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    Title:

    Appointments, Student Assistant

    Publication date:

    8/10/2020

    Effective date:

    8/10/2020

    BRIEF

    Policy Summary

    Berkeley Lab employs persons in one of many different appointment types. This policy defines the terms and conditions of a student assistant appointment.

    Who Should Read This Policy

    This policy applies to non-represented employees. Represented employees should consult their collective bargaining agreement (CBA).

    To Read the Full Policy, Go To:

    The POLICY tab on this wiki page

    Contact Information

    For more information, contact your division's Human Resources Field Team.

    Feedback on HR policies and procedures is welcomed. Send comments to hrpolicies@lbl.gov.

    Title:

    Appointments, Student Assistant

    Publication date:

    8/10/2020

    Effective date:

    8/10/2020

    POLICY

    A. Purpose

    Berkeley Lab employs persons in one of many appointment types. This policy defines the terms and conditions of a student assistant appointment.

    B. Persons Affected

    This policy applies to non-represented employees. Represented employees should consult their collective bargaining agreement (CBA).

    C. Exceptions

    Requests that exceed what is allowed under current policy or that are not expressly addressed by current policy are considered exceptions to policy. A request for an exception to policy requires, at a minimum, the approval of the Chief Human Resources Officer (CHRO).

    D. Policy Statement

    1. Student Assistant Appointment*
      1. Student assistant appointments are reserved for individuals who are at Berkeley Lab for purposes of obtaining an education, training, or work experience while pursuing their career objectives.
      2. Student assistant appointments are also reserved for non-University of California (UC) graduate students, or UC graduate students who do not have a campus approved Graduate Student Researcher appointment.
      3. Student assistants must be enrolled in a full-time academic program. However, students enrolled in school-sponsored internship programs may be registered less than full time when a Berkeley Lab appointment is part of the internship.
      4. The duties and responsibilities of a student assistant may be related to their field of study. In addition, the duties and responsibilities of a student in a school-sponsored internship program must conform to their institution's program requirements to ensure the student receives appropriate academic credit.
      5. Enrollment in a university's extension education courses does not allow a student to qualify for a student assistant appointment.
    2. Employment of Minors as Student Assistants. Berkeley Lab may employ student assistants under 18 years of age. See the Employment of Minors, Near Relatives, and Domestic Partners policy.
    3. Effort. Student assistants may work up to 50% time during their academic year and 100% time during the summer and other significant academic breaks. They may be appointed to fixed or variable-time schedules.
    4. Salary. Student assistant salaries are based on academic progress. Increases are allowed on the achievement of the next academic milestone as indicated on the Berkeley Lab Compensation website.
    5. Benefits. Student assistants are not eligible for University of California (UC) employee health and welfare benefits nor are they eligible for membership in the University of California Retirement System. Student assistants are covered by the Berkeley Lab Workers' Compensation Program.
    6. Vacation and Sick Leave. Student assistants do not accrue vacation or sick leave.
    7. Holidays. Student assistants appointed to a fixed-time schedule at 50% or more earn holiday pay prorated in accordance with Holiday policy. Students on a variable time schedule are not eligible to earn holiday pay.
    8. Recruitment. Student assistant positions do not need to be recruited.
    9. Complaint Resolution. Student assistants are not eligible to use Berkeley Lab's Employee Complaint Resolution policy to challenge termination of their appointment.
    10. Termination of Appointment
      1. Student assistants must be terminated if they graduate or are no longer enrolled in school, or if their registration is less than full time. Full-time student status is defined by the school's policy.
      2. Once a student appointee graduates, their appointment may continue up to an additional three months before separating from Berkeley Lab employment. However, a student assistant appointee who has been accepted to a qualifying educational program and will begin the program within the next 12 months may continue to work at Berkeley Lab as a student assistant in the interim. This employment must be terminated if the student assistant appointee fails to enroll within that time. The student assistant appointee's effort must be in accordance with Section D.3 of this policy, even when between degree programs.
      3. Student assistants may be released at any time at the discretion of Berkeley Lab. The employee shall be notified of the release in writing.
      4. A student assistant appointment will automatically terminate on the last day of the appointment unless there is an earlier separation or formal extension of the appointment in writing.

    *As of July 1, 2020, the student assistant appointment will appear as the "casual/restricted" employee classification in UCPath. Berkeley Lab policy, rather than UC policy, will apply to casual/restricted appointments at Berkeley Lab.

    E. Roles and Responsibilities

    Roles

    Responsibilities

    Chief Human Resources Officer (CHRO)

    Has the functional responsibility for this policy

    Employees

    Have the responsibility to adhere to the provisions of this policy

    Hiring division management

    Has the responsibility to adhere to the provisions of this policy. If supervising or hosting a minor student, the hiring division management is responsible for (1) adhering to the provisions of the minor student's work permit, (2) adhering to the provisions of the Parental Consent of Minor at Lab form, and (3) requesting parental consent in advance of change of hours if the minor student needs to work or be present at Berkeley Lab outside of the agreed-upon hours.

    HR Department

    Has the responsibility to advise management and employees on how to comply with this policy

    F. Definitions/Acronyms

    Term

    Definition

    Extension Education Course

    A continuing adult education course or certificate program

    Fixed Time

    An employee's work schedule that is not subject to change or fluctuation from week to week or month to month. There are two types of fixed time:  full time and part time. Full-time employees work at 100% time. Part-time employees work less than 100% time. 

    Full-time Academic Program

    In adherence to the school's definition of a full-time course schedule

    Variable Time

    A schedule with no fixed percentage of time or schedule. Hours worked will vary depending on operational needs.

    Acronym

    Term

    CHRO

    Chief Human Resources Officer

    CSEE

    Center for Science and Engineering Education

    HR

    Human Resources

    UC

    University of California

    G. Recordkeeping Requirements

    Role

    Recordkeeping Requirement

    HR Shared Services

    If the student is a minor, a work permit and the Parental Consent for Minor at the Lab form are required and are maintained in the student's record. These forms are in addition to forms required by all employees.

    H. Implementing Documents

    None.

    I. Contact Information

    For more information, contact your division's Human Resources Field Team.

    Feedback on HR policies and procedures is welcomed. Send comments to hrpolicies@lbl.gov.

    J. Revision History

    Date

    Revision

    By whom

    Revision Description

    Section(s) affected

    Change Type

    6/20/2011

    0

    M. Bello

    Revision of html version

    All

    Minor

    1/2/2012

    1

    M. Bello

    Rewrite for wiki

    All

    Minor

    8/30/2016 1.1 L. Westphal Periodic review All Minor
    8/10/2020 2 W. Crosson
    • Standard language assed in Brief and sections A-C
    • Removed implementing documents with missing links
    • Revised section D for clarity and improved organization. Added section on graduate students.
    • Removed sections on Work Study and Affiliate
    • Added reference to the employee classification change in UCPath
    All Minor

    DOCUMENT INFORMATION

    Title:

    Appointments, Student Assistant

    Document number

    02.03.011.000

    Revision number

    2

    Publication date:

    8/10/2020

    Effective date:

    8/10/2020

    Next review date:

    8/10/2023

    Policy Area:

    Types of Appointments

    RPM Section (home)

    Human Resources

    RPM Section (cross-reference)

    none

    Functional Division

    Human Resources

    Prior reference information (optional)

    RPM Chapter 2.01(F)(8)

    Source Requirements Documents

    University of California Personnel Policies for Staff Members (PPSM), PPSM-3: Types of Appointments

    Implementing Documents

    None.

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