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Student Employment Handbook

Welcome to Pepperdine University Student Employment. Pepperdine is a Christian university committed to the highest standards of academic excellence and Christian values, where students are strengthened for lives of purpose, service and leadership. As a student employee of Pepperdine, you are instrumental in supporting this mission of the University. We hope that you find your position with Pepperdine rewarding, challenging, and fulfilling.

The purpose of the Pepperdine Student Employee Handbook “Handbook” is to acquaint its employees with its employment policies, procedures, and standards. The Handbook answers many common questions about student employment at Pepperdine, but cannot anticipate every situation or answer every question. If you need additional information or have any questions, please consult with your supervisor or Student Employment.

Nothing contained in this Handbook or any other materials distributed by Pepperdine constitutes or creates a contract of employment between Pepperdine and any employee or creates any contractual obligation of any kind whatsoever.

Pepperdine reserves the right to change, cancel, or eliminate at any time, any of its employment policies, procedures, guidelines, standards, or benefits, whether or not they are referenced in this Manual. All Pepperdine employees are encouraged to make sure that they have, and are responsible for obtaining, up-to-date information regarding their employment.

The employment relationship at Pepperdine is based on the mutual consent of the employee and the University. Accordingly, either the employee or the University can terminate the employment relationship, at will, with or without cause, at any time during the employment relationship. The only exception is when a different relationship is set forth in an individualized written employment agreement between the employee and the University, signed by an authorized University representative.

Student Affairs Mission Statement

The mission of Student Affairs is to strengthen students for lives of Christian purpose, service, and leadership by providing high-quality co-curricular programs and services that promote student learning and development.

Student Employment Mission Statement

The Student Employment Office (SEO) seeks to enhance students’ educational experience by connecting students seeking jobs with employers who are interested in both hiring Pepperdine students and supporting their professional development.

Student Employment Student Learning Outcomes

A student who participates in Student Employment programs should be able to:

  1. Essential Job Skills: Demonstrate essential job skills such as punctuality, dependability, and career responsibility. 
  2. Calling & Career Exploration and Development: Engage in opportunities for calling and career exploration, resume building, and experience related to possible career path.
  3. Life Balance & Time Management: Demonstrate improved time management and a life balanced between school, work, and social life.
  4. Campus & Community Engagement: Show a positive connection to a multicultural campus and community which results in positive feelings of involvement, connectedness to others, and positive retention rates. 
  5. Engaged Citizenship: The recognition and fulfillment of responsibilities to self, community and society through engagement in life-long learning and utilization of one's knowledge and education to improve the well-being of others.

Table of Contents

Section 1: Equal Employment Opportunity 

Pepperdine is an Equal Employment Opportunity Employer and does not unlawfully discriminate on the basis of any status or condition protected by applicable federal, state, or local law. Pepperdine is committed to providing a work environment free from all forms of harassment and discrimination. Engaging in unlawful discrimination or harassment will result in appropriate disciplinary action, up to and including dismissal from the University.

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1.1 Responsibilities of Student Employment

Student Employment in partnership with Human Resources shall be available to any employee who desires to discuss possible violations of the EEO Policy. Where so informed, or otherwise on notice of any possible violation(s) of the EEO Policy, Student Employment and/or Human Resources shall take such steps as it believes necessary or appropriate to resolve any failures to comply with the EEO Policy.

1.2 Student Employee Definition 

A student employee is defined as an individual whose employment is incidental to the pursuit of a full-time course of study at the University. Individuals who have been admitted to the University, are enrolled at least part time during an academic year as defined by the school or college, and are simultaneously employed in a student position will be classified as student employees. Such employees will be considered staff members only when they fill approved regular full-time positions requiring a minimum of 30 hours per week, and when their class schedules do not conflict with their regular working hours. Student employees are not eligible for staff benefits.

Student employees will accrue sick leave at the rate of one hour of sick leave for every 30 hours worked up to a maximum of 24 hours per calendar year. Student employees unable to report to work due to illness or injury should notify their supervisor before the scheduled start of their work, if possible. The supervisor must also be contacted on each additional day of absence. Student employees who must miss work because of emergencies or other unexpected circumstances must notify their supervisor as soon as possible. Any injury or illness that requires a student employee to leave work during the work day must be immediately reported to the supervisor.

Student employees are nonexempt employees of the University and are: 

  • Paid on an hourly basis;
  • Subject to payment for overtime; and
  • Entitled to break (or "rest") periods and lunch periods as prescribed by State and Federal regulations (NOTE: while these regulations specify two ten-minute breaks per day, the University grants breaks of 15 minutes).

1.3 Multiple Positions

Should a student employee accept more than one position with the University, the regularly assigned schedule of work may not exceed 20 hours per week during periods of enrollment. 

1.4 Student Employee Categories 

Student employment positions at Pepperdine are classified as Federal Work-Study (FWS), Pepperdine Work Program (PWP), or Departmental Employment. Any eligible Pepperdine student may work at a job labeled as Departmental Employment. Only students who qualify for and receive FWS or PWP eligibility as part of their financial aid package can be paid from FWS or PWP funds.

1.4.1 Departmental Employment

Any Pepperdine student who meets enrollment requirements may work as a departmental student employee. Departments hiring students for regular employment up to 20 hours per week are charged for 100 percent of the student's wages.

1.4.2 Federal Work-Study (FWS)

Federal Work-Study is a federally funded, need-based student aid program. Students must file a Free Application for Federal Student Aid (FAFSA), demonstrate financial need, and be offered Federal Work-Study eligibility by Pepperdine's Financial Assistance Office in order to be considered for FWS positions. Students are notified of their eligibility in an award notification issued by Financial Assistance. Federal student aid funds pay 75% of the student's wages while the employing department pays the remaining 25%. Students who take part in community service opportunities or Jumpstart are the exception; they are paid with 100% FWS funds.

IMPORTANT: students with FWS awards are not guaranteed employment on-campus. Every student is given the same, equal opportunity to apply and receive job opportunities. 

When hiring FWS students, departments must consider the students' FWS eligibility limit, the students' hourly wage, and the number of FWS hours per week the students will be working.

1.4.3 Pepperdine Work Program (PWP)

The Pepperdine Work Program (PWP) is an institutional work program generally offered to students who demonstrate financial need. Award amounts and eligibility are determined by the Office of Financial Assistance. Students awarded PWP may work on-campus only or with approved off-campus community service partners. 

Through PWP, the student may earn up to the amount of his/her award by working for an on-campus PWP job or an approved off-campus community service partner. Wages are paid in full through a Pepperdine grant.  Current pay rates vary, starting at minimum wage.  Wages are paid bi-weekly following the University's payroll schedule.

IMPORTANT: students with PWP awards are not guaranteed employment on-campus. Every student is given the same, equal opportunity to apply and receive job opportunities. 
When hiring PWP students, departments must consider the students' PWP eligibility limit, the students' hourly wage, and the number of PWP hours per week the students will be working.

1.4.4 Pepperdine Work Share (PWS) 

The Pepperdine Work Share (PWS) Program is an institutional work program generally offered to students who demonstrate financial need. Award amounts and eligibility are determined by the Office of Financial Assistance. Students awarded PWS may work on-campus only. PWS awards may not be utilized for off-campus or community service positions. 

Through PWS, the student may earn up to the amount of his/her award by working for an on-campus PWS job. Wages are paid in full through a Pepperdine grant.  Current pay rates vary, starting at minimum wage.  Wages are paid bi-weekly following the University's payroll schedule.

IMPORTANT: students with PWS awards are not guaranteed employment on-campus. Every student is given the same, equal opportunity to apply and receive job opportunities. 
When hiring PWS students, departments must consider the students' PWS eligibility limit, the students' hourly wage, and the number of PWS hours per week the students will be working. PWS student positions are paid 75% by a Seaver College grant and 25% by the hiring department. 

Section 3 - Pepperdine Prohibits Unlawful Employment Discrimination and Harassment

As stated above in the EEO Policy (Section 1), Pepperdine prohibits unlawful discrimination and harassment. This policy includes conduct that occurs on Pepperdine's campus, while traveling on University business, or at University related social functions, whether on or off campus. The University does not tolerate unlawful discrimination and harassment of its employees by vendors, guests and other visitors to campus.

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3.1 Unlawful Discrimination and Harassment Defined

Discrimination
Unlawful discrimination may occur when an employee is treated less favorably with respect to the terms and conditions of employment because of his or her membership in a protected class. Terms and conditions of employment include but are not limited to decisions relating to recruitment, hiring, promotion, transfers, termination, and benefits.

Harassment
Unlawful harassment includes verbal, physical or visual conduct when the conduct creates an intimidating, offensive or hostile working environment, or unreasonably interferes with job performance, when directed at an employee because of the employee's membership in a protected class. Verbal harassment may include but is not limited to epithets, derogatory comments, or slurs. Physical harassment may include but is not limited to assault, impeding or blocking movement, or any physical interference with normal work or movement. Visual forms of harassment may include but are not limited to derogatory posters, cartoons or drawings.

Sexual Misconduct
Sexual misconduct includes sex discrimination, sexual harassment, sexual assault, domestic violence, dating violence, and stalking, as defined in the University's Sexual Misconduct Policy and under other applicable laws.

A. Romantic Relationships

Pepperdine wishes to promote positive relations among employees and to avoid conflicts of interest, misunderstandings, the appearance of favoritism, possible claims of sexual harassment, and the diminished morale and dissension among employees that may result from romantic relationships between its employees. Romantic relationships between supervisors and employees within the same direct reporting line are strongly discouraged. Employees involved in romantic relationships bear responsibility for the negative consequences that may arise out of such relationships and may be subject to disciplinary action, including but not limited to, termination of employment.

B. Sexual Harassment Prevention Awareness-Raising Education Program

All employees are required to regularly participate in the University's Sexual Harassment Prevention Awareness-Raising Education Program. At its discretion, the University may require its employees to engage in other similar programs.

3.2 Retaliation Prohibited

Pepperdine prohibits and does not tolerate retaliation against any employee who in good faith files a complaint of unlawful discrimination, harassment, failure to accommodate or is involved as a witness or participant in the complaint or investigation process. Engaging in unlawful retaliation will result in disciplinary action, up to and including dismissal from the University.

3.3 Complaint Procedure

The University encourages any student employee who feels that he or she has been subject to, or is otherwise aware of, unlawful discrimination, harassment, failure to accommodate or retaliation, to report the incident immediately to the Director of Student Employment. 

Student employees aware of any incidents of sexual misconduct (including sex discrimination, sexual harassment, sexual assault, domestic violence, dating violence, and stalking), should report such incidents to the University Title IX Coordinator. Information regarding the University Title IX Coordinator is located on the University's website at https://community.pepperdine.edu/title-ix/. Complaints of sexual harassment may be handled under the University's Sexual Misconduct Policy or any other policy or procedure the University deems appropriate.

Section 4 - Disability Accommodation

A student employee requiring accommodation should notify his or her supervisor or the Office of Student Accessibility in writing as soon as the need for accommodation becomes known to the employee. Pepperdine takes all such requests seriously and will promptly determine whether the student employee is a qualified individual with a disability and will engage in an interactive process to determine whether a reasonable accommodation exists which would allow the employee to perform the essential functions of the job without imposing an undue hardship on the University or other employees.

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Section 5 - Safe and Secure Workplace

Pepperdine is committed to providing a safe and secure workplace for its employees. The University will not tolerate any type of workplace violence committed by or against employees. Workplace violence is defined as any physical assault, threatening behavior or verbal abuse occurring in the work setting. It includes but is not limited to beatings, stabbings, shootings, sexual assaults, psychological traumas such as threats, obscene phone calls, an intimidating presence, and harassment of any nature such as stalking, swearing or shouting.

Violating this policy will result in disciplinary action up to and including dismissal and may also result in criminal prosecution. The University reserves the right to take all immediate action that it determines is necessary to prevent or mitigate a perceived threat or act of workplace violence. Actions including stay-away orders, interim leaves of absence, and work from home, may be taken by the University, with or without notice or cause.

Student employees should report all acts of workplace violence or threats of workplace violence which they have witnessed, received, or have been told that another person has witnessed or received, to the Pepperdine Department of Public Safety, immediate supervisor, Dean's office, or to Human Resources. The University has created a Threat Assessment Team to evaluate, investigate, and respond to all credible threats or incidents of violence.

Supervisors are required to immediately report any potential incidents of workplace violence to Human Resources or the Pepperdine Department of Public Safety.

This policy prohibits retaliation or harassment against anyone who makes a good faith report of a violation of this policy. The University also prohibits individuals from making intentionally false or misleading reports of violence or threats of violence. Individuals who make such reports will be subject to disciplinary action up to and including dismissal under the University's disciplinary policies.

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5.1 Mandated Reporter of Child Abuse

California law identifies several categories of individuals who are considered "mandated reporters" of child abuse and neglect. Such employees, as a term and condition of employment at the University, are required to sign a Mandated Reporter Acknowledgement Form, which discusses the employee's legal obligations. All student employees are deemed mandated reporters and will complete a Mandated Reporter Acknowledgement Form upon hire. 

Section 6: Job Posting/Application Process

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6.1 Overview  

All student employment positions shall be posted a minimum of five working days before a final selection is made. Student Employment will be responsible for the posting of student staff job notices on Handshake. 

6.2 On-Campus Job Search Steps

  1. Prepare a resume and cover letter.  Students may visit with Seaver College Career Center Ambassadors or Industry Specialists to get advice on how to create resume and cover letters, or seek out the Career Center website for more information and tips. Graduate students may seek assistance from the Career Center affiliated with their school of study. 
    Click on the following to learn more: Building a Resume and Cover Letter 
  2. Login to the Handshake website 
  3. Upload your completed resume
  4. Search and apply for jobs 
  5. Review listings daily and respond quickly to positions that you are interested in!
  6. Prepare for your interview (resources are available within the Career Center) 
  7. Follow up with the jobs for which you've applied.
  8. Send hand-written thank you cards or letters to staff with whom you've interviewed.

6.3 Hiring

When a final hiring decision is made, the hiring manager should make a job offer and an hourly rate offer within the range (if any) that has already been approved. If a supervisor wishes to offer a higher pay rate, he or she must obtain appropriate approval BEFORE discussing the possibility with the job candidate.

6.4 Form I-9 Process and Onboarding

Upon initial hire with the University, all student employees are required to complete necessary on-boarding paperwork prior to their first day of work. The supervisor and/or hiring manager must complete an On-Boarding Paperwork Appointment Request to initiate the onboarding process. 

Once the onboarding request is submitted, The Student Employment team will send out communication to the student employee via email with next steps.  Student employees will be asked to complete Section 1 of the Form I-9 electronically, as well as submit documentation that shows proof of their identity and proof of eligibility to work in the US. Students will then be asked to schedule an appointment to certify their I-9 in-person.  

  1. What to bring to the I-9 appointment: original, unexpired document(s), one selection from List A or one selection from List B along with one selection from List C. Here is the list of Acceptable Documents for Form I-9.  If the student employee completing the Form I-9 remotely, an adult over the age of 18 must be present in the household to confirm identity.
  2. Once the I-9 is completed with the, further instructions will be sent regarding the completion of the Form W-4, Confidentiality Security Agreement, Computer Network Use Agreement, Mandated Reporter Acknowledgement, sexual harassment training and a background screening.
  3. Both the student employee and the supervisor will receive an email confirming that the hire may be entered into our system and students may begin working at that time. Students MAY NOT begin working prior to receiving the confirmation email from Student Employment. 
  4. Student Employees are encouraged to Review Their Health Insurance Coverage Options.
  5. An email will be sent to all new student employees with information on how to report work hours and how to set-up direct deposit. 

Section 7 - Personal Appearance and Conduct

Personal appearance and professional attire is necessary to fulfill the mission of the University. Each student employee is responsible to convey a professional image to all Pepperdine community members through his or her contact with others. Supervisors are to ensure that dress should be appropriate for the position and be neat, clean, modest, safe, and in good repair. All employees are expected to exercise appropriate hygiene and respect the reasonable sensibilities of coworkers.

For positions that require it, all Personal Protective Equipment (PPE) must be worn at all times to ensure employee safety. Departments may have their own dress code relevant to the work function.

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7.1 Conduct

In harmony with its Christian philosophy and purposes, the University expects the highest standard of moral and ethical behavior from all of its student employees within the course and scope of their employment.

The expectations include, but are not limited to:
honesty;
sobriety;
dependability;
following established procedures and regulations;
prompt compliance with all requirements and lawful orders or directions of supervisors;
treating everyone with respect and dignity and generally assuming goodwill;
appropriately raising concerns with one's supervisor;
efficiency in performance of the job;
abstaining from the use of vulgar or offensive language;
avoiding conduct that may bring reproach or embarrassment to the University; and
awareness of how one's conduct may reflect upon the University's Christian mission and reputation.

While no attempt will be made to intrude on the purely personal and private lives of employees, any employee whose conduct and performance does not comply with the above stated expectations may be subject to discipline, including suspension or immediate dismissal, without prior notice.

The following general rules of conduct while on University property have been established. The points below are only examples of conduct and do not comprise an exclusive list of conduct that may lead to discipline up to and including dismissal:

reporting for work, or working under, the influence of liquor, drugs, or narcotics (as specified by the Food and Drug Administration);
use, sale, or possession of intoxicating liquors, narcotics, or abuse of prescription drugs;
intentionally falsifying records;
sleeping on the job;
unauthorized removal of property belonging to the University, its employees, students, or guests;
inciting, or attempting to incite, others by word or action to the use of violence; or threats of, actual violence;
illegal gambling;
smoking in "No Smoking" areas;
possessing or carrying firearms, weapons, or explosives;
any deliberate or negligent destruction or misuse of equipment, property, or material;
frequent tardiness or unauthorized absence from work station;
insubordination;
failure to report absences, or reporting them improperly (applies to employees and/or their supervisors); or
other "failures of good behavior" not mentioned specifically above which are not in concert with the University's Christian mission or are covered in other University instructions and regulations or federal, state, or local laws.
Employees are expected to be good stewards of University resources and hold operational costs to a minimum. Supplies should be used with care and never removed from University property unless in transit to another Pepperdine location.

Further, employees remain employed at will at all times and employment may be terminated by either the employer or employee without cause or notice.

7.2 Personal Telephone Calls

The unreasonable use of University telephones for personal calls is prohibited.

7.3 Student Code Of Conduct

In addition to the aforementioned employment conduct requirements above. Students will also be held responsible for all items indicated within the Pepperdine Student Code of Conduct while completing work for the University. 

7.4 - Employment Of Relatives

Since its inception, Pepperdine University has been well served by families. In some cases, several generations of the same family have been involved in the life and work of the University. While valuing and encouraging the contribution these families make, the University is committed to fostering a work environment free from the employment problems commonly associated with nepotism. It is, therefore, the intent of this policy to avoid any real or apparent conflict of interest that may arise from members of the same family working for the University.

Employees' relatives will not be eligible for employment with the University in positions where potential problems of favoritism, morale, supervision, safety, security or conflict of interest exist.

Therefore, employees may not supervise relatives within the same reporting line or hierarchy. Relatives include an employee's spouse, significant other, ancestors, children, grandchildren, great grandchildren, siblings (whether by whole or half-blood), and the spouses of children, grandchildren, great grandchildren, and siblings. For example, an Assistant Director should not hire a relative of the Director as a Receptionist. In cases where related employees assignments are in different departments and/or otherwise assure the absence of favoritism or nepotism, exceptions may be approved by Student Employment.

Employees, whether or not in the same reporting line, shall not use the influence or authority of their University positions to the undue advantage of their relatives in University employment matters.

Employees who are members of the same family are not considered agents for each other in human resource matters. They should not interfere with the University's employer/employee relationship with their relative(s) nor expect undue access to the various aspects of that relationship.

If a supervisor and employee within the same reporting line or hierarchy become related by marriage or adoption, or a supervisor finds him/herself within the same reporting line or hierarchy as a relative due to University reorganization, the relatives will have six months to make arrangements to be in compliance with this policy. If after six months the two relatives are still out of compliance, the Vice President and Chief Business Officer will propose a solution to the Executive Vice President.

Complaints of unfair treatment on the basis of family connections with regard to specific employment actions (hiring, promotion, termination, assessment, salary administration, etc.) should be made in writing to the Vice President and Chief Business Officer.

Section 8 - Student Employee Supervisor Responsibilities

All student employee supervisors are expected to know thoroughly the functions of the supervised department/unit within the larger context of the University:

  • Know all policies and procedures.
  • Know what a department/unit is charged with doing.
  • Understand the function and purpose of each student position.
  • Know where the work comes from and where it goes.
  • Know the required standards of quality.
  • Understand the volume of work to be handled.
  • Approve all hours worked by student employees. 

Know the departmental budget and stay within it:

  • Discuss cost concerns with departmental staff.
  • Practice preventative maintenance in order to avoid equipment breakdown and loss of production.
  • Analyze student jobs periodically to improve efficiency and reduce/avoid duplication of effort.

Ensure that assigned work is produced on time, within budget, and up to expected standards:

  • Provide job descriptions for all student employees to ensure they know what responsibilities have been assigned to them.
  • Provide adequate training, tools, and supplies to enable employees to accomplish assigned duties.
  • Provide employees a safe environment in which to work.
  • Allow sufficient time for planning work assignments.
  • Prioritize work so that the department can best achieve the University's objectives.

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8.1 To The Immediate Supervisor

University staff or faculty members who serve as Immediate Supervisors to student employees are expected to: 

  • Show courtesy and respect.
  • Cooperate, follow directives, and execute instructions as directed.
  • Always assume full responsibility for work assigned.
  • Report the status of any important phase of operation fully, simply, and accurately when requested.
  • Alert your superior to any significant change in either working conditions or in the ability to meet production schedules.
  • Look for better ways of doing things and offer ideas and suggestions for improvements.
  • Make every effort to relieve the immediate supervisor of unnecessary job details, whenever possible and as appropriate.

8.2 Necessary System Access For Student Supervisors

8.2.1 Student Hire Center

The PeopleSoft Human Resources Access Request form allows you to have access to our Student Hire Center, where you can hire students online into our system.  Please follow these steps to complete the form correctly.

  1. Under "REQUEST TYPE", select "New”
  2. Type in your information as the "Employee"
  3. Under "DEPARTMENTS", please add the necessary department(s) that you need access to hire student employees
  4. Under "UNIVERSITY USERS" and under "Add", please keep the "Student Hire Module and Student Department Roster" box checked 
  5. Leave the "CORE HUMAN CAPITAL MANAGEMENT" section blank
  6. Under "REASON FOR REQUEST", please type out 1 to 5 sentences regarding why you need to have access to hiring student employees for your department.
  7. The form should then be sent to your supervisor for their approval
  8. Once your supervisor approves, the form goes to the HR Team and the PeopleSoft Security Team for their approval.
  9. You will be notified when you have access to hiring student employees for your new department

8.2.2 Kronos Supervisor Access

The Kronos Supervisor Access is a form that will allow you to approve students’ timecards through Kronos, our online timecard system. Please follow these steps to complete the form correctly.

  1. Someone else from the department (apart from you) has to be the person who completes this form.  This designated person can be an administrative support person, a colleague in the same department, or your supervisor.  Please forward this form to that designated person and provide them the following instructions. 
    1. Under “Employee Search”, please search for the name of the person who needs access to approving student employees’ timecards. Information should automatically populate under the “Employee and Supervisor Lookup” section as well as the “Employee Information” section.
    2. Under the “Department Authorized To Sign For”, please type in the 5 digit department ID in the "Department" field that the person needs access to approving the student employees’ timecards.
    3. If this person is overseeing more than one department, please click on the “Add Additional Department” button to include the additional departments.
    4. Be sure to also check the "Students" box under where it says "Authorized to approve" in order to gain access to approving student employees' timecards. 
    5. Click on the “Submit” check icon button at the bottom of your page; the form should then be sent to the Payroll Office.
    6. Once everything is approved, then this person should gain access to approving the student employees’ timecards in Kronos for those departments requested.

8.3 Supervisor Quick Guide

All student employee supervisors are welcome to reference our Supervisor Quick Guide, which provides an overview of student employment and some how-to guides for hiring and on-boarding students. 

8.4 Supervisor Trainings

The Office of Student Employment hosts monthly supervisor training sessions. All new Student Employee Supervisors are encourage to attend “Employing a Pepp Student: Supervisor Essentials”. For more information and to register for an upcoming training session, please visit our website. 

Section 9 - Terminations 

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9.1 Overview

The employment relationship is based on the mutual consent of the employee and the University. Accordingly, either the employee or the University can terminate the employment relationship, at will, with or without cause, at any time during the employment relationship.

9.2 Resignations

A student employee wishing to end his or her employment with the University should provide notice in writing of the effective date of separation. Normal expectation for termination notice is two weeks. It is the supervisor's responsibility to see that all University property is turned in by the student employee. The supervisor should contact Student Employment immediately to ensure all off-boarding requirements are met. 

Student employees may terminate their employment at their own discretion. Reasons for a student's resignation include:

  • Course work overload;
  • Class scheduling conflicts;
  • Better job opportunity;
  • Co-op or internship opportunity;
  • Graduation;
  • Conflict with supervisor or co-workers;
  • Personal reasons.

9.3 Involuntary Terminations 

A supervisor should contact the Director of Student Employment prior to discussing termination with an employee. Student Employment, in partnership with Human Resources, will evaluate the proposed action and make a recommendation to the supervisor of the disposition of his or her request to terminate. If the decision is to terminate, Student Employment and Human Resources will assist the supervisor in composing a final memorandum to the employee. 

9.3.1 Just Cause Immediate Terminate

The University may, without prior notice, place any student employee on investigatory leave in order to review or investigate allegations of the following misconduct: (1) Willful falsification of employment application, time card or other College records; (2) Gross negligence that results in material injury to property, person, or public relations; (3) Theft, assault, or any other criminal act; (4) Harassment of others; (5) Violation of the University’s Title IX, non-discrimination, or confidentiality policies; and (6) Refusal to perform assigned duties.

After a student employee is placed on investigatory leave, the University shall perform a factual investigation of the allegations of misconduct. If the University deems the allegations are founded, the student employee may be immediately terminated. Student employees can receive pay during the investigatory leave. This pay shall be the greater of 1) the amount which the student employee would have earned had they not been placed on investigatory leave, based on their scheduled hours, or 2) the amount earned by the student employee during the last full pay period prior to the investigatory leave, prorated by the number of days the student employee is placed on investigatory leave.

 

9.4 Release from Assignment due to Work-Study Depletion

Students who fully deplete their Federal Work-Study (FWS), Pepperdine Work Program (PWP), or Pepperdine Work Share (PWS) award may be released from their student employment position if the department is unable to compensate the student from their departmental budget. Departmental budgets vary and all releases due to work-study depletion are handled on a case by case basis. 

9.5 Performance Development Process for Student Employees

Due to the nature of the Student Employment relationship with the University, it is a shared goal that all student employees are provided with the opportunity to develop workplace skill sets and professionalism throughout their employment with the University. It is not uncommon for students to enter their student employment role with little or no professional work experience, and adequate training must be provided to all student employees. If a hiring department or student supervisor have performance concerns with a student employee, please contact the Director of Student Employment for further guidance on the University’s Performance Process or PDP. 

Section 10 - Payroll Procedures

Adherence to payroll procedures and published deadlines is mandatory. Supervisors are responsible for ensuring their student staff adhere to the following:

Ensuring all time worked is accurately recorded;

maintaining accurate records concerning sick leave or any other absences taken

daily (or "regularly") recording time worked or not worked, whether authorized or unauthorized, by student employees.

All employees are responsible for maintaining the confidentiality of payroll data at all times.

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10.1 Pay Periods

HOURLY (nonexempt) student employees are paid on a biweekly basis according to the time records submitted through Kronos. Time records will cover a two-week period, commencing on a Monday at 12:01 a.m. and ending on a Sunday, fourteen days later at 12 midnight.

All time records submitted must be for the period as determined by the Payroll Office. Payday will be every other Friday, one week following the last Sunday indicated on the time record. If a holiday occurs on Friday, payday will be the previous Thursday. Under certain circumstances, payday may be advanced to the last working day prior to a holiday period.

10.1.1 The Work Day

The workday is any consecutive twenty-four hours, beginning at the same time each calendar day.

10.1.2 The Work Week

A workweek is seven consecutive days starting with the same calendar day each week.

10.1.3 Standard Work Shift

The normal workweek commences at 12:01 a.m. Monday and ends at 12 midnight on the following Sunday. Normal hours of work during such a workweek are 8 a.m. until 5 p.m. each day, Monday through Friday.

10.1.4 Overtime: Nonexempt Student Employees

Normally, all work should be completed within regular working hours. Overtime should be scheduled only in special circumstances, and only after securing approval from the student’s supervisor or hiring manager. 

10.1.5 Overtime: Emergency

Emergency overtime is required when a nonexempt employee is designated as critical support personnel or is notified by telephone to report to work. Employees so notified must be paid for a minimum period of four hours. Pay will be at the appropriate rate for that day.

10.2 Time Records

All student employees are subject to wage and hour regulations. Each employee in this category must record the number of hours actually worked each day on a timesheet.

An hourly employee permitted to come to work without having been notified that there will be no work, must be paid half the normal work time scheduled, not to be less than 2 hours or more than 4 hours, regardless of the reason work is unavailable. Pay will be at the appropriate rate for that day.

Time records must be approved by supervisors and forwarded to the payroll department according to the published schedule. To ensure that employees are paid punctually, correctly completed timesheets must be received on schedule.

10.3 Meal and Rest Periods

Each student employee working at least five (5) consecutive hours per shift shall be entitled to a meal period of a minimum of thirty (30) minutes by no later than the end of the fifth hour of work. Employees on a shift of more than five, but less than six hours, may choose to voluntarily waive the meal period in writing. Nonexempt employees who work more than ten (10) hours in a shift, will be provided a second, unpaid meal period of at least 30 minutes. Depending on the circumstances, an employee may be permitted to waive the second meal period if the employee took the first meal period, if the total hours worked for the shift is no more than twelve (12) hours, and if the employee signs a meal waiver form. Meal periods are not considered as time worked, given that the meal period is at least thirty (30) minutes long and the employee is completely relieved of all duty and free to leave the work area and premises.

Nonexempt employees are expected and authorized to take a net, fifteen (15) minute rest period for each four (4) hours worked or major portion thereof, generally one to be taken in the work period prior to the meal period and one in the work period following the meal period. Employees are to be free from any work responsibility or interruption during their rest period; however, in cases of emergency, employees will be expected to reschedule their rest period at some other time during the applicable four (4) hour period. Rest periods are considered as time worked for which there shall be no deduction from wages. Employees whose total daily work time is less than three and one-half hours are not entitled to a rest period.

10.4 Rate Changes

Changes in rates of pay must be made effective on the beginning of a pay period.

10.5 Lactation Accommodations 

Upon request, student employees who require lactation accommodation will be provided a reasonable amount of break time for this purpose. The break time will, to the extent possible, run concurrently with any paid break time already provided, and to the extent additional break time is needed, such additional time will be unpaid. You may use your own office or an available private room near your work area for privacy. To ensure privacy, you should make arrangements for these breaks with your supervisor/manager. Please contact Human Resources for instructions on use of lactation rooms.

10.6 Reporting Time Off/Absence

To report an absence, student employees must notify their department heads, supervisors, or other designated persons as early as possible and no later than the beginning of the regularly scheduled shift. The designated person receiving the call will log the following:

employee's name;

date and time called;

who called;

reason for absence; and

expected length of absence.

All employees should understand that calling in only notifies the University and does not necessarily excuse the absence.

Employees requesting time off for various reasons (including vacation) must put this request in writing and receive written approval before taking the specified day(s) off. Any employee who must take time off because of an emergency must obtain permission from his or her immediate supervisor during the first working hour of the day or before leaving the workstation.

Supervisors are responsible for reporting time off for NONEXEMPT employees by certifying the correctness of the time records.

Failure to adhere to the above may result in disciplinary action or termination of employment.

10.7 Tardiness

Any student employee who will be late in reporting to work must notify their immediate supervisor during the first thirty minutes of the normal start of work. It is the responsibility of the employee to keep the supervisor fully informed.

10.8 Jury/Witness Duty

The University considers jury and witness duty to be an important civic responsibility. Having loyal, conscientious, honest citizens serving on our juries or as a witness is a basic and essential element of our American system of justice. Therefore, it shall be the policy of this University to encourage jury service by its employees when their duties to the University permit.

An employee called to serve will be excused to serve on jury or witness duty, and for up to ten (10) work days of jury or witness service shall be paid at their regular base salary for such service (only to the extent that such employee would otherwise be unpaid). For an employee serving on a jury in which the trial extends beyond ten (10) paid work days, his or her absence will be excused until the trial is completed, even though the employee will only be paid a maximum of ten (10) work days. Thus, any time after ten (10) days is unpaid.

10.8.1 Procedures for Compliance

When an employee receives notice of possible selection for jury service or a subpoena which would necessitate time off from work, the employee shall promptly provide a copy of such notice or subpoena to his/her supervisor. Time spent on jury duty or appearing in response to a subpoena during regular working hours shall be identified as jury service or subpoena response on the employee's timesheet. 

If a reasonable portion of the working day remains after being excused from jury duty or the subpoenaed appearance, the employee is to return to work.

10.8.2 Requests for Postponement/Excuse from Service

If, after consultation, the employee and/or his or her supervisor believe that jury service would impose an undue hardship on the employee or the University, the supervisor will assist the employee, as appropriate, in preparing a request to the court to be excused from the jury service or that it be postponed.

Section 11 - Substance Abuse Policy 

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11.1 Purpose

In keeping with the mission of the University and its commitment to provide an alcohol and drug-free work environment, the University has formulated the following policy regarding alcohol and drugs.

11.2 Applicability 

This policy applies to all employees, including those persons who are classified as faculty, staff and student workers.

This policy also applies to independent contractors employed directly by the University.

11.3 Definitions

SUBSTANCE means any drug (including alcohol) that has known mind or function-altering effects on a human subject, specifically including psychoactive substances and including, but not limited to, substances controlled or prohibited by State and/or Federal law. Alcohol in this context means beer, wine and all forms of distilled liquor, or any beverage, mixture or preparation containing ethyl alcohol.

11.4 Prohibitions 

The University prohibits the illegal use, possession, transport, manufacture, distribution, promotion or sale of drugs, drug paraphernalia or look-alike (simulated) drugs and the unauthorized use or possession of alcohol while performing work for the University.

University employees and independent contractors must not report to work or be on University controlled property while under the influence of any drug, alcohol or other substance which will in any way affect their work performance, alertness, coordination or response, or affect the safety of others on the job, or which would affect their ability to appropriately represent the University.

At no time or place shall an employee use or be under the influence of drugs or alcohol or any mind altering substance while driving, riding or sitting in a University vehicle.

11.5 Medically Authorized Drugs

Any employee who is required to use a medically prescribed or over-the-counter drug which may impair or affect the employee's alertness, coordination or responses must advise their supervisor of this fact before reporting to work. It is the employee's responsibility to determine whether or not a prescribed or over the counter drug may impair their job performance.

The University reserves the right to require any employee using prescribed or over-the-counter drugs to provide a physician's certification that the use of the drug will not impair the ability of the employee to perform their job properly and safely.

11.6 Reporting Obligations

In accordance with and pursuant to the requirements of the DRUG-FREE WORKPLACE ACT OF 1988:

Any staff employee (including student employees) must notify the Vice President and Chief Business Officer within five days of any conviction for criminal conduct related to drugs in the workplace; and
Any faculty employee must notify the Office of the Provost within five days of any conviction for criminal conduct related to drugs in the workplace.

11.7 Disciplinary Action

Employees who violate this policy in any way, or who refuse to cooperate with any aspect of this policy, will be subject to appropriate disciplinary action up to and including termination of employment, even for a first offense.

Section 12 - Worker's Compensation Insurance

Pepperdine University has complete Workers' Compensation coverage on all employees for injuries, illness or death that may occur while at work. This coverage is provided at no cost to the employee. To be eligible for Workers' Compensation benefits, the injury, illness or death must be as a direct result of the job. Benefit entitlements are governed by law, but it is essential that you report all work-related accidents, injuries or illnesses immediately.

More specifically, the employee must notify his or her supervisor immediately about any injury, no matter how small, and what, where, and how the injury happened. It is the supervisor's responsibility to notify Student Employment or Human Resources the day on which a work-related injury or illness occurs. Human Resources will complete necessary reports and arrange for prompt medical treatment.

If the injured employee wants to be treated by a personal physician, excluding chiropractors, Human Resources must have on file the name, address, and phone number of that doctor before treatment of a medical problem is needed. The term "PERSONAL PHYSICIAN" is defined as "the employee's regular physician or surgeon who has previously directed the medical treatment of the employee and who retains the employee's medical records including his or her medical history."

If the employee does not notify Human Resources in advance, then the employee will be sent to a doctor or clinic that the University's insurance carrier has chosen. In such a case, however, the employee may change to a doctor of his or her choice after thirty days provided that the employee gave Human Resources and the University's insurance carrier advance notification of the name and address of the physician or facility selected.

The University and its insurance carrier may not be liable for the payment of workers' compensation benefits for any injury which arises out of an employee's voluntary participation in any off-duty recreational, social, or athletic activity which is not a part of the employee's work related duties.

California law makes it a crime to knowingly file a false or fraudulent claim for Workers' Compensation benefits, or to knowingly submit false or fraudulent information in connection with any Workers' Compensation claim. Violation of this law is punishable by imprisonment of up to five years, a fine of up to $50,000, or both. Filing a false or fraudulent workers' compensation claim is also a violation of University policy, and will result in disciplinary action, including, but not limited to suspension, demotion or discharge.

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Section 13 - Unemployment Compensation

Coverage is provided for unemployment transpiring through no disqualifying fault of the employee. Decisions regarding eligibility are reserved by the state. Student employees at Pepperdine do not qualify for unemployment benefits.

If a student employee chooses to file a claim for unemployment it is very likely that it will be denied based on California EDD eligibility unemployment insurance guidelines found within the Employment Development Department website.  If students have been let go from a position that was off-campus, not with Pepperdine, they may qualify for unemployment benefits. Please ask that they check with their off-campus employer. 

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Section 14 - Complaints

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14.1 Employee Grievance Procedure

The purpose of this employee grievance procedure is to provide for the resolution of work-related grievances, including, but not limited to, allegations of harassment, unlawful discrimination, and the denial of reasonable accommodations to persons with disabilities. This policy is not applicable to situations where another policy with a right of appeal applies. The procedure described below may be initiated by an employee, or the University at its sole discretion.

This procedure is designed to allow employees to address complaints in a fair, consistent, and objective manner. Any act of retaliation by a University employee or by one acting on behalf of the University, including the intimidation of a grievant, respondent, or witness, will result in prompt disciplinary action.

This procedure shall not be used to bring frivolous or malicious complaints. If a complaint has been made in bad faith, disciplinary action may be taken against the person bringing the complaint.

14.1.1 Initiating a Grievance Proceeding

Informal Resolution: Before initiating a formal grievance, the employee should discuss the matter in dispute with the supervisor or the other person with whom the employee has a concern and seek a mutual resolution. Human Resources and Student Employment are available to consult with employees/grievants and supervisors in an effort to facilitate informal resolution and to consult with employees/grievants regarding allegations of unlawful discrimination or harassment. An informal resolution may be pursued at any time during this procedure. It is the University's belief that most grievances can and will be resolved at this level.

Employees should report allegations of unlawful discrimination or harassment to their supervisors as soon as possible after the alleged occurrence of discrimination or harassment.

Initiation of Complaint: If an informal resolution does not result, the grievant may submit a complaint to the immediate supervisor of the employee against whom the complaint is made, with a copy to Student Employment, to initiate a grievance. Initially, concerns may be communicated orally; however, they should be submitted in writing before any formal review takes place under this procedure. The written complaint should specify the University policy, departmental procedure, or norm violated, and specifically set forth all relevant factual details.

If at any time a supervisor receives allegations of unlawful discrimination or harassment, he or she must immediately notify Human Resources and Student Employment, even if the allegations are not made in writing and no formal grievance has been initiated.

At any time a superior to the grievant's immediate supervisor may choose to take the place of the supervisor for purposes of this procedure. In such cases, the term "supervisor" in this procedure would apply to the immediate supervisor's superior.

If the complaint involves the grievant's immediate supervisor, and the grievant can reasonably demonstrate to the supervisor's superior that the immediate supervisor may not be able to deal objectively with the situation, the grievant may make the formal complaint to the immediate supervisor's superior. In such cases, the term "supervisor" in this procedure would apply to the immediate supervisor's superior.

14.1.2 Review by the Supervisor

The supervisor shall read the complaint and determine whether the complaint's allegations warrant implementing the remainder of the procedures outlined below. If, for example, the allegations in the complaint, even if true, would not constitute a violation of a University policy, procedure, or norm, then the supervisor should inform the grievant in writing that the grievant's allegations are not subject to further investigation.

If the supervisor determines that the allegations in the complaint warrant further investigation and consideration, then the supervisor shall forward a copy of the complaint to the person against whom the complaint is made ("respondent"). This shall be done within a reasonable amount of time after the supervisor receives the complaint.

Written Response: The respondent shall be given 14 calendar days from receipt of the complaint to return a written response to the supervisor with a copy to Human Resources and Student Employment. Necessary extensions may be granted at the discretion of the supervisor.

Investigation: The supervisor has the discretion to initiate a reasonable investigation into the matter. The scope of any investigation shall be at the sole discretion of the supervisor. The investigation may include, but is not limited to, meeting with the parties, talking with witnesses, and reviewing any supporting documents. Human Resources and Student Employment may initiate their own investigation into the matter, and/or it may participate in the supervisor's investigation. The scope of the' investigation shall be the sole discretion of the Vice President and Chief Business Officer or his or her designee.

A grievant may elect to withdraw a complaint at any time; however, the University reserves the right to investigate all complaints in order to protect the interests of the University and its community.

14.1.3 The Decision

Within a reasonable time, the supervisor shall make a decision based on the formal complaint, response, and any other information the supervisor determines is relevant. This decision shall be in writing and shall consist of factual findings, conclusions, and a remedy if one is appropriate. All parties and Human Resources shall receive a copy of the supervisor's decision.

14.1.4 Appeal of Supervisor's Decision

Request for Appeal: Any party may submit a written request for appeal of the supervisor's decision to Human Resources/Student Employment within 14 calendar days from the date of the mailing of the supervisor's decision. Human Resources will forward the request to the successive supervisor of the individual who conducted the investigation. The successive supervisor of the individual who conducted the investigation will act as the reviewing officer. The request for appeal must specifically set forth all grounds for appeal. The non-appealing party must be given the opportunity to respond in writing to the request for appeal.

Grounds for Appeal: The reviewing officer shall be limited to addressing only the following questions:

Did the supervisor consider the important and appropriate facts in the handling of this matter?

Did the grievant prove by a "preponderance of the evidence" (i.e., more likely than not) that the person against whom the grievant has a grievance in fact violated a University policy, procedure, or norm, or otherwise engaged in any unlawful or illegal activity?

Was the process carried out in a fair manner?

Was the decision one which a reasonable person might have made?

Reviewing Officer's Decision: Within a reasonable time, the reviewing officer shall make a decision based on the written complaint, the written response, the supervisor's written decision, the written request for appeal, any written response to the request for appeal, any meeting the reviewing officer held in regard to the appeal, and any other material or evidence relevant to the appropriate grounds for appeal. Whether to grant a meeting with the appellant and/or respondent shall be the sole discretion of the reviewing officer. All parties and Human Resources shall receive a copy of the reviewing officer's decision.

14.1.5 Final Appeal

Request for Final Appeal: Unless the Appeal of the Supervisor's Decision was heard by a University senior administrator, any party may submit a written request for a final appeal of the reviewing officer's decision to Human Resources within 7 calendar days from the date of the mailing of the reviewing officer's decision. Human Resources will forward the request to the President's Office, who will assign the appeal to a University senior administrator, or his or her designee, who will act as the final appeal officer. The request for a final appeal must specifically set forth all grounds for appeal. The non-appealing party must be given the opportunity to respond in writing to the request for a final appeal.

Grounds for Final Appeal: The final appeal officer shall be limited to addressing only the following questions:

Did the supervisor consider the important and appropriate facts in the handling of this matter?

Did the grievant prove by a "preponderance of the evidence" (i.e., more likely than not) that the person against whom the grievant has a grievance in fact violated a University policy, procedure, or norm, or otherwise engaged in any unlawful or illegal activity?

Was the process carried out in a fair manner?

Was the decision one which a reasonable person might have made?

Final Appeal Decision: Within a reasonable time, the final appeal officer shall make a final decision based on the written complaint, the written response, the supervisor's written decision, the written request for appeal and for final appeal, and any written response to the request for appeal or request for final appeal. The decision of the final appeal officer shall be final. All parties, and Human Resources, shall receive a copy of the final appeal officer's decision.

14.1.6 Retention of Records

All written decisions made and materials produced in connection with a grievance conducted under this procedure shall be retained by the supervisor for at least two years from the date that the final decision was issued.

Section 15 - Drivers Policy 

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15.1 Purpose

To ensure drivers are properly licensed and trained to operate University-owned and personal vehicles in a safe manner while driving on University business.

15.2 Policy

Student employees who operate University-owned and personal vehicles while driving on University business, must: 1) be registered with the Office of Insurance and Risk; 2) have a safe driving record with the Department of Motor Vehicles and the University's Department of Public Safety; 3) complete any applicable driver training prior to driving on University business; and 4) be compensated for any time spent driving for University business. Notwithstanding this policy, the University reserves the right to prohibit any employee from driving on University business in its sole discretion. Additionally, any employee may be disciplined, up to and including termination, as a result of violating this policy or using poor judgment while driving on University business.

15.3 Procedures

Driving on Pepperdine University business is a privilege that is available to student employees and individuals approved at the discretion of the Office of Insurance & Risk who meet the following criteria:

1. The driver must be a Pepperdine University full-time or part-time employee, a student employee, or approved at the discretion of the Office of Insurance & Risk.

Student drivers must be 18-years of age and maintain a clear disciplinary record with the University.

2. The driver must submit an authorized and completed Driver Status Form to the Office of Insurance and Risk. In the event an employee transfers departments or changes driving status, it is the responsibility of the employee's immediate supervisor to submit an updated Driver Status Form to the Office of Insurance and Risk prior to the employee driving on University business. A completed form includes the signatures of the employee and his/her immediate supervisor and attached copies of the employee's current, valid driver's license and proof of personal insurance. By signing the form, the supervisor recommends that the employee be allowed to drive on University business. Employees should note on their Driver Status Form if they prefer to receive driver training (if applicable) in Spanish.

3. Drivers need the proper class of license, passenger endorsement, and medical certificate to operate the vehicles required by their job functions. A passenger endorsement is required for employees with a Class B license transporting passengers. A medical certificate is required for a passenger endorsement and for vanpool drivers. Proper licensing and endorsements are acquired through the Department of Motor Vehicles (DMV).

4. The Office of Insurance and Risk requires a Motor Vehicle Report (MVR) indicating a satisfactory driving record on file for:

Employees driving University-owned vehicles

Student employee drivers

Vanpool drivers

Upper level administrators

Employees using their personal vehicles on University business one or more times per month

5. Generally, the Office of Insurance and Risk will request and secure the MVR from the DMV. MVRs requested from the DMV by Insurance and Risk take up to four weeks to arrive. If an employee needs approval to drive sooner, the employee or sponsoring department is responsible for acquiring an MVR from the DMV and submitting it to the Office of Insurance and Risk.

6. Periodic driver training is required for:

Employees driving University-owned fleet vehicles

Student employee drivers

Vanpool drivers

7. Once a driver has submitted a completed and authorized Driver Status Form to the Office of Insurance and Risk, has successfully completed any applicable driver-training, and the Office of Insurance and Risk has received a MVR (if necessary) showing a safe driving record as defined by this policy, a driver is then approved to drive on University business.

If an employee is driving a University vehicle or is seeking reimbursement from the University for mileage, the driving is likely "on University business." For more information, please contact the Office of Insurance and Risk at (310) 506-4410.

15.4 Safe Driving Record

Pepperdine does not permit any employee to drive with a DMV point count that exceeds one-half the DMV "negligent operator" point count. Employees with a major citation within the last 36 months may not be allowed to drive on University business. Examples of major citations include, but are not limited to, DUI, reckless driving, or driving with a suspended or revoked license.

By California Vehicle Code, any driver with 4 points in 12 months, 6 points in 24 months, or 8 points in 36 months shall be presumed to be a negligent operator of a motor vehicle, and his/her driver's license is automatically suspended by the DMV. Therefore, in order to drive on University business, Pepperdine employees may not exceed 2 points in 12 months, 3 points in 24 months, or 4 points in 36 months and must not have had a major citation in the last 36 months. Student drivers are held to the following acceptable level: 1 point in 12 months, 2 points in 24 months, and 3 points in 36 months and must not have had a major citation in the last 36 months.

Citations issued by the Department of Public Safety are assigned the same number of points and carry the same consequences as citations reflected on a DMV report. The University may also assign one half point for each verified complaint received via the University's (800) How's My Driving complaint hotline.

15.5 Protocols While Driving

1. Obey all traffic laws and appropriate safety precautions for the location being driven.

2. Cell phone use while driving on University business is prohibited, except in emergency situations or if using a hands-free device.

A California State law bans the use of cell phones without a hands-free device while driving a vehicle.

3. Two-way radio use while driving on University business is prohibited except for Public Safety officers and Business Services employees within the scope of their employment. In all other situations, pull to the side of the road before using a two-way radio.

4. On group road trips exceeding 100 miles from campus, at least one person other than the driver must be awake and seated next to the driver.

15.6 Reporting Auto Collisions

If an accident occurs, follow the guidelines below:

1. Ensure all passengers and drivers are out of immediate danger.

2. Seek medical aid for the injured. On the Malibu campus, call Public Safety at (310) 506-4441. At any other location call 911.

3. If off-campus, notify the local police department of the accident. Note: The police, in many cities, may not respond to vehicle accidents unless there are injuries or significant damage. If the police do not respond, please request to file a police report concerning the collision and proceed to the next steps listed below.

4. State the facts, but NEVER ASSUME OR ADMIT FAULT. (Fault is a legal issue dependent on the facts and is determined by the insurance companies, law enforcement, and the judicial system.)

5. If driving a University vehicle, utilize the forms in the Auto Accident Packet located in the glove compartment. Provide the information on the University Insurance Identification Card to the other party involved. If driving a personal vehicle, provide insurance information for the owner of the vehicle.

California insurance laws state that the owner of the vehicle is liable for any accidents caused by the vehicle. Therefore, the vehicle owner's insurance is the primary insurer in the event of an accident.

6. Obtain information from the other driver including their name, address, phone number, driver license number, vehicle make, model, and license plate, and insurance company and policy number.

7. Obtain statements from witnesses, if possible. Ask witnesses to write down their account of the accident and include their name and phone number. Take photos of the scene including vehicles at the point of impact, damage to each vehicle, and the overall scene in each direction.

Report all accidents to your immediate supervisor as soon as possible and to the Office of Insurance and Risk within 24-hours of the incident's occurrence. Submit all Auto Accident Packet forms to the Office of Insurance and Risk: (310) 506-4410.

15.7 Auto Collision Follow-Up

The Office of Insurance and Risk serves as an intermediary between the University department and the University's insurance carrier. The department using the vehicle is responsible for obtaining an estimate to repair any damage to the University vehicle and submitting a copy to Insurance and Risk. Once the estimate is approved, the department owning the damaged vehicle is responsible for ensuring that the repairs are completed in a timely fashion.