617.000 - Employment of Students, Minors and Volunteers
The College shall establish policies and procedures regarding the employment of students and minors. Procedures and practices shall be in compliance with applicable federal, state and College laws and rules.
All student employment positions will be monitored and controlled by the director of financial aid or designee. An alphabetical file will be maintained to expedite reviewing multiple and/or sequential employment authorizations and will contain the following information:
- Student identification number
- Type of appointment
- Dates of authorized employment period
- Rate of pay
- Number of hours
The internal procedure described here will be implemented to control and monitor the position and student award. The following procedures will be followed by the director of financial aid or designee in accordance with applicable WAC rules:
- Review student time sheets to determine whether the hours worked by the student exceed
the weekly limit. Appointment will be limited to 516 hours in any six consecutive
months, exclusive of hours worked in a temporary position(s) during the summer and
other breaks, provided the work does not take the place of a classified employee laid
off due to lack of funds or lack of work or the student does not fill a position currently
or formerly occupied by a classified employee during the current or prior calendar
or fiscal year, whichever is longer.
The 516-hour limitation will not apply to students who are employed in a position directly related to their major field of study or which provides a training opportunity, or who are elected or appointed to a student body office or student organization position, such as student officers or student news staff members, or who are employed through the state or federal work-study programs.
- Notify student's employer if irregularities are detected.
- Forward student time sheets to Payroll for processing.
- Compare student time cards with Payroll reports to determine accuracy.
- Make corrections when needed with Accounting Services.
- Monitor academic performance of students and ensure that students do not fall below
the eight credit hour minimum for institutional hires.
- Monitor state and federal work-study students to ensure that the minimum academic requirements published by Financial Aid for all financial aid recipients are satisfied.
Part-time student employees include Federal Work-Study employees, State Work-Study student employees, and institutional-hire student employees. Part-time student employment does not include Associated Students of Clark College student government stipend positions. Specific guidelines for the part-time student employment programs are provided in the Student Employment Handbook issued by the Work-Study Program Coordinator from Financial Aid.
Part-time student employees will normally be used to supplement existing staff, but
cannot be used to supplant permanent employees. Part-time student employees may work
an average of up to 20 hours per week while school is in session and up to 40 hours
per week during breaks and eligible periods of non-enrollment. A combination of student
and temporary classified employment may not exceed 20 hours per week.
Institutional Hire part-time student employees must be enrolled at least half-time (six credits) and must maintain at least a 2.00 GPA to remain employed. Requests for student help should be made by submitting the Student Help Requisition form to the appropriate administrator responsible for the budget. The request, if approved, will be sent to Financial Aid and be posted. Financial Aid will screen student applicants and make student referrals to the department.
State Work-Study students must meet Satisfactory Academic Progress guidelines as defined by Financial Aid and must be enrolled at least half-time (six credits). Federal Work-Study students must meet Satisfactory Academic Progress guidelines as defined by Financial Aid and may be enrolled at a less-than-half-time status. Both State and Federal Work-Study students must be registered for the number of credits on which their Work-Study funding eligibility was based and may only earn up to the dollar amount identified on their Financial Aid Award Notification.
Students who serve in ASCC Student Body positions may receive stipend amounts in recognition of certain duties and responsibilities performed as outlined in the ASCC Constitution and Bylaws. Minimum standards for enrollment status and/or GPA are specified through Student Programs and in the ASCC Constitution and Bylaws. The authorizing department, Student Programs, must complete the Student Stipend Authorization form each academic year.
Clark College complies with state and federal regulations regarding the employment of minors. In accordance with those regulations, the College policy is:
- A minor is any person under 18 years of age.
- The College will not employ any person under 16 years of age.
- Prior to employing persons ages 16 and 17, the employing unit must provide to Human
Resources a list of the duties to be performed by the minor and the minor's work schedule
(proposed hours to be worked by each day of the week).
- Prior to their employment, persons ages 16 and 17 must comply with the following procedure:
a. Visit Human Resources to complete an I-9; a birth certificate must be presented as one of the required pieces of identification;
b. Submit to Human Resources a completed "Parent/School Authorization Form" signed by a parent or guardian and the appropriate high school authority.
- Human Resources is responsible for:
a. Maintaining I-9's, copies of birth certificates, and "Parent/School Authorization Forms."
b. Reviewing job descriptions to ensure that minors are not performing duties prohibited by state or federal regulations.
In general, persons ages 16 and 17 are subject to the following work schedule limitations:
- Hours of work:
During K-12 school weeks, 4 hours a day Monday through Thursday, 8 hours Friday through Sunday, not to exceed 20 total hours a week, 6 work days a week.
When K-12 schools are not in session, 8 hours a day, not to exceed 48 total hours a week, 6 work days a week.
- Start and finish times:
During K-12 school weeks, 7 a.m. to 10 p.m., except until midnight on Friday and Saturday.
When K-12 schools are not in session, 5 a.m. to midnight.
Minors are generally prohibited from a variety of duties involving the use of power
equipment, including the driving of motor vehicles. Because the list of restricted
duties included in state and federal guidelines is quite lengthy and detailed, Human
Resources will assist departments in determining what duties are permitted for each
minor who is employed by the College.
Minors who are 15 years of age or older may perform volunteer services at the College. Volunteer registration is done in Human Resources; volunteers are not subject to the same restrictions as minors who are employed by the College. (See Administrative Procedure 617.020.)
Questions regarding the employment of minors may be directed to Human Resources.
To fully comply with Washington law, departments must ensure that all volunteers register in advance with Human Resources and submit a time sheet to Payroll at the end of each month in which volunteer services are provided. Volunteer Services Authorization Forms are valid for one fiscal year (July 1 - June 30) and must be renewed if volunteer services continue after June 30.
These actions are necessary for coverage under industrial accident insurance and to drive College vehicles.