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Student Employee Hire Process Steps

This process includes changes being implemented during Phase 1 of the Student Employment Process Flow Project, effective late July 2014. 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 JobCat 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, and CSU, Chico’s Data Classification and Protection Standards, CSU Chico's background check procedures and HR 2016-08 (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 JobCat.
  • 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 JobCat

Use JobCat 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.
  • JobCat 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 JobCat posting to make it easier to screen applicants later. Contact Barbara Johnson in Student Employment for more information. When setting up the posting, you will note when the position should be posted to and removed from the JobCat online vacancy list.
  • Student Employment Authorization (SEA) form will request the JobCat number.
  • JobCat 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 JobCat and hire multiple students from the posting.

Training will be provided to review these steps, obtain feedback, and supply “JobCat 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: Student applicants completes one, common job application

Use one common, campuswide student employment application. This is the most important document that all departments should require of their student employee applicants. Available on line via Student Employment > Helpful Documents > Application for Employment.

What?

  • Laws change and what is required to be on a job applications changes. Many departments are using non-compliant applications.
  • This is the most important document that all departments should require of their student employee applicants.

Why?

As laws change, the official student employee application form will be updated to stay legally compliant.

How?

  • Student Employment will post the application on their website.
  • Students to use whatever the current application is online.
  • Departments can add supplemental applications to the JobCat posting in the How to Apply section.

tip
 In the How to Apply field, add Submit Student Employment Application, Résumé, and availability through JobCat.
 

Step 4: Screen applicants, conduct interviews, check references, etc.

Contact Student Employment 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.

Step 5: 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 6: 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 7: Update closed JobCat # with incumbent name

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

What?

Login to JobCat 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 JobCat, in the top, left navigation, under “I want to…,” there is an option to “Report a Hire.” Select “Report a Hire” and input the name of the student hire.
  • If you hired multiple students from the same posting, you can submit all of their names via JobCat's “Report a Hire.” function.

Step 8: 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 9: Complete Student Employment Authoriation (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:

  • JobCat#
  • 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 10: Online Training Notices

Student employees will receive notices to complete 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. Supervisors should be prepared to schedule 6+ hours and a location for the employee to complete the online training. Please ask the employee to go to training.csuchico.edu and click Login to DTS. They must use their campus email / portal account login and password for this system. Before launching an online course, it's important to read and update their campus computer using the instructions here, and read any emails from dts@csuchico.edu (sent to their student 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 student 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 email account (currently, their student 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.

After employment 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.
  • Hiring department uses the SEA to notify Payroll of terminations, including 3-day terminations.
  • Payroll will begin to monitor student records for lack of pay in a 3-month period and inactivate.

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 [JobCat Posting and application receipts] to ensure consistency in, and tracking of JobCat 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. TBD
  2. The department has a student working for them, whose position description was not posted in JobCat. Do I need to post it in JobCat?
    1. Yes. Create the position in JobCat, however, in the "How to Apply" section, type "DO NOT POST" and Student Employment will not make it viewable. This will enable the position description to be in the JobCat 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.
  3. I have several positions in which students are already working that were not posted in Live Scan. Any tips for submitting these?
    1. Yes!
      1. Decide which positions, if any meet the Live Scan criteria. Post those in JobCat first.
      2. Post the rest in JobCat by December 1, 2014.
      3. You can post a general job description in JobCat, through which you hire several students. However, if a job arises that is different or has lead duties, please create a separate JobCat posting and include the new duties.
  4. I want to re-classify a student employee for a higher level. Do I submit that through JobCat? (rev. 8/13/2014)
    1. Yes. Post the position in JobCat, however in the "How to Apply" section, type "RECLASSIFICATION" and Student Employment will not make it viewable. This will enable the position description to be in the JobCat database and be queued for review by Student Employment.
  5. 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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