Temporary Classified and Student Help

1. We are now back to the normal process where the hiring supervisor collects all hiring paperwork and submits it along with the intent, and TCL application (if applicable) to BSO for processing.
   1. See Hiring Temporary Classified Employees on the district website to download hiring paperwork for TCL employees.
   2. See Hiring Students and Federal Work-Study Employees on the district website to download hiring paperwork for STU/FWS employees.
   3. All employees are now required to complete Sexual Harassment Prevention Training within 14 days of hire; see Instructions for Training for directions. Supervisors must provide time during work hours to complete this 30-minute training.
   4. Workers' Compensation locations have changed; see the updated Workers' Compensation document (pages 3 and 4 reflect changes).
   5. W-4 and DE-4s must now be completed in the Self Service Pages; see the updated Self Service Information document.
   6. Compliance Checklist has been updated (ESA/PEX info has been removed and form updated to reflect new Sexual Harassment Prevention Training, etc.)
   7. Student Help and Temporary Classified Intents have been updated (W-4 and DE-4 removed).
   8. Effective November 1, 2024, all STU and FWS employees need to complete Livescans with their departments and LRPD. TCL employees will complete their Livescans at the Business Services Office.
      
      For further information see Hiring Resources, or email CRC-BusinessServices@crc.losrios.edu for assistance.
      
2. Once all hiring paperwork is collected you may begin emailing/submitting intents via email. Please submit all intents for processing to Philip Robinson at robinsp@crc.losrios.edu and CRC-BusinessServices@crc.losrios.edu.
   1. Intents will be processed for those employees approved to continue employment by VPA.
   2. There is a detailed process which needs to be followed when submitting intents. When submitting intents to BSO please refer to these District instructions: 
      • Rehire Instructions for Student Employees
      • New Hire Instructions for Student Employees
      • Rehire Instructions for Temporary Classified Employees
      • New Hire Instructions for Temporary Classified Employees
   3. When completing intents please use the newest version of intents designed for employment:
      • Student Employee Intent to Employ Form P-103C
      • Temporary Classified Intent to Employ Form P-103B
3. See the Service Central help article Sending Encrypted Emails to learn how to encrypt emails for sensitive hiring paperwork/documents. Please use these directions to send out New Hire documents.
   
4. Additional Police resources have been made available to support the increase in fingerprinting which will occur. 
5. STU workers will not pay for fingerprints/background checks.  The cost ($47) will be borne by each department/programmatic area in the following manner:
   • Non-categorically funded areas: the VPA Office will pay the cost for fingerprints/background checks for student workers on campus at LRPD.
   • Categorical/Grant funded areas will pay the cost for fingerprints/background checks for their student workers on campus at LRPD.
   • Please work with your Dean/Supervisor to set up budgets in your respective area. Department/programmatic areas funded primarily with unrestricted GF/041a resources may be provided additional budget if needed; please have your Dean/Supervisor submit a one-sided budget entry to crc-budgetentries@crc.losrios.edu.
   • For categorically funded Departments (fund 12) the Department will need to provide an account to charge the $15 rolling fee and $32 background to. For non-categorically funded Departments the departments will use GENFD 5890 11 CR.VA.OFFC 67300 00000 2025 041A
     
     Fingerprint Scanning Authorization for STU/FWS
     
6. Student employees hired prior to November 1, 2024, will not be required to be fingerprinted until their current intent expires.
   • Student employees hired prior to November 1, 2024, receiving an additional assignment will be required to complete the Livescan process and be cleared by Human Resources prior to starting work.
   • Effective now, revisions will not be accepted to extend an Intent to Employ-Student Employee (P-103C) in place prior to November 1, 2024. An additional Intent to Employ-Student Employee (P-103C) will need to be submitted after completion of the Livescan process and clearance by Human Resources prior to starting work.
7. Human Resources will continue to notify the appropriate district wide staff of student and temporary classified employee clearances using the current email notification process, typically once a week. Once student and temporary employees receive clearance, completed Intents to Employ may be submitted to Human Resources.
8. CRC and DO maintain a list of all student employees who have cleared background checks. This list is updated on a weekly basis.  

Additional Requirements for Temp Classified Hiring

1. Along with the intent, Temporary Classified (TCL) employees are required to complete and submit a TCL application online and via email to the hiring supervisor. (Note: a TCL application is only required for a brand new TCL employee or if a returning employee is switching classifications from a previous role.)
   
   Hiring supervisors should use this email template to send the potential employee an email with instructions on how to submit the TCL application online.
2. After submitting the TCL application online please have the employee save a PDF version of the application and submit to the hiring supervisor.
3. The PDF application and the intent should be submitted to the Business Services Office at CRC-BusinessServices@crc.losrios.edu with the proper subject heading and “approved” in the body of the email.

References

An online training was held explaining how to hire TCL/STU employees. View the recording.

Absence Reports

• It is the department supervisor's responsibility to submit all STU/TCL absence reports online
  • Effective immediately all absence reporting will be done online for all STU/TCL staff
  • Please continue to fill out the fillable absence report timesheet and drop them in the shared folder for the time being. We need to ensure we have these back up timesheets while in remote operations.
  • Please submit a Service Central ticket to access Absence Reporting.
  • Admin AA/Clerk will be the ones to enter Absence Reports on behalf of STU & TCL employees. The Supervisors can only approve the Absence Report for their employees once the absence report has been entered by the AA/Clerk.
  • Please see Sick Leave and Reporting Absences for Temp Classified, Student Employees and Substitutes which can be found at Temporary Employee Benefits.

Overtime/Differential Timesheets

• All overtime/differential timesheets for classified staff must be submitted on the fillable version of the Overtime/Differential Timesheet.
  • Please drop all overtime/differential timesheets in the shared folder as submittal
  • Do not include overtime/differential hours on your department timesheet summary
  • Do not email the fillable Overtime/Differential Timesheet
  • Please make sure all timesheets have a supervisors signature on them before dropping in shared folder

Individual Fillable Timesheets

• All individual fillable timesheets must be submitted through their Employee Self Service (ESS).
  • Temporary Classified (TCL) Timesheet
  • Student (STU) Timesheet
  • Federal Work-Study (FWS) Timesheet

All information on the timesheet summary and fillable timesheets must be completely filled out.

• Please make sure you are using the correct budget numbers and only using budget numbers that are on the employee's intent
• Please make sure you have updated pay rates for your employees

Any timesheets that are submitted late will have to be filled out on the PDF timesheet and submitted into the Temporary Timesheet folder in the shared drive.

For further assistance and/or due dates and pay dates please refer to the monthly timesheet reminder emails.