AGENDA
ITEM
7 AGENDA
CALEXICO California ITEM
WHERE CALIFORNIA AND MEXICO MEET
7 CITY COUNCIL
AGENDA STAFF REPORT
DATE: July 2, 2025
TO: Mayor and City Council
APPROVED BY: Armando Orozco, Interim City Manager, do
REVIEWED BY: Karla Chaparro, Finance Director \ /
DocuSigned by:
PREPARED BY: Lizeth Legaspi, Library Manager Ligeth Legaspi 70AE85DE5A3347฿
SUBJECT: Authorize Interim City Manager or his designee to Sign a Work-Study Contrac Agreement with Imperial Valley College (IVC) for Fiscal Year 2025-26 =============== ===============
FESSES-
Recommendation:
Authorize Interim City Manager or his designee to sign a Work-Study Contract Agreement with Imperial Valley College (IVC) for Fiscal Year 2025-26
Background:
Imperial Valley College Work-Study program partners with agencies such as the city of Calexico to provide work opportunities to students who are eligible to participate. Students perform work that is in the public interest. The city of Calexico has partnered with this program for the last 34 years.
Participants are afforded training in areas like general office work, library activities, adult literacy, traffic control and recreation activities. Participants must be always supervised by a full-time city employee and will not be replacing former employees as work assigned is additional activities generated during the year.
The IVC Work-Study program pays 65% of the participant's salary. The city is responsible for the balance of 35%. City departments regularly include funding for this program in their budgets.
Discussion and Analysis:
The city of Calexico, throughout the years, has used the services of training agencies. The partnership allows the trainee to learn skills that will contribute to the trainee's transition to employment opportunities in the public or private sector. This training agreement must be renewed annually. The agreement with IVC is for a one-year period ending June 30, 2026.
Fiscal Impact:
Account Description Amount
111-50-510-55032-000 Student Programs (Library) $6,561
111-50-515-55032-000 Student Programs (Carnegie) $1,785 111-50-520-55032-000 Student Programs (Recreation) $4,631 111-50-525-55032-000 Student Programs (CDCAC) $3,595
Coordinated With:
Recreation Department.
Attachments):
1. Contract Agreement
Agency Memo
Work-Study Job Descriptions
Work-Study Wage Rates FY 2025-26
Docusign Envelope ID: C909DCF1-6254-4D48-8CA4-28EF3C72B199 ATTACHMENT NO. 1
Docusign Envelope ID: C909DCF1-6254-4D48-8CA4-28EF3C72B199
IMPERIAL VALLEY COLLEGE
WORK-STUDY CONTRACT AGREEMENT
2025-2026
AGREEMENT
THIS AGREEMENT is executed as of the _day of_ by and between Imperial Valley College (hereinafter called "Institution"), and the employer, hereinafter called "Agency".
WITNESSETH
WHEREAS, it is the intention of the parties to participate in the Federal Work-Study Program, pursuant to Title IV, Part C, Section 441-446 of the Higher Education Act of 1965 as amended (42 U.S.C.2751- 2756) for the purpose of providing work to students eligible for the program; and WHEREAS, Institution and Agency desire that certain of the Institution's students engage in work for public and private nonprofit Agencies under the Federal Agency Work-Study Program, authorized by the Higher Education Act of 1965, and,
WHEREAS, Institution and Agency desire that certain of the Institution's students and participants of the CalWORKs Program engage in work for private, for profit or private nonprofit and for public agencies under provisions of the State CalWORKs Program,
NOW, THEREFORE, in consideration of the mutual covenants hereinafter contained, the parties hereto agree as follows:
1. The Institution shall be the employer of records. It has the ultimate right to control and direct the services of the student for the Agency. It shall also determine that the students meet eligibility requirements for employment under either the Federal Work-Study or the State CalWORKs Program.
The Institution shall assign eligible students to work for the Agency. In addition: students awarded hours may be modified (INCREASED/DECREASED), by the institution based on the availability of federal and state funds. The Agency's responsibility for supervision shall be limited to direction of the details and means by which students perform work for the Agency.
Agency shall meet all other conditions as set forth in the Work-Study Guidelines for the higher Education Act of 1965, and set forth in the California Education Code, part 42, as amended.
3. The work performed by such students should be in the public interest or, in the case of private for- profit employment, work shall be related to the student's academic major, coursework, or career interest, and shall not:
a. Displace or supplant employed workers or positions budgeted for regular employees in the previous or subsequent 12 month period; nor shall work require any funds appropriated for this program to supplant any state, federal, institutional or other funds used to support previous or existing paid positions in any profit or nonprofit agency impair existing contracts for services; nor fill positions that are vacant because the
Docusign Envelope ID: C909DCF1-6254-4D48-8CA4-28EF3C72B199 Involve any partisan or nonpartisan political activity associated with a candidate or with a contending faction or group in an election for public or party office c. Involve any lobbying on the Federal, State or local levels; nor d. Involve the construction, operation, or maintenance of any facility that is used or is to be used for sectarian instruction or as a place for religious worship.
4. Agency agrees:
a. To utilize the services of qualified students referred to it by the Institution who are eligible to participate in the Federal Work-Study or State CalWORKs programs, hereinafter referred to as "Participants".
To submit a request form for student referral, hereinafter called "Work-Study Job Description Form", which provides all the following information:
1. The total number of all positions available.
2. A job description of each available position, including the suggested rate of pay.
3. The skills required of the prospective Participant.
4. Preferred days and hours.
c. Provide a mutually acceptable workstation to participant and, in so doing, provide supervision, necessary equipment, materials and tools. The Institution shall in no way be held liable for the operation of vehicles, equipment and tools. Agency will permit supervision by a representative of the Institution.
d. Complete all necessary monthly time keeping for accounting purposes on forms provided by the Institution. Certify the accuracy of hours reported and of satisfactory performance on the part of the Participant.
e. Provide a written evaluation of work performed at the end of each employment period and, on an annual basis make available to the Institution, and/or the U.S. Department of Education, all records pertaining to the placement of Participants under this Work- Study Agreement.
f. Participants are allowed to work fifteen (15) hours per week. However, permission may be granted for a limited extension of not more than twenty (20) hours per week under special conditions. The extent of the student's financial need and the potential harm of the combination of work and study hours on a student's academic progress shall be taken into consideration when determining the maximum hours, a student can work on an individual basis. Participants must be enrolled at Imperial Valley College to be eligible for Federal Work-Study.
g. Pay monthly to the institution a percentage of the total compensation:
For Profit Agency 50%
Non-Profit Agency 35%
EOPS 50%
CalWORKs Program 25%
America Reads 0%
On Campus 0%-35%
Docusign Envelope ID: C909DCF1-6254-4D48-8CA4-28EF3C72B199 h. The Agency, both profit and non-profit, also agrees to reimburse the Institution for 100% of the Worker's Compensation Insurance and 100% sick leave paid in accordance with California AB 1522.
i. In accordance with Title VI of the Civil Right Act of 1964 and Title IX of the Educational Amendments of 1972, the services and benefits of the Agency, which involve the work of such students, shall be available to all persons regardless of race, color, national origin, gender, religion or disability.
Institution agrees:
a. To post Agency job descriptions on campus on-line job board. b. To notify the Agency of any student who may become ineligible. c. To review, with the Participants, the terms and conditions of the Work-Study program. d. Upon the verbal or written request of the Agency, the Institution will accept the termination of any Participant provided by the Institution. j. The Institution shall be responsible for the administration of the Work-Study Program, the maximum hours allowed and the rate of pay per Participant. The Agency shall not make payments of money to Participants. k. During the term of this Work-Study Agreement, the Institution shall always obtain and keep in force, Workers' Compensation Insurance covering all Participants during assigned working periods.
6. Compensation to be paid to Participants shall be no less than the state minimum wage, and shall be appropriate and reasonable considering the work to be performed by them. The rate of pay shall be subject to approval by an Institution.
In accordance with Title VI of the Civil Rights Act of 1964 and Title IX of the Educational Amendments of 1972, the services and benefits of an Agency, which involve the work of students, shall be available to all persons regardless of race, color, national origin, or sex, religion or handicap. No student shall be denied participation in the Work-Study Programs because of race, color, national origin, or sex, religion or handicap.
8. Compensation of Participants for work performed on a project under this agreement will be disbursed-- and all payments due as an employer's contribution under State of local Workers' Compensation laws, under Federal or State Social Security laws, as required, will be made--by the Institution unless otherwise required by state law.
9. To the extent authorized by law, Institution shall indemnify, hold harmless and defend the Agency, its officers, agents, and employees against all liability, claims, losses, demands and actions for injury to or death of persons or damage to property arising out of or in consequences of this agreement, provided such liability, claims, demands, losses or actions are due to the negligent acts or omissions of the Institution, its officers, agents, employees or student-participants in the performance of this agreement; and
10. To the extent authorized by law, the Agency shall indemnify, hold harmless and defend the Institution, its officers, agents and employees against all liability, claims, losses, demands and actions for injury to or death of persons or damage to property arising out of or in consequences
Docusign Envelope ID: C909DCF1-6254-4D48-8CA4-28EF3C72B199 of this agreement, provided such liability, claims, demands, losses or actions are due to the negligent acts or omissions of the Agency, its officers, agents, or employees in the performance of this agreement.
11. Contract Agreement may be canceled by either party upon seven (7) days advance written or verbal notice to the other party.
12. This Contract Agreement shall be subject to the availability of funds to the Institution for the portion of the Participant's compensation not to be paid by the Agency. It shall be subject to the applicable provisions of Title IV, Part C, Sections 441-446 of the Higher Education Act of 1965, and/or to Article 18 of the California Education Code.
13. This Contract Agreement shall be effective July 1, 2025 and terminate June 30, 2026, unless terminated sooner.
14. This Contract Agreement may not be changed except by a written document signed by authorized representatives of Agency and Institution.
15. This Contract Agreement constitutes the entire agreement between the parties. There is no express or implied agreement except as stated in this Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this agreement the day and year first above written.
By: By:
seas
Signature of Institutional Contracting Officer Signature of Agency Representative Lisa Seals
Director of Financial Aid Name of Agency Representative (Please print or type) Imperial Valley College
Name of Institution Name of Agency
380 E. Aten Road.
Imperial, CA 92251
Institution Address
Agency Address
[email protected]
Email Address Email Address
(760) 355-6474
Telephone Number Telephone Number
Agency State Tax Number
05/25
Docusign Envelope ID: C909DCF1-6254-4D48-8CA4-28EF3C72B199 ATTACHMENT NO. 2
Docusign Envelope ID: C909DCF1-6254-4D48-8CA4-28EF3C72B199
MEMORANDUM
To: Department Chairs, Directors, & Supervisors of Student Workers From: Lisa Seals, Director of Financial Aid
Subject: Federal Work-Study Program
Date: May 19, 2025
Encl: Work-Study Contract
Work-Study Job Description Form
Sample Work-Study Instructions email
2025-26 Student Wage Rate
Work-Study Timecard
Work-Study Supervisor Handbook
Guidelines on Interview Questions
We would like to express our gratitude to you for your participation in the IVC Work-Study Program. We appreciate your efforts and contributions which help our students become successful, and we look forward to working with you this coming year.
Please read the Supervisor Handbook carefully. Work-Study Coordinators will notify you of upcoming Work-Study Supervisors Training. Failure to comply with the guidelines provided in the Handbook, such as failure to submit completed timesheets, may result in departmental reassigning of student employees. Failure to meet timesheet deadlines creates accounting exceptions that impede reconciliation of federal funding.
The Financial Aid Office conducts random timecard audits throughout the year to check that students have not worked during scheduled class time without documentation of class cancellation or early dismissal.
Available Positions
Please consult with the Work-Study Coordinators regarding the maximum number of positions available to your department this year. Students are only allowed to work on-site and under supervision. Please note that due to the continued increases in minimum wage, the number of positions assigned has been reduced slightly for some departments. 05/25
Docusign Envelope ID: C909DCF1-6254-4D48-8CA4-28EF3C72B199 How Work-Study Awards are Offered to Students
On a first-completed, first- awarded basis, students who have sufficient unmet need will receive a work-study offer in WebSTAR. This offer must be accepted on WebSTAR within 30 days in order for the student to receive additional instructions via email on how to secure a position.
Students will then have 60 days to secure a position. Work-Study offers will be made throughout the year, however, there is no guarantee of job placement even if an offer has been accepted. Securing a work-study position is the responsibility of the student.
Please do not hold a position for a returning work-study student as there is no guarantee the student will receive an offer. Returning work-study students must also follow these procedures. Positions unfilled by October 1s' may be given to departments that are currently on the waitlist for positions.
How to List a Federal Work-Study Job
1. Complete the attached Work-Study Contract and Work-Study Job Description Form (typed)
2. Email completed forms to [email protected] & [email protected]
3. Job descriptions will be posted online in July once the contract has been approved.
Employment Period for FWS Students
Fall 2025: August 4, 2025 - December 12, 2025
Spring 2026: January 2, 2026 - June 12, 2026 (Must be enrolled in 6-units of required coursework between Winter and Spring combined or 6-units of required coursework in Spring to work during Winter semester.)
Summer 2026: No Work-Study
Please keep in mind that the length of time the student can work is contingent upon the individual student's Work-Study award, the hourly rate, and the hours worked each week. There is no guarantee that the student will be able to earn the full amount of the award before the IVC allocation for FWS funds is spent.
05/25
Docusign Envelope ID: C909DCF1-6254-4D48-8CA4-28EF3C72B199 ATTACHMENT NO. 3
Docusign Envelope ID: C909DCF1-6254-4D48-8CA4-28EF3C72B199
IMPERIAL VALLEY COLLEGE
FINANCIAL AID OFFICE
WORK-STUDY JOB
DESCRIPTION FORM 2025-2026
Job title: Student Assistant/
Pay Rate: $ 16.50/hr.
Agency:
Employment site:
Address:
Job skills and qualifications required:
Job duties/Description:
Contact Supervisor:
Phone number:
Total hours per week: (max 15 hours)
Preferred work schedule:
Days: Monday Tuesday Wednesday Thursday Friday
Hours:
**************************************************************************** For Office Use Only
Date Received Dept. Code Fund
Number of positions
05/25
Docusign Envelope ID: C909DCF1-6254-4D48-8CA4-28EF3C72B199
IMPERIAL VALLEY COLLEGE
FINANCIAL AID OFFICE
WORK-STUDY JOB
DESCRIPTION FORM 2025-2026
Job title: Student Assistant/
Pay Rate: $ 16.50/hr.
Agency:
Employment site:
Address:
Job skills and qualifications required:
Job duties/Description:
Contact Supervisor:
Phone number:
Total hours per week: (max 15 hours)
Preferred work schedule:
Days: Monday Tuesday Wednesday Thursday Friday
Hours:
**************************************************************************** For Office Use Only
Date Received Dept. Code Fund
Number of positions_
05/25
Docusign Envelope ID: C909DCF1-6254-4D48-8CA4-28EF3C72B199
IMPERIAL VALLEY COLLEGE
FINANCIAL AID OFFICE
WORK-STUDY JOB
DESCRIPTION FORM 2025-2026
Job title: Student Assistant/
Pay Rate: $ 16.50/hr.
Agency:
Employment site:
Address:
Job skills and qualifications required:
Job duties/Description:
Contact Supervisor:
Phone number:
Total hours per week: _ (max 15 hours)
Preferred work schedule:
Days: Monday Tuesday Wednesday Thursday Friday
Hours:
********$******************************************************************* For Office Use Only
Date Received_ Dept. Code Fund
Number of positions
05/25
Docusign Envelope ID: C909DCF1-6254-4D48-8CA4-28EF3C72B199
IMPERIAL VALLEY COLLEGE
FINANCIAL AID OFFICE
WORK-STUDY JOB
DESCRIPTION FORM 2025-2026
Job title: Student Assistant/
Pay Rate: $ 16.50/hr.
Agency:
Employment site:
Address:
Job skills and qualifications required:
Job duties/Description:
Contact Supervisor:
Phone number: _
Total hours per week: _(max 15 hours)
Preferred work schedule:
Days: Monday Tuesday Wednesday Thursday Friday
Hours:
******************•***•***•************* ************************************* For Office Use Only
Date Received Dept. Code Fund
Number of positions_
05/25
Docusign Envelope ID: C909DCF1-6254-4D48-8CA4-28EF3C72B199
IMPERIAL VALLEY COLLEGE
FINANCIAL AID OFFICE
WORK-STUDY JOB
DESCRIPTION FORM 2025-2026
Job title: Student Assistant/
Pay Rate: $ 16.50/hr.
Agency:
Employment site:
Address:
Job skills and qualifications required:
Job duties/Description:
Contact Supervisor:
Phone number: _
Total hours per week: (max 15 hours)
Preferred work schedule:
Days: Monday Tuesday Wednesday Thursday Friday
Hours:
**************************************************************************** For Office Use Only
Date Received Dept. Code_ Fund
Number of positions
05/25
Docusign Envelope ID: C909DCF1-6254-4D48-8CA4-28EF3C72B199
IMPERIAL VALLEY COLLEGE
FINANCIAL AID OFFICE
WORK-STUDY JOB
DESCRIPTION FORM 2025-2026
Job title: Student Assistant/
Pay Rate: $ 16.50/hr.
Agency:
Employment site:
Address:
Job skills and qualifications required:
Job duties/Description:
Contact Supervisor:
Phone number: _
Total hours per week: (max 15 hours)
Preferred work schedule:
Days: Monday Tuesday Wednesday Thursday Friday
Hours:
**************************************************************************** For Office Use Only
Date Received Dept. Code_ Fund
Number of positions
05/25