Step 1: Become familiar with student employment guidelines
Ensure the student meets eligibility requirements for the position and that pay equates to the work they are completing. More details can be found in the Student Assistant/Work Study Student Employment Guidelines (PDF, 450KB).
Another good resource is the Student Assistant Classification Standards (PDF, 47KB).
Step 2: Determine Position Number/Funding Source
You will need to know the correct position number to complete the Student Requisition form (MS Word, 56KB). If a new position needs to be created or the funding source needs to be changed, please complete the appropriate Position Management Action Form found on Budget Resources & Forms site.
Step 3: Submit Hiring Paperwork to HR
Upcoming Student Appointment Dates
- 2023-2024 Academic Year: August 17, 2023 to May 31, 2024
- Fall 2023: August 17, 2023 to January 17, 2024
- Spring 2024: January 18, 2024 to May 31, 2024
- 2024 Summer Bridge: June 1, 2024 to August 19, 2024
- Session A: May 28 to July 1 (5 weeks)
- Session B: July 8 to August 9 (5 weeks)
- Session C: May 28 to August 6 (10 weeks)
- 2024-2025 Academic Year: August 20, 2024 to May 31, 2025
- Fall 2024: August 20, 2024 to January 14, 2025
- Spring 2025: January 15, 2025 to May 31, 2025
New Hire Paperwork consists of:
- Student Requisition (MS Word, 56KB)
- ISA's (1150 and 1151) will no longer need a requisition. Please use the Temporary Academic Employment (TAE) module in CHRS to hire ISAs, GAs, and TAs. A guide can be found on the CHRS Training and Resources page. HR will still need to be notified of the hiring/rehiring of all ISAs in a separate email.
- Position Description (PDF, 143KB)– only needed if the student is new to the position in your department
- Student Application (PDF, 131KB)– only needed if the student is new to working at CI
These three forms need to be submitted to hr.forms@csuci.edu at least two weeks before the student’s start date to allow time for HR and the student to complete and process the new hire paperwork.
Batch Requisition
The Batch Requisition Template (MS Excel, 26KB) is used when multiple student assistants are:
- Continuing their employment in the same position, OR
- Receiving a Pay Increase (a memo must be included alongside the batch requisition)
The batch requisition cannot be used for new hires/federal work study or to change a student assistants’ position number, supervisor, department, or working title. An individual requisition will be needed to make these changes. If any of these changes are being made to a large group of students at once, please contact hr.forms@csuci.edu to discuss possible alternatives.
Please also note that when submitting a batch requisition, the dates of employment must be continuous. For example, if a student assistants’ end date is on 1/17/2023, then the effective date on the batch requisition must be listed as 1/18/2023. There cannot be a gap between the dates, otherwise separation paperwork will be required.
Step 4: HR Review and Onboarding Determination
Onboarding will need to be completed by:
- Students that have never held a campus or summer youth aid position at CSUCI, OR
- Their previous student employment at CSUCI ended more than three years ago, OR
- They previously held/currently hold a University Glen or Auxiliary Student Assistant position and are now taking a campus student assistant position.
HR will communicate if the student hire needs to complete onboarding once the initial paperwork has been received and reviewed. If a student does not need to complete onboarding, HR will notify the hiring department that the student is cleared to start working within 1-2 days after review of the hiring paperwork.
Step 5: Onboarding Completed (if applicable)
If a student needs to complete onboarding, HR will send a second email once the student completes the entire process. The student may not start working before this confirmation email is sent.
Additional Resources
Timekeeper (TLSS Supervisor) Resources
Please visit Payroll’s website for information on how to approve your students’ timesheets in Student Payroll.