PPSM 3, Exhibit A

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Personnel Policies for Staff Members

Introduction
Section 3, Types of Appointments
Exhibit A, Student Employees

I. Purpose

This exhibit pertains to the appointment of student employees. A "student employee" is defined as a UC student employed in an Assistant II, III, or IV title, or a student from outside UC in the working title Special Student Assistant.

II. Policy

A. Positions Reserved for Students

1. Any position that is established for less than 50% time, or for a period that falls entirely within summer quarter, is reserved for students unless an exception is obtained from a Recruiter in Human Resources.

2. The Assistant II, III, and IV titles are reserved for UC students. These titles are casual/restricted appointments and are not covered by a collective bargaining agreement. Student positions are utilized to provide financial support and practical experience in the pursuit of the students' educational goals.

3. The Non UC Student Assistant II, III, and IV titles are reserved for students from outside UC. These titles are limited term appointments and are subject to the 1,000 hour in a twelve (12) month rolling period restriction. These titles are not covered by a collective bargaining agreement.

4. All student positions are recruited through the Student Employment Center. The classification guidelines are defined in the Assistant Series Classification Plan, which is available on the Web at http://jobs.ucdavis.edu/content/files/assistant_series_classification_plan.pdf.

B. Eligibility

1. Assistant II, III, and IV (Title codes 4919, 4920, 4921).

These titles are used only for:

a. Currently registered UC undergraduate and graduate students who carry at least a half-time course load (6 units). Individuals who are in the concurrent program or on filing fee status are not registered students.

b. UCD students on approved Planned Educational Leave (PELP).

c. UC students who have submitted a Student Intent to Register form for the following quarter.

d. A UCD student in an Assistant III or IV title (or an Assistant II title with the approval of the Student Employment Center) may continue an existing appointment for one quarter after graduation.

2. Non UC Student Assistant II, III, and IV (Title codes 4923, 4924, 4925).

A student from outside UC who is carrying at least a half-time (6 units) course load may be recruited and appointed to an Assistant Series vacancy after clearance by the Student Employment Center. A Special Student Assistant shall not be appointed if there is a UCD or other UC student available to fill the vacancy.

3. The department must verify student eligibility each quarter.

C. Compensation

1. Starting Salary. The starting pay rate is normally the base rate plus any applicable differentials (see Exhibit B).

2. Salary Increases. See Exhibit B for a description of longevity and special recognition increases.

3. Overtime and Leave Accruals. Student employees earn overtime, holiday pay, vacation, and sick leave under certain conditions. See Policies 32, 40, 41, and 42 for more information.

4. FICA (OASDI and Medicare) and Defined Contribution Plan. Student employees are exempt from OASDI and Medicare tax withholding if they are enrolled in a course of study for at least half time. There is no exemption for wages earned in a pay period that falls entirely outside an academic term. Students who are not exempt must contribute to the University's Defined Contribution Plan in lieu of OASDI, and to Medicare. Contact the Payroll Services Division at (530) 757-8550 for additional information.

5. By Agreement and Perquisites. Certain student appointments involve live-in on-call duty that may make it difficult to track hours worked. These employees may be compensated with a fixed By Agreement rate in lieu of an hourly rate of pay. Contact Human Resources- Compensation Services at (530) 752-9926 for more information. See Policy 30.K for information on perquisites.

D Hours of Work and Length of Service

1. To allow the student to pursue his or her educational objectives, the department must be flexible in scheduling work hours.

2. Students shall be appointed with a definite end date. Work-Study and PELP students shall not be appointed past the end date of their award or leave.

E. Work-Study Funding

1. Work-Study funding is available to all departments. Refer to the departmental guidelines for processing work-study awards http://jobs.ucdavis.edu/Cmx_Content.aspx?cpId=3.

a. Work-study funds pay 75% of the student's wages and is a form of financial aid. The department may use any University fund source to pay the additional salary.

b. The Payroll Personnel System pays the student 100% from work-study monies and charges 25% out of the departmental fund source.

c. A Work-Study position may not displace a regular employee.

2. Eligibility. To be eligible for a Work-Study job, a student must have received a financial aid award that includes Work-Study funds.

3. Award Period. The award period for undergraduates is from July 1 to June 30. The award period for a graduate student is October 1 to June 30. At the end of the award period, unused Work-Study funds are forfeited.

4. Excluded Costs. The department must pay the full cost of:

a. Hours worked before the start date or after the end date of the Work-Study award.

b. Hours worked before the Student Employment Center enters the award amount in the payroll/personnel system.

c. Hours worked beyond 40 hours per workweek. The workweek begins 12:01 a.m. Sunday morning.

d. Sick leave, vacation leave, holiday pay, and other benefits.

5. Multiple Appointments.

a. A student may not hold two Work-Study jobs at the same time.

b. A student holding a Work-Study community service position may not jointly hold a Student Assistant Position. However, this is allowable if the position is a stipend position.

6. Transfers. If a Work-Study student transfers to another department, the original department must send notice to the Student Employment Center within three business days of the request. To facilitate the transfer, the date of termination and balance remaining on the award must be included in the request.

F. Reclassification. To request classification review of a student position, the department submits a reclassification request describing the change in duties via http://jobs.ucdavis.edu/Cux_ContactDetail.aspx?PurposeId=3

G. Release. See Policy 61 for information on release of a student employee.

III. Procedure

A. Recruitment of Student Assistant II-IV Positions

1. The department identifies a need for a student employee and determines whether Work-Study funds can be used. The department determines the duties, start and end dates, percent of time, working hours, supervisor, and fund source.

2. The department logs on to the UC Davis Student Employment Web site (SECW) at http://jobs.ucdavis.edu. The Help Desk may be reached at (530) 752-0520.

3. The department completes an on-line vacancy listing. If Work-Study funds are to be used, the vacancy listing must say so.

4. The Student Employment Center will review the submitted vacancy and if approved will post the job on the Web.

5. Students access SECW at http://jobs.ucdavis.edu. SECW lists all off-campus, on-campus, and Work-Study jobs.

6. The department uses SECW to update, re-post, or withdraw jobs.

7. Students contact the department directly to apply for a job.

8. The department selects the UC student who can perform the duties of the position most effectively. If there is no qualified UC student, the department may select a non-UC student (see III.B below).

9. The department verifies that the applicant is a UC student in the student information system (BANNER), or by calling the home campus.

10. For Work-Study jobs, the department gets the Work-Study Eligibility Form from the Student Employment Center.

11. The department makes the job offer.

For critical positions (see UCD Procedure 21, Exhibit D), the offer is conditional on successful completion of a background check. The background check must be complete before employment begins.

12. The applicant accepts the position.

13. The department removes the listed position from SECW and places it in either "Review Mode" or in "Storage."

14. Campus: The department enters the hire in the payroll/personnel system. Exception: If there is a perquisite or By Agreement, the department sends the forms to Human Resources Compensation Services.

UCDHS: The department contacts the Recruiter to complete the hiring process.

Both: Put the job number in the comment section. For Work-Study jobs, create one distribution line for Work-Study funds and another for non-Work-Study funds.

15. For Work-Study jobs, the department sends the Work-Study Eligibility form to the Student Employment Center. The Student Employment Center enters the award limit in the payroll/personnel system. The student cannot begin work until this is done. The award limit can be viewed in the payroll/personnel system IFNW screen.

B. Recruitment of Non-UC College Student Assistant II-IV Positions

1. The department lists a job with an on-line application as described in III.A above for two weeks. The Student Employment Center may waive this step for off-campus departments.

2. If no qualified UC students apply, the department sends an e-mail to the Student Employment Center requesting approval to recruit non-UC students with local surrounding non-UC colleges.

a. If the Student Employment Center approves of the use of a non-UC student to fill the position, the department conducts a search. The department may recruit students from another four year college or two year Community/Junior College who are enrolled in a degree program and carrying at least six units.

b. With approval from the Student Employment Center, departments may publicize hard-to-fill vacancies with leaflets, posters, or e-mail targeted to eligible college students. The message text must be approved by the Student Employment Center prior to use.

3. Students contact the department directly to apply for the job.

4. The department selects the applicant who can perform the duties of the position most effectively.

5. The department identifies candidate and submits the information through the SECW "Hire Student" link for final approval from Student Employment.

6. The applicant accepts the position.

7. The department enters the hire in the payroll/personnel system.

C. Recruitment of High School Students for Assistant II-IV Positions

1. The department lists a job with an on-line application as described in III. A above for two weeks. (This requirement may be waived if the request is associated with any specially funded program for the employment of high school students.)

2. If no qualified UC or non-UC college students apply, permission may be granted to recruit high school students by providing a written justification in support of a request to the Student Employment Center. This statement must document the department's efforts to fill the position with UC and non-UC college students.

3. The department must provide the Student Employment Center the following in consideration of hiring a high school student:

a. Name and age of the high school student

b. The job vacancy listing number

c. Copy of the work permit

d. Copy of the parental consent for employment of the minor received by the issuing school district as part of the application process for the work permit.

4. If a minor is injured on the job, contact the Employee Health Center at (530) 752-2330.

Note 1. Departments must first contact the Student Employment Center prior to the employment of any high school student/minor to discuss the nature of the request and ensure compliance with Child Labor Laws.

Note 2. The Authorization to Consent for Treatment of a Minor form authorizes Employee Health Services to provide treatment of a minor. Any medical care provided by the University for work related injuries must be consented by the parent or legal guardian. The Authorization to Consent for Treatment of a Minor Form must be completed by a parent/legal guardian at the time treatment is required.

IV. Further Information

A. The Student Employment Center can provide more information. Call (530) 752-0520 or email sec@ucdavis.edu.

B. Questions about the Work-Study program should be directed to (530) 752-0117.

C. Job listings are available at http://jobs.ucdavis.edu. Resources for departments are available at http://jobs.ucdavis.edu/Cmx_Content.aspx?cpId=6.

D. Human Resources, (530) 752-9926 can provide information on By Agreement rates and perquisites.