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As a supervisor, you are responsible for:

• Post student positions on and mark them as Filled once hired.
• Share the with selected students to begin the hiring process.
• Review the when it is provided to you, or send it to students who need to complete it.
• Do not allow students to begin working until Human Resources has sent an official clearance email.
• Review and approve timecards, ensuring hours are accurate and submitted by payroll deadlines.
• Monitor student work hours and ensure College policies are followed.
• Provide supervision, feedback, and evaluate student performance.

Timecards & Payroll

Supervisors are responsible for reviewing and approving student timecards each pay period.

• Students should enter their actual hours worked in Workday after each shift.
• Review each timecard for accuracy before approving.
• Timecard approvals are due every other Monday by 10:00 a.m., unless otherwise communicated.

Scheduling Work Hours

A student's primary responsibility is academics. Supervisors should schedule students 10–15 hours per week while classes are in session. Students may not work more than 20 hours per week during the academic year. Keep in mind students may work multiple jobs, so you may need to coordinate schedules with other supervisors to ensure they do not exceed 20 hours per week.

Overtime & Breaks

Overtime

Overtime applies to hours worked:

• Over 8 hours in a day
• Over 40 hours in a workweek
• On the 7th consecutive day in a workweek

Double Time

Double time applies to hours worked:

• Over 12 hours in a day
• Over 8 hours on the 7th consecutive day

Meal Breaks

Students working more than 5 hours must take an unpaid 30-minute meal break before the end of their fifth hour.

A meal break may be waived by mutual consent if the student's total work period is 6 hours or less. If the shift exceeds 6 hours, a meal break is required.

Failure to provide a timely meal break may result in a meal period premium under California law.

Rest Breaks

Students are entitled to a paid 10-minute rest break for every four hours worked. Rest breaks should not be recorded on timecards.

Reminder

Timely and accurate timecard approvals help ensure students are paid correctly and remain compliant with payroll and labor laws.

According to Federal regulations, students may not be placed in work-study jobs which:

• Result in the displacement of employed workers or impair existing contracts for services.=
• Involve any partisan or non-partisan political activity associated with a candidate, contending faction or group in an election for public or party office.
• Involve the construction, operation or maintenance of any facility that is to be used for sectarian instruction or as a place of religious worship.
• Students solicit or permit the soliciting of any fee, commission, contribution or gift as a condition for a student’s work-study employment.