CRC Tutoring Staff Handbook

Student Help

Student employment opportunities exist in almost every campus office and service.  On-campus positions are divided into two categories: work-study employment and departmental employment. The difference between the categories is in who provides the funding. Whereas students employed departmentally are compensated entirely by the hiring department, students employed through the work-study financial aid program generally receive compensation from both Federal Work-Study and the hiring department.

Terms of Employment

Student employees must maintain at least six (6) credit hours of study during a semester, or if working between semesters, during the semester immediately preceding or following the intersession. 

A student shall be employed for no more than twenty-six (26) hours per week during a semester and no more than forty (40) hours per week between semesters. 

Terms of employment for International Students

Employment options are limited for International Students. Please read the following information carefully. Do not accept any employment until you've talked to an International Student Advisor at (916)691-7423. Any unauthorized employment may result in your falling out of status.

As an international student you are able to work 20 hours per week (or less). In the summer you may work more than 20 hours per week. Please remember that you can only work on the Cosumnes River College campus. If you don't already have a Social Security Card, you will need to apply for one. To apply for a social security card, you will need the following items:

Any unauthorized employment may result in your falling out of status.

1. A completed Form SS-5: Application for a Social Security Card

2. At least two documents that establish age, identity and alien status:

• Passport that has been issued at least one year prior to applying for SSN. If it's a new passport, then a birth certificate may also be required or previous passport.

• SEVIS I-20 FORM

3. A current I-94 card, also known as the "arrival/departure card." (This I-94 card should be stamped with the correct notation "F-1 D/S.")

4. A letter issued by a Designated School Official (DSO). This letter verifies your status as an international student.

5. Letter from the department on campus that is employing you.

Off-Campus Employment

Off campus employment opportunities are limited for international students. The reason for this is because your primary purpose in coming to the U.S. is to be a student and not seek permanent or full-time employment. There are three types of off-campus employment available to international students: 

1. Optional Practical Training, 

2. Curricular Practical Training, 

3. Economic Hardship. 

The application and approval process is complicated and should be discussed thoroughly with an International Student Advisor by calling (916)691-7423. 

Federal Work-Study

What is Federal Work-Study (FWS)?

The Federal Work-Study (FWS) program provides jobs to students to help them pay for their educational expenses.

FWS Eligibility

To be eligible, you must:

• Have a complete financial aid file

• Have unmet financial need

• Be enrolled in at least six financial aid course eligible units at a single Los Rios college*

• Maintain satisfactory academic progress

*If you are enrolled at multiple Los Rios colleges, then you must have an approved consortium on file for those units to be counted towards your enrollment status.

You are not guaranteed a FWS job just because you are eligible for FWS. FWS jobs are limited, so make sure you apply for a FWS job as early as possible.

How many hours do FWS students work?

FWS students work an average of 17 hours per week during the fall and spring semesters. Students may be employed for no more than twenty-six (26) hours per week during a semester and no more than forty (40) hours per week between semesters. The number of hours may change depending on the needs of the department. Summer FWS hours are based on funding availability.

You may not work more than the number of hours you were awarded!

FWS Disclaimer

Los Rios and its colleges reserve the right to reduce your FWS award at the end of the fall or spring semester for hours not worked or due to ineligibility. Your FWS award may also be reduced if your financial need changes. You will be notified of any change via email and it is your responsibility to notify your supervisor of the change.

Temporary Classified

What is a Temporary Classified position?

Temporary Classified positions are short-term temporary employees who are not required to be enrolled in any course units in the district to be eligible for employment.  Temporary classified employees shall not be employed for more than 135 days, or 960 hours, whichever is reached first, in any fiscal year.  All Temporary Classified positions are required to complete the following to be eligible for employment:

• Los Rios Application for the position they are applying for

• Livescan Finger Print background check with DOJ

• Intent Employment Packet

As an employee, you are expected to learn positive work habits in order to facilitate a successful career. We encourage you to bring the same work ethic, positive attitude, and disciplined lifestyle applied in your academic career into your work here at CRC. We expect the following of our student employees:

PUNCTUANLITY: We expect you to arrive on time for your shift. We know that sometimes things happen beyond your control, but for the most part we expect you to let us know if there are times when you may be late to work. If you cannot make your shift, you must notify the supervisor as soon as possible.

NEATNESS: Maintaining neatness in your work area (Ex. reception desk area) is important to show respect for visitors and each other. Give yourself a few minutes before the end of your shift to clean up your work area, the general areas, computer lab, etc.

PROFESSIONALISM: Learning to maintain professionalism at the workplace is good training for your future careers. That includes the way you greet and help visitors and callers, how you conduct yourself when dealing with upset students, and the way you carry yourself. You were hired to serve the needs of your fellow students, staff, faculty, and community members. Students should not be on their cell phones/computers (including social media, e.g. Facebook) during their shift.

HONESTY: Your integrity as an employee is very important. We expect you to put in honest work when you are on duty. Your timesheet should reflect actual work done and approved.

CONFIDENTIALITY: Part of your duties could involve handling of confidential student files. You are required to treat such confidential documents with respect. Compromising the confidential nature of any student files is cause for dismissal from the job and possibly prosecutable by federal statutes.

Rest Periods

Appropriate times for rest periods for employees shall be arranged by the immediate supervisor. All employees shall be granted 15 minute rest periods as follows (per the California Division of Labor Standards Enforcement code):

Taking Resting Periods

Employees shall be allowed to take their rest periods and meal periods as regularly scheduled. Employees not wishing to take rest periods will observe lunch periods as scheduled and work their regularly assigned schedule, except in extraordinary circumstances as determined by the immediate supervisor.  Rest periods may not be used to extend an employee’s lunch period nor may they be used to adjust the starting or ending time of an employee’s workday.

Lunch Breaks

Under California labor law, employers must allow their employees to take a 30-minute meal break after every 5 hours of work.

Payroll Periods

The payroll period is from the 25th of the previous month through the 24th of the current month.  For example, March pay period will be from February 25th through March 24th.

Paycheck Disbursement

Paychecks will be mailed out or directed deposited on the 10th of every month unless the 10th falls on a weekend then the disbursement will happen on the Friday before the weekend.  Please allow 3-5 business days after the 10th for the check to arrive in the mail.  Employees can opt for direct deposit as an alternative.  In order to take advantage of the direct deposit option, student employees must complete the Direct Deposit form (BS178 form) and attach a voided personal check.  

Timesheets

Timesheet will be submitted using the online Timesheet Submission form.  The online form can be found at https://forms.gle/6yEgSkX5c1vWJLmcA.  Timesheets will need to be submitted by the 22nd of every month.  If you are schedule to work on the 23rd or 24th, please include those hours in the timesheet submission.  

Please use the Minutes to Decimal Conversion Table on the next page to assist you with reporting your hours worked in the correct format on to your timesheet.  For example, if you worked “2 hours and 38 minutes”, what you would report on your timesheet based on the table would be “2.7” and not “2.38” or “2 hours and 38 minutes”.

Minutes to Decimal Conversion Table

1 to 6 minutes = 0.1

7 to 12 minutes = 0.2

13 to 18 minutes = 0.3

19 to 24 minutes = 0.4

25 to 30 minutes = 0.5

31 to 36 minutes = 0.6

37 to 42 minutes = 0.7

43 to 48 minutes = 0.8

49 to 54 minutes = 0.9

55 to 60 minutes = 1.0

The following applies to Student & Temporary Classified employees who accrue paid sick leave only pursuant to the minimum requirements stated in Labor Code §245 et seq. with no other employer policy providing additional or different terms for accrual and use of paid sick leave.

Unless exempt, temporary classified, student employees, and substitute assignments are entitled to minimum requirements for paid sick leave under state law which provides that an employee, once eligible for the leave:

1. May accrue up to 48 hours of paid sick leave and may request and use up to 3 days or 24 hours of accrued paid sick leave per year;

2. May not be terminated or retaliated against for using or requesting the use of accrued paid sick leave; and

3. Has the right to file a complaint against an employer who retaliates or discriminates against an employee for

   • requesting or using accrued sick days;

   • attempting to exercise the right to use accrued paid sick days;

   • filing a complaint alleging a violation of Article 1.5 section 245 et seq. of the California Labor Code; and,

   • Cooperating in an investigation or prosecution of an alleged violation of this article or opposing any policy or practice or act that is prohibited by Article 1.5 section 245 et seq. of the California Labor Code.

Accrual of Paid Sick Leave

The above-referenced employees will earn 1 hour of sick leave for every 30 hours worked up to a maximum of 48 hours. Sick leave will accrue on a monthly basis the month after hours are reported as worked and paid. For example, if an employee works 60 hours in October, 2 hours of sick leave will accrue and post in November and be available for use as of November 1.

Use of Paid Sick Leave

Employees may use paid sick leave (minimum of 2-hours) so long as they have been employed at least 90-days and worked at least 30 days. Time off must be reported on an absence report, and if the employee is eligible and has sufficient accrued sick leave, the payable sick leave hours will be processed on the pay warrant the month after the absence report is received. For example, if the employee was sick 2 hours in October and was qualified to use sick leave, the absence report would be submitted in November and the 2 hours would be paid on the December 10th pay warrant.

Supervisors should, in most cases, provide verbal counseling and a written warning before releasing a temporary employee from employment. Serious violations, however, may result in immediate termination. Temporary employees may be terminated for theft, falsification of timesheets, and violation of policy, general misconduct on the job or unsatisfactory job performance.  Temporary employees terminated from a position will not be assigned to another department.

A temporary employee must notify his or her supervisor in advance if he/she is not going to work their regularly scheduled work hours.  In case of illness, the supervisor should be notified as soon as reasonably possible, before the start of the scheduled shift.

Supervisors recognize that academics should be a top priority for the students, and the time required to study will be taken into consideration when the student employees are expected to be on time and present during scheduled work hours.

Excessive absences, tardiness, leaving work early, long breaks or absence without duly notifying the appropriate supervisor is just cause for disciplinary action and for not receiving an assignment in following semesters. (See also Termination of Employment Policy).

Non Discrimination and Disability Accommodation

The Los Rios Board of Trustees has established policies to support learning and working environments that are free from discrimination based upon ethnic group identification, race, color, sex, gender, gender identity, gender expression, pregnancy or childbirth-related condition, sexual orientation, sexual identity, religion or religious creed, age (over forty), national origin, ancestry, physical or mental disability, medical condition, political affiliation or belief, military and veteran status, marital status or any other unlawful consideration; sexual harassment as well as providing for college premises that are drug and alcohol free. Further, the District is committed to its obligations under the Americans with Disabilities Act and the Fair Employment and Housing Act to make reasonable accommodations for the known physical and mental limitations of a qualified individual with a disability who is an applicant or employee unless undue hardship would result.

Further, for students with disabilities, the Colleges are committed to providing the appropriate academic adjustments that do not affect the fundamental nature of the educational programs through our DSPS Offices. Where the DSPS offices have created an accommodation, our faculty and staff must honor those accommodations and should treat them as confidential. If a faculty or staff member has a concern about the accommodations provided, an appeal process is available and the faculty or staff member should contact the DSPS office at their campus (See Regulation 2731, section 2.3). While the appeal is pending, the faculty or staff member must follow the accommodations provided by the DSPS offices.

It is further the policy of the District to ensure that an individual with a verifiable disability, visual or not, who needs a Service Animal may participate in and benefit from District and College services, programs, and activities with their Service Animals on District and College property in accordance with the District Policies and Regulations on that subject.

Students, staff and faculty are asked to contact a faculty member or an academic division office staff member to report problems with doors that bar access to a program or service. Faculty will report this to the Division Office, and campus Operations will then repair the door. During repairs, the College will ensure that students, faculty and staff have access to the programs and services in that building.

Each college and the District office have appointed specific individuals responsible for receiving complaints and conducting investigations. You can find a list of these individuals by following this link: http://www.losrios.edu/legal/Title%20IX%20Officers.htm.

Individuals are encouraged to review the following websites for further information regarding the District’s commitment to its obligations under the Americans with Disabilities Act and the Fair Employment and Housing Act: http://www.losrios.edu/legal/gc-disability.htm; http://www.losrios.edu/legal/gc-discrm.htm; http://www.losrios.edu/legal/gc-titleix.htm.

Sexual Harassment / Non Discrimination / Violence-Free Workplace Policies and Regulations can be found in the following sections of the online Policies and Regulations:

• Students: P/R-2113, P-2115, P/R-2423, P-2424, P/R-2441, P/R-2442, P/R-2731

• Certificated Personnel: P-5111, P-5112, P/R-5172, P-5173, R-5178

• Classified Personnel: P-6111, P-6112, P-6161, P/R-6163, R-6167, P-6912, P/R-6913, P/R-6914, P-6915

• Management and Confidential Personnel: P-9111, P-9112, P/R-9152, P-9153, R-9159, P/R-9413

All other college employees – including faculty, staff or administrators – who receive reports of sexual assault are required to notify the college’s Title IX Officer of the report. The college procedures include informing a reporting party about his/her right to file criminal charges as well as written notification about resources such as counseling, health, mental health, advocacy, legal assistance, visa and immigration assistance, and other services on and/or off campus.

Sexual harassment and sexual violence are prohibited by federal and state law and by the colleges of the Los Rios Community College District. These laws and policies apply to all employees and students. The District provides online education programs to inform students and employees of the applicable laws related to sexual harassment and sexual violence, the definitions of relevant terms related to these topics and the process to follow to report prohibited actions or behaviors. The following trainings provide more information about these topics:

1. Sexual Harassment Prevention Training – This training is focused on harassment  in the workplace and is available online using the Keenan SafeColleges web site. Employees can also attend an in-person training on their campuses as they are offered throughout the semester. Please use this link to access the Keenan training: http://losriosccd-keenan.safecolleges.com/login. Simply log in with your employee ID number (minus the W), click “Sign In,” click “View More Courses,” click on the Sexual Harassment: Policy and Prevention category, then select your course from the two listed: either California AB1825 Full (for managers and supervisors) or Full Course (for faculty and classified staff). This training is required every two years.

2. “Not Anymore” Program – This online program is available through student enrollment and is designed specifically for community college students. The District highly encourages all employees to view this program to be informed of what the District communicates to our students about these topics. To access this program, visit the Employee Self Service Page and click on the “Title IX Mandatory Training”, next to the “Not Anymore” icon.

What is FERPA? The Family Educational Rights and Privacy Act (FERPA), also known as the Buckley Amendment, is designed to protect the privacy of students' education records maintained by the District. This federal law spells out the rights of students and the responsibilities of educational institutions. The law asserts that the institution may not release student records to third parties without the student’s written permission and also grants the student certain rights to correct their Educational Records. There are many exceptions when student permission is not required. This permission must be signed and dated, specify the records to be disclosed, state the purpose of the disclosure, and identify the party or parties to whom the disclosure may be made.

Effective January 1, 2013, California Penal Codes 11164-11174.3 make it mandatory for any California community college employee whose duties bring them into contact with children on a regular basis or any supervisor of such an employee to report suspected child (under 18 years of age) abuse and neglect. This includes nearly all Los Rios employees, including all Coaches and Assistant Coaches.

You may access the California Mandated Reporting information from a Los Rios computer at http://www.losrios.edu/hr/hr_internal.htm under the Training section. You may also access this information from any off-campus computer from the Human Resources website, under Employee Resources at http://www.losrios.edu/hr/hr_exthome.htm.

The District has established a workplace bullying hotline. Employees are encouraged to report incidents of workplace bullying, unprofessional behavior, questionable practices, and/or any behavior which makes them feel uncomfortable and/or unsafe at work. Reports can be made by calling 916-286-3600. Callers can remain anonymous.