On-Campus Student Recruitment Hiring Process

• Step 1: Position Number Update

  Ensure the position number for the vacant or new position is up to date and as accurate as possible. The information connected to the position number will autofill many fields on the requisition. For information on position management, please visit the University Budget Office website.

  NOTE: Position numbers for new recruitments may not be immediately available for use on the same day they are issued by the University Budget Office. An overnight activation process may be required before they become fully operational.

• Step 2: Classification, Documentation and Advertisement

  The following will need to be finalized prior to submitting a recruitment into PageUp:

  Job Classification

  • Please ensure that the hiring department has classified the Student Assistant position at the appropriate level by using the documents provided to determine the correct classification:
    • Student Employee Classification Levels and Wage Rates(opens in new window) Student Employee Classification Levels and Wage Rates 2026(opens in new window)
    • Student Assistant Job Classification Tips(opens in new window).

  Students are to be classified and paid for the job they are performing and not their innate ability or availability of funds.

  Position Description

  • Please ensure the hiring department has either created or reviewed/updated the position description for the Student Assistant recruitment and ensured that the document is up to date and accurately represents the position prior to submitting a new recruitment into PageUp. Sample Student Assistant Position Description(opens in new window) 

  Interview Questions

  • Create interview questions that are based upon the position description for the Student Assistant. On Campus Student Employment can assist with reviewing interview questions, samples, what are legal and illegal interview questions, and provide advice on conducting the interview. Sample Student Employment Interview Questions

  Advertisement Summary

  • Create an advertisement summary for your new recruitment. This is your opportunity to advertise why the students would want to work for the department and go into short detail of the new recruitment.
• Step 3: Criminal Records Check

  Criminal Records check - Determine if the Student Assistant that will be hired for this recruitment will need to pass a background check or Live Scan. Please indicate in CHRS PageUp if this will be needed.  

  A background check 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 the 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. (This may require Live Scan). If required see link below for further instructions.

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

  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 PageUp. Additional information on Chico State’s Background Check Procedures website. CSU Background Check Policy HR 2017-17 (PDF).

  If the position meets the above criteria, the job announcement shall include a statement indicating that candidates are subject to a background check. (See next step for detailed information.)

  A background check might also be required of current student employees, not just brand new. Current student positions must be evaluated by the department to determine if background check criteria are met by the position.  Employment Services can confirm if a current student employee is required to have a new background check. 

  A live scan is required if any of the following conditions* exist:

  Live Scan/Fingerprinting is required for all individuals who perform work involving regular or direct contact with minor children, including at CSU-hosted recreational programs (e.g. youth activities.) Fingerprinting is also required for positions in which background checks are required by law.

  The Student Employment Analyst will initiate the Live Scan to be completed through Blue Oak Mobile Livescan and Notary. This information needs to be indicated in CHRS PageUp.

• Step 4: Enter Requisition

  The hiring department will enter a requisition through CHRS Recruiting (PageUp). Follow the guide for more details: Creating a new Student Assistant Recruitment in CHRS (PageUp)(opens in new window).  

  • Note: Prior to submitting a recruitment, please ensure that you have undergone training provided by the Student Employment Analyst in Employment Services.
  • Please ensure you have verified the background check guidelines for this recruitment.
  • Submit the recruitment into the approval process of CHRS PageUp for the Student Assistant Recruitment.
  • Once the requisition has been approved HR will post the recruitment.
  • All student assistant jobs must be publicly posted for a minimum of 7 days, unless the position is part of a student’s admission package.
  • The hiring department needs to keep track of the posting timeline so they can move to the next step of the recruitment process at the correct time.
• Step 5: Screen Applicants

  • Once the application posting timeline has expired the hiring department will screen the student assistant applications based on the Student Assistant Position Description.

  • Confirm Student Enrollment. Verify that the student is enrolled at least part-time. To do this you will have two options of verification. Verify Student Enrollment in PeopleSoft CS if you have access Verifying Student Enrollment in PeopleSoft CS Guide(opens in new window). Ask the student to provide proof of enrollment and submit this information to the hiring department.

  • The hiring department is responsible for transitioning all student applications to the appropriate statuses in CHRS PageUp during the recruitment process. These statuses are based upon search committee deliberations and interview outcomes. These statuses need to be updated with the progression of the recruitment process, and it is important to keep everything up to date.
• Step 6: Interview Process
  • It's important to ensure that all applicants are given equal opportunities throughout the interview process.  Per guidance from the Chancellor’s Office, all candidates are to be interviewed using the same method. They must be either all Zoom or all In-person interviews.
  • As per the guidance from the Office of General Counsel at the Chancellor's Office, we adhere to a policy of not recording any interviews.  In the event that a search committee member is unable to attend an interview, they will not be eligible to provide any comments or feedback regarding that particular candidate following the interview.
  • When conducting interviews via Zoom, it is helpful to copy and paste each interview question into the chat as it is asked, giving the candidate the opportunity to read along. For in-person interviews, a copy of the interview questions should be provided to the candidate at the start of the interview.  This will provide a more equitable interview process for those who find it easier to follow along by reading. 

  Note: Effective January 1, 2018, California Law dictates that state and local government employers are prohibited from inquiring or prompting applicants for employment about their salary history.

  In order to comply with the new requirements, our campus has removed all questions related to salary history from the applications for employment, recruitment information, and recruitment systems. Committees must refrain from inquiring or prompting applicants about their salary history throughout the recruitment process.

  If you have further questions, you may contact studentemployement@csuchico.edu or refer to the following Technical Letters.

  • HR/Appointments 2017-01 (PDF)
  • HR 2017-16 (PDF)
• Step 7: Selection Process

  The hiring department should select the top candidate for hire and create a list of back up candidates that the hiring manager may want to hold in case the top candidate does not work out. Please make sure to transition applicants in CHRS PageUp according to the outcome of the selection process. The hiring department can conduct a reference check if they are interested prior to selecting their top candidate. Reference Check Form [optional](opens in new window)

  • Once a top candidate is selected for hire, please ensure the student meets the eligibility for student employment
  • For Work Study funded Student Assistant Recruitments please verify the student has work study funds available. The students can check this by logging into their student center, and they can view their work study award. They will then provide documentation to the department to verify.
  • Records Retention Information: Records/Information Retention and Disposition Schedule Subject Matter 1.0 Personnel/Payroll (PDF) (PDF), refer to Records Identifier sections 1.2 and 1.3 (Personnel Files for Separated Employees)
• Step 8: Extend a Conditional offer of employment

  The Hiring Department will now extend a verbal and written conditional job offer to the Student Assistant selected for hire. A conditional job offer means that the position is offered to the student contingent upon successfully passing a required background check or Live Scan.

  The conditional offer of employment must contain the following information:

  • Appointment Title
  • Department name and contact information
  • Start date/end date
  • Hourly rate

  The student should accept this offer before moving forward in the hiring process. Make sure to inform the students that this is a conditional offer of employment and a formal offer will be extended once all the conditions for the offer have been cleared.

  For Work Study funded Student Assistant Recruitments, please make sure that the student has accepted their work study award. 

  NOTE: The student is not clear to start work at this time.

• Step 9: Transitioning applicants not selected

  The hiring department is responsible for transitioning student employment applicants in CHRS PageUp according to the outcome of the interviews that were conducted. Follow the guide for more details: Transitioning Applicants in PageUp(opens in new window).

  Once a candidate has been selected the remaining candidates should be in one of the following application statuses:

  • Interview Declined
  • Conditional Offer Declined
  • Withdrawn
  • Ineligible
  • Incomplete
  • Not hired, position filled
  • Interview complete - hold (this status can be utilized for applicants you are still considering)
• Step 10: Creating an offer card in CHRS (PageUp)

  Once the hiring department has selected their top candidate for hire and has ensured the student has met eligibility for student employment, the hiring department must now create an offer card in PageUp for the Student Assistant and submit that for HR approval in PageUp. For more information on this process, please follow the guide: Creating a new Student Assistant Offer Card in CHRS (PageUp)(opens in new window). Once the offer card has been submitted, on campus student employment will review the offer card and approve the offer card once the information is correct. Please be aware on campus student employment may reach out to the hiring department for further clarification on various aspects of the offer card in CHRS PageUp. If needed, student employment will initiate a background check at this time.

• Step 11: Extending Official Offer of Employment
  • On Campus Student Employment will then inform the hiring department that the student has cleared all their contingencies for hire with the approval on the offer card. The department can then extend the final offer of employment once they get the notification.
  • On Campus Student Employment will then extend an official offer through PageUp. The candidate will receive an email asking them to log in to their applicant portal to accept the offer.
  • Once the candidate accepts, they will receive access to the onboarding portal to complete tasks such as employment paperwork.
• Step 12: Candidate Completes Employment Paperwork

  IMPORTANT: DO NOT allow students to begin working until you have been given authorization to work approval by Employment Services.

  • It is a federal requirement for employees to complete employment paperwork including a form I-9 prior to starting work. 
  • Once the student has completed the necessary paperwork the department will be notified that the student assistant is cleared to start working.
• Step 13: Closing the recruitment process
  All applications must be in a final application status in order to fill the recruitment. The Student Employment Analyst will notify the department if any applicants are not in a final application status. Notify the Student Employment Analyst when you are ready to fill the recruitment.
• Step 14: Complete Student Employment Authorization
  Hiring department will complete the Student Employment Authorization (SEA) form and use the process guide for instructions on how to route for signatures through Adobe Sign
  

  • As a Student Time and Labor Approver, you can update the student employee "Reports To" field. A CHRS Reports To Updates Process Guide provides directions for updating this information. Please contact Human Resources Information Systems (HRIS) by email or phone, 530-898-4947, with questions.
  • 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 Brian Smith, in the Financial Aid & Scholarship Office.
• Step 15: 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 training courses are web-based and can be completed at an employee’s workstation. Employees will be automatically enrolled in on-line training during their first month of employment.
  • Supervisors must ensure that their employees, including the student assistant’s employed through the university, complete compliance training within the first 14 days of employment. It is your responsibility to schedule paid work time—approximately 4+ hours—for the student employee to complete online compliance training.
  • Online Learning and Development Courses: Student employees have access to online learning and development courses through CSU Learn, please visit the CSU Learn site to learn more.
• Managing Student Employees

  Please refer to the Policies and Procedures Handbook for Hiring and Supervising Student Employees(opens in new window) for more information on supervising student employees. If you need further information, please contact On-Campus Student Employment at studentemployment@csuchico.edu. 

• Separation

  Hiring departments are responsible for managing the CHRS data for their student employee population to ensure accuracy. Part of this responsibility is to submit separation paperwork when student employees are no longer working in a department. The timing of this process is critical and should not be delayed.

  • Keeps data in CHRS updated and accurate.
  • CHRS employee status is used by third party for systems and notifications.
  • Reduces the risk to campus and departments from unauthorized data access and potential security breaches and data misuse.
  • Terminated students will be automatically inactivated in the campus training system and will stop receiving training notices.
  • Avoids unnecessary employment history in the system that departments must wade through when looking for accurate information

  The hiring department uses the Student Employee Terminations to notify Payroll that the student’s employment has ended. For additional questions about terminating student employees, please contact On-Campus Student Employment at studentemployment@csuchico.edu.

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