be the same as the name you write on the District’s Information Certification (LACCD HR-1) and Department of Homeland Security Employment Eligibility Verification (I-9). If the names on the documents you present are not the same, you must also present evidence of the change such as a marriage license or court order.

▪ Student, employee, merchant (store) and/or other identification cards that contain a photograph may not be used because they are not on the list of acceptable alternative or supplemental documents recognized by the federal or state government.

▪ Form W-4 (Employer’s Withholding Allowance Certificate)

The District is required to accurately report earnings for employees to the federal government. This requirement means that your name and Social Security Number (SSN) must match information on file with the Social Security Administration. In support of this requirement, each newly hired employee must present an original Social Security Card to their location personnel office. The card does not have to be the first card you were issued but it must be issued by the Social Security Administration, contain the official seal of the Social Security Administration, and signed by you. The card cannot have the phrase “not valid for employment purposes,” cannot be laminated, and cannot be a plastic or metal replica. If your Social Security card has been lost or destroyed, you can easily obtain another card from the Social Security Administration. This process usually takes about ten days from the date you apply for it.

▪ Employment Eligibility Verification (I-9)

Proof of Identity and Employment Authorization: Confirm you have the appropriate proof of identity as required by the Employment Eligibility and Verification (Form I-9) to show your location personnel office within three days of your start date.

The Immigration Reform and Control Act (IRCA) of November 1986 requires we certify that you provide certain documents to us that demonstrate you are eligible to accept the employment offer made to you. This requirement is fulfilled when you present documents listed in either Column A or Column B and C of the attached I-9 List of Acceptable Documents to your location personnel office.

▪ Fingerprinting (Live Scan Fingerprint Service)

You must present one form of valid photo identification such as a state issued driver’s license / identification card, passport, or military identification card to the Live Scan operator. In the absence of one of these cards, contact your designated Live Scan Service provider for assistance with determining what is considered an acceptable secondary form of identification. Expired identification cards are not accepted.

LACCD HR New Employee Packet Instructions: Unclassified Service 01/15/10 st Page 2 of 2

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Please print or type and ensure all information is provided as omissions can delay processing. After acceptance of employment, applicants may be required to present evidence of date of birth.

1. Personal Information:

                 

____ _________________________ _________________________ _________________________ ______

Title Last Name First Name Middle Name Suffix

   -  -                         

_____________ ___________________ ___ _________________ ____________________

Social Security No. Drivers License No. State Expires (MM/DD/YYYY) Date of Birth (MM/DD/YYYY)

2. Employment History with the District

I have never been employed by the Los Angeles Community College District in any position.

I am currently employed by the Los Angeles Community College District in the position listed below.

I have in the past been employed by the Los Angeles Community College District in the position listed below.

                         

______________________________ _____________ Under the name of: ____________________ _______________ ____

Title of Position Employee ID No. Last First MI

3. Information Certification

I understand that any offer and acceptance of employment is subject to the following:

• Verification that all statements made in my employment documents are true and correct.

• Verification of work experience.

• Medical examination, if required, (the job-relatedness of any disability shall be determined by the District; no person shall be denied employment due to a disability not related to the work performed).

• Verification of official transcripts if required for employment in a particular job.

• Proof of eligibility to work in the United States.

• Freedom from tuberculosis.

• Fingerprint results.

• Completion and submission of the “new hire” forms packet.

• Los Angeles Community College District Board of Trustees approval.

I certify (or declare) under penalty of perjury that the foregoing is true and correct.

     

________________________________________ ___________________

Signature Signature Date

LACCD HR New Employee Packet: Unclassified Service / Form HR-1 06/25/08 j (Required Form 1 of 7 + W-4, I-9)

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Read instructions shown below carefully before completing. Please print or type.

1. Employee

_________________________ _________________________ _________________________ ______

Last Name First Name Middle Suffix

____________________

Date of Birth (MM/DD/YYYY)

Title of Position Applied For:      

__________________________________________________________________________

2. Self-Disclosure of Disability / Veteran / Vietnam Era Veteran

Federal and State law and District policy require that new employees be given the opportunity to identify themselves as disabled; disabled veteran; disabled, mentally or physically but not a veteran. This confidential information is used to evaluate compliance with federal and non-discrimination requirements and for statistical purposes.

Mark one only: None of the following categories apply. Veteran, other than Vietnam era, not disabled

Vietnam era veteran, not disabled Veteran, other than Vietnam era, disabled

Vietnam veteran, disabled Disabled, mentally or physically

If you are disabled and need reasonable accommodation, please describe:

     

_________________________________________________________________________________________________

     

_________________________________________________________________________________________________

3. Ethnic Data

District policy requires that new employees be given the opportunity to identify their race/ethnicity using the two questions below:

Are you Hispanic or Latino? (Check one) Yes No

What is your race/ethnicity? (Check one or More)

Mexican, Mexican-American, Chicano Korean American Indian/ Alaskan Native

Central American Laotian Guamanian

South American Cambodian Hawaiian

Hispanic Other Vietnamese Samoan

Asian Indian Filipino Pacific Islander Other

Chinese Asian Other White

Japanese Black or African American

4. Signature

________________________________________ ___________________

Signature Signature Date

LACCD HR New Employee Packet: Unclassified Service / Form HR-2 09/22/09 gm (Required Form 2 of 7 + W-4. I-9)

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“I,

_________________________ _________________________ _________________________ _______

First Name Middle Name Last Name Suffix

do solemnly swear (or affirm) that: (Check appropriate portion following.)

For U.S. Citizens

I will support and defend the Constitution of the United States and the Constitution of the State of California against all enemies, foreign and domestic; that I will bear faith and allegiance to the Constitution of the United States and the Constitution of the State of California; that I will take this obligation freely, without any mental reservation or purpose of evasion; and that I will well and faithfully discharge the duties upon which I am about to enter.”

For employees who are not U.S. Citizens

I will support the institutions and policies of the United States of America during the period of my sojourn in the State of California; that I take this obligation freely, without any mental reservation or purpose of evasion; and that I will well and faithfully discharge the duties upon which I am about to enter.”

For employees claiming exempt under the Religious Freedom and Restoration Act of 1993

I agree to loyally and lawfully discharge the duties of my assigned position. And, in accordance with the performance of these duties, I agree to abide by the Constitution of the United States and the Constitution of the State of California and any and all laws set forth by the federal and state governments or the Los Angeles Community College District.”

Executed this ______ day of ____________________, 20 ___, at

_______________________ ________________________

City State

I certify (or declare) under penalty of perjury that the foregoing is true and correct.

________________________________________

Signature

LACCD HR New Employee Packet: Unclassified Service / Form HR-3 06/25/08 j (Required Form 3 of 7 + W-4. I-9)

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Read Instructions shown below carefully before completing. Please print or type and ensure all information is provided as omissions can delay processing.

1. Title of Position Applied For:

__________________________________________________________________________

2. Employee:

_________________________ _________________________ _________________________ ______

Last Name First Name Middle Name Suffix

- - Does the District currently employ you? No Yes, Identify

_____________ ____________________

Social Security No. Date of Birth (MM/DD/YYYY)

_______________ ______________________________ _____________

Location Title of Position Employee ID Number

3. Convictions:

Have you ever been convicted? No Yes, complete the required information below.

|Date of Arrest |City and State of Arrest |Charge and Disposition |Explanation |

|(Month-Day-Year) | |• Length of time served in jail or prison. |(Optional) |

| | |• Length of probation. | |

|      |      |      |      |

|      |      |      |      |

|      |      |      |      |

|If necessary, use additional sheets of paper: sign and date the bottom of each additional page. |

I certify that this Report of Convictions is true to the best of my knowledge and belief.

________________________________________ ___________________

Signature Signature Date

|office of employer-employee relations use only |

|Status |Determinations |Disqualify |

| |OK | |Clear without Qualification |

| |– | | |

| |Cle| | |

| |ar | | |

| |Pen| | |

| |din| | |

| |g | | |

| | | |Failure to disclose / material facts re: record |

| | | |Failure to report / review of conviction record |

| | | |Other: |

|Reviewed By / Date: |

LACCD HR New Employee Packet: Unclassified Service / Form HR-4 06/25/08 j (Required Form 4 of 7 + W-4, I-9)

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Please print or type and ensure all information is provided as omissions can delay processing.

_________________________ _________________________ _________________________ ______

Last Name First Name Middle Name Suffix

- -

_________________ ____________ _______________

Social Security No. Employee ID No. Location

1. Employee Official Address May not be a District location or PO Box.

           

______________________________________________________________________________________________ ______

Street Address Unit No.

              

_________________________________________ ________ _________

City State Zip Code

(   )    -          (   )    -     (   )    -          

_______________ _____ _______________ _______________ ____________________________

Daytime Phone Ext. Evening Phone Cell Phone Email

A. Restrictions on release of address / telephone

Check this box if you do not wish to have your address and telephone number released to anyone except the organization designated as the exclusive representative for the employee unit to which you are assigned.

B. Unemployment Insurance Claims

Check this box if you wish your exclusive representative to receive your name in the event you file for unemployment insurance benefits.

2. Salary Warrant / Direct Deposit Advise Address:

Direct Deposit / Complete LACCD Direct Deposit Authorization Card (Obtain from Location Payroll Office)

Mail to my official address listed above.

Mail to the address listed below. (PO Box may be used here.)

     

____________________________________________________________

Mailing Address

     

______________________________________________________________________________________________ Street Address

              

_________________________________________ ________ _________

City State Zip Code

3. Warrant Recipient Designation

As provided in California Government Code § 53245, in the event of my death, I hereby designate the following person to receive any an all warrants payable to me by the Los Angeles Community College District. This designation will remain in effect until canceled and replaced in writing. It is also expressly understood and agreed that the Los Angeles Community College District is not obligated to deliver said warrants to the person designated above unless the designated person, within two years after the date of said warrant or warrants, claims such warrants from the Los Angeles Community College District and provides the District with sufficient proof of identify.

                 

_________________________ _________________________ ____________________

First Name Last Name Relationship

           

___________________________________________________________________________________________ ______

Street Address Number

              

_________________________________________ ________ ______

City State Zip Code

4. Signature:

_________________________________________ ___________________

Employee Signature Date

LACCD HR New Employee Packet: Unclassified Service / Form HR-5 06/25/08 j (Required Form 5 of 7, + W-4, I-9)

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Please print or type and ensure all information is provided as omissions can delay processing.

1. Personal Information

_________________________ _________________________ _________________________ ______

Last Name First Name Middle / Maiden Name Suffix

2. Unclassified Service Job Classification Check appropriate portion.

Student Employee

Student employees are required to be either (1) a full-time student (12 units per semester) making satisfactory progress toward their educational goal or (2) a part-time student (6-11 units per semester) employed under a work experience program which is financed by state or federal funds. Student employees are required to provide evidence in the form of proof of registration and grade reports before an assignment can be processed. Students in the CalWORKS Program have to be enrolled in 6 credit units.

Name of School Enrolled:      

_______________________________________________________________________

Number of Units Enrolled This Term:    Total Units Completed to Date:    

______ ______

Educational Objective: AA / AS BA / BS MA / MS Ph/D Other:      

____________________

Major / Subject:       Anticipated Date of Completion:      

______________________________ ____________________

Subject (MM/DD/YYYY)

Community Service Teacher

Service is limited to length of time class is scheduled to meet. Your assignment must be approved by the hiring location before you may start working.

Professional Expert Community Representative

Assignments are limited to 180 day length of service at any one time and may or may not be renewed depending upon the needs of the District. Your assignment must be approved by the District Office before you may start working. Check with your location personnel office before reporting to work.

Community Recreation Series Athletic Coach Instructional Development Grantee

Your assignment must be approved by the hiring location before you may start working.

Employment in the Unclassified Service is “at will” which means it can be terminated at any time for any reason or no reason at all. Although the planned period of your employment is indicated by the dates of your assignment, such employment may be terminated at any time. Positions in the Unclassified Service do not have a continuing right of employment.

I have read, understand, and agree to the terms of Unclassified Service employment and certify any information I have provided is true and correct.

________________________________________ ___________________

Signature Signature Date

LACCD HR New Employee Packet: Unclassified Service / Form HR-23 06/25/08 j (Required Form 6 of 7 + W-4, I-9)

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1. Name of Newly Hired Employee

_________________________ _________________________ _________________________ ____________ Last Name First Name Middle Employee No.

_______________ ______________________________

Location Title of Position

2. Acknowledgement of Receipt

Initial

_____ A. Fingerprint Requirement: I have received the documents listed below. I acknowledge that it is my responsibility to schedule my fingerprint appointment prior to my start date and that after my fingerprints are taken, I must return the completed “Request for Live Scan Service” form to my location Personnel Office.

• Form: Request for Live Scan Service (Applicant Submission)

• Employee Tip Sheet: Meeting Fingerprint Requirements (laccd.edu/faculty_staff/extranet2/tip_sheets.htm)

• Location Instructions for Scheduling Fingerprint Appointments

If Eligible/Applicable: (Your location Personnel Office will identify if following is applicable to your assignment.)

_____ B. Child Development Center Assignments: Tuberculosis Testing Requirement: I have received the documents listed below. I acknowledge that it is my responsibility to schedule my tuberculosis testing prior to my start date and that I must submit my Tuberculosis Examination Compliance Certificate (LACCD HR-11) to my location Personnel Office within five (5) business days of my start date.

• Form: Tuberculosis Examination Compliance Certificate (LACCD HR-11)

• Employee Tip Sheet: Meeting TB Exam Requirements (laccd.edu/faculty_staff/extranet2/tip_sheets.htm)

• Public Health Awareness Pamphlet: Tuberculosis: Get the Facts (tb/pubs/pamphlets)

_____ C. Unemployment Insurance Information (laccd.edu/faculty_staff/extranet2/New_Employees)

_____ D. Personnel Action: New Hire / Employee Copy (Obtain from Location Personnel Office)

3. Signature

______________________________ ______________________________ __________

Print Name Signature Date

RETURN COMPLETED FORM TO YOUR LOCATION PERSONNEL OFFICE

FOR FORWARDING TO HUMAN RESOURCES, DISTRICT OFFICE

LACCD HR New Employee Packet: Unclassified Service / Form HR-14U 03/15/10 st (Required Form 8 of 8 + W-4, I-9)

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__________________________________________________________________________________________________

I certify that I have received the Unclassified Employee Handbook and acknowledge that my supervisor has discussed the information in this handbook with me. I understand that I am responsible for the performance

of the duties of my unclassified assignment in accordance with the information contained in this handbook.

_________________________ _______________ ___________

Employee Name (Print) Employee Number Worksite Location

_____________________________________ ___________________

Employee Signature Date

_____________________________________

Supervisor Name (Print)

_____________________________________ ____________________

Supervisor Signature Date

LACCD HR New Employee Packet: Unclassified Service / Form HR- R 300 HBK , 12/2009

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Los Angeles Community College District

Unclassified

Employee

Handbook

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This handbook is for LACCD unclassified employees and their supervisors.

This handbook is for LACCD unclassified employees in the following classifications:

Student Employee Classifications

Student Aide

Student Worker

Program Assistant

Student Tutor

Career Guidance Counselor Assistant (CGCA)

Police Cadet I and II

Student Law Clerk I and II

CalWORKS Student Assistant I, II and III

Unclassified Employee Classifications

Community Representative

Community Services Teacher

Professional Expert

Recreation Employee

Academic* Development Grantee

(*formerly Instructional Development Grantee)

Table of Contents

Introduction ……………………………………………………………… 1

Hiring Requirements …………………………………………………….. 2

Conditions of Assignment …………………........................................ 4

Hiring Process ……………………………………………………………. 5

Pay Checks and Rates of Pay …………………………………………… 6

Work Schedules ………………………………………………………….. 6

Workplace Expectations ………………………………………………. 7

Departmental Training and Supervision .……………………………… 9

Resignation/Termination of Employment ……………………………… 10

Use of Office/ College Equipment and Technology ………………… 10

Workplace Injury ……………………………………………………....... 11

Resources ………………………………………………………………… 13

Introduction

Dear Unclassified Employee:

Welcome to the Los Angeles Community College District.

The LACCD hires students and other temporary workers in several different capacities; these temporary employees and student employees as a group are referred to as unclassified employees. Unclassified employees are part-time “at-will” employees assigned to positions that are exempt from Academic and Classified Services as specified in California Education Code § 88076:

▪ Part-time Recreation (Playground) positions

▪ Full-time students employed part-time

▪ Part-time students employed part-time in any college work-study program or in a work experience education program conducted by a community college financed by state or federal funds

▪ Apprentice positions

▪ Career Guidance Counselor Assistants (CGCA)

▪ Professional Experts

This handbook has been designed to provide unclassified employees and their supervisors with an overview of the rules and requirements for unclassified employment in the Los Angeles Community College District. Unclassified employees provide the District with needed services that generally fall outside the job duties of classified or academic employees. The District reaffirms that student employees are present to learn through work, but at no time are any unclassified employees to take the place of a college staff member.

The unclassified employee’s questions or concerns about the contents of this handbook or about unclassified employee positions in general should be directed to the immediate supervisor or the worksite Personnel Office.

LACCD Joint Labor/Management “Unclassified Worker Taskforce”

Hiring Requirements

Student Employees

The specific categories and requirements for student employees are outlined in Board Rule Article XIX, Student Worker Classifications

and Human Resources Guide HR R-320.

Students may be hired to work in the following classifications:

▪ Student Aide

▪ Student Worker

▪ Program Assistant

▪ Student Tutor

▪ Career Guidance Counselor Assistant (CGCA)

▪ Police Cadet I and II

▪ Student Law Clerk I and II

▪ CalWORKs Student Assistant I, II and III

Students must be actively enrolled and making progress toward a declared educational objective. Qualifications may vary by position. Supervisors shall check the detailed criteria for each student employee position and shall provide a copy of this information to the student employee so that the student is aware of the requirements to maintain his/her eligibility.

Student Aide, Student Worker, Program Assistant

Students employed as Student Aides, Student Workers, or Program Assistants must meet one of the three following requirements:

▪ Full time student (12 units) working part-time and enrolled in at least six (6) units (excluding community services classes) within the District;

▪ Part-time student employed in a college work-study program and enrolled in six (6) units

(excluding community services classes) within the District; or

▪ Part-time student employed in work experience education program financed by

state or federal funds, or as otherwise provided by grants or other special funds, and enrolled in six (6) units (excluding community services classes) within the District.

Student Tutor

Students employed as Student Tutors must:

▪ have successfully completed courses within the subject matter that are sufficient to demonstrate qualification to serve as a tutor for the course(s) they are being employed to tutor;

▪ not be on academic probation;

▪ be full-time students working part-time; or,

▪ part-time students employed part-time in any college work-study program, or in a work experience education program financed by state or federal funds.

The Chancellor may establish levels of Student Tutor positions based upon experience and the recommendation of the supervising administrator.

Students employed as Student Tutors need not be enrolled in any college in the District.

Career Guidance Counselor Assistant (CGCA)

Students employed as Career Guidance Counselor Assistants (CGCA) must:

▪ be enrolled in at least twelve (12) upper division units, or nine (9) graduate units, in counseling or a related field at an accredited four (4) year college or university.

Police Cadet I and II

Students employed as Police Cadet I or Police Cadet II must be:

▪ enrolled in an Administration of Justice program, or other appropriate program, at a college within the District in accordance with regulations issued by the Chancellor;

and must be either:

▪ full-time students working part-time; or

▪ part-time students employed part-time in any college work-study program, or in a work experience education program financed by state or federal funds.

Student Law Clerk I and II

Students employed in the Office of General Counsel as Student Law Clerk I must be:

▪ enrolled in an accredited law school and must have completed the equivalent of at least one full-time year of law school.

Students employed in the Office of General Counsel as Student Law Clerk II must be:

▪ enrolled in an accredited law school and must have completed the equivalent of at least two full-time years of law school.

Students employed as Student Law Clerk I and II must be either:

▪ full-time students working part-time; or

▪ part-time students employed part-time in any college work-study program, or in a work experience education program financed by state or federal funds.

As with Student Tutor and Career Guidance Counselor Assistant (CGCA) positions, students employed as Student Law Clerk I and II need not be enrolled in any college in the District.

CalWORKS Student Assistant I, II, and III

The student that is employed as a CalWORKS Student Assistant:

▪ must be enrolled in at least six (6) units (excluding community services classes) within the District;

▪ must have employment that meets the criteria for a CalWORKS participant;

▪ must be employed in a job that is related to an area in which he/she is being trained;

▪ must not be in class and scheduled to work at the same time.

The Chancellor may establish levels of CalWORKS Student Assistant positions based upon experience and the recommendation of the supervising administrator.

Unclassified Employees

The specific categories and requirements for unclassified employees are outlined in the Board Rule Article XI, Unclassified Assignments and Human Resources Guide HR R-300.

Unclassified employees may be hired to work in the following classifications:

▪ Community Representative

▪ Community Services Teacher

▪ Professional Expert

▪ Recreation Employee

▪ Academic Development Grantee

▪ Student Employee* (See previous section)

Qualifications for unclassified assignments may vary according to the specific position. The supervisor shall check the detailed criteria for each unclassified position, and make sure this information is provided to the unclassified employee. Additionally, unclassified assignments, with the exception of Academic Development Grantee and Community Services Teacher, must be approved by the Personnel Commission.

Conditions of Assignment

Student Employees

▪ As “at-will” workers, student employees will only be paid for hours and duties actually assigned and worked.

▪ Student employees must be paid for all hours worked. Student employees are not allowed to volunteer to work unpaid hours.

▪ Student employees are assigned to assist faculty and/or staff and shall not do the work of faculty and/or staff.

▪ Student employees may earn academic credit toward a Cooperative Education class, as well as compensation for a Federal Work Study (FWS) job. Contact the worksite Financial Aid Office for more details.

▪ Student employees must be enrolled in and maintain the qualifying number of units and grade point average (GPA) at the worksite during the semester worked (usually 12 units and a 2.0 GPA*). The supervisor and the Personnel Office will verify student employees’ eligibility during each semester based on their enrollment.

▪ For student employees who are Federal Work Study employees, additional limitations on their employment may exist and should be reviewed with the Federal Work Study (FWS) director.

▪ If student employees are injured while working, their injuries must be reported to their supervisors immediately. Student employees are entitled to Workers’ Compensation benefits, but are not entitled to Unemployment Insurance.

____________________________________

* Unit requirements may vary by position. Check eligibility criteria for specific position.

Assignment Limitations

▪ All student employees must be in good academic standing and must continue to make satisfactory progress towards obtaining a degree or certificate.

▪ Enrollment requirements for student employees apply for regular academic terms (Fall and Spring) at the primary institution of enrollment, and do not apply during summer sessions or winter intersessions.

▪ Students employed as Student Aides, Student Workers, and Program Assistants may be employed for a cumulative maximum of five years. Students in those positions may work a maximum of twenty-five (25) hours per week during regular academic terms, and up to the maximum allowed for unclassified employees during other periods.

▪ Students employed by special funding or through a financial aid program that requires more than twenty-five (25) hours per week may be employed as required by the applicable program.

▪ Students employed as Student Aides, Student Workers, and Program Assistants must be enrolled in 12 units of which at least six (6) units (excluding community services classes) are within the District.

Unclassified Employees

▪ Professional Expert, Community Representative, and Recreation Employee assignments shall be approved by the

Personnel Commission prior to the employment of persons in such positions. For the criteria used by the Personnel Commission to determine the designation of exemption from classified service, see Personnel Commission Rule 517.A.2.

▪ Unclassified positions are exempt from classified service.

▪ The District reaffirms that at no time are unclassified employees to take the place of a college staff member.

Assignment Limitations

▪ Unclassified assignments are established on a temporary basis for special projects of limited duration.

▪ Professional experts may be hired for special projects of limited duration.

▪ Community Representatives shall be employed in advisory or consulting capacities for no more than 90 days in a fiscal year, provided that:

(1) The authorized duties are not those normally assigned to a class of positions in the classified service;

(2) The authorized duties are approved by the

Personnel Commission in advance of employment; and,

(3) A regular classified employee of the Community College District shall not receive a concurrent appointment to such a position.

Hiring Process

Before student and unclassified employees can begin working, they must complete the hiring process at the Personnel Office. The Personnel Office is located at the worksite; ask the supervisor for the specific location. Student and unclassified employees shall not start work until all paperwork has been processed by the Personnel Office. Supervisors will let employees know when they can begin working.

Take the following documents to the Personnel Office:

▪ Social Security Card;

▪ Form of photo identification such as a driver’s license, College I.D., or passport;

▪ If not a U.S. citizen, take the Alien Residency Card, I-94 or I-20 Form (Employment Eligibility Verification);

▪ If the employee is a student employee, the student’s current college course schedule(s) and/or registration receipt(s) will be required;

▪ Direct Deposit of the employee’s paycheck can be set-up and managed online -- See your campus Personnel Office for more information.

There are Fingerprint Requirements for all employees. Check with the Personnel Office at the worksite location or see Human Resources Guide HR P-111 for details.

Pay Checks and Rates of Pay

▪ The hiring process must be completed in the Personnel Office before any District employee can receive a paycheck.

▪ When the student or unclassified employee has completed the hiring process, he or she will be assigned an employee number.

▪ The student or unclassified employee should work according to the schedule and duty hours arranged with the supervisor, making sure not to work in excess of the maximum hours assigned per week.

▪ The student employee is paid for each hour worked and is not paid for holidays, jury duty, illness or vacation time.

▪ Depending upon the assignment, the unclassified employee may be paid by the hour or by the project. The unclassified employee is not paid for holidays, jury duty, illness or vacation time.

▪ The timesheet should list the hours worked each day (rounded off to the nearest 15 minutes) and be signed (in ink) when submitted to the supervisor.

▪ The supervisor must sign the time sheet before it is submitted to Payroll.

▪ The first paycheck should be received 2-4 weeks after work begins. The paycheck is mailed to the employee’s home address or direct deposited into the employee’s bank account.

▪ Check with the worksite Personnel Office for the pay day schedule. For information on pay rates see:

• Student Employee: Board Rule 101902;

• Professional Expert: Board Rule 101104.10;

• Unclassified Employee: Board Rule 101105;

• Academic Development Grantee: Board

Rule 101109.

Work Schedules

The supervisor should work with the student or unclassified employee to establish the employee’s work schedule. In the case of the student employee, the supervisor may need to work with the student employee at the beginning of each semester to establish or revise the work schedule, as the student’s hours of availability may change with each semester’s class schedule. Every attempt should be made to schedule work hours in accordance with the student’s class schedule, being mindful that the department, too, has staffing needs that should be taken into consideration when assigning work hours. The

supervisor and employee should discuss any

special requests or schedule conflicts well in advance. Work schedule expectations for the student or unclassified employee include:

▪ The employee will arrive at work at his/her scheduled start time and remain during scheduled work hours.

▪ The employee will adhere to the work schedule unless both the supervisor and employee mutually agree to a change.

▪ The employee will notify the supervisor at the earliest possible opportunity if the employee is absent or late for work.

▪ If the employee is aware that he or she will be absent or plans to take some time off, the supervisor will be notified in advance.

▪ Once a mutually agreeable work schedule has been reached, the employee’s inability to maintain the work schedule may impact the needs of the office or project and may result in the termination of the employee’s assignment with the District.

▪ It is district policy that unclassified employees shall not work more than eight (8) hours in any work day to avoid overtime hours and pay.

Lunch and Rest Breaks

As a general rule, employees who work a period of more than five hours are allowed an “off-the-

clock” meal period of thirty (30) minutes.

Student and unclassified employees with a daily shift that exceeds 5 hours per day should arrange to take their lunch break during the mid-point of their daily shift, working with their supervisors to arrange reasonable lunch and/or rest breaks.

Because of limits on allowable hours that can be worked each week, student employees usually do not work a daily shift that exceeds five (5) hours. Student employees working a daily shift that does not allow a lunch break are allowed a rest break of ten (10) minutes for each four (4) hours worked.

Workplace Expectations

Workplace Conduct

As members of the LACCD community, all employees assume an obligation to act in a manner conducive to the maintenance of good order and respect for the rights and property of others. Employees’ conduct is expected to be consistent and compatible with the goals and purposes of an educational institution. Additionally, student employees are expected to conduct themselves in a manner that is consistent with the District’s Student Code of Conduct (see Board Rule §9803).

As representatives of LACCD, the District expects its employees to exhibit professionalism on the job and in their contact with others. Professional conduct can range from the manner in which they

answer the telephone or address a visitor to the integrity and honesty with which they perform their work.

Confidentiality

Student and unclassified employees may come in contact with confidential materials such as financial information, employee information, grades, telephone numbers, addresses, etc. All District employees are prohibited from sharing information with others or using it for themselves for any reason not connected with office business.

Under no circumstances are LACCD employees permitted to release information to any unauthorized person including, but not limited to, a friend, outside caller or other departments; supervisors should handle requests of this nature. Breach of confidentiality is a serious offense and shall result in termination of employment. Supervisors shall discuss confidentiality issues with student and unclassified employees upon hire.

Inappropriate Workplace Conduct

As an employee of the Los Angeles Community College District, you may be terminated for failure to demonstrate conduct appropriate to an LACCD employee. Inappropriate conduct that may be grounds for termination of employment include, but are not limited to, the following:

▪ Failure to follow directions given by the supervisor or a college official.

▪ Work while under the influence of alcohol, stimulants, or other drugs.

▪ The violation of College and/or office policy on the confidentiality of community college, student and/or employee records and the use of office equipment.

▪ Use of computers, internet or other college equipment inappropriately and/or without authorization.

▪ Failure to complete the duties assigned or failing to complete assigned tasks in a timely manner.

▪ Failure to adhere to the arranged work schedule, without notifying the supervisor.

▪ Failure to be present at work on time as scheduled or repeated tardiness.

▪ The act of reporting more hours on the time sheet than you actually worked.

Student Employees

In addition to the inappropriate workplace conduct detailed above, a student employee may be terminated for failure to maintain the qualifications for employment, including but not limited to the following:

▪ Violation of the College Student Code of Conduct (see Board Rule §9803).

▪ Failure to maintain a minimum 2.0 grade point average or the required number of units (course load) throughout the semester.

▪ The act of reporting work hours while attending a class or taking an exam.

Unclassified Employees

In addition to the previously detailed inappropriate workplace conduct, an unclassified employee may be terminated for:

▪ Failure to complete the duties assigned commensurate with the terms of the assignment and/or failure to complete assigned tasks in a timely manner.

Workplace Attire

Unclassified employment is professional employment; the unclassified employee is expected to dress in appropriate workplace attire.

Departmental Training and Supervision

Departmental Training

Each department is responsible for providing training to the new student or unclassified employee, according to the needs of the position. However, there are some general steps that can help any department better acclimate new employees to the worksite:

▪ Introduce the new employee to all of the staff (this includes full-time staff, student workers, faculty, management, etc.). This gives the new employee a sense of belonging and demonstrates common courtesy toward the person starting a new job with new co-workers.

▪ Explain all departmental procedures to the new employee. Provide helpful handouts if there are numerous details to grasp immediately. Examples of information to provide include how to answer the phone, who handles what types of calls, what forms are needed, answers to frequently asked questions, staff member phone extensions, important names or codes to remember, and computer procedures for special systems.

▪ Be sure to define what is acceptable for the new employee in terms of attendance, time reporting, punctuality, appropriate attire, breaks and other basic aspects of the departmental work environment.

▪ Give the new employee a tour of the workspace. Point out where things are, such as supplies, restrooms, vending machines, copiers and fax machines. Impress upon the new employee that his or her contribution, as a member of the team, is important to the success of the overall department or project.

Supervising Student Employees

Student employment provides an opportunity to build workplace and technical skills; therefore, the student employee should not be working unsupervised.

▪ The student employee‘s work location should not be isolated; instead, the student employee should be assigned to a work location where there are other staff.

▪ A member of the faculty, staff or administration within the department should regularly monitor the student employee’s job duties and performance.

▪ All student employees will have a designated supervisor. In the absence of the designated supervisor, an alternate supervisor will be appointed.

▪ Keys / key cards shall not be assigned to the student employee.

Supervising Unclassified Employees

▪ As a professional worker, the unclassified employee may work independently, but the supervisor should give some attention to ensuring that assignment and/or project needs are being met.

▪ The supervisor will determine whether the unclassified employee requires keys / key cards. If it is determined that keys / key cards are required, the supervisor will take the appropriate action to have keys / key cards assigned to the unclassified employee.

Resignation/Termination of Employment

Employment for both student and unclassified employees is “at-will” employment. This means that the District can terminate student and unclassified employees at any time with or without cause or reason, just as student and unclassified employees may choose to resign at any time.

The supervisor should be given as much advance notice as possible (minimum two weeks) if the employee plans to quit the assignment before completion of the semester or completion of the assignment or project.

Use of LACCD Equipment and Technology

District property and resources are provided for District business, not personal use. The use of District property, equipment and resources (i.e. facilities, copy and fax machines, postage, supplies, computers, LACCD and its Colleges’ names, stationery, telephones, etc.) by LACCD employees must be limited to District business only. Student and unclassified employees should report problems with District equipment to a supervisor immediately.

▪ Do not install any software on office computers under any circumstances or download any materials, such as games or programs, from the Internet.

▪ The District’s computers, network system and voice mail system are intended for the District’s business use. All records (including e-mail, voice mail and other messages) generated or stored on these computers or systems are District records. The District reserves the right to access and disclose, at any time and for any purpose, all records sent over or stored in its systems. A person’s use of the District’s computers and/or systems constitutes his or her consent to this access and disclosure.

▪ Supervisors should advise student and unclassified employees not to share their passwords or use another person’s password. Sharing passwords or using someone else’s password is a violation of District policy.

▪ Student and unclassified employees are responsible for understanding and complying with the District’s computer and network use policies. Supervisors shall refer student and unclassified employees to the worksite technology use policy and to LACCD Administrative Regulation B-27 and Administrative Regulation B-28 for more details.

Student Employees

▪ The college’s designated systems administrator may provide student employees with temporary computer access accounts. Supervisors should advise student employees that college computer use shall be limited to college-related activities only.

Unclassified Employees

Unclassified employees may be provided an account for computer access from the college’s designated system administrator and its use shall be limited to college-related activities only.

▪ For the installation of software necessary to accomplish the duties associated with an assignment or project, the unclassified employee should contact the location IT Department.

Workplace Injury

The Los Angeles Community College District is committed to providing a safe working environment for all employees and minimizing the adverse impact of work-related injuries. In this effort we provide a variety of safety and claims services for our employees. Our goal in requiring the reporting of incidents is to promote prompt notification of unsafe conditions so that prompt and appropriate remediation can take place. Incident reporting ensures that a record is on file with the employer. In no way does this waive the employee’s right to workers’ compensation benefits.

If an employee is injured while working on campus, the injury must be reported to the supervisor immediately. Student and unclassified employees are entitled to Workers’ Compensation benefits, but are not entitled to Unemployment Insurance. The District pays the cost of this insurance, which provides weekly cash benefits and/or medical care for employees who are injured or become ill as a direct result of their job. See the Risk Management webpage on the District’s website for more information.

Employee Responsibilities

▪ Report an occupational injury to the supervisor immediately and seek medical care when necessary.

▪ Go to the campus Sheriff’s Office to report the

incident or injury as soon as possible; the Sheriff will complete the Incident Injury Report Form to ensure that there is a record on file with the employer. In no way does this waive the unclassified worker’s right to workers’ compensation benefits.

▪ If the employee wants or needs non-emergency medical treatment, he or she must bring the Referral for Treatment of Occupational Injury or Illness form, which indicates all District approved clinics, to the clinic chosen from the form. This is the worker’s authorization to be treated at the chosen medical facility.

▪ If an injury occurs, first aid may be the appropriate treatment. “First aid” means any one-time treatment and any follow-up visit(s) for the purpose of observation of minor scratches, cuts, burns, splinters, or other minor industrial incident, which do not ordinarily require medical care. This one-time treatment and follow-up visit(s) for the purpose of observation is considered first aid even though provided by a physician or registered professional personnel. No time is lost beyond the day the employee was injured.

▪ If the employee pays a bill, he or she should submit a copy of the receipt to the Risk Management Office for review and determination of whether payment is appropriate.

▪ The employee must keep the supervisor informed of the status of the injury and claim.

▪ The employee must notify the supervisor prior to going to doctor appointments and/or physical therapy.

Supervisor Responsibilities

▪ A supervisor must complete the supervisor’s report with the employee within three business days of learning of the injury.

If an incident takes place that results in an injury, first aid may be appropriate in some cases. Filing of an incident and injury report with the Sheriff’s Office is not a filing of a workers’ compensation claim. An employee retains the right to file a workers’ compensation claim.

▪ Unless an employee has completed a Pre-Designation of Physician Form prior to the injury, an employee needing medical treatment should be provided with the Medical Referral Form and referred to one of the facilities authorized to provide medical care to injured employees. The employee should be instructed to provide the Medical Referral Form to the clinic as authorization for him or her to receive treatment at the chosen medical facility.

▪ Important: If an employee is hospitalized other than for observation for 24 hours or more, or has an injury that results in a loss of limb (amputation) or loss of life, contact the Risk Management Department at

(213) 891-2400 immediately, as these must be reported to OSHA within 8 hours of the event.

▪ Forward the completed Supervisors Report of Employee Injury or Illness to the assigned Focal Point at the worksite location or fax it to the Risk Management Department at

(213) 891-2293.

▪ When an employee has sought treatment for an occupational injury, he or she is to bring a note from the treating physician indicating the employee’s return to work status, and whether there are any restrictions. Departments are to make a copy of all doctors’ notes and correspondence for departmental files, and send the original to the Risk Management Department.

▪ When the treating physician releases an employee with a work restriction, the supervisor should contact the District Workers’ Compensation Claim Specialist to discuss return to work.

Resources

|LACCD Board Rules |

| |Chapter IX, Campus Life |

| | |Article VIII, Conduct on Campus |

| | | |§ 9803, Standards of Conduct |

| | | | |

| |Chapter X, Human Resources |

| | |Article XI, Unclassified Assignments |

| | | |§ 101104, Unclassified Employees |

| | | |§101105, Rates of Pay |

| | | |§101109, Academic Development Grants – Assignment and Payment |

| | |Article XIX, Student Worker Classifications |

| | | |§101900, Student Employment |

| | | |§101901, Limitations on Time and Duration |

| | | |§101902, Rates of Pay |

| | | | |

|LACCD Administrative Regulations |

| |Section II, Business Services |

| | |B-27, Use of District and College Computing Facilities |

| | |B-28, Network Security Policy |

| | | | |

|LACCD Personnel Commission Rules |

| |Rule 517, Positions Exempted from the Classified Services as “Professional Experts and Community Representatives |

| | | | |

|LACCD Human Resource Guides |

| |HR P-110, New Hire |

| |HR P-111, Fingerprints |

| |HR R-300, Unclassified Employees |

| |HR R-320, Student Employees |

| | | | |

|LACCD Collective Bargaining Agreement |

| |AFT College Staff Guild 1521A: Article 5, General Provisions |

| | | | |

|LACCD Risk Management Workers Compensation Guides |

| | | | |

| | | | |

*********************************************************************************

This Handbook was developed and designed by the LACCD Joint Labor/Management “Unclassified Worker Taskforce” in conjunction with Shawn Tramel, Assistant Administrative Analyst (Confidential), DO Human Resources.

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LOS ANGELES COMMUNITY COLLEGES

NEW EMPLOYEE / Forms You Need to Fill Out

LOS ANGELES COMMUNITY COLLEGES

NEW EMPLOYEE / documents you need to provide

INFORMATION CERTIFICATION

LOS ANGELES COMMUNITY COLLEGES

Human Resources

770 Wilshire Boulevard

Los Angeles, CA 90017

This form is required for employment.

PERSONAL DATA SELF DISCLOSURE

LOS ANGELES COMMUNITY COLLEGES

Human Resources

770 Wilshire Boulevard

Los Angeles, CA 90017

Information obtained on this form is used for statistical reporting purposes only.

INSTRUCTIONS

Any and all information provided on this form will be kept confidential.

• The information provided is used to evaluate compliance with federal and on-discrimination requirements and is used solely for statistical purposes.

• Refusal to provide such information will not subject any person to any adverse treatment.

Submit the completed form together with employment processing papers to your location Personnel Office. The form will be forwarded to the Office of Diversity Programs at the District Office.

LOS ANGELES COMMUNITY COLLEGES

Human Resources

770 Wilshire Boulevard

Los Angeles, CA 90017

OATH OF ALLEGIANCE / For U.S. Citizens

OATH OF SUPPORT / For Non U.S. Citizens

This form is required by Section 3 of Article XX of the Constitution of the State of California.

REPORT OF CONVICTIONS

LOS ANGELES COMMUNITY COLLEGES

Human Resources

770 Wilshire Boulevard

Los Angeles, CA 90017

This form is required for employment.

INSTRUCTIONS

In the spaces above, give complete details for every time you, as juvenile or adult have been convicted (fined, imprisoned, placed on probation, given a suspended sentence, or have forfeited bail) in connection with any offence, in civilian or military life. If you submit incomplete information, it will delay the processing of employment. Failure to account for all convictions may disqualify you from employment with the District, or if already employed, may cause you to be dismissed from employment.

• List all convictions even though they have been expunged or subsequently dismissed.

• If you use penal code numbers, note that use of incorrect codes will delay processing of your application.

• If you are in doubt, list your conviction and explain.

• If available, you may attach copies of court documents that identify the specific charge or conviction.

Omit any conviction specified in Labor Code 432.8, which refers to various marijuana related offenses that are more than two years old. Do not include minor traffic violations such as parking or speeding unless you were convicted for value to appear for fine or sentencing. Do not include arrests which resulted in Diversion unless you were convicted for failure to meet the conditions of your program.

Prior to employment you will be fingerprinted for processing through the criminal records system. If you fail to disclose a criminal conviction or provide inaccurate information, you could forfeit employment consideration or, if already hired, be removed from your position with the District.

ADDRESS AND WARRANT(S) RECIPIENT DESIGNATION

LOS ANGELES COMMUNITY COLLEGES

Human Resources / Payroll Services

770 Wilshire Boulevard

Los Angeles, CA 90017

This form is required for employment. Changes may be filed at any time.

Forward Completed Form to:

Location Personnel-Payroll Office

UNCLASSIFIED SERVICE

TERMS OF EMPLOYMENT

LOS ANGELES COMMUNITY COLLEGES

Human Resources

770 Wilshire Boulevard

Los Angeles, CA 90017

This form is required for employment in the Unclassified Service.

LOS ANGELES COMMUNITY COLLEGES

Human Resources

770 Wilshire Boulevard

Los Angeles, CA 90017

UNCLASSIFIED SERVICE

DOCUMENTS RECEIVED ACKNOWLEDGMENT

This form is used to confirm a newly hired employee has received employment-related documents.

Certification of Receipt of

Unclassified Employee Handbook

LOS ANGELES COMMUNITY COLLEGES

Human Resources

770 Wilshire Boulevard

Los Angeles, CA 90017

This form is used by the unclassified employee and his/her supervisor to certify receipt and discussion of the Unclassified Employee Handbook.

INSTRUCTIONS

1. The Supervisor provides the employee with a copy of the Unclassified Employee Handbook and discussed the handbook information with the new employee.

2. The employee completes, signs and dates this form, certifying receipt and discussion of the handbook information.

3. The Supervisor signs and dates form and forwards it to: Services Unit, DO Human Resources.

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