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Appointments, Student Assistant

    Title:

    Appointments, Student Assistant

    Publication date:

    8/30/2016

    Effective date:

    1/2/2012

    BRIEF

    Policy Summary

    Berkeley Lab employs persons in one of many different appointment types. Each appointment type has a defined terms and conditions of employment. Appointment into the Student Assistant employee classification is for full-time students attending an accredited school, college or university.

    Who Should Read This Policy

    Employees appointed as a student assistant.

    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:

    8/30/2016

    Effective date:

    1/2/2012

    POLICY

    A. Purpose

    Lawrence Berkeley National Laboratory (Berkeley Lab) employs workers in many different appointment types. Each appointment type has defined terms and conditions of employment. Appointment into the Student Assistant employee classification is for full-time students attending an accredited school, college, or university.

    B. Persons Affected

    This policy applies to non-represented employees in the Student Assistant employee classification. Represented employees should consult their collective bargaining agreement.

    C. Exceptions

    Approval of Variations From Policy: Unless there is explicit and specific authorization for an action by this policy, the action is considered to be a variation from the policy and must be approved in advance by the Chief Human Resources Officer (CHRO).

    D. Policy Statement

    1. Eligibility
      1. Student Assistant appointments are reserved for individuals who are at Berkeley Lab primarily for purposes of obtaining an education or training.
      2. Student Assistants must be enrolled in a full-time academic program. However, students enrolled in school-sponsored co-op and internship programs may be registered less than full time when their Laboratory assignment is part of their internship.
      3. The duties and responsibilities of a Student Assistant may be related to his or her field of study. In addition, the duties and responsibilities of a co-op student, or a student in a formal internship program, must conform to his or her institution's program requirements to ensure he or she receives appropriate academic credit.
      4. Enrollment in a university's extension education courses does not allow a student to qualify for a Student Assistant appointment.
      5. Students who are under 18 years of age are required to provide a valid work permit. See the Employment of Minors or Near Relatives, Including Domestic Partners Policy for additional eligibility requirements.
      6. Students may not work in the same group with a near relative. See the Employment of Minors or Near Relatives, Including Domestic Partners Policy.
    2. Approval of Employment
      1. Persons under 18 years of age will not be employed unless specific approval is obtained from the division director and the CHRO.
        Important

        All minors, whether they are a Berkeley Lab employee or a Berkeley Lab affiliate, must have their appointments pre-approved by the CHRO.

      2. When a person under 18 years of age is hired or assigned to work in areas where ionizing radiation is used, the hiring division or department will contact the Environment, Health & Safety Division for final clearance. Berkeley Lab does not permit minors to have access to any laboratory where an annual dose in excess of 100 mrem is possible.
    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 student salary table and with written confirmation by the supervisor that the student's performance is satisfactory.
    5. Benefits: Student Assistants are not eligible for 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 RPM §2.10(E)(3) (Holidays/Holiday Pay Policy for Part-Time Employees). Students on a variable schedule are not eligible to earn holiday pay.
    8. Recruitment: Student Assistant positions do not need to be recruited.
    9. Complaint Resolution: A Student Assistant is not eligible to use Berkeley Lab's Employee Complaint Resolution Policy to challenge termination of his/her appointment.
    10. Separation from Employment
      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 graduates, his or her appointment as a Student Assistant may continue up to an additional three months before separating from Laboratory employment. However, a student who has been accepted to a qualifying educational program and will begin the program  within the next 12 months may continue to work at the Laboratory as a Student Assistant in the interim (see Section (D)(1) (Eligibility), above). This employment must be terminated if the Student Assistant fails to enroll within that time. The student's effort must be in accordance with Section (D)(3)(Effort), above, even when he or she is between degree programs.
      3. Student Assistants may be released at any time at the discretion of the Laboratory. The student shall be notified of the release in writing. Whenever possible and appropriate, two weeks' advance notice should be given.
    11. Work Study Students
      1. Work Study Students are University of California students receiving financial aid through the campus Work Study Program. If required by the campus program, they may be hired as Student Assistants.
        Another Link of Interest
      2. The duties of a Work Study Student may be, but are not required to be, related to his or her academic program.
      3. When Work Study Students have earned their financial awards, they may be given a change of status to Student Assistants if their job duties are related to their academic programs. If their job duties are not related to their academic programs, their employment must be terminated.
      4. All other provisions of the Student Assistant Policy apply to Work Study Students.
    12. Students in the Affiliate (Formerly Known as Guest) Appointment: A student may be appointed as an Affiliate (a nonemployee classification) for the following reasons:
      1. The student is participating in a Berkeley Lab educational program such as one of the Center for Science and Engineering Education's (CSEE) programs.
      2. Participation in Berkeley Lab's research is a requirement of the student's degree or school program.

    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

    Division HR Center

    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 employee or affiliate file.  These forms are in addition to forms required by all employees or affiliates.

    H. Implementing Documents

    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

    DOCUMENT INFORMATION

    Title:

    Appointments, Student Assistant

    Document number

    02.03.011.000

    Revision number

    1.1

    Publication date:

    8/30/2016

    Effective date:

    8/15/2016

    Next review date:

    1/2/2018

    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

    • Berkeley Lab Senior Management requirement

    Implementing Documents

    Audience

    Document number

    Title

    Type

    Managers and Supervisors

    02.86.001.001

    Supervisor Responsibilities Training

    Training

    HR Staff

    02.03.011.003

    Position Description Template

    Template

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