New Employment Hire Documents

Welcome to Gavilan College Employment!

All new employees are required to complete and submit a new hire packet prior to their first date of employment. The new hire documents will be sent to you via Adobe Sign for electronic completion. If you prefer to receive physical documents, please contact the Human Resources Department. Please refer to your specific new hire instructions in the buttons below.

In addition to the new hire packet, the following documentation must also be submitted to Human Resources in person:

I-9 Supporting Documentation (refer to page 2 of I-9 form for a list of acceptable documents)
TB Test Clearance/TB Risk Assessment
Live Scan Fingerprint Clearance (if required for your position)

Please note that our office hours are Monday – Friday from 8:00am – 5:00pm, and we are closed from 12:00pm – 1:00pm for lunch.

We look forward to meeting you!

Gavilan College Human Resources Department

hr@gavilan.edu

408-852-2823

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

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.
Academic/Administrative Application	Complete this application and submit with your new hire documents. Please note that if you applied through NEOED, you do not have to complete the Academic/Administrative Application.
Verification of Teaching, Counseling and/or Librarian Work Experience	Previous teaching, counseling and or librarian work experience will be used to determine salary placement. Please complete this form for each college/institution you have previously worked for. After completing and signing the top portion of the form, please send directly to the previous college/institution. The college/institution will complete the form and send directly the Gavilan College Human Resources Department.
Resume	Submit a copy of your resume with your new hire documents.
Official Transcripts	All instruction-based positions require official transcripts. Unofficial transcripts are accepted for initial placement, but must be verified with official transcripts. Submit your official transcripts to the Human Resources Department. Official transcripts must be in a sealed envelope or sent directly to hr@gavilan.edu from the university credentialing services.
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 Withholding	Please ensure you are completing the most updated W-4 form (example: if you are hired in 2024, please complete the 2024 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.
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.
APPLE Plan Highlights	If you decline CalSTRS membership, you will automatically be enrolled in Accumulation Program for Part-time and Limited Service Employees (APPLE). This plan is offered as an alternate to Social Security and provides retirement and payroll benefits to part-time, seasonal, and temporary employees. This document provides APPLE Plan information.
CalSTRS Permissive Membership	If you will be electing CalSTRS membership, please complete and sign the form but leave the Membership Date blank. Per CalSTRS’ instructions, we can advise what date to enter, based on first day of work. **Membership Date may be no earlier than the first day of the pay period in which the election is made, or the first day of employment, whichever is later. Please work with your employer to select the most beneficial, valid membership date. If you will be declining membership, complete and sign the form. You will be automatically enrolled in the APPLE Plan (item above on list). Please note that you may only decline membership if you are not an existing CalSTRS member, as membership is irrevocable.
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.
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 original 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.
Live Scan Fingerprinting	All new employees are required to undergo a State of California Department of Justice and FBI criminal records check through Live Scan electronic fingerprinting. Employees must complete and clear the Live Scan process prior to employment. Please schedule a Live Scan appointment as soon as possible as results may take an extended time to be received. If you are charged an out-of-pocket fee, please keep your original receipt and submit to the Human Resources Department to receive reimbursement. Please note that agencies cannot share results. Therefore, results from another agency cannot be accepted.
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 Acknowledgment	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 disaster service workers. You may be called upon to assist in the event of fire, flood. earthquake, or other natural 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 inappropriate 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 Drug 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 prohibited 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.
Disclosure of Conviction Record	California Community Colleges are required by the California State Education Code to adhere to the education code provisions in considering applicants with conviction records. An applicant may be disqualified from an employment interview or dismissed from employment with the Gavilan Joint Community College District due to specific types of convictions or for failing to disclose convictions at the time of application for employment. Provide complete information for every incident you, as a juvenile or adult, have been convicted, fine, imprisoned, placed on probation, given a suspended sentence of have forfeited bail in connection with any offence, in civilian or military life. Do not include minor traffic violations such as parking or speeding, $50.00 fine or less, unless a warrant was issued for your arrest for failure to appear for a fine or sentencing. If you are uncertain whether an arrest led to a conviction, list the arrest and an explanation. Everyone is required to complete the three questions on the bottom of the second page.
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 comply with the policy and procedure.

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

Document	Instructions
New Hire Checklist	Use this checklist as your guide when completing the new hire documents.
Application (Academic/Classified)	Complete this application and submit with your new hire documents. Please note that if you applied through NEOED, you do not have to complete the Academic/Administrative Application.
Resume	Submit a copy of your resume with your new hire documents.
Official Transcripts (if applicable)	If applicable, submit your official transcripts to the Human Resources Department. Official transcripts must be in a sealed envelope or sent directly to hr@gavilan.edu from the university credentialing services.
Personnel Card	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 2024, please complete the 2024 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.
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 original 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.
Live Scan Fingerprinting	All new employees are required to undergo a State of California Department of Justice and FBI criminal records check through Live Scan electronic fingerprinting. Employees must complete and clear the Live Scan process prior to employment. Please schedule a Live Scan appointment as soon as possible as results may take an extended time to be received. If you are charged an out-of-pocket fee, please keep your original receipt and submit to the Human Resources Department to receive reimbursement. Please note that agencies cannot share results. Therefore, results from another agency cannot be accepted.
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 disaster service workers. You may be called upon to assist in the event of fire, flood. earthquake, or other natural 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 inappropriate 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 Drug 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 prohibited 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 comply with the policy and procedure.

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

Document	Instructions
New Hire Checklist	Use this checklist as your guide when completing the new hire documents.
Personnel Card/Emergency Contact	Use this checklist as your guide when completing the new hire documents.
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 Withholding	Please ensure you are completing the most updated W-4 form (example: if you are hired in 2024, please complete the 2024 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.
APPLE Plan Highlights	You will automatically be enrolled in Accumulation Program for Part-time and Limited Service Employees (APPLE). This plan is offered as an alternate to Social Security and provides retirement and payroll benefits to part-time, seasonal, and temporary employees. This document provides APPLE Plan information. If you are an existing CalPERS or CalSTRS member, please inform the Human Resources Department.
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 original 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.
Live Scan Fingerprinting	All new employees are required to undergo a State of California Department of Justice and FBI criminal records check through Live Scan electronic fingerprinting. Employees must complete and clear the Live Scan process prior to employment. Please schedule a Live Scan appointment as soon as possible as results may take an extended time to be received. If you are charged an out-of-pocket fee, please keep your original receipt and submit to the Human Resources Department to receive reimbursement. Please note that agencies cannot share results. Therefore, results from another agency cannot be accepted.
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 Acknowledgment	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 disaster service workers. You may be called upon to assist in the event of fire, flood. earthquake, or other natural 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 inappropriate 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 Drug 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 prohibited 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 comply with the policy and procedure.

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

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 2024, please complete the 2024 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 original 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 disaster service workers. You may be called upon to assist in the event of fire, flood. earthquake, or other natural 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 inappropriate 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 Drug 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 prohibited 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 comply 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.