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Home My WebLink AboutContracts & Agreements_179-2013_CCv0001.pdf U N I V E R S, 8T Y 0 F Redlands OFF'CANIPDS9YaRK-STWDY PROCRAM LETTER OF AGREEMENT This Letter of Agreement (the "Agreement") covers an Off-Campus Employer's Participation in the University ufRedlands Work-Study Program, This Agreement forms the basis of understanding between the University of Redlands(hereinafter known as the "Univerdty'� and the Employing Organization specified be/ow (hereinafter known as the "Employer') in order Uodelineate the responsibilities and obligations of each party Uothis Agreement." Name of Employer: City of Redlands State Tax Number: 95-6000766 Address: 35 Cajon Street, Suite 10 PO Box 3005 Redlands, CA 92373 This Agreement becomes effective on the date executed by the University. ARTICLE I -GENERAL PROVISIONS A. The University agrees: 1. Todetermine 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 e Work-Study position with adequate information tofacilitate proper placement. 5. To reimburse the Employer 60% of minimum Program wage of$8.75 per hour uptnthe limit of the students financ|al aid work award (gross earnings) for work-study positions. The University will inform the Employer of each student's total financial ekj 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 7596oftheir work award limit, 6. To reimburse the Employer within 30 days of the date claim for reimbursement is received by the University. 7 To notify the Employer ofany student who may become ineligible ioparticipate in the Program. The Employer agrees: l. 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 ofpositions available; b. Ajob 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 weeN. 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 orfederal law. 6. That the Employer shall assure that each Work-Study position meets the following conditions: a. The hours of ennpkmyn*emt 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 cleared w*t17 the &mveeity�;Student Employment UffIce, b. To record and maintain and provide the University with an accurate accounting of hours wmdosd and wages earned an 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 ofany portion ofthe 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 ofa limited membership organization such aso 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 ofreligious worship. e. To provide the student with reasonable training and supervision to adequately performthe Employermmrk. In addition, the Employer agrees to educate student workers' about on the job safety and proper reporting procedures, The Employee shall notify the University ofany injuries sustained bythe student worhera) during the course oftheir duties. 7. That the Employer for the purposes ofthis Agreement further agrees to: 2 a. Complete the appropriate INS Form Band W-4 Tax 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 bzclaim reimbursement; e. Claim reimbursement only for wages i paid tostudents certified as eligible by the University; and ii that do not represent hours of work in excess of the maximum number ofhours subject to reimbursement under this Agreement; or for commission, bonuses, or other special compensation paid to the student; orfor wages earned or paid but not reported to the University within 45 days; 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 e� t Make payroll records for students, paid under the Work-Study program, 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 onenannual basis orupon termination ofemployment. 8. To notify the University of any change affecting the student's employment. The University should be notified if student is not performing satisfactorily or if other adjustments are necessary to affect abetter working relationship. g. The University ofRedlands assumes no liability for students employed atany off-campus work- study location. ARTICLE II -TERMINATION A. This Agreement shall be subject to the availability of University funds for the program and the employment needs ofparticipating Employers, B. This Agreement may be amended upon mutual written consent of the Employer and the University, [ This Agreement may be terminated by either party if there is failure by the other party 0ocomply with the provisions ofthis Agreement, D. This Agreement will remain in effect until terminated on 30 days written notice by either party. ARTICLE III—INDEMNIFICATDON 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 attorneys hes) or claims � injury or damages arising out of the employment of University student workers, but only in ' proportion to and the extent such liability, loss, expense, attorneys'fees, or claims for injury or damages are caused byorresult from the negligent or intentional acts oromissions ofEmployer, 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 attonnmys'Kees) or dfor 3 and tothe extent such liability, loss, expense,attorneys'fees, orclaims for injury or damagesare caused u� byorresult from the negligent u, intentional acts oromissions ofthe Un|versk 'y its officers, agents, or employees.eemployees. — ARTICLE IV—INSURANCE The Employer agrees that its genera! liability insurance policy, which has been obtained at its sole cost and expense, will cover UNIVERSITY participating student workers while they perform their employment related duties onthe Employer's premises, asoutlined iothis Agreement, For more information or questions, contact the University's Director, Student Employment by calling (AO9) 74@-Q24Oorwriting, Correspondence should besent to: Student Employment Office University ofRedlands 12UOE. Colton Avenue P.O. Box 3O0O Redlands, [Ag2373'Og9Q PROVISIONS FOR SIGNATURES ON THE NEXT PAGE University ofRedlands For the Employer ATTEST:` ` ` By: Kathryn Wood By: Employer Representative em Irwin, ity Clerk Director, Student Employment Mayor ProTem Title (Please print)