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Redlands
OFF -CAMPUS WORK STUDY PROGRAM LETTER OF AGREEMENT
This Letter of Agreement (the "Agreement") covers an Off -Campus Employer's Participation in the
University of Redlands Work Study Program ("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:
956000766
Address: P.O. Box 3005, 35 Caion Street, Suite 200, Redlands, CA92373
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ARTICLE I - GENERAL PROVISIONS
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 Employer.
4. To provide the Employer and each work study 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 $16.50 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 work study student's total financial aid work award at the beginning of
each placement. The University will also monitor each work study 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 Employerwhen any work study 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.
7. To notify the Employer of any work study 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's Off -
campus program guidelines.
2. To utilize, to the extent the Employer is able, the services of qualified work study students referred
by the University, who are eligible to participate in the Program.
3. To submit a completed Employer Position Description Form, which details the following
information:
a. The total number of positions 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 week).
4. To interview prospective work study students, if desired, following the execution of this Agreement.
5. Thatthe Employer shall not discriminate among work study 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. Note: Most work study students are limited to an average of 10 hours per week
by the amount of their work award. Final exam periods and recognized school breaks are
considered "No -Work" periods for students. Note: Exceptions must be cleared with the
University's Student Employment Office.
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;
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c. The total gross compensation received by each work study student shall not exceed the total
amount authorized by the University. If the Employer permits a work study student to earn
monies in excess of the amount for which the work study student is eligible, the Employer is
not eligible for any reimbursement of any portion of the excess earnings;
d. The work performed by work study students shall not displace employees or replace regular
employees who are on strike; involve any partisan or nonpartisan political activity associated
with a party 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. To provide the work study student with reasonable training and supervision to adequately
perform the work. In addition, the Employer agrees to educate work study students about
on-the-job safety and proper reporting procedures. The Employer shall notify the University
of any injuries sustained by the work study student(s) during the course of theirduties.
That the Employer for the purposes of this Agreement further agrees to:
a. Complete the appropriate INS Form 1-9 and W-4 Tax Forms for each work study student hired;
b. Pay directly to work study students their total earned compensation, less appropriate
deductions;
c. Assume the cost of any employee benefits, including any contribution due underthe State of
California 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;
e. Claim reimbursement only for wages:
i. paid to work study students certified as eligible by the University; and
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
ii. for actual hours worked by the work study student. Program compensation shall
not include payment for vacation time, holiday pay, sick leave, union dues, jury
duty, etc.
f. Make payroll records for work study students, paid under the 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
of each work study student on an annual basis or upon termination ofemployment.
S. To notify the University of any change affecting the work study student's employment. The University
should be notified if a work study student is not performing satisfactorily or if other adjustments are
necessary to affect a better working relationship.
9. To comply with SB 1343, California Fair Employment and Housing Act makes specified employment
practices unlawful, requiring employers to provide online Harassment and Prevention training to
employees. Non -supervisory work study students should receive 1 hour of training and supervisory
work study students employees should receive 2 hours of training. Training is required within 6
months of hire date and renewed every two years.
10. The University of Redlands assumes no liability for work study students employed at any off -campus
work study location.
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1. This Agreement shall be subject to the availability of University funds for the Program and the
employment needs of Employer.
2. This Agreement may be amended upon mutual written consent of the Employer and the University.
3. This Agreement may be terminated by either party if there is failure by the other party to comply with
the provisions of this Agreement, but only if failure remains uncured thirty (30) days after written
notice.
4. This Agreement will remain in effect until terminated on 30 days written notice by either 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 attorneys' fees), or
claims for injury or damages arising out of this agreement, but only in proportion to and 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 Employer, its officers, agents or employees.
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 this Agreement, but only in proportion to 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 and worker's compensation policies, which has been
obtained at its sole cost and expense and which Employer represents meets minimum statutory requirements,
will cover University work study students in connection with their employment with Employer.
A certificate of insurance is required which names the University of Redlands and its trustees, officers,
officials, employees, students and volunteers as Additional Insureds to the General Liability and/or
Automobile Liability (as applicable) on a primary, non-contributory basis. Corresponding Endorsement should
be attached to the certificate of insurance.
For more information or questions, contact the University's Director, Student Employment by calling (909)
748-8240 or writing.
Correspondence should be sent to:
University of Redlands
Attn: Student Employment Office
1200 East Colton Avenue Redlands,
CA 92373
PROVISIONS FOR SIGNATURES BELOW
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University of Redlands Representative Name: Merlawllnams
Assistant QlreetOr for Employer 6 Alumni Connections
Profess rofess tonal Title: t_ialson, Student Employment Oti-Campus work Study Program
Signature:'%
fl
Date: January 25, 2025
Employer Representative Name:
Mario Sauceda
Title: Mayor
Signature:
Date: ; ^ 4
ATTEST:
City Clerk
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