Student Worker New Hire Packet

New Hire Documents

All new student worker employees are required to complete a new hire packet prior to their first day of employment.

Instructions

Document	Instructions
New Hire Checklist	Use this checklist as your guide when completing the new hire documents.
Personnel Card/Emergency Contact	Complete this document with all accurate personal/emergency contact information. The home and mailing address provided will be used for processing payroll.
Affidavit of Designation to Receive Paycheck	Designates an individual to receive pay check(s) or monies owed to an employee in the event of the death of the employee. Complete this document with all accurate information. Ensure the person you designate is at least 18 years old and possesses a valid identification card.
W-4 Federal Tax Withholiding	Please ensure you are completing the most updated W-4 form (example: if you are hired in 2025, please complete the 2025 W-4 form). Enter your personal information in Step 1 (1a, 1b, and 1c). Complete Step 2, if applicable. For Step 3, Step 4a, 4b, and 4c, a number should be entered (do not leave these blank). Sign and date Step 5. If you have questions regarding how to complete this form, please contact your tax preparer.
DE-4 State Tax Withholding	Complete the "Enter Personal Information" section. Complete either (whichever is applicable) #1 and #2, #3 or #4. Sign and date. If you have questions regarding how to complete this form, please contact your tax preparer.
Direct Deposit Form	This form is optional. If you would like to enroll in direct deposit, please complete/sign the form and attach a voided check or bank direct deposit slip.
Social Security Form SSA - 1945	Your earnings from this job are not covered by Social Security. Employees who are already members of, or do not qualify for membership in CalSTRS or CalPERS will be placed into an alternate retirement system (APPLE). Please read the information provided on the document and sign the bottom of the document.
Notice of Exclusion from CalPERS	Your work assignment is excluded from CalPERS membership. Complete sections 1 and 2. Sign and date at the bottom of the page.
Employment Eligibility Verification - Form I-9	Please complete and sign the first page. Please schedule an in-person appointment with Human Resources to verify your orignal I-9 documentation. Refer to page 3 of the document to find a list of acceptable documentation. You have two options. Option 1: You can provide one item from List A. Option 2: You can provide one item from List B and one item from List C.
TB Test Clearance	You can meet the TB clearance requirement by either undergoing a skin test or completing the TB Assessment (next item on the list). For the TB skin test, please schedule an appointment with your personal physician. Please submit a copy of the TB test results to the Human Resources Department. The TB test results must be within 60 days prior to your employment with start date.
TB Risk Assessment	You can meet the TB clearance requirement by either undergoing a skin test (above item on list) or completing the TB Assessment. For the TB Assessment, please contact your personal physician to coordinate completing the assessment and obtain their signature. Please submit a copy of the TB Assessment to the Human Resources Department. The TB Assessment must be completed within 60 days prior to your employment with start date.
Physician Pre-Designation	If injured on the job, you have the right to be treated immediately by your personal physician. You must predesignate your physician prior to the injury and your physician must agree to treat you for the work-related injury. Read the document and complete the appropriate section. Please note that you have two options. Option 1: Elect to NOT pre-designate a personal physician. You will receive medical treatment from Gavilan College's medical providers. Option 2: Elect to be treated by a personal physician. If you elect to be treated by your personal physician, please have your personal physician complete the "Personal Physician Acknowledgement" section on the bottom of the page before returning to the Human Resources Department.
MPN Acknowledgement	Gavilan College provides Workers' Compensation coverage in the event of a work related injury. This document provides information about medical care in the event of a work related injury or illness. Read the document and complete the first page.
Disaster Service Worker Oath	All Gavilan College employees are diaster service workers. You may be called upon to assist n the even of fire, flood. earthquake, or other nautral or man-made disasters. Read the document and complete the last page. Please leave the "Subscribe and sworn to before me" section blank, as the Human Resources Department will complete this section.
DE-34 Form	Federal law requires employers to report to EDD within 20 days of start of work all new employees. Please complete the following section of the first empty box: Employee First Name, MI, Employee Last Name, Social Security Number, Street Number, Street Name, City, State, Zip Code, Start-of-Work Date (you can obtain this date from your department)
Confidentiality Agreement	As a Gavilan College employee, you may have access to employee and/or student information that is confidential. By signing this agreement, you agree that you will protect the privacy of records and will prevent inapproporiate or unnecessary disclosure of such records. Read the agreement and sign the bottom of the document. Please leave the witness section blank, as the Human Resources Department will complete this section.
Drug Free Workplace Policy	This policy is in compliance with the Federal Druge Free Workplace Act of 1988. It is unlawful to manufacture, distribute, dispense, possess or use controlled substances in all District workplaces. Read the policy and sign the bottom of the document.
Sexual Harassment Policy	All forms of harassment are contrary to basic standards of conduct between individuals and are prohihited by state and federal law, as well as this policy, and will not be tolerated. Read the document and complete the first page. If required, additional training will be provided.
Computer and Network Use Agreement	Read the board policy and administrative procedure. By signing the last page, you are acknowledging that you have been provided with, and have read and agree to compy with the policy and procedure.
Work Permit	Required for student workers under the age of 18. Contact your high school (if currently attending) or your local school district to complete the necessary documents/process to obtain a Permit to Employ and Work CDE Form B1-4.

Submission Options

Submission Option	Instructions
Adobe Sign	The new hire documents will be sent to your email via Adobe Sign for electronic completion. If you prefer to receive physical documents, please contact the Human Resources Department. In addition to the Adobe Sign new hire packet, the following documentation must also be submitted to Human Resources in person: I-9 Supporting Documentation TB Test Clearance/TB Risk Assessment
Scan/Email	You can print the forms, fill them out and scan to the Human Resources Department via email. Please note: if you will be submitting confidential documents electronically/via email, you must password protect any documents that contain confidential information, such as social security numbers, driver license numbers, bank account information, etc. You can send the Human Resources Department the password in a separate email.
Fax	You can fax the documents to the Human Resources Department at (408)846-4944.
Drop Off	You can drop off the documents to the Human Resources office in the Multi Purpose building (MP118) or place the documents in the Human Resources mailbox.
Mail	You can mail the documents to the Human Resources Department at the following address: Gavilan Joint Community College Attn: Human Resources 5055 Santa Teresa Blvd Gilroy, CA 95020

Administrative Procedure (AP) 7270 Student Workers

Please read and review Gavilan College's Administrative Procedure (AP) 7270 on Board Docs.

Human Resources Contact

If you have questions regarding the new hire documents/policies, or if you need additional information pertaining to your student worker employment, please contact the Human Resources Department.

Human Resources Department

Email: hr@gavilan.edu

Office Phone (voicemail): (408) 852-2823