HomeMy WebLinkAboutContracts & Agreements_139-2012_CCv0001.pdf U M 1 V E R 5 I T Y O F
Redlands
OFF-CAMPUS WORK-STUDY PROGRAM
LEITER OF AGREEMENT
This Letter of Agreement (the "Agreement) covers an Off-Campus Employer`s Participation in the
University of Redlands Work-Study Program.
This Agreement forms the basis of understanding between the University of Redlands(hereinafter known
as the "University") and the Employing Organization specified below (hereinafter known as the
"Employer") in order to delineate the responsibilities and obligations of each party to this Agreement."
Name of Employer: City of Redlands
State Tax Number: 95-6000766
Address: 35 Cajon Street, Suite 10
P4 Sox 3005
Redlands, CA 92373
This Agreement becomes effective on the date executed by the University.
ARTICLE I-GENERAL PROVISIONS
A. The University agrees:
1. To determine the Employer's eligibility to participate in the program.
2. To review the Work-Study positions offered and determine whether they are appropriate for
students.
3. To screen and refer only eligible students to prospective employers.
4. To provide the Employer and each applicant for a Work-Study position with adequate information
to facilitate proper placement.
5. To reimburse the Employer 60% of a minimum Program wage of$8.75 per hour up to the limit
of the student's financial aid work award (gross earnings) for work-study positions. The
University will inform the Employer of each students total financial aid work award at the
beginning of each placement. The University will also monitor each student's gross earnings
against their total financial aid work award, on a periodic basis, to ensure that they do not
exceed their limit. The University will inform the Employer when any student's gross earnings are
within 75%of their work award limit.
6. To reimburse the Employer within 30 days of the date claim for reimbursement is received by the
University.
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7. To notify the Employer of any student who may become ineligible to participate in the Program.
The Employer agrees:
1. To comply with all Program requirements as stated in this agreement and the University of
Redlands Off-campus program guidelines.
2. To utilize, to the extent the Employer is able, the services of qualified students referred by the
University,who are eligible to participate in the Work-Study Program.
3. To submit a completed Employer Position Description Form, which details the following
information:
a. The total number of positions available;
b. A job description, including the suggested rate of pay;
c. The skills required of the prospective Work-Study Employee;
d. Desired work schedule(days and hours per week).
4. To interview prospective work-study students, if desired, following the execution of this
agreement
5. That the Employer shall not discriminate among applicants on the basis of race, color, sex,
religion, or national origin, or subject any applicant to any other discriminatory practices
prohibited by state or federal law.
6. That the Employer shall assure that each Work-Study position meets the following conditions:
a. The hours of employment shall not exceed a maximum of 12 hours per week
while classes are in session. Final exam periods and recognized school breaks are
considered "No-Work" periods for students. Note. Exceptions must be deared with the
University's Student Employment Offlee.
b. To record and maintain and provide the University with an accurate accounting of hours
worked and wages earned on Student Time Sheets and Compensation Forms provided by the
University;
c. The total gross compensation received by each student participant shall not exceed the total
amount authorized by the University. If the Employer permits a student to earn monies in
excess of the amount for which the student is eligible, the Employer is not eligible for any
reimbursement of any portion of the excess earnings;
d. The work performed by the students shall not displace employees or replace regular
employees who are on strike; involve any partisan or nonpartisan political activity associated
with a faction in an election for public or party office; benefit primarily members of a limited
member-ship organization such as a credit union, a fraternal or religious order; involve work
for an elected official as a political aide or work for an elected official; or involve the
construction, operation, or maintenance of any part of a facility used, or to be used, for
sectarian instruction of religious worship.
e. To provide the student with reasonable training and supervision to adequately perform the
work. In addition, the Employer agrees to educate student workers about on the
job safety and proper reporting procedures. The Employee shall notify the University
of any injuries sustained by the student worker(s)during the course of their duties.
7. That the Employer for the purposes of this Agreement further agrees to:
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a. Complete the appropriate INS Form 1-9 and W4Tax Forms for each student hired;
b. Pay directly to employed students their total earned compensation less appropriate
deductions;
c' Assume the cost of any employee benefits, including all payments due as an employee's
contribution under the state Workers' Compensation laws, Federal Social Security laws, and
other applicable laws;
d' Submit to the University's Student Employment Office all required payroll information on
Student Time Sheets and Compensation Forms bmclaim reimbursement;
e. Claim reimbursement only for wages
i paid hostudents certified aseligible by the University; and
ii. that do not represent hours of work in excess of the maximum number of hours subject
to reimbursement under this Agreement; or for commission, bonuses, or other special
compensation paid to the student, or for wages earned orpaid but not reported to the
University within 4Sdays; and
iii. For actual hours worked by the student. Work-Study Program compensation shall not
include payment for vacation time, holiday pay, sick leave, union dues,jury duty, etc.
f. Make peynd| records for students, paid under the Work-Study pnngmnn, available to
authorized University staff for audit purposes.
g' Provide a brief written evaluation, on a form provided by the University, of the performance
ofeach student onanannual basis orupon termination ofemployment
8. To notify the University of any change affecting the students employment The University should
be notified if student is not performing satisfactorily or if other adjustments are necessary to
affect better working relationship.
9' The University of Redlands assumes no liability for students employed atany off-campus work-
study hocation'
ARTICLE DI-TERMINATION
A. This Agreement shall be subject to the availability of University funds for the pro]nyno and the
employment needs ofparticipating Employers.
B. This Agreement may be amended upon mutual written consent of the Employer and the University.
C. This Agreement may be terminated by either party if there is failure by the other party to comply
with the provisions ofthis Agreement.
D. This Agreement will remain in effect until terminated on 30 days written notice bVeither party.
ARTICLE III—INDEMNIFICATION
The Employer agrees to defend, indemnify and hold harmless the University, its officers,agents and
employees,from and against any and all liability, loss,expense(including reasonable attorneysfees), or
claims for injury or damages arising out of the employment of University student workers, but only in
proportion tmand the extent such liability, loss, expense,attorneys'fees, orclaims for injury mrdamages
are caused by or result from the negligent or intentional acts or omissions of Employer,its officers,
agents oremployees.
The University shall defend, indemnify, and hold harmless the Employer, its officers,agents,and
employees from and against any and all liability, loss, expense(including reasonable attorneys'fees),or
claims for injury or damages arising out of the performance of this Agreement but only in proportionto
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and to the extent such liability, loss, expense,attorneys'fees,or claims for injury or damages are caused
by or result from the negligent or intentional acts or omissions of the University, its officers, agents,or
employees.
ARTICLE IV—INSURANCE
The Employer agrees that its general liability insurance policy, which has been obtained at its sole cost
and expense, will cover UNIVERSHY participating student workers while they perform their employment
related duties on the Employer's premises,as outlined in this Agreement.
For more information or questions, contact the University's Director, Student Employment by calling
(909) 748-8240 or writing. Correspondence should be sent to:
Student Employment Office
University of Redlands
1200 E. Colton Avenue
P.O. Box 3080
Redlands,CA 92373-0999
PROVISIONS FOR SIGNATURES ON THE NEXT PAGE
University of Redlands For the Employer
By: Kathryn Wood By: Employepresen—taLive'-4
Director, Student Employment A? — W/----:> I
4— A —. ..
1 15 LV r
Title(Please print)
ATTEST:
Sam Irwin,%-6it Clerk
09/04/2012
Date Date
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UNIVERSITY OF REDLANDS
WORK-STUDY PROGRAM
ADDENDUM TO AGREEMENT COVERING OFF-CAMPUS EMPLOYER'S
PARTICIPATION IN THE WORK-STUDY PROGRAM
AUTHORIZING SIGNATURES CONFIRMATION FORM
Please include employee information requested and signatures on all individuals who are authorized by your organization
to directly supervise Work-Study Program student employees,those responsible for payroll functions related to the
submission of reimbursements under the Work-Study Program, and all those who are authorized to sign time sheets for
Program participants.
Department/Position Name(please print) Signature
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