Human Resources Service Center

Onboarding for Student Hires

Dear Student,

On behalf of your hiring department, Student Employment, the Human Resources Service Center and the Office of Academic Personnel, we welcome you to working for Chico State!

This page includes videos and instructions by our own student employees with step by step instructions to help you as a fellow student employee. 

NOTE: For best viewing experience on videos be sure to select the full screen icon full screen icon.  Select Esc key to exit full screen and return to webpage.

Your supervisor or department has sent this link to you so that you can complete the necessary paperwork to get hired before you begin work. Please read the information thoroughly and follow the steps carefully.

Temporary Virtual Services

For each step, COVID-19 temporary processes are listed as appropriate. Kendall Hall may remain closed during the pandemic and we may be assisting you virtually or through an alternate location.

You may need to make an appointment, download and print documents, review them over Zoom, etc. Please contact Employment Services(opens in new window) to find out the current process for submitting employment paperwork during COVID-19.

Getting Started

Like stepping stones in a path, the following steps guide you through the hire process, necessary paperwork, when you can begin work, how to track time to get paid, and more.

Step 1: Background Check - Does your position require it?

Your department will let you know if you need a background check. If a background check is needed, your department will provide you with the necessary paperwork and instructions. Completion of a background check is important as it can take a few days and hold up the hire process if not completed prior to working. (Help for your department is available in the Student Employee Hire Process Steps.)

Step 2: Before You Work, Complete Needed Documents

During COVID-19, it is important to download the appropriate packet emailed to you from a contact in HR/Employment Services(opens in new window).

Complete the new hire documents prior to working so that you can get paid for your work. Payroll provides additional information to help you complete the EAR or SPAR.

Your department or Employment Services(opens in new window) will indicate by email which employee type you are and which document to complete based on the table below.

Employee Type
Employee typeVideo InstructionsComplete the ...
Student Employee
- includes Student Assistants and Work Study

"SPAR Packet" Video Instructions for Student Hires

"SPAR packet" (Print first, then complete)
International Students,
Instructional Student Assistant (ISA), Teaching Associate (TA),
Graduate Assistant (GA)

"EAR Packet" Video Instructions for Student Hires

"EAR packet" (Print first, then complete)

Go to New Employee Resources

Student Employee Rehire
- includes Student Assistants and Work Study
"SPAR Rehire packet" (Print first, then complete) - please check with Employment to confirm with forms to complete
Rehire of International Students,
Instructional Student Assistant (ISA), Teaching Associate (TA),
Graduate Assistant (GA)
"EAR Rehire packet" (Print first, then complete) - please check with Employment to confirm with forms to complete

SPAR = Student Payroll Action Request
EAR = Employee Action Request
Rehire = Worked for Chico State previously; does not include employment with Associated Students or Chico State Enterprises (formally known as the Research Foundation)

Step 3: Submit Completed Paperwork to Human Resources Service Center

During COVID-19, please contact Employment Services(opens in new window) to find out the current process for turning in paperwork.

When campus is open, you can submit paperwork to Employment in Kendall Hall 211. Employment will complete the I-9 verification for you.

Step 4: Authorization to Work

During COVID-19, please contact Employment Services(opens in new window) to find out the current process.

You will be given an I-9 Authorization to Work paper that you will need to return to your hiring department. Departments use the I-9 Authorization to Work paper as confirmation that the necessary paperwork is complete, and then you can begin working.

Step 5: Get Oriented

If this this the first time that you've worked on campus, or for your new department, it's important to know what is expected of you! The slides linked below provide an orientation for new student employees and will share details about pay day, your legal responsibilities, and expectations.

Step 6: Track Time Worked

During COVID-19, please review important COVID-19 Student Employee Info. Your department should review Attendance and Supervision of Student Employees During COVID-19.

Track your time EACH DAY as you work. Ask your supervisor which Student Timesheet(opens in new window) tool you should use. You must not work more than 20 hours per week total between multiple campus jobs (while classes are in session). Communicate with your supervisor about schedules and timekeeping.

CSU, Chico (State) student employees have access to download Office 365(opens in new window) for free on up to five computers and devices. Office includes Microsoft Excel, which is needed to complete the CSU, Chico student employee timesheet.

After your first paycheck, be sure to enroll in Cal Employee Connect. It will be an important way for you track your earnings and W-2 form for taxes.

Step 7: Access and/or Forward Your Work Email

Student Employees & Employee Email Accounts

In compliance with EM 16-004, the Account Center automatically creates employee business email accounts for all student employees (MS Exchange email or userid@csuchico.edu). This “Exchange” email account receives official employee information, including notices to complete required compliance training.

Student employees may elect to redirect (i.e., auto-forward) these messages to their student WildcatMail account if they don’t wish to keep their work email separate.

Be sure to check your work email at least once a week during employment for important work and training-related emails.

Step 8: Complete Compliance Training

All CSU, Chico employees--faculty, staff, managers, and students--are required to complete online compliance training as part of their job duties.

A few weeks prior to your first paycheck, CSU Learn will send you notices of compliance training from training@csuchico.edu. Watch for CSU Learn notifications in your work email account. Sometimes these reminders may go to Junk Mail or Clutter. Please setup your email to accept these reminders.

  • The CSU Learn How-To Guides provide important links to help you navigate the training system
  • Login to CSU Learn - User your portal account and password to view assigned compliance training.

Your manager can view you progress using the CSU Learn Manager Dashboard.

Step 9: Professional Development

Build up your work skills by talking to your supervisor, and planning time for Online Professional Development for Student Employees.

Tips from Our Expert Student Employees

Need Help?