To participate in the Work Study Allowance Program, you must be receiving benefits under one of the VA education programs. You must maintain ¾ time enrollment in order to continue employment with the VRC.

It is required that you complete the Application for Work Study Allowance (VA Form 22-8691) and the Certification Request each semester. You can only begin working after the contract is approved by the VA and returned to the VA via E-Mail.

Staff will report directly to their assigned supervisor which is based upon their assigned role/specialty. Direct supervisors will provide job training, assign tasks and responsibilities, conduct feedback sessions, prepare performance evaluations, and serve as a resource for problem solving. Schedules will be established and attendance will be monitored by the Administrative Support Coordinator who will report concerns to the staff member’s direct supervisor.

If the direct supervisor is unavailable, any VRC professional staff can assist with problems or emergencies. Unless otherwise directed, and in the absence of any other professional staff, you should report problems or emergencies to the Director of the VRC.

Staff will report directly to their assigned supervisor which is based upon their assigned role/specialty. Direct supervisors will provide job training, assign tasks and responsibilities, conduct feedback sessions, prepare performance evaluations, and serve as a resource for problem solving. Schedules will be established and attendance will be monitored by the Administrative Support Coordinator who will report concerns to the staff member’s direct supervisor.

If the direct supervisor is unavailable, any VRC professional staff can assist with problems or emergencies. Unless otherwise directed, and in the absence of any other professional staff, you should report problems or emergencies to the Director of the VRC.

Work Study student staff earn an hourly wage as determined by their role/position (Graduate Assistant, Student Lead, Coach/Liaison, Student Assistant). Stateside can be opened for current students year-round.

Graduate assistants cannot work more than 20 hours per week. Student Assistants (non-graduate level) cannot exceed 25 hours per week.

Work schedules are established and published into Microsoft Teams by the Administrative Support Coordinator. Schedules are based on the student's class schedule and department needs. You are expected to adhere to your work schedules throughout the semester. Adherence to schedules will be considered in job performance evaluations. Exceptions to work schedules (such as preparation for final exams and projects) are at the direct supervisor's discretion.

Work Study and stateside student employees must be committed to work their schedule. Since staffing must be maintained during posted hours, it is especially important that students adhere to their work schedules to the greatest extent possible.

Work Study students are not allowed to work extra hours to make up for time missed unless authorized in advance by their supervisor and confirmed with the Administrative Support Coordinator.

Our attendance policy is as follows:

• Requests for time off: Please use "Shifts" in Microsoft Teams to request time off at least one-week ahead of the shift you will be missing. Short-notice requests will be approved at the supervisors discretion. We ask that you "Trade Shifts" or find coverage from another staff member using Teams if at all possible.
• Excused late arrivals and missed days: Unavoidable school-related reasons and emergencies (health, car, family, etc). Please let us know as soon as possible that you will be late or have to miss a day.
• Late Guidelines (unexcused):
  • 2nd late arrival = informal warning
  • 3rd late arrival = formal warning from direct supervisor and corrective action plan
  • 4th late arrival = formal warning from VRC Director
  • 5th late arrival = punitive action
• No Show Guideline (unexcused):
  • First No Show = formal warning, Corrective action plan
  • Second No Show = Write-Up to VRC Director
  • Third No Show = punitive action
• Formal Warnings / Write - Ups:
  • If 3 formal warnings and/or write-ups occur in the same semester, the VA or stateside contact will be terminated and a final timecard will be submitted to close out VRC employment status.

Breaks: According to California labor laws, when scheduled for four or more consecutive hours, you are entitled to a paid 15-minute rest break for every four hours worked. If students work more than six hours, they must take a 30-minute lunch and a 15-minute break (or a one-hour lunch). If students work eight to ten hours, they must take a 30-minute lunch and two 15-minute breaks (or a one-hour lunch).If you work over 5 hours in a day, you are entitled to a meal break of at least 30 minutes that must start before the end of the fifth hour of your shift. You can agree to waive this meal period provided you do not work more than 6 hours in the workday. You can also agree to an on-duty meal break which counts as time worked and is paid. Students must clock out and in on Microsoft Teams when taking an unpaid break.

Clock In/Out: All student employees (VA & Stateside) are required to clock in and out using Microsoft Teams for their shifts. You can make adjustments to your hours if you forget to clock in/out, but please explain in the notes section why you are making the manual edit (i.e. "forgot to clock out for my break", "forgot to clock in, but started on time", etc).

Reporting Time for Pay (VA): On the last day you will be working physically at the VRC, please transfer your hours from Microsoft Teams to your VA Timecard. Your timecard will be submitted by your supervising coordinator to the VA for payment every 2 weeks. After submission, it can take up to 10 business days for the payment to be direct deposited.

Reporting Time for Pay (Stateside): On the last day you will be working physically at the VRC for the month, verify your hours in Teams to allow the Administrative Support Coordinator to submit your timecard. Stateside pay is once per month and pays out on the 15th of the following month (i.e. July hours pay out on August 15th).

Staff often serve as the primary contact for accessing the Veterans Resource Center (VRC). While we strive to create a work environment that is productive, fun and engaging, welcoming and inclusive. We expect that your work habits, work products, language, and interactions with others reflect your willingness to uphold our goal of delivering high quality, professional student services. Our center will not compromise on quality of care and we expect all staff members to embody this

Staff are expected to dress appropriately and wear their assigned name tag/badge whenever on the clock. Supervisors can assist in determining appropriate attire for the office and one’s safety. For example, short-shorts and bare midriffs are not considered appropriate dress. Remember that you may be the first and only contact that a visitor has with the office. Please dress accordingly on your workdays.

All staff are assigned to front desk coverage and are responsible for being the first contact with visitors or callers (with the exception of Graduate Assistants and those assigned to special projects). Occasionally, there will be some overlap in-between shifts. If this occurs, discuss responsibilities with your co- workers, and decide which of you will use the time to answer phones, check E-Mail, and work on paperwork, filing, etc.

Whenever possible, there must be at least two student staff members working at the front desk.

NOTE: If there is more than one student in the office at a time, and more than one student staff present, assist the students accordingly. At times, you may have to work alone with more than one student. Do not feel rushed, as it is important to address all the questions each student may have accurately and professionally. All staff are expected to coordinate coverage of the front desk during their shift.

Staff will typically receive their normal work assignments from their direct supervisor. Duties and responsibilities will be explained in detail and you will receive adequate training to perform tasks. In some cases, you will be cross-trained to provide support in other areas of the center. We are all one team so it is imperative to complete taskings from any staff member unless it conflicts with a time-sensitive project you are already assigned to by your direct supervisor.

NOTE: Students always come first! Do not let projects take away from providing service to students. Your supervisor will coordinate coverage if you need to work on something that is time-sensitive or requires your full attention.

When working, we expect you to limit making or accepting personal phone calls, including those on cell phones. If you must make a personal call, it should not be from the front desk. Additionally, please ensure texting, messaging, or other device usage does not detract from the service and attention you provide to students. If cell phone/device usage becomes an issue, a professional staff member may prohibit utilization while on the clock.

NOTE: The front desk line should be available for calls at all times. Personal phone calls should never be made from the front desk line.

Staff are welcome to use the lounge for breaks and lunches. Please limit food and beverages at the front desk area of the VRC to small snacks and items that do not leave a mess. To maintain a professional, welcoming, and clean appearance, full meals should be consumed in the student lounge or the program development office.