Answer
1
  
01-General

The HR office is located on the West Valley College campus in the Administration building.

3
  
01-General

Monday – Friday, 8:30 AM - 5:00 PM.  We recommend that you email to request an appointment to be sure that the staff will be available to meet with you.

4
  
01-General

Yes.  All employees of a community college are required to provide TB clearance, per California Education Code.  Employees are responsible for providing an updated TB clearance every four years during their employment.

5
  
01-General
This depends on their type of employment.  
  • Full-Time Employees: Yes
  • Part-Time Faculty Employees: Yes
  • Student/Short-term Hourly Employees: If they are working with children under the age of 18, working with money or working in the custodial areas, then yes, they will need to provide fingerprint clearance as part of their onboarding/new hire paperwork.
6
  
01-General
There are several ways to update your address:  
  • You can use Banner Self-Service by logging into “My Portal” (the link for My Portal can be found on the College/District website).  
    • Select Personal Information tab.  
    • Select View Address and Phones box.  
    • Select Update Addresses and Phones link under the Current Address listed for you. 
    • Follow the steps to update your address.
  • You can also go here and complete the address and name change form.


7
  
01-General

In order to change your name, you will need to first change it through the Social Security Administration office.  Once you have documents from Social Security showing your new name, please go here and complete the address and name change form and submit to HR.  Don’t forget, you will need to update your I-9 and tax forms as well.

8
  
01-General

Your ID number always begins with a G + zero followed by 7 digits (i.e., G01013604).  Your employee ID number is issued to you by Human Resources upon hire.  It can also be found on the back of your District issued employee ID card. 

9
  
01-General

Send verification of employment (VOE) requests via email to [email protected]. For further inquiries, please call 408.741.2131.

10
  
01-General
We recommend the following steps:
  1. If you have not already done so, you should meet with a CalPERS/CalSTRS Representative to discuss your retirement and to determine the best date for you to retire to maximize your benefits. 
  2. Provide an official notification letter (or email) to Human Resources.  Please include in the letter your plan to retire, the date of your retirement with the District, and what your last day of work will be.  



11
  
01-General
  • Associate Vice Chancellor, Human Resources
Monica Garcia 
  • Executive Assistant to the AVC of Human Resources
  • General inquiries, scheduling, VOEs
Samantha Folb
  • Director of Training, Compliance, & Employee Relations
  • Employee training and development
  • Conflict resolution, mediation, employee relations coaching
  • Compliance, contract administration, negotiations
  • Support for claims of unlawful harassment, discrimination, & retaliation, Title IX concerns
  • Areas of Supervision:
    • Leaves, worker's compensation, & accomodations
    • Training and employee development
  • HR Supervisor
  • Operations, Budget Management, negotiations, department restructuring, contract administration
  • Areas of Supervision:
    • Faculty
    • Classified, Supervisors & POA
    • Health Benefits
    • Recruitment
    • Classifications / reclassifications
  • HR Specialist II
  • Administrators Administration
  • Student & Short-term Hourly
  • Orientation & Onboarding
  • Interim Recruitment
  • Administration of Classified, Supervisors & POA
  • Evaluation administration
  • Orientation & onboarding
  • Banner technical expert
  • Leave Administration including FMLA, CFRA
  • Worker’s Compensation
  • Accommodations
  • Faculty Administration
  • Faculty Assignments
  • Faculty Technical Expert
  • Faculty Contract Administration
  • West Valley College Faculty Administration
  • Faculty Orientation & Onboarding
  • Faculty Contract Administration
  • Mission College Faculty Administration
  • Faculty Orientation & Onboarding
  • Faculty Contract Administration
  • Health Benefits Administration
  • Benefits Orientation
  • Assoc. Faculty Medical Reimbursement Program
  • Retiree Benefits Administration






12
  
02-Covid

 Face coverings are no longer required per the Santa Clara county guidelines. 

15
  
02-Covid
It is important for the employee under the current guidelines to disclose to their immediate management if they are not well, this is for avoiding exposure to others and for protection of everyone.
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02-Covid

If the employee is out sick for more than 3 days, a health care providers note is required.

18
  
02-Covid
Remote and telework arrangements are in place for West Valley-Mission CCD.  Please connect with your immediate supervisor to sign the telecommuting agreement and the hours for working remotely and/or in office. The I.S. Department will help set up the remote access after the telecommuting agreement is in place.
20
  
02-Covid
21
  
03-Health Benefits
  1. Go to www.smartben.com.  
  2. Your username is your Banner ID, also known as your "G" number.  
  3. Your password is whatever you chose.  
    • If you are unsure, you can use the Recover Password Link.  
    • This will require you to enter your username and birthdate in this format: MM/DD/YYYY.
  4. Once you do this, SmartBen will email you with a link to reset your password.


22
  
03-Health Benefits
Please see the Contact Us page at the very back of the Benefits Overview Guide.  This page lists all insurance carriers, policy numbers, and carrier contact information.  You can find the Benefits Overview Guide on the District website by following these instructions:
  1. Go to www.wvm.edu.  
  2. Hover over Faculty/Staff and choose Human Resources from the drop down menu.  
  3. Choose the Benefits tab on the left hand side of the page.  
  4. Choose the Overview tab to find the Benefits Overview Guide for your respective employee group.
23
  
03-Health Benefits
Please refer to the Benefits Overview Guide.  You can find the Benefits Overview Guide on the District website by following these instructions:
  1. Go to www.wvm.edu.  
  2. Hover over Faculty/Staff and choose Human Resources from the drop down menu.  
  3. Choose the Benefits tab on the left hand side of the page.  
  4. Choose the Overview tab to find the Benefits Overview Guide for your respective employee group.
  5. If you still have a question after reviewing the Overview Guide, please contact the benefits specialist at extension 2168.
24
  
03-Health Benefits

Delta Dental PPO and VSP do not issue ID cards.  You can simply provide your health care practitioner with your SSN and your group number.  Alternatively, you can create an online account with the carrier and print a generic ID card.

25
  
03-Health Benefits
Medical, Dental, Vision
To determine your payroll deduction for medical, dental, and vision, please see the Health Care Plan Options and Costs sheet for your respective employee group.
  1. Go to www.wvm.edu.  
  2. Hover over Faculty/Staff and choose Human Resources from the drop down menu.  
  3. Choose the Benefits tab on the left hand side of the page.  
  4. Choose the Overview tab to find the Cost Sheets for your respective employee group.

Flexible Spending Account (FSA)
If you are enrolled in an FSA, your payroll deduction is the amount of your annual election divided by the number of pay periods you have in the year.  You can confirm this amount via your SmartBen portal.

Voluntary Life and Accidental Death and Dismemberment (AD&D) Insurance
Voluntary employee and spouse life insurance have age-banded rates.  Voluntary child life insurance and voluntary AD&D have set amounts depending on the level of coverage you choose.  You can view the rates for all of these plans in the Benefits Overview Guide in the section regarding Life and AD&D Insurance.



70
  
03-Health Benefits
You can see this via Banner Self Service.  Enter your Banner Self Service Employee portal.  Choose the Benefits and Deductions link (just to the right of the Leave Report link).  Click on Benefit Statement.  Use the default date of CURRENT and click Select.  This will bring up a statement that shows how much you contribute to each benefit each pay period.


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03-Health Benefits

Please use Banner Self Service to access your paystub.

72
  
03-Health Benefits
If you are already enrolled in the plan, create an online account with the insurance carrier.  Once you are logged in, proceed with a search to find in-network providers.  Alternatively, you can contact the carrier by phone and ask for assistance.

If you are not yet enrolled on the health plan, then use the instructions in the Benefits Overview Guide.
73
  
03-Health Benefits
Open enrollment is held once a year and is your opportunity to make changes to your medical, dental and vision plans. Official dates are typically announced in August and Open Enrollment typically begins in mid-September and ends in early October. Changes made during open enrollment take effect January 1 of the following year.


74
  
03-Health Benefits
A qualifying life event is an event that changes your family or health insurance situation and qualifies you for a Special Enrollment Period. The most common qualifying life events are the loss of health care coverage, a change in your household (such as marriage or birth of a child), or a change of residence.


75
  
04-Student and Short-Term Employees - NOE

This is the document used to hire an hourly worker. This reference is used for both student and short-term hourly employment.

76
  
04-Student and Short-Term Employees - NOE

These documents can be found on the HR webpage here.

77
  
04-Student and Short-Term Employees - NOE
Yes. All employees of a community college are required to provide TB clearance, per California Education Code.  Employees are responsible for providing an updated TB clearance every four years during their employment.
78
  
04-Student and Short-Term Employees - NOE
This depends on their type of employment.  If they are working with children under the age of 18, working with money or working in the custodial areas, then yes, they will need to provide fingerprint clearance as part of their onboarding/new hire paperwork.
79
  
04-Student and Short-Term Employees - NOE
Student/short-term hourly employees are on the mid-month (MM) pay cycle. The MM pay cycle pays on the 15th of the month.  This pay is for the previous month of work (1st -30th or 31st).  Timesheets are completed online via Web Time Entry (WTE).
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