Frequently Asked Questions
Time-off, Vacations, Sick Leave Questions
Leaves of Absence (LOA) & Workers Compensation Questions
Performance Evaluation Questions
If I'm a new hire who is eligible for benefits, when will my coverage begin?
If you were hired between the 1st of the month and the 15th of the month your coverage begins the 1st of the following month. If you were hired after the 15th of the month your coverage begins after one and a half months (the 1st of the second month).
If I work part time am I eligible for benefits?
Only Classified Employees who work 50% of Full Time and above are eligible for Medical Benefits.
I had a qualifying event (marriage, domestic partnership, birth etc.) and I need to change my benefits election. How do I do this?
Contact Human Resources to obtain the necessary enrollment forms and submit a copy of proof of your qualifying event (marriage/birth certificate).
Is there a tuition reimbursement program?
The District has a Classified Staff Development Program. Please view the Policy under District Programs on the Human Resources website.
When does Open Enrollment start so I can update my benefits plan?
Open Enrollment for health benefits is in September and for Flexible Savings Accounts is in December.
Who receives medical benefits?
Full Time and Part Time (50% or more) classified/Faculty/Administrator employees.
What is PERS/STRS?
PERS/STRS provide retirement and health benefits to California teachers (CalSTRS), public employees (CalPERS), retires, and their families.
I have a question on my benefits, who can I call?
You can contact David Feune or Mehrdad Elahi. Please view the Contact Information page on the Human Resources website for more information.
Can I add or drop a dependent from my health plan?
Yes, under certain qualifying conditions you may. You will need to contact Mehrdad Elahi for more information. Please view the Contact Information page on the Human Resources website for phone numbers/emails for Human Resources Staff.
How do I locate health care provider information? By visiting their website:
Kaiser: www.kaiserpermanente.com
Blue Shield: www.blueshieldca.com/calpers
PERS Select, PERS Choice, PERS Care: www.anthem.com/calpers
Where can I find out more about retiree benefits?
Please contact David Feune. See the Contact Information page on the Human Resources website for more information.
What is my group number?
Medical: Group number found on Medical ID Card
Vision: Classified: 12135474-0022/Certificated: 12135474-0025
Delta Dental: Classified: 7101-0051/Certificated: 7101-0104
Delta Care: All employees: 01548-0001
What portion is covered by my benefits?
Go to the District Portal page Downloads, Benefits or the Human Resources Website under Benefits for more information.
How can I find out more about the Employee Assistance program and what it has to offers?
By calling Claremont EAP at 1-800-834-3773 or contacting Mehrdad Elahi. See the Contact Information page on the Human Resources website for more information.
How can I receive a copy of my pay stub?
Please login to Websmart using your G# and password https://websmart.smccd.edu/
Where can I sign up for Direct Deposit?
Please download the Payroll Direct Deposit Authorization Form from the District Portal page under Payroll or on the Human Resources website under Compensation. You will need to attach a voided check and return it to your payroll representative. Please view Payroll Contacts on the Human Resources website for more information on who to contact. http://www.smccd.edu/accounts/smccd/departments/humanresources/internal/classified/classfull_compensation.shtml
How can I receive a copy of my W-2 or W-4?
You can download a copy of your W-4 by logging on to Websmart. To receive your W-2 through Websmart you have to fill out the CONSENT form. Please view Payroll Contacts on the Human Resources website for more information on who to contact for assistance.
How can I make changes to my W-4?
Please download the W-4 form on Websmart https://websmart.smccd.edu/ to make changes. Please view Payroll Contacts on the Human Resources website for more information on who to contact in Payroll for assistance.
Who do I contact about my Pay Check if I have questions?
If you are a classified staff or administrator you can contact Myrna Pereyra. If you are a Faculty you can contact Sharon Himebrook. Please view Payroll Contacts on the Human Resources website for more information on who to contact for assistance.
Where can I find the salary schedule?
You can find the salary schedule information on the District Portal Downloads or on the Human Resources website under Compensation.
How do I report overtime or comp time?
You will need to fill out the Overtime/Comp Time form and forward the form to the Payroll Department TO BE PAID OUT OR SAVED FOR LATER USE OF COMP TIME. The form can be found on the District Portal Downloads or on the Human Resources website under Compensation.
How is overtime calculated?
Hours worked beyond 37.5 hours weekly are counted as overtime.
When is long service increments (LSI) paid?
Long Service Increments (LSI) is paid at the beginning of each year(s) of service.
When does my step increase?
Each year on your anniversary date your step increases until you reach the maximum step per your salary schedule.
Do we receive a cost of living adjustment (COLA)?
Receiving COLA depends on District collective bargaining contracts usually provided at the beginning of each fiscal year.
How can I get on the waiting list for Employee Housing?
You can contact Barbara Christensen at 574-6540 or Christensen@smccd.edu.
How do I find information on the Housing Loan Program?
You can contact Barbara Christensen at 574-6540 or Christensen@smccd.edu.
How do I find information on the Computer Loan-to-Own Program?
Contact your campus bookstore or go to the Human Resources website for more information.
I think I have been doing more work than my job entails. How can I receive a position assessment?
You can contact the Office of Human Resources at (650) 574-6555 or smccdjobs@smccd.edu.
Where can I find a copy of my job description?
You can contact the Office of Human Resources at (650) 574-6555 or smccdjobs@smccd.edu.
Where can I find all the Internal Job Opportunities?
Please go to the District Portal under In-House Opportunities or on the Human Resources website under Employment Opportunities.
I saw a position that was internally listed but is no longer there. Where can I access it?
Contact Human Resources at (650) 574-6555 or smccdjobs@smccd.edu.
Who can apply for Internal Job Opportunities?
All Classified District employees have the option to apply to internal job opportunities (excluding Temporary/Short-Term employees). Temporary/Short-Term employees are considered external applicants and should only apply if the position is posted externally.
How long will it take to hear back about my application?
Typically it can take up to 2 to 3 weeks after the closing date of the position.
Do we have hard copy applications available?
All applications are submitted online through our online employment system. Please go to the Human Resources website under Employment Opportunities to view current job openings and follow the instructions to apply. Contact Human Resources at (650) 574-6555 or smccdjobs@smccd.edu for additional assistance.
How can I get verification of employment?
Contact the Office of Human Resources at (650) 574-6555 or smccdjobs@smccd.edu.
Can I have two jobs with the District at one time?
If you are a Classified Regular Full Time/Part Time employee then you can have one job at one time. Please contact Human Resources for more information at (650) 574-6555.
Can an employee who has successfully completed a six month probationary period and later transfers or is promoted to a different position with no break in service be placed on an additional probationary period?
Contact the Human Resources for more information at (650) 574-6555 or smccdjobs@smccd.edu.
If I am still in the probationary period can I apply to a new position?
Yes, you can apply at any time to an open job opportunity but it is recommended to discuss the options with someone in Human Resources at (650) 574-6555 or smccdjobs@smccd.edu.
Where can I find the list of TSA Companies?
You can go to the District Portal Downloads or the Human Resources website under Benefits.
Where can I find the 403b enrollment/Change form?
You can go to the District Portal Downloads or the Human Resources website under Benefits.
Time-off, Vacations, Sick Leave
If I am a new employmee and within the 6 month probationary period, can I take a vacation or sick day/s?
Please contact Human Resources at (650) 574-6555 for more information.
What is the vacation policy?
Please contact Human Resources at (650) 574-6555 for more information.
When do I accrue my vacation leave?
It’s provided at the end of each month.
When is my sick leave accrual provided to me?
It’s given at the beginning of each fiscal year, one day for each month worked.
What is the policy for time off for being sick?
Please contact Human Resources at (650) 574-6555 for more information.
How can I find out how much vacation time and sick time I have left?
You may go online to Websmart using your G# and password https://websmart.smccd.edu/
What is the vacation and sick leave accrual rate?
It varies per contract per years of service. Please view the District Portal, Human Resources or the Human Resources website.
What do I do if I need to take vacation or sick leave?
To take vacation or sick leave you need to notify your supervisor of a foreseeable event as early as possible and complete an absence affidavit for sick leave or vacation usage. Go to the District Portal Downloads or the Human Resources website under Forms.
How do I report my paid leave usage i.e. sick, vacation?
You complete an absence affidavit at the end of each month only when you have paid leave time to report. Go to the District Portal Downloads or the Human Resources website under Forms.
What happens if I work on a Holiday?
Please discuss and arrange with your immediate supervisor. Please contact Human Resources at (650) 574-6555 for more information.
Leaves of Absence (LOA) & Workers Compensation
As a manager/supervisor if my employee has a work injury what should I do?
Report it to the business payroll office at your campus and complete a new hire injury report online available under District Portal Downloads. For more information contact Ingrid Melgoza at (650) 358-6724 or hernandezi@smccd.edu.
If I am an employee and I had an injury at work, what should I do?
Notify your supervisor immediately. If supervisor is not available, report it to your business payroll office at your campus. You will need to complete a new hire injury report online available under District Portal Downloads. For more information contact Ingrid Melgoza at (650) 358-6724 or hernandezi@smccd.edu.
I wish to have my doctor treat me for an injury. What should I do?
You must complete a predesignated personal physician form found online under the District Portal Downloads and take it to your physician to complete their section then return it to our Human Resources Office before an injury occurs. For more information contact Ingrid Melgoza at (650) 358-6724 or hernandezi@smccd.edu.
I was hurt on the job but never reported the injury. Now I wish to see a doctor. What should I do?
You must complete the new hire injury report forms and your business payroll office will direct you to a medical facility to be treated.
How can I find out more about taking a leave of absence?
You may visit our Leave of Absence Policy available online through District Portal Downloads. You may also contact Human Resources, Ingrid Melgoza at (650) 358-6724 or hernandezi@smccd.edu.
Do I need to take a leave of absence if I am off work for less than a month?
No, you are not required to complete a leave of absence. However, you should coordinate the time with your supervisor and be certain that you have sufficient paid leave available to you in case an adjustment needs to be made. You may contact Human Resources, Ingrid Melgoza at (650) 358-6724 or hernandezi@smccd.edu to help review this process with you.
If I am on leave, will I still have my job when I come back?
If you are in an approved leave we are required to provide you with an equivalent position of pay and health benefits.
How much paid leave is provided to an employee who needs to take a Leave of Absence?
Paid leave varies so you will want to contact Human Resources, Ingrid Melgoza at (650) 358-6724 or hernandezi@smccd.edu to review with you.
What if I do not agree with the performance evaluation I received?
Please contact Human Resources at (650) 574-6555 or smccdjobs@smccd.edu for more information.
Can I receive a copy of my performance evaluation?
Yes, if you have a completed performance evaluation and you would like to review or receive a copy, please contact Human Resources at (650) 574-6555 or smccdjobs@smccd.edu.
Where is my performance evaluation kept and who has access to it?
Performance evaluations are kept in the employee’s personnel files which are kept in the Office of Human Resources. Only Human Resources, your supervisor and you have access to view it. Employees may request to review their performance evaluation by contacting the Office of Human Resources at (650) 574-6555 or smccdjobs@smccd.edu.
How long does my performance evaluation stay in my file?
As long as you are an active employee of the District you performance evaluation remains in your personnel file.
I am a new employee. When will I receive a performance evaluation?
You will have a three and five month probationary performance evaluation. Once you have sucessfully completed the probationary evaluation after six months, you are considered a regular employee.
I just transferred to another position. When will I be due for a performance evaluation?
You will have a five month evaluation and will pass your probationary period at six months. This requirement is only for promotional job transfers. This does not pertain to lateral transfers or demotional transfers or reclassifications.
Where do I find the policies and procedures?
You can locate the District Policies and Procedures at the District Portal page under the Downloads, Human Resources folder or on the Human Resources website under Policies and Procedures.
Where do I find my Union Contract?
You can view the Union Contracts at the District Portal page under District Information, Labor Documents or on the Human Resources website under Policies and Procedures.
Who do I contact if I feel there has been a violation of a rule/regulation or policy?
You can contact the Office of Human Resources at (650) 574-6555.
I have an employee relations issue, who can I contact?
You can contact the Office of Human Resources at (650) 574-6555.
Who are my Union Representatives?
You can contact the Office of Human Resources at (650) 574-6555 or smccdjobs@smccd.edu.
How can I receive an ergonomic evaluation?
You can contact the Office of Human Resources at (650) 574-6555 or smccdjobs@smccd.edu.
How do I order business cards?
You can go to the District Portal http://www.smccd.edu/corp/.
Can I access my email from home?
Yes, you can go to the District Portal page under WebAccess email.
How do I check my voicemail? How do I change my phone greeting?
Follow the procedures as stated on your telephone manual. For more information contact Stanley Leyva (650) 358-6708 or Leyva@smccd.edu or Darrell Lee (650) 358-6707 or Leed@smccd.edu.
Is there onsite child care?
Contact the Child Care Center at the College of San Mateo, Louise Piper at (650) 574-6280/6279 or piper@smccd.edu or for Skyline College, Judith Heldberg at (650) 738-7071 or Heldberg@smccd.edu. Canada College does not have an onsite child care center.
Is there a way I can change my work schedule?
Contact your immediate supervisor to discuss your work schedule options.
Where do I request a parking permit?
Please contact the Security Office (650) 574-6415 Building 1, Room 269 after you have approval by the Dean of your department.
I have computer problems. What do I do?
Request a work order through IT on the District Portal page or by calling (650) 358-6543.