Hiring Process

New Hire Student Worker and Short Term/Hourly Procedures

All new hire employees (short-term and/or student hourly employees) are required to complete and submit a new hire packet via DocuSign. In addition to the new hire packet being submitted, Human Resources will collect and copy Social Security card, photo identification, collect TB test results and fingerprint clearance (if required for  job position, you should check with the department supervisor).

(See table below for a full list of documents required in order for a packet to be considered complete.)


​Student Worker 

All of the following forms should be completed and submitted via DocuSign. 

​Student Worker New Hire Packet via DocuSign:

  • Notice of Employment ( this is to be submitted by supervisor)
  • Current Class Schedule
  • ​Student Worker Information Form
  • Personal Data Form
  • Student Worker Employee Information
  • ​I-9 Form
  • Employee's Withholding Certificate (W-4)
  • West Valley-Mission Community College District Paycheck Distribution Setup
  • West Valley-Mission Community College District Direct Deposit Authorization Agreement (If direct deposit is elected)
    • Void Check (If direct deposit is elected)
  • Worker's Compensation: Pre-Designation of Personal Physician
  • Employee's Withholding Allowance Certificate (DE4)
  • Computer and Network Use Agreement
  • Statement Concerning Your Employment in a Job Not Covered by Social Security
  • Notice of Exclusion from CalPERS Form
  • APPLE Beneficiary Designation Form
  • ​Copy of I-20 (International Students only)
  • ​Copy of I-94 (International Students only)
  • ​Letter from International Student Advisor

In Addition To the New Hire Packet that will be Completed and Submitted via DocuSign the Following Must Also be Submitted to Human Resources:

  • Social Security Card
  • Photo Identification
  • TB Test Results
  • Fingerprint Clearance (if applicable)

Short-term, Substitute, and Professional Expert Packet Forms

All of the following forms should be completed and submitted via DocuSign. 

​Short-term, Substitute, and Professional Expert New Hire Packet via DocuSign:

  • Notice of Employment (this is to be submitted by supervisor)
  • Short-Term, Substitute & Professional Expert Application
  • Personal Data Report Form
  • Short-Term Hourly Employee Information
  • Short-Term Employee Payroll Information Form
  • West Valley-Mission Community College District Paycheck Distribution Setup
  • West Valley-Mission Community College District Direct Deposit Authorization Agreement (If direct deposit is elected)
    • Void check (if direct deposit is elected)
  • Confidentiality Agreement
  • I-9
  • Employee's Withholding Certificate (W-4)
  • Statement Concerning Your Employment in a Job Not Covered by Social Security
  • APPLE Beneficiary Designation Form
      • or
  • CalPERS Pre-Retirement Lump-Sum Beneficiary Designation Form (if applicable) 
  • Worker's Compensation: Pre-Designation of Personal Physician
  • Employee's Withholding Allowance Certificate
  • CalPERS Notice of Exclusion from CalPERS Membership for Public Agency and Schools (if completing APPLE form)
  • Computer and Network Use Agreement

In Addition To the New Hire Packet that will be Completed and Submitted via DocuSign the Following Must Also be Submitted to Human Resources:

  • Social Security Card
  • Photo Identification
  • TB Test Results
  • Fingerprint Clearance (if applicable)


1. If a student/short-term worker for extreme circumstances can not submit a new hire packet via DocuSign, they may submit a completed packet to Human Resources during scheduled walk-in hours or by appointment only. If a worker does not come during scheduled hours, they will be asked to return during the appropriate time allotted.

2. A packet will only be accepted if it is complete. A complete packet must include all
of the documents listed above and required signatures.


3. The worker must also submit 

  • Social Security Card
  • Photo Identification
  • TB Test Results
  • Fingerprint Clearance (if applicable)

If they do not have these documents, the packet will not be accepted/processed until these documents are included.


4. If the packet is complete and the worker has provided the appropriate documents to
Human Resources for copying, the packet will be accepted for processing.


5. Once Human Resources has processed the packet and confirmed that the worker is
eligible to work, we will input the start date on the contract and notify the
supervisor that the worker may begin working.


6. Please be sure that you and your hourly worker are aware that they may not begin
work until the paperwork has been completed and processed by Human Resources.


7. WORKERS MAY NOT BEGIN WORKING UNTIL HUMAN RESOURCES HAS
GIVEN APPROVAL TO DO SO. NO EXCEPTIONS WILL BE MADE.
HR/TMP/09-17-20


Re-hire Short-Term & Student Hourly Procedures

For re-hire short-term and/or student hourly workers, Human Resources will collect updated TB test results directly,(when update is needed). All other forms and paperwork should be completed and submitted via DocuSign.

(See table below for a full list of documents required in order for rehire paperwork to be considered complete.)



​Student Worker Re-hire Forms

All of the following forms should be completed and submitted via DocuSign. 

  • Student Worker Employment Notification (this will be submitted by supervisor via DocuSign)
  • ​Updated TB Test Results (if needed)
  • ​Current Class Schedule (For summer, if the student is not enrolled in 3 units, copy of Spring or Fall schedule will be accepted.)
  • ​International students need to submit a letter from the International Student Department certifying that they still have international student status and are allowed to work.

Short-Term, Substitute and Professional Expert Re-hire Forms

All of the following forms should be completed and submitted via DocuSign. 

  • ​Short-term, Substitute & Professional Expert Notice of Employment (including al required signatures)
  • ​Updated TB Test Results (if needed)


1. Supervisors are to submit the Student Worker Employment Notification with
current class schedule and/or the Short-term, Substitute and Professional Expert
Notice of Employment via DocuSign. 


2. All documents must be completely filled out and signed by the appropriate
person(s), otherwise the paperwork will be considered incomplete and will be
returned to the supervisor with directions to complete the form or provide the
missing documents or information.


3. In the case of an expired TB test, Human Resources will notify the supervisor that
their worker must discontinue working until they have provided Human Resources
with updated test results. (TB test results are good for four years.)


4. If applicable, the student/short-term worker may submit their updated TB test
results to Human Resources during scheduled walk-in hours or by appointment
only. 

5. Once Human Resources has processed the paperwork and confirmed that the
worker is eligible to work, we will input the start date on the contract and notify the
supervisor that the worker may begin working.


6. Please be sure that you and your hourly worker are aware that they may not begin
work until the paperwork has been completed and processed by Human Resources.


7. WORKERS MAY NOT BEGIN WORKING UNTIL HUMAN RESOURCES HAS
GIVEN APPROVAL TO DO SO. NO EXCEPTIONS WILL BE MADE.
HR/TMP/09-17-20

 Forms and Info