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Student Employee Hire Process Steps

The steps have been documented to prepare for future automation. This process is to be used with the online Payroll Manual for Departments⁄Colleges > Student Payroll Information.

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To assist managers in gaining campus services for new employees review pdf of Managers Quick New Hire Checklist. This checklist is not intended to be a complete listing of necessary onboarding information. Review the information below for more thorough information.


Purpose and Goals

Why change the student employment hiring process?

Purpose

  • Allow all eligible students the opportunity to apply for campus positions.
  • Allows hiring department to reach a more diverse audience, advertise more widely and consistently
  • Ensure compliance with legal mandates
    • I-9 requirements (federal)
    • Sexual Harassment Prevention training (state and CSU)
    • Live Scan (CSU)
    • and helps the university avoid penalties
  • Move toward automated student employment process

Goals

  • Move towards long-range goal of multi-phase process change: consistent process between departments
  • Track and maintain Student Supervisor information so future phases can include workflow and reporting

Recruitment and Hire Steps Summary

The new student employee hiring process will consist of the steps outlined below. Hiring departments should allow for proper planning, typically 2-3 weeks before an incumbent is placed in a position.

Step 1: Determine if position meets Live Scan criteria

A Live Scan Required? question has been added to the Handshake system as a field in the position setup.

What

Live Scan is required if any of the following conditions* exist:

  • The student is working with Level 1 data. Examples of Level 1 Confidential information include, but are not limited to:
    • Passwords or credentials
    • PINs (Personal Identification Numbers)
    • Name with birth date combined with last four of SSN
    • Name with credit card number
    • Name with Tax ID
    • Name with driver’s license number, state identification card, and other forms of national or international identification
    • Name with Social Security number
    • Medical records related to an individual
    • Psychological Counseling records related to an individual
    • Name with bank account or debit card information
  • Direct contact with minor children.

*The list of tasks is illustrative and is not exhaustive.

Why?

Complies with CSU’s ICSUAM 8065.S02 Information Security Data Classification Standard page 64, and CSU, Chico’s Information Security Policies and Standards, CSU Chico's background check procedures and HR 2017-17 (for the comprehensive CSU systemwide Background Check policy).

How?

  • Departments are to consider if the student’s position meets any of the above criteria and be prepared to select the option, as appropriate, in Handshake.
  • If the position meets the above criteria, the job announcement shall include a statement indicating that candidates are subject to Live Scan. (See next step for detailed information.)

Live Scan is also required of current student employees, not just new. Current student positions must be evaluated by the department to determine if Live Scan criteria are met by the position. If so, the student employee should be fingerprinted.

Step 2: Post student position in Handshake

Use Handshake to advertise for All state-funded, and work study, student employee position openings on campus.

What

  • Allow all eligible students the opportunity to apply for campus positions.
  • Allows the departments to reach a more diverse audience, advertise more widely and consistently.
  • Provides for a consistent location for the student employee position description, a document that needs to be available for CSU Chancellor’s Office reports.

Why?

  • Consistent process.
  • Handshake ensures that the student is enrolled.
  • Allows all enrolled students the opportunity to apply and broadens the applicant pool.
  • Supports the campus’ ongoing initiative to foster institutional change by cultivating a culturally inclusive environment where diversity of thought and expression are valued.

How?

  • Student Employment has tips and best practices for setting up a Handshake posting to make it easier to screen applicants later. Contact Career Center Chico State Hiring A Student Employee for more information. When setting up the posting, you will note when the position should be posted to and removed from the Handshake online vacancy list.
  • Student Employment Authorization (SEA) form will request the Handshake number.
  • Handshake will ask if Live Scan is required for this position. If so, please add a statement to the job announcement indicating that candidates are subject to Live Scan: Candidates may be required to pass a Department of Justice (DOJ)/Federal Bureau of Investigation (FBI) fingerprint clearance (referred to as Live Scan) prior to beginning employment.
  • Need multiple student employees for one position type? You can post one posting in Handshake and hire multiple students from the posting.

Training will be provided to review these steps, obtain feedback, and supply “Handshake Best Practices” for on-campus positions.

tip
Use preferences (i.e., “the department prefers someone who can work three consecutive semesters”) in the position description to help screen applicants later.

Step 3: Screen applicants, conduct interviews, check references, etc.

Contact Career Center Chico State or Employment Services for guidance and templates.

Screen Applicants

Screen applicants based on your job application requirements. Contact Student Employment

Confirm Student Enrollment

Verify that the student is enrolled at least part-time. If using Work Study funds, check for Work Study award and unmet need.

Conduct Interviews

Student Employment can assist with reviewing interview questions, samples, what are legal and illegal interview questions, and provide advice on conducting the interview.

Select the Top Candidate and a Backup

Choose the best applicant—and one backup should the top candidate not get employed by your department or not pass Live Scan (if Live Scan is required for this position). Ensure the student meets the student assistant criteria.

Recommended/Optional: Notify students not selected for interview or hire

You can choose to send emails to the student not hired. For example:

  • Thank you for your application, however you were not selected for an interview.
  • Thank you for taking the time to interview with us, however another candidate is being considered.

Records Retention Information

Step 4: If applicable, Live Scan the candidate

Explain to the candidate that they are one of the candidates being considered and this is one of the next steps in the recruitment process.

Live Scan candidate if position met Live Scan criteria in Step 1.

How?

  1. Hiring department provides student applicant with the necessary LiveScan paperwork.
    • The packet includes instructions for completing the fingerprinting form, information about costs, and a sample CAF.
    • Email humanresources@csuchico.edu to notify them you are submitting a Live Scan request and who to contact when the Live Scan is cleared. Employment Services logs hiring department requests for Live Scan so they know who to call when the Live Scan is complete.
  2. Hiring department completes a CAF
    • As of July 2014, Live Scan costs the hiring department approximately $69 per person to complete. The instruction packet includes more information about costs.
  3. View University Police website for fingerprinting hours. Student applicant must bring the following documents to UPD: a photo ID, live scan request form, and a completed CAF form. The University Police Department is located on the corner of West 2nd and Normal Streets.
    • Please note: For the comfort of our staff and others waiting for their Live Scan, please refrain from the use of perfumes, scented lotions, body sprays or colognes. To ensure a quality fingerprint, please refrain from using hand lotions on the day of your live scan. Thank you.
  4. Hiring department waits to get Live Scan clearance confirmation from Employment Services. (Please refrain from calling UPD for results, all requests for information should be handled through Employment Services).

Step 5: Offer the position

Note: If Live Scan was necessary, please ensure the candidate cleared Live Scan before offering the position to them.

Notify the student that they are the successful candidate. Arrange for the student to come in to complete the appropriate Employment paperwork. (See followings steps.)

Step 6: Update closed Handshake # with incumbent name

Update Handshake with the incumbent name and confirm that the posting is closed.

What?

Login to Handshake and enter the name of the student hired into the position. If the position is not already closed, enter the appropriate “Expiration Date” and “Employment Start Date” for the posting.

Why?

Incumbent names, position open and close dates are necessary for Student Employment reports provided to the CSU Chancellor’s office.

How?

  • When logged into Handshake, at the op right corner of the screen, click on "Applicants."
  • Find the name of the applicant whom you would like to hire.  From the "Status" drop-down menu to the right of the applicant name, choose "Hired."
    • IMPORTANT: Students marked Hired will receive a notification that they were selected for the job.  Students marked Declined will not receive a notification, but will be able to check their status on their Handshake account and see that they were declined.  We always recommend emailing declined applicants (after the Hired student has accepted the role!) to thank them for their interest and participation.
  • If you have hired a particular student without conducting a recruitment, contact Student Employment to report your hire.

Step 7: Candidate completes Employment paperwork

Send new student employee, with I-9 required documents, to the Human Resources Service Center, front window, KNDL 220.

If you do not have a SEA form or ISA, TA or GA contract ready for your Student Hire, another option would be to give them a slip of paper with the following instructions printed on it to take with them to KNDL 220. This will enable us to determine what paperwork they need.

"Please take this slip to the Human Resources office, Kendall Hall Room 220 and let them know you need a new hire packet for a (insert students appointment type here ie: Student Assistant, ISA, TA, GA). You will need to bring certain forms of identification with you, the most common are an unexpired Passport OR a combination of a photo ID (driver’s license or Wildcat Card) AND original Social Security Card. Once you fill out the packet and turn it into Human Resources you will be given a ¼ sheet of paper authorizing you to work. Please return this sheet of paper to the hiring department."

What?

This ensures compliance with legal mandates, including I-9 requirements (federal). This must be completed prior to the student starting work.

Why?

  • The I-9 documents are required for hire. Without the I-9, the SEA will not be processed and the student employee is not authorized to work.
  • Completion of Employment Paperwork will allow the SEA to be processed when submitted.
  • HRSC will ensure on your behalf that the student meets legal mandates for employment.

How?

  • Typically, a new employees needs to bring I-9 required documents. The most common are 1) a passport, or 2) photo ID and social security card.
  • The student is provided an "I-9 Authorization to Work" form to be passed on to the department. Once the department has received this, they can then invite the student to begin work.

Step 8: Complete Student Employment Authorization (SEA)

Use the Student Employment Authorization (SEA) to communicate appointment and pay information about the student employee.

The Student Employment Authorization (SEA) will be updated to include:

  • Handshake #
  • Indicate if Live Scan has been cleared (if applicable)

As a Student Time and Labor Approver, you can update the student employee "Reports To" field. A Student Employee Reports To Maintainer Guide provides directions for updating this information. Please contact Yvonne Bealer, Human Resources Information Systems (HRIS), x5477, with questions.

What?

  • Departments appoint into positions as they are needed, rather than into multiple positions that may be needed in the future.
  • The student’s actual supervisor will be tracked in CMS/PeopleSoft.

Why?

  • Avoid multiple open records that don’t receive pay.
  • Reduces the number of records the department needs to terminate later.

How?

  • Only create records you need at the time of hire.
  • Payroll will run reports that monitor student records which have not received pay within the last 3 months. Payroll is defining this process and will be working with departments to clean up records that are not being used.

If using Work Study funding...

It is advised to check a student's work study award monthly, because it can change. For more information about this process, or access to work study funding screens and guidance, contact Christina Linton, in the Financial Aid & Scholarship Office.

If appointing Instructional Student Assistants (ISA) Student Employees...

ISA Student Employees are not appointed using the SEA. For more information regarding appointing and processing ISA students please follow this link: Wiki-ISA Students. If you have questions regarding viewing access contact HR Security.

Step 9: Online Training

Compliance Training

All CSU, Chico employees—including student employees—are required to complete training as required by law, CSU, or campus policies. Most of these trainings are web-based and can be completed at an employee’s workstation. Employees will be automatically enrolled in on-line trainings during their first month of employment.

Lead/Manager Responsibility

Supervisors must ensure that their employees, including ALL students employed through the university, complete compliance training within the first 30 days of employment. It is your responsibility to schedule paid work time—approximately 4+ hours—for the student employee to complete online compliance training. As of January 2018, all employees have access to the DTS by their first day of work.

Employee Email for students? Yes!

In compliance with EM 16-004, the Account Center automatically creates employee email (Exchange) accounts for all student employees. Read more about how to help students navigate their new employee email account.

What?

Compliance training applies to all employees, regardless of student status.

Why?

Comply with legal mandates, as well as CSU and campus policies.

How?

  • As soon as the student is entered as an active employee in PeopleSoft, their employee ID and employee email address are included in nightly/weekly data loads into the CSU and campus training systems.
  • The training systems automatically enroll them in training and send notices to their employee email account.
  • Go to Compliance Training web site to see a list of compliance trainings.
  • Student employees should be given work time to complete compliance training and assigned professional development.
  • The student is responsible for completing the training as long they are an active employee in PeopleSoft.

Online Professional Development Courses

Student employees have access to online professional development courses.

What?

  • All State employees, whether student or not, will have access to online professional development.
  • Note: The Reports To position (in PeopleSoft-HR) will receive notices if the employee doesn't complete required training. If a change in the Reports To field is desired, please work with Yvonne Bealer, Human Resources Information Systems (HRIS), x5477. A Student Employee Reports to Maintainer Guide also provides directions for updating this information.

Why?

(State) student employees can take advantage of optional online training in our catalogs, examples are available at Professional Development web page under Student Employees (state-funded).

How?

As soon as the student is entered as an active employee in PeopleSoft, their employee ID and [PeopleSoft BUSN] email address are included in nightly/weekly data loads [CSU E-Learning Extract] into the CSU and campus training systems.

Separation

Reminder: Student employees are to be inactivated when they are no longer working for a department.

What

  • Keeps data in PeopleSoft “clean” and accurate.
  • PeopleSoft employee status is being used by third party systems and notifications.

Why?

  • Reduces the risk to campus and departments from unauthorized data access and potential security breaches and data misuse.
  • Students that are no longer employed will be automatically inactivated in the campus training system and they will stop receiving employee training notices.
  • Avoids unnecessary employment history in the system that departments must wade through when looking for accurate information.

How?

  • Hiring department uses the Planned Separation Report to notify Payroll that the student’s employment has ended.
  • Payroll will begin to monitor student records for lack of pay.

Who completes which steps?

Area, department, and college processes can vary and typically depend on whether the areas have decentralized or centralized functions related to the student employee hiring process. Below are examples of who completes each step.

De-Centralized

For areas that are highly decentralized, one or two people may complete all the steps.

Centralized

For larger areas that have centralized certain functions, such as budgeting, or student payroll, the steps may be completed by the following:

  • A lead/manager writes the initial job posting and decides if the position meets any of the Live Scan criteria in step 1.
  • Administrative support completes steps 2-3 [Handshake Posting and application receipts] to ensure consistency in, and tracking of Handshake postings.
    • This person also passes on (or prints) the applicant information for screening to the lead/manager.
  • The lead/manager completes step 4 [screening,interviewing, selecting candidates].
  • Administrative support facilitates step 5-9, guiding the student through employment and payroll processes.
    • Administrative support ensures the student meets enrollment criteria and work study potential.
    • The lead/manager communicates the job offer to the student [step 6], after Live Scan has been cleared (if applicable).
    • Administrative support:
    • Ensures the student walks over to HR with with completed SEA and to complete appropriate I-9 documents.

      tip iconProvide 2 SEA forms to the student to walk over, one for HR to process, the duplicate for HR to sign and give back to the student to return to the department to ensure they have completed their employment paperwork.

    • Receives confirmation from HR that the student can work.
    • Emails the lead/manager to confirm student can start work
    • Prepares student timesheet template and provides to student.
  • The lead/manager communicates the first day of work and the work schedule.
  • The lead/manager ensures the student employee completes training [step 10].
  • The lead/manager communicates when the student's employment ends to the administrative staff. The administrative staff then submits a SEA to separate the employee.

Frequently Asked Questions(FAQ)

Below are a list of questions and answers that have been brought up during discussions and trainings:

  1. A student submits an Add/Drop form to the department office with a note from a doctor or Student Health Service explaining the circumstances for a course drop. A student employee then takes the form and date stamps it before handing it off to someone to process. (It is handed to them by the student, or they are responsible for opening the mail, and they pull the form out of an envelope.) Does this require them to be fingerprinted?
    1. In most cases, no, as long as the student receiving the form and note is not being given access to a medical diagnosis, birthdate or any other Level 1 data.  If there are any instances in which the explanatory note might have personal or Level 1 data, the supervisor needs to stipulate that the position has a LiveScan requirement.
  2. The department has a student working for them, whose position description was not posted in Handshake. Do I need to post it in Handshake?
    1. Yes. Create the position in Handshake, however, in the "Description" section, type "DO NOT POST" and Student Employment will not make it viewable. This will enable the position description to be in the Handshake database and it will stay in the system associated to your account, enabling you to later "Copy Job" if you wish to post a similar position in the future.
      1. You can post a general job description in Handshake, through which you hire several students.  However, if a job arises that is different or as lead duties, please create a separate Handshake posting and include the new duties.
  3. I want to re-classify a student employee for a higher level. Do I submit that through Handshake? (rev. 1/19/2016)
    1. Yes. Post the position in Handshake, as noted above in question #2, putting "DO NOT POST" IN THE "Description" section of the job posting.  If the new position qualifies as Student Employment IV category, submit a SEA from with the new Handshake ID#, and forward to the Student Employment Offic, zip 701, for review and approval.  If the new level is Student Employee II or III, forward directly to Student Payroll, zip 0010.
  4. How long is Live Scan valid for a student employee? (rev. 8/21/2014)
    1. If there is a break in employment of no more than one (1) year in all student positions, and the student employee had been Live Scanned for a prior position, no new Live Scan is required.
      1. If a student employee is no longer working, even if they will be returning, please “separate” them using the Student Separation report. This applies to students who are away to study abroad, as well as summer break, and ensures that the correct employee status is picked up by third-party systems that depend on PeopleSoft employee data (for access, security, online training assignment, etc.). More information about separating student employees under Student Payroll Information Separating students.

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