Separating Student Assistants

When a student is separated from their appointment early, the Student Separation Form (PDF, 133KB). This must be submitted at least 7 business days prior to the separation. This will help ensure the appropriate departmental clearances are obtained and a final pay warrant is provided to the employee within the required legal time frame as stated by California Law.

Types of Separations

1. End Of Temporary Appointment
2. Student Assistant Termination
3. Student Assistant Resignation
4. Student Assistant to Staff Position

End of Temporary Appointment

  1. Approximately 7 days before the employee's scheduled end date, an email needs to be sent by the department to the Separation Chairs email (separationchairs@csuci.edu) requesting clearance in applicable areas. Please feel free to use the email template below:
Hello to All,                                
When the time allows, please perform separation/clearance for the following student employee:
  • Last Day physically working: [Month Day, Year]
  • Name: [Student Assistant Name]
  • ID# [Student Assistant CI ID#]
  • Position: [Student Assistant Position#]
  • Department: [Dept Name and 6-digit code]
Please let me know if you need any further information.
Thank you,
 
  1. The Student Separation Form (PDF, 143KB) needs to be completed and “pending” is noted in the clearance areas in which the department is waiting for clearance.
  2. A paper timesheet may be completed for the remaining hours to be worked and signed by both the supervisor and employee OR hours can be entered into CHRS for the final pay period.

Please email the form and paper timesheet (if applicable) to hr.forms@csuci.edu.

Terminating a Student Assistant

HR must be involved with all involuntary terminations; therefore, the department is required to contact HR prior to terminating an employee.

Student Assistant Resignation

  1. Upon receiving notification than an employee will be resigning, an email needs to be sent by the department to the Separation Chairs email (separationchairs@csuci.edu) requesting clearance in applicable areas. Please feel free to use the email template below:
Hello to All,                                
When the time allows, please perform separation/clearance for the following student employee:
  • Last Day physically working: [Month Day, Year]
  • Name: [Student Assistant Name]
  • ID# [Student Assistant CI ID#]
  • Position: [Student Assistant Position#]
  • Department: [Dept Name and 6-digit code]
Please let me know if you need any further information.
Thank you,
 
  1. The Student Separation Form (PDF, 143KB) needs to be completed and “pending” is noted in the clearance areas in which the department is waiting for clearance.
  2. The resignation letter or email must be included alongside the Separation Form.
  3. A paper timesheet may be completed for the remaining hours to be worked and signed by both the supervisor and employee OR hours can be entered into CHRS for the final pay period.

Please email the form, resignation letter, and paper timesheet (if applicable) to hr.forms@csuci.edu.

Student Assistant to Staff Position

  1.  Upon receiving notification than an employee will be transferring to a staff position in another department on campus, the current department will need to send an email to the Separation Chairs email (separationchairs@csuci.edu) requesting clearance in applicable areas. Please feel free to use the email template below:

If the student is staying in the same department, no separation email is needed.

Hello to All,
When the time allows, please perform separation/clearance for the following student employee:
  • Last Day physically working: [Month Day, Year]
  • Name: [Student Assistant Name]
  • ID# [Student Assistant CI ID#]
  • Position: [Student Assistant Position#]
  • Department: [Dept Name and 6-digit code]
Please let me know if you need any further information.
Thank you,
  1. The Student Separation Form (PDF, 143KB) needs to be completed and a “pending” is noted in the clearance areas in which the department is waiting for clearance.
  2. A paper timesheet may be completed for the remaining hours to be worked and signed by both the supervisor and employee. Hours should also be entered into TLSS for the final pay period.

Please email the form and paper timesheet (if applicable) to hr.forms@csuci.edu.

If you have any questions on the separation process for students, please contact us at hr.forms@csuci.edu or (805) 437-8490.

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