Student Employment Procedures The following procedures have been established to ensure a more transparent and equitable employment process for our students. Students should have an equal opportunity to apply and be considered for employment within CAED. Students hired prior to September 14, 2015, who are continuing in their same position, do not need to re-­‐
apply. The guidelines below should be followed for all future hires. There are currently four job classifications for state student employees: Student Assistant (SA), Instructional Student Assistant (ISA), Graduate Assistant (GA), and Teaching Assistant (TA). If you are unsure how to classify a position, please refer to the State Student Classification Descriptions. For the Cal Poly corporation, there is only one classification of student employee. Contact Kate Auslen or Academic Personnel with questions. Student Assistants (SA’s) Hiring process • Supervisor will submit a new hire request form to their department. o If a new position number is needed, department will contact Mariam Emyan. • Department will advertise the position on MustangJobs for a minimum of 2 weeks. Students will contact the supervisor to apply. (See exception under on-­‐call pool, listed below) • Supervisor will review applications and conduct interviews, or make a selection based on the qualifications as presented in the application. • Before hiring the student, supervisor will ensure the student meets the eligibility requirements as listed in the student handbook. • Supervisor will notify the department of their selection. • Based on the job description, the department will determine whether it is a “sensitive position” requiring a background check prior to hire (see p.7-­‐10 of background check policy). If so, contact the payroll office at (805) 756-­‐5865. • Department will add the student to the student pay system (see instructions below and detail on page 3), and let supervisor know how to proceed. There are two scenarios: a) The student pay system says “employee is now hired but may not begin working until
they have completed an I-9 form”. In this case, the student will need to complete the top half of the Student Employee Request (SERF) form and bring it to the department to finalize. Department will provide the student instructions for completing the I-­‐9 process in payroll. Student may not begin work until after I-­‐9 is completed. b) The student pay system says “employee is hired and may now enter time”, no SERF form is needed, and the employee has already completed the I-­‐9 process. No further action or paperwork is needed for the student to begin work. Page 1 of 4 Updated 11/06/2015 • Supervisor should contact any applicants who were interviewed to thank them for applying and let them know the position is filled. Performance Evaluation • Supervisor will conduct a student evaluation at least two weeks prior to the end of an appointment. If an appointment ends unexpectedly, supervisor should complete evaluation within one month of separation. Performance evaluations should be completed at least once per academic year, or prior to re-­‐hire. • Following an evaluation, a pay increase may be recommended if appropriate based on performance, student salary guidelines and budget. Instructional Student Assistants (ISA’s) Hiring Process • Supervisor will submit a new hire request form to their department. o If a new position number is needed, department will contact Mariam Emyan. • Department will advertise the position on Mustang Jobs (required by Unit 11 contract). The recommended duration of advertising is four weeks prior to the start of a quarter. The minimum duration of advertising is two weeks. Multiple positions may be listed in the same advertisement. • Supervisor will review applications and conduct interviews, or make a selection based on the qualifications as presented in the application. • Supervisor will notify the department of their selection. • Based on the job description, the department will determine whether it is a “sensitive position” requiring a background check prior to hire (see p.7-­‐10 of background check policy). If so, contact Academic Personnel (805) 756-­‐2841. • Supervisor will complete the ASE 101 form and submit to the department. • Department will complete the ISA 101 form and give to the student to submit to payroll when they complete their I-­‐9. Payroll will also give the student union information at this time. Student may not begin work until after I-­‐9 is completed. If I-­‐9 has been completed previously, student will still report to payroll to receive union information. • Academic Personnel will enter the student into the pay system. The Department does not need to do anything online to hire the student. • Supervisor should contact any applicants who were interviewed to thank them for applying and let them know the position is filled. Performance Evaluation • Supervisor will provide verbal feedback to their employees. No written performance evaluation will be completed. Graduate Assistants (GA’s) • Similar to ISA process above, but once selected, need AP101 form and written offer letter. • Contact personnel analyst, Kate Auslen. Teaching Assistants (TA’s) • Similar to ISA process above, but once selected, need PeopleSoft contract and eap101. • Contact personnel analyst, Kate Auslen. Page 2 of 4 Updated 11/06/2015 On-­‐Call Applicant Pool • In cases where emergency or short-­‐term help is needed, supervisors may hire from the on-­‐call applicant pool. This hiring process is intended to be used for one-­‐time or highly infrequent work lasting fewer than two weeks per occurrence, and only applies to student assistants (SA’s). • The personnel analyst, Kate Auslen, in the Dean’s office will post this position on Mustang Jobs at the start of each quarter and collect applications. When help is needed, submit the new hire request form to Kate Auslen. You will then be able to review the current applications on file and make a selection. Cal Poly Corporation Student Employees When a grant is received from an outside source, it is managed through the Cal Poly Corporation, and any student employees funded by the grant will have a slightly different hiring process. There is only one classification of student employee hired through the corporation. Hiring Process • Supervisor will submit a new hire request form to their department. • Department will advertise the position on Mustang Jobs for a minimum of two weeks. Candidates will complete the corporation application form when applying. • Supervisor will review applications and conduct interviews, or make a selection based on the qualifications as presented in the application. • Supervisor will notify the department of their selection. • Based on the job description, the department will determine whether it is a “sensitive position” requiring a background check prior to hire (see p.7-­‐10 of background check policy). If so, submit a background check request form to CPC Human Resources. • Complete the Personnel Information form and send it with the student to the corporation payroll office in Bldg. 15 with their I-­‐9 documentation. Additional Resources
Important Note: Per instruction from the Chancellor’s Office and IRS guidelines governing FICA exempt student employment, Student Employees (including SA’s and ISA’s) may not work more than 20 hours per week when school is in session, and may never work more than 40 hours in a week. Student Employees with concurrent jobs may not work in excess of these limits combined for all jobs. Bargaining Unit 11 ISA’s, TA’s and GA’s are all covered under the Unit 11 Collective Bargaining Agreement. Lydia Humphrey Memorial Work Study program o This program is only available to students within CAED and is managed by the Dean’s office. Available positions will be advertised prior to the start of each academic year, and supervisors will be notified of the current funding available. Federal Work Study Page 3 of 4 Updated 11/06/2015 o Students who have been awarded federal work study as part of their financial aid package are paid 75% by the award and 25% by the department. This can be a very advantageous and inexpensive way to hire student employees. o If a student is being hired for the first time through this program, they will need to submit a copy of their financial aid award letter to payroll. o The student pay system will track the award amount remaining throughout the year. All New State Employees o Welcome page: https://afd.calpoly.edu/newemployee/student.asp o I-­‐9 Policy & List of acceptable documents: http://afd.calpoly.edu/payroll/i9policy.asp Student Assistant (SA) o General Information: https://afd.calpoly.edu/payroll/student/ o Student Handbook: https://afd.calpoly.edu/payroll/forms/Student%20info/Student%20Handbook.doc Instructional Student Assistant (ISA) o General Information: https://afd.calpoly.edu/payroll/isa/ Corporation Student Employees o Quick Reference: http://www.calpolycorporation.org/procedures/employmentquickreference.asp o Payroll: http://www.calpolycorporation.org/docs/#payroll Step-­‐by-­‐step instructions for departments: • Add student assistant (SA) to online pay system: o Go to the Cal Poly Portal> Personal Info> Manage Student Payroll> Add Student Job / Pay Rate / Supervisor o Enter the information and submit. o You will get one of two messages: § 1) ‘Bear,Yogi T’ is now hired but may not begin working until they have
completed an I-9 form. Please send this student to Payroll Services, building 1,
room 107 to complete the I-9 form.’
• If you get this message, send the student to payroll with the SERF form and their I-­‐9 documentation. No appointment needed. § OR
2) ‘Bear,Yogi T’ is now hired and may now enter time.’
• If you get this message, the student has already completed their I-­‐9 in the past and does not need to re-­‐do it. Just send the SERF form to payroll. • Mustang Jobs Advertising o All ads should include the text "Employment may be contingent upon background check" o ISA, GA, or TA ads must include the text “Exceptions to the minimum qualifications may be granted at the sole discretion of the university” and “California Polytechnic State University
is an equal opportunity employer”.
o Federal Work study ads: The word “student” cannot be in the job title; hours of work and pay rate (not range) must be listed.
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