91探花

Student Employment at 91探花

The Office of Human Resources and Student Employment听

The Office of Human Resources oversees the employment process for students working at 91探花. Students who are seeking jobs with employers can visit the听Office of Career Services鈥� student pages听for assistance.听Job postings for available on-campus student positions are available to view via Handshake.听Once you have accepted an offer, please notify the department鈥檚 administrative staff so that they may submit job information through Workday to the Office of Human Resources to process. For department administrative staff contacts, please email听hr@hmc.edu.听

Equal Opportunity and Nondiscrimination Statement听

91探花 is an equal opportunity employer committed to providing a workplace free of discrimination, harassment, and disrespectful or other unprofessional conduct. This includes discrimination, harassment, and disrespectful or other unprofessional conduct based on race (inclusive of traits historically associated with race, including, but not limited to, hair texture and protective hairstyles), color, creed, sex (including pregnancy, childbirth, breastfeeding or related medical conditions), gender, gender identity (including transgender identity and transitioning), gender expression and sex stereotyping, age, sexual orientation, national origin (including language use and protected use of a driver鈥檚 license issued to undocumented persons under California Vehicle Code section 12801.9), ancestry, religion (including all aspects of religious belief, observance, religious dress and grooming practices), marital or registered domestic partner status, military service and veteran status, physical or mental disability, medical condition (including genetic characteristics and cancer or a record or history of cancer), genetic information, or any other legally protected class. The College also prohibits discrimination and harassment based on the perception that someone is a member of a protected class or is associated with a member of a protected class.听

Consistent with applicable law, the College will provide reasonable accommodations to (a) otherwise qualified applicants and employees with disabilities; (b) pregnant employees who request an accommodation for pregnancy, childbirth, or related medical conditions; (c) employees who are the victims of domestic violence, sexual assault, or stalking; and (d) applicants and employees based on their religious beliefs,听observance,听and practice.听

In addition, the College prohibits retaliation against individuals who raise complaints of discrimination or harassment or who participate in workplace investigations concerning such complaints.听听

This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation,听benefits,听and termination of employment. It is the responsibility of all employees to conscientiously follow this policy.听听听

For information about the College鈥檚 internal procedures for addressing complaints of discrimination, harassment, and retaliation, please refer to the College鈥檚 Prohibited Discrimination, Harassment and Retaliation Policy available online听at听 /human-resources/policies-procedures-and-guidelines/.听

Statistics Regarding Crime on Campus听

In compliance with the Jeanne听Clery听Disclosure of Campus Security Policy and Campus Crime Statistics Act, or听Clery听Act, 91探花 is required to prepare, publish,听and distribute an Annual Security Report. The report consists of two parts: disclosure of the College鈥檚 crime statistics for the past three years and campus security policies and practices. You may access the听annual campus safety report听online or submit a request for a printed copy to: The Claremont Colleges Department of Campus Safety, 150 East Eighth St., Claremont, CA 91711. Questions may be directed to the听听at听909.621.8170听or the Dean of Students office at听909.621.8125.听

Student Employment Policies

As an employee of HMC, you are expected to be familiar with the policies,听procedures,听and guidelines below and how they apply to you.听

Work Eligibility听

The College establishes guidelines pertaining to student work eligibility during the academic year and during the summer. To qualify for employment on campus, a student must be both enrolled full time and actively attending classes at HMC or one of the other Claremont Colleges. Please see the most current guidelines for work eligibility on the HR website. Under the Federal Work-Study (FWS) program, students may qualify if attending at least half-time.听

At-Will Employment听

Students are temporary employees of听91探花. Employment is at will, for both the听student employee and听the College. This means that a student may quit at any time, with听or without notice, and听the College听may terminate a student鈥檚 employment at any time,听with or without notice. There is no promise that employment will continue for a set period of time,听nor is there any promise that a student鈥檚 employment will be terminated only under particular听circumstances.听

Hourly听Employment听

All student employment at HMC is hourly and students听are听subject to听applicable听federal听and state wage and hour laws pertaining to overtime, minimum wage, meal periods and rest breaks.听Students听are required to account for and record all hours worked.听听

Generally, and in the case of students who hold their positions in connection with the Federal Work-Study Program听in particular, student employees may not work more than 20 hours per week when school is in session (during winter and spring breaks,听students听may be听permitted to work up to 40 hours a week). and never more than eight hours in single day (total for all departments). Students may not work during their scheduled class times,听nor will they be paid for work performed in more than one job at the same time (i.e., no overlapping or duplicate hours permitted).听Student employees who are participating in the Federal Work Study Program are not permitted to work more than their allotted number of hours, and it is the student鈥檚 responsibility to monitor their Work Study earnings to ensure the allotted number of hours is not exceeded.听

Employment of Minors听

The College听does not employ individuals under the age of 18, even听during summer periods,听except for听full-time enrolled students who have not yet reached their听18th birthdays.听

HMC Drug-Free Workplace Policy听

HMC听is committed to providing a safe,听healthy听and productive work environment. Consistent with this commitment, and its obligations under applicable law,听the College maintains a Drug-Free Workplace Policy. All employees, including students, must comply with this policy.听听

HMC Sick Leave Policy听听

All听student employees who work at least 30听days within a year, are eligible to take paid sick leave.听Student employees听accrue听paid sick leave听at听the听rate of听one听hour for every听30听hours听worked and听may carry over accrued but unused paid听sick leave from one fiscal year to听the next up to a maximum of 48 hours. Sick Leave is available for use after the first 90 days of employment, but no more than 24 hours of accrued sick leave may be used during any one fiscal year.听

Sick Leave must be used in increments of 2 hours or more and may be used听in connection with the diagnosis,听care听or treatment of an existing health condition for, or the preventive care of,听the student employee听or a听student employee鈥檚 immediate family member.听Sick Leave may also be used by a student employee who is a victim of domestic violence, sexual assault, or stalking to seek help or obtain a restraining order.听Student employees requesting听time off under this policy听should provide听as much advance notice听to their supervisor听as practicable.听听

Unused sick leave is not payable upon termination of employment.听If the student returns to the听College听as an employee in any capacity within one year听from the date of听separation, the sick leave bank will be reinstated.听

Please contact Human Resources for additional information.听听

Meal Periods and Rest Break Policy听

Consistent with applicable law, student employees are entitled to take a听10-minute听break for every 4 hours worked or major fraction thereof. For purposes of this policy, 鈥渕ajor fraction鈥� means any time greater than two hours.听Rest听breaks听should be taken as close to the middle of each work period of four hours as reasonably possible.听Student employees are paid for all rest break periods and should not clock out/in when taking one.听

Student employees听who work five hours or more in a workday听are required to听take听an uninterrupted, unpaid meal period of at least 30 minutes, before the conclusion of their 5th听hour of work. (Example).听Student employees听who work no more than 6 hours in a day may voluntarily agree to waive the meal period if their听supervisor agrees to allow such a waiver.听Student employees must accurately record the meal period time out and back in听on their Kronos time report.听

During听meal periods and rest听breaks,听student听employees are relieved of all work duties and may leave the premises.听Student employees are not expected to remain 鈥渙n call鈥� during听meal periods or rest听breaks nor are they expected to be available to respond to messages or monitor telephones,听email,听or other messaging devices.听

These meal period and rest break听requirements apply to the combined hours of all student employment positions. For instance, a student working two back-to-back four-hour shifts in different departments will get two 10-minute (paid) breaks and a 30-minute (unpaid)听meal听break, even though the student works only four hours in each听job. If a student works in multiple positions, they need to be sure to communicate with their supervisors to ensure that they are receiving their required听meal periods and rest听breaks.听听

Students are required to notify their supervisors and the Office of Human Resources if they miss or are not able to take their meal听period or听rest breaks.听听

• HMC 鈥� Meal Periods and Rest Breaks Policy (PDF)
• HMC 鈥� Meal Periods and Rest Breaks Policy 鈥� Spanish (PDF)
• Meal Period Waiver Agreement 鈥� English
• Meal Period Waiver Agreement 鈥� Spanish
• Meal Period Exception Log 鈥� English
• Meal Period Exception Log 鈥� Spanish
• HMC Timekeeping Exception Log 鈥� English
• HMC Timekeeping Exception Log 鈥� Spanish

Lactation Accommodations听

Special accommodations are made for student employees who are nursing mothers. For information concerning the College鈥檚 lactation accommodation policy.

Sexual and Other Forms of Prohibited Discrimination and Harassment听

91探花 strives to maintain an environment for student听employees听that is free of sexual and other forms of prohibited discrimination and harassment.听The College鈥檚听Prohibited Discrimination, Harassment and Retaliation Policy听and听Title IX Policy听explicitly identify specific forms of prohibited conduct, reporting and complaint resolution procedures, and resources available to students who experience prohibited conduct. For further information concerning these听policies students should contact Human Resources听(hr@hmc.edu)听and/or the College鈥檚 Title IX Coordinator听Danny Ledezma at听dledezma@hmc.edu听or听909.607.4015.听

Appropriate Behavior with Students听听

HMC discourages faculty and staff from becoming involved in consensual intimate, amorous, or sexual relationships听with students听(HMC and non-HMC) and absolutely prohibits such relationships whenever such an individual exercises authority over, supervises, or evaluates HMC and non-HMC students, including in the context of student employment. Violations of this policy are subject to administrative action.听

Confidentiality听

In the course of discharging their duties and responsibilities student employees may have access to confidential information and must exercise the highest degree of care to safeguard and maintain the confidentiality of such information.听

Emergency听Preparedness听and Employee Safety听

Student employees听should familiarize themselves with HMC鈥檚 workplace听emergency preparedness听and safety protocols. Concerns regarding safety should be promptly reported to听their听supervisor or Human Resources. Information concerning the College鈥檚听emergency听preparedness听and safety protocols may be accessed听here.

Workplace Violence听

The听College does not tolerate workplace violence. Consistent with this policy, acts or threats听of physical violence, including intimidation, harassment, and/or coercion, which involve or affect听the听College,听or which occur at听the听College, in both physical and virtual spaces, will not听be tolerated.听Acts of violence,听or threats of imminent violence, require an immediate response听and should be reported to Campus Security at听extension 72000听or by calling听909.607.2000听Reports of non-emergency incidents should听be听directed to听your听supervisor or听Human Resources.听听

Workplace Violence Prevention Plan (WVPP)

91探花 is committed to providing a safe working and educational environment. This Workplace Violence Prevention Plan (WVPP) addresses the hazards known to be associated with the four types of workplace violence as defined by .听听

This WVPP applies to all faculty, staff, and student employees of the College. It also applies to third parties (including but not limited to applicants, students, vendors, volunteers, customers, trustees, family members or visitors) who may have contact with members of the HMC community on the HMC campus.听

91探花 will not condone or tolerate threats of violence or workplace violence by any employee, applicant, student, vendor, volunteer, customer, trustee, family member or visitor.

The WVPP consists of [10] core elements:

1. Responsibility and Authority听
2. Communication and Training
3. Reporting Workplace Violence
4. Emergency Response Procedures
5. Hazard Assessment and Correction
6. Post Incident Response and Investigation Procedures
7. Recordkeeping
8. Employee Access to Records
9. Annual Review
10. Reporting Responsibilities

The complete WVPP can be accessed through the HMC Emergency Preparedness and Safety webpage along with additional health and safety resources provided by the College, or by reaching out to hr@hmc.edu.

Injured at Work听

Student听employees听injured on the job should report injuries to their supervisor and to Human Resources听immediately, and in all cases, no later than 24 hours after the injury occurs. Further听instructions for reporting on the job injuries can be found on the HR website.听Student听employees听are entitled to听Workers鈥� Compensation benefits听

Employment Verification听

All requests for employment verifications must be directed to the voe@hmc.edu.听Faculty or staff members at the听College are听not听authorized to release employment information to a third-party.听

Required Hiring Paperwork and Onboarding

As part of the employment process, student employees are required to complete a series of onboarding forms prior to their first day of employment. These forms are to be completed on the Workday HRIS Platform. Student employees will receive a notification from the Workday system once these are available on the platform. Failure to complete these forms will result in a delay in onboarding.听Employees will not be allowed to work until they have completed all required onboarding processes.听听

Change Emergency Contacts听

In the event of an emergency, HMC may need to notify an employee听provided-emergency-contact.听

Complete Form I-9听

Form I-9 is required by all U.S.听employers听to听verify the identity and employment authorization听to work in听the United States. Each new student employee must complete this form no later than the first day of employment.听Students may not perform any work until this requirement is satisfied.听Additionally, new听student听employees must present听acceptable documents confirming their identity and employment authorization. For more information, please听contact听the Office of Human Resources听at hr@hmc.edu.听

Disability Self-Identification听

As a federal contractor, HMC is required by federal law to provide equal employment opportunity to qualified people with disabilities. This form is an opportunity for the employee to identify any disabilities they have or have had. Answers are maintained confidentially, and not seen by selecting officials or anyone else making personnel decisions.听

Government IDs听

Employees will need to enter their social security number during this step.听听

F-1/J-1 Student Employment Eligibility听

For听a听student with an F-1 or J-1听visa听to be eligible for employment with the college, they must attain a valid social security number through the Social Security Administration听(SSA). Once听a job has been offered to an F-1 or J-1 student, a request must be made to the Office of Human Resources to secure an employment verification letter. This letter, along with other听immigration听status documents, must be submitted to the SSA听to听apply for a social security number. Once a student鈥檚 application is successful, they will receive a receipt from the SSA confirming their eligibility for a social security number. The social security card will be mailed to the student within 30-45 days. Please submit your social security card for review to the Office of Human Resources upon receipt. To learn more about this process, please contact the听Division of Student Affairs.听

Payment Election Enrollment Event听

The is an opportunity for the employee to indicate a preferred method of payment of听earnings. Including the option to elect direct deposit. The first paycheck after direct deposit has been听elected听will be a physical check.听

State and Federal Withholding Elections听

State and Federal W-4 forms required听for听employers to withhold a specific amount of tax on each paycheck. Should you require assistance with this form, please contact your tax advisor.听

Sexual Harassment听Prevention听Training听

All听non-supervisory听employees, including student employees,听are required to complete the College鈥檚 harassment prevention training听course听within听30听days of the date of hire,听and periodically thereafter as required by听law. The training听course is available听online and is one-hour in duration.听The time it听takes to complete the training course will be paid and,听as such, student employees must accurately record听the time spent training听in Kronos.听Student employees will receive an email听from听Human Resources听with information concerning the online training course.听

Update Personal and Contact Information听

This form allows new employees to review and enter relevant information pertaining to personal and contact information.听

Veteran Service Identification听

Federal contractors are required to take action to employ and advance in the employment of disabled veterans, recently separated veterans, active-duty wartime or campaign veterans, and Armed Forces service medal veterans. This form is an opportunity for the employee to declare their status as a veteran.听

Timekeeping Requirements and Payroll Information

Student employees听are required to accurately electronically record all time worked听daily. Time records must reflect all hours worked, any absences, early or late arrivals, early or late departures, and the beginning and ending time of each meal period. Work and paid time off hours听is听rounded to the nearest 15-minute increment.听听

At the end of each pay period, student employees听must verify that the time recorded is an accurate reflection of the time worked. Altering, falsifying, tampering with time records, or recording time on another听person鈥檚 time听report听may result in disciplinary action, up to and including termination of employment.听

Overtime听

Student employees may not work more than 20 hours per week when school is in session (during winter and spring breaks students may be permitted to work up to 40 hours a week) and never more than eight hours in single day (total for all departments).听

In , overtime is considered when working more than eight hours in a workday, more than 40 hours in a workweek (Saturday听through Friday), or seven days consecutively in a workweek. Such occurrences are compensated at one and one-half times his or her regular rate of pay.

Guidelines for work shifts:

• Work eight hours or less听per day (total combined if you have multiple jobs on campus).
• Work 40 hours or less听per week (total combined if you have multiple jobs on campus).
• Do not work more than听six days consecutively within a workweek (Saturday听through Friday).

However, in听an emergency, with the prior approval of the student鈥檚 supervisor, a student may work more than 20 hours听in a single week听and eight hours听in a single听day.听If听the total hours worked exceed eight hours in听a single听workday听and/or forty hours听in a single work听week, or听involve hours worked on a seventh consecutive day, students will be compensated at overtime rates established by applicable law.听

Student employees who hold more than one job and are reporting to two different supervisors must notify both supervisors prior to working more than eight hours in a single听workday, forty hours in a work week or seven consecutive days. It is the responsibility of the student employee to make both supervisors aware that overtime will be incurred.听As noted above, student employees who hold more than one job may not work, and will not be paid, for overlapping hours.听

Paydays and Paycheck Distribution听

Student employees听are paid on a bi-weekly basis every other Friday.听

Avoid lines at the bank, lost paychecks, or delays by signing up for听.听If you do not sign up for direct deposit, checks will be available as follows:听

• All Student Employee paychecks will be mailed to the home address in Workday.

Pay Transparency听听

HMC will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However,听student听employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with HMC鈥檚 legal duty to furnish information.听

Timekeeping System听

All student employees are required to use the Workday TT & AM system to report accurate time worked. When your timesheet is complete for the pay period, be sure to review and submit your timecard. Please refer to the payroll calendar for deadlines and pay date schedule, located below under Payroll Calendar and Paychecks. If you need help with your HMC credentials or have browser issues, please contact the听Computing and Information Services听CIS Help听Desk听at 951.607.7777.听

W-2 Forms听

The Claremont Colleges Services (TCCS) Payroll Office annually (by Jan. 31 of each year) sends out the W-2 forms. Please ensure the home address in Workday reflects the correct mailing address by Dec. 31 each year. Students will receive a paper W-2 form, unless the election was to receive an electronic W-2 in Workday. Students will have the ability to access and view their W-2 form in Workday, by Jan. 31. If your W-2 is lost or destroyed, you can access it directly through Workday under your Pay worklet. For additional questions or support, please email hr@hmc.edu听听

Work Schedules and Workweek听

Supervisors are responsible for establishing work schedules that facilitate service and support operational needs. Actual starting and ending times vary depending upon operational requirements and may be adjusted to allow for changing circumstances.听For the purposes of record-keeping and reporting overtime, a workday begins at 12:01 a.m. and ends at midnight 24 hours later.听The workweek begins on Saturday at 12:01 a.m. and ends on Friday at 12:00 midnight.听

Attendance听

Student听employees听are responsible for arriving at work on time and communicating with their supervisor if听they will be late or unable to attend work, as far in advance as possible.听

Holidays/Time Off听

Student employees are not eligible for holiday or vacation pay. Student employees should not be scheduled to work on college designated holidays unless it is considered an emergency and prior arrangements have been made with the student鈥檚 supervisor.听

New Hire 鈥� Onboarding

If you are working for 91探花 for the first time, you will need to complete employment forms online to be added to payroll.

1. Before听you start work, see the department payroll supervisor or administrative staff.
2. The department payroll supervisor or administrative staff member will submit new hire information to HR.
3. You will be onboarded and will receive an email to complete employment forms online.
4. After completing the forms online, present your original I-9 documents in person.
   • HR Offices: Kingston Hall Room, First Floor.
5. Once your onboarding file is complete, you will receive an email to confirm that you are on payroll with orientation information. You will then be able to log in, submit timesheets, and use the self-service features listed on this page.

Q:听 Do I need to show you my I-9 document? Can I send you a copy?

A:听 Federal employment regulations require that Form I-9 is completed and original documents have been verified by the employer to establish identity and employment authorization.听Please review the list of acceptable documents (PDF). Scanned images and photocopies are not acceptable. If your documents are at home, you will need to have it sent to you immediately. This will delay your start date.

Q: What if I don鈥檛 complete the I-9 form and show documents?

A: If you are not able to present any of the documents to satisfy Form I-9, you are not permitted to work. There are no exceptions to this requirement.

Q:听 I don鈥檛 have a social security number. What should I do?

A:听 In order to get hired and paid in Workday, you will need to provide your social security number. If you need to apply for one, please email the HR staff to obtain an employment verification letter before going to the social security office. This will delay your start date.

• 91探花 Mudd Students and Non-91探花 Mudd Students 鈥� email the Office of Human Resources at hr@hmc.edu.

Job Aids

Workday Employee Self-Service Job Aids

Workday Time Tracking Job Aids

• Workday Time Tracking Job Aids

Payroll Calendar and Paychecks

Keep track of pay periods, pay dates, and deadlines to submit timesheets by downloading this听calendar听to your computer.

• 2025 Calendar

Paycheck Distribution

• All Student Employee paychecks will be mailed to the home address in Workday.
• Avoid lines at the bank, lost paychecks, or delays by signing up for !*

Lost or Damaged Paychecks

If you lost your paycheck, email hr@hmc.edu听to inform us that you鈥檝e lost your check along with the date of issue and amount. There will be a waiting period of five business days during which your lost check is cancelled and a new check will be issued. If you should find the original check anytime after requesting a reissued check, you must forfeit the check to the Office of Human Resources as it is no longer valid.

If your paycheck is damaged (e.g. ripped, torn, ran through the washer/dryer), we can reissue a new check within 1鈥�2 business days as long as the original check is presented to Human Resources. If you are unable to present the original check, the five-day waiting period will apply.

Timesheets

• Work hours must be recorded on the actual dates and times worked.
• Meal period(s) must be recorded onto the timesheet to reflect the start and end times of the meal period.
  • Meal period must be taken before the start of the fifth working hour (e.g. start of shift 8:00 a.m., clock out for meal no later than 12:59 p.m.)
  • See HMC Employment Policies section for additional information regarding meal periods.
• When your timesheet is complete for the pay period, be sure to review and submit your timesheet. Please refer to the payroll calendar in the above section for deadlines.