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U N I V E R S I T Y O F
Redlands
OFF-CAMPUS WORK-STUDY PROGRAM
LETTER OF AGREEMENT- NON PROFITAGENCY
This 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 provide for the conduct of the University of Redlands Work-Study Program.
Name of Employer: City of Redlands
State Tax Number:
Address: P.O. 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. 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.
S. To reimburse the employer 70%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 with public
educational institutions, government agencies, or non-profit organizations.
6. To reimburse the Employer within 30 days of the date claim for reimbursement is received by the
University.
7. To notify the Employer of any student who may become ineligible to participate in the Program.
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B. The Employer agrees:
L To comply with all Program requirements.
2. To utilize to the extent the Employer is able the services of qualified students referred by the
I University who are eligible to participate in the Work-Study Program,
3. To submit an Employer Position Description Form, provided by the University, 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. That following execution of this Agreement, the Employer may interview prospective Work-Study
employees.
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 cleared with the Student Employment
Off=ice.
b. The Employer shall 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 ol'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 membership
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. The Employer shall provide the student with reasonable training and supervision to adequately
perform the work. In addition, the employer agrees to education student workers
about on the job safety and proper reporting procedures.
7. That the Employer for the purposes of this Agreement further agrees to:
a. Complete the appropriate INS Form I-9 and 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 to claim reimbursement;
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e. Claim reimbursement only for wages
i. paid to students certified as eligible 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 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, etc.
iv. Make its payroll records for students paid under the Work-Study Program available to
authorized University staff for audit purposes;
f. Provide a brief written evaluation, on a form provided by the University, of the performance of
each student on an annual basis or upon termination of employment.
8. To notify the University of any change affecting the student's employment.The University should be
notified if a student is not performing satisfactorily or if other adjustments are necessary to affect a
better working relationship.
9. The University of Redlands assumes no liability for students employed at any 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 of participating 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 of this Agreement.
D. This Agreement will remain in effect until terminated on 30 days written notice by either party.
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 ATTEST:
By: J n ie Serbein By: ,Ion Harrison Louie Po y r
Director, Student Employment
Mayor City Clerk.
Title (Please print)
September 4, 2007
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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