Summer Camp Employees
To hire summer employees for designated summer programs at the University, the following steps must be completed: Please use the following Hiring Checklist to help you stay on track with the hiring steps completed for each hire.
- A PDAQ should be completed on each summer hire and reach the Office of Human Resources seven (7) working days prior to the hire’s start date. Please indicate the name of the summer hire on the comments page of the PDAQ.
- If a PDAQ already exists for the position, please use the action “Update Position and Fill (Staff)”.
- If a PDAQ does not already exist for the position, please use the action “New Position and Fill (Staff)”.
- Please indicate “SUMR” for the Pin Number.
- Please list the name of the prospective summer employee to hold the position on the “Comments” page.
Note: Summer Camp hires may only be offered the minimum monthly salary (Exempt Positions) or the hourly wage (Non-Exempt Positions) indicated in the University’s Compensation Plan.
- Summer hires should complete a general online application via the PV PATH Online Application System and turn in a signed and dated hard copy to the hiring department.
- For summer hires that are 17 years of age or younger, a Minor’s Employment Release Form should be completed and signed by parent or legal guardian.
- Department should submit a completed Confidential Release Form ten to fifteen (10-15) working days prior to the effective hire date, to initiate a criminal background check. The prospective employee may not begin working until the results of the criminal background check have been finalized.
- A current online application for the summer hire must be completed in the PV PATH System at the time the Confidential Release Form is submitted to the Office of Human Resources. The Confidential Release Form will not be processed without a completed online application.
- Any time there is a break in employment or 15 calendar days or more, a new background check is required on the prospective employee a new background check is required on the prospective employee.
- A background check is not required for hires 17 years of age and younger.
- · Existing PVAMU employees are also required to clear a background check prior to working with a camp or summer enrichment program.
- Written offer of temporary employment should be extended to the summer hire. Please use the HR offer templates only. Offer Letter Templates.
- · Written offer of employment must be signed by the hiring department’s respective Vice President before being extended to the prospective employee.
- The prospective employee should return the accepted/declined written offer of employment to the hiring department. Copy of the accepted offer of employment must be attached to the EPA.
- The online Faculty/Staff Email Account Request form for the prospective employee should be completed and submitted online to the Office of Human Resources five (5) working days prior.
- EPA should be routed so that it is approved by the Office of Human Resources five (5) working days prior to the employee start date. Approval of the EPA is contingent upon the successful completion of the above listed items 1-7. The EPA will not be approved by the Office of Human Resources unless the PDAQ for the temporary position has been approved by all necessary approvers via PV PAWS. The following items should be attached to the EPA to ensure timely approval:
- Accepted offer of employment.
- Signed and dated application for employment.
- Completed Minor’s Release form, if applicable.
Please do not submit any documents listed above as a hard copy. Note:
- An EWR should be completed for summer hires that will hold Non-Exempt positions.
- An EBR should be completed for summer hires that will hold Exempt positions. The Temporary Pin field on the EBR will need to be indicated as “Yes”.
- To determine whether a position is Exempt or Non-Exempt please refer to Appendices A & B of the University Compensation Plan.
- All new employees are required to attend New Employee Orientation. Departments will be notified by the Office of Human Resources via email regarding the date, time and location of New Employee Orientation that the summer hire has been approved to attend.
- Summer program/camp hires should be informed to bring identification for their Form I-9 to show proof of eligibility to work in the United States. See List of Acceptable I-9 documentation.
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