B. THE HIRING DEPARTMENT

• The hiring of Student Assistants may not commence until the open position has been posted with Student Employment Services for a minimum of five (5) working days. This will ensure that all students have an equal opportunity for consideration.
• Thereafter, hiring authorities may select Student Assistants from the individuals who have applied.
• The hiring area shall complete the Hiring Area Section on Form 105 and instruct selected students to deliver the required forms to the Career Services Center first for review and signature and thereafter to the Payroll office. Hiring supervisors shall be responsible for ensuring student enrollment status for continuing Student Assistant employment. Please review the student enrollment verification in Section A on the SES Form 105. It is also the responsibility of hiring supervisors to verify and ensure that students, especially those concurrently employed in other areas, do not exceed the 20/40 work hour restrictions.
• The hiring area shall give a Student Payroll Action Request Form (BM 55), Employment Eligibility Certification Forms (BM 52, INS Form I-9), and a Statement Concerning Your Employment in a Job not Covered by Social Security (CSU Form SSA-1945) to students who are selected for employment. The students shall deliver the completed forms to the Payroll office with appropriate identification.
• Supporting documentation ( i.e. duties statement, student's work history) shall be on file in the hiring department for review by the appropriate Dean, Vice President, or administrator upon request.
• The hiring department must notify the Payroll office immediately if the Student Assistant's academic units drop below half-time enrollment status.

C. THE PAYROLL OFFICE

• The Payroll office shall receive Form 105 from the student hired for the Student Assistant position.
• The Payroll office shall receive the Student Payroll Action Request Form (BM 55), Employment Eligibility Certification Form (BM 52, INS Form I-9), and a Statement Concerning You Employment in a Job not Covered by Social Security (CSU Form SSA-1945) from the student.
• The student should be prepared to show identification to the Payroll office as proof of employment eligibility.
• The Payroll office will forward the processed copies of Form 105 to the hiring department, hired student, and the Career Services Center and retain copies for payroll records.

D. APPLICANT POOLS

• Special applicant pools will be utilized by a department that hires a large number of Student Assistants (i. e., the Library, University Advancement).
• These applicant pools are established through Student Employment Services. Such pools shall be formed or reconstituted every year (June 1 - May 31) and students may be selected from the pool during that period. Applicant pool positions will be posted by Student Employment Services and advertised for the period of time requested by the hiring department (i.e. one semester, all year, etc.).
• The hiring department must submit Form 101 with department head signature at least once every year (June 1 - May 31) for each applicant pool job announcement.
• Students may contact the hiring department to be included in their pool at any time during the posted period.  However, they must resubmit their names every year (June 1 - May 31) in order to remain an active participant in the pool.
• The hiring department may include a resume or an application form for inclusion in the applicant pool files.  The hiring department may utilize the applicant pool at any time in order to interview and select Student Assistants. Once students have been selected, the hiring department will complete Section A of the SES Form 105, and instruct the students to take this form and the required completed payroll documents to the Payroll office for further processing.

E. SPOT JOB LISTINGS

• Spot Job listing services are available for departments who wish to hire students for temporary/short term University employment (i.e., jobs taking 1-8 hours over 1-7 days).
• The Spot Job applicant pool shall be maintained by Student Employment Services. The pool shall be formed or reconstituted every year (June 1 - May 31) and students may be selected from the pool during that period. It is not required that Spot Job announcements be posted online or in the Career Services Center, however, the hiring department may request that the announcement be posted to increase the number of applicants in the Spot Job pool.
• Students may submit their resume to the applicant pool at any time during the year (June 1 - May 31), however, they must resubmit their name every year in order to remain an active participant in the pool.
• Hiring departments must complete a Notice of Student Assistant Job Posting Form (SES Form 101), and must have the approval of the appropriate department head prior to submitting a job announcement to Student Employment Services. Approval shall be recognized by the signature of the appropriate department head on SES Form 101.
• The hiring authorities shall select students from the Spot Job applicant pool of resumes maintained in the Career Services Center. The hiring department shall contact students directly to schedule interview appointments. Once students have been selected, the hiring department will complete Section A of the SES Form 105 and instruct the students to take this form and other completed payroll documents to the Career Services Center first for review and signature and thereafter to the Payroll office for further processing.
• Students hired from the Spot Job pool cannot be rehired for Non-Spot Job pool positions. For example, if a student is hired as a Student Assistant for a Spot Job, they cannot be rehired for a long term Student Assistant position. All steps outlined in the Student Employment Services Checklist must be followed.

F. STUDENT ASSISTANT HIRING PROCESS SUMMARY

STEP 1 The hiring area completes the Student Employment Services Form 101 (available on the Student Employment Services page of the Career Services Center website) and sends it to the Career Services Center, where the job will be posted on CareerTRAK and in the On-Campus job binder. The appropriate department head’s approval signature must be on this form. Note: If this is a Unit 11 job posting, it must be identified as such on Form 101.

STEP 2. Students will review job openings and apply directly to the hiring department. All application materials will be kept on file in the hiring department.

STEP 3. The hiring department will review required materials (resume, application, cover letter and references) from applicants. Note: The job announcement must be posted for a minimum of five (5) working days before the final selection process may begin in the hiring department. Please call the Director of the Career Services Center (x3073) if you have questions about the posting period before you hire.

STEP 4. The hiring department selects a student to fill the position and completes Section A of the Student Employment Services Form 105, available online on the Student Employment Services page of the Career Services Center website. The hiring department will then notify the Career Services Center that the job has been filled. If this is a Unit 11 job posting, the hiring department will use Form 105-Unit 11, which is returned to the Faculty Affairs office. Form 105-Unit 11 is currently only available in the Career Services Center.

STEP 5. The hiring department instructs the selected student to deliver the completed Form 105 to the Career Services Center for review and signature. The student will then proceed to the Payroll office with the following: (1) Form 105, (2) Student Payroll Action Request Form (BM 55), (3) Employment Eligibility Certification Form (BM 52, INS Form I-9), and (4) A Statement Concerning Your Employment in a Job not Covered by Social Security (CSU Form SSA-1945). Students with Form 105-Unit 11 may proceed directly to the Faculty Affairs office with this form. The student should be prepared to show identification as proof of employment eligibility.

STEP 6. The Career Services Center matches the Form 105 to the posted job and signs off.

STEP 7. The Payroll office processes the forms and forwards copies to the appropriate hiring department and to the Career Services Center.

 

STEP 8. The Payroll/Human Resources office will set up student access to the online timecard. The student employee will log onto http://oitweb5.csustan.edu/timesheet to enter their hours worked. Unit 11 student employees will have an electronic timecard sent to their supervisor. After all work hours are entered for the pay period, the student will print the timesheet, obtain department head signature to verify hours worked, and submit signed timesheet to Payroll by the second business day of the next pay period. Paychecks are issued on the 15th of the month.

G. STUDENT ASSISTANT SPOT JOB HIRING PROCESS SUMMARY

STEP 1. The hiring department completes the Student Employment Services Form 101 (available on the Student Employment Services page of the Career Services Center website) and sends it to the Career Services Center to list the vacancy. The appropriate department head’s signature must be on this form. It is not required that the announcement be posted online or in the Career Services Center, however, the hiring department may request that the announcement be posted to increase the number of applicants in the Spot Job pool. Note: If this is a Unit 11 job posting, it must be identified as such on Form 101.

STEP 2. Students who wish to be considered for a Spot Job must submit a resume to the Spot Job applicant pool file.

STEP 3. The Spot Job applicant pool is reviewed by the hiring department authority.

STEP 4. The hiring department authority selects candidates, contacts them for interviews, and completes Section A of the provided SES Form 105 for each vacancy.

STEP 5. The hiring department instructs the selected student to deliver the completed Form 105 to the Career Services Center for review and signature. The student will then proceed to the Payroll office with the following: (1) Form 105, (2) Student Payroll Action Request Form (BM 55), (3) Employment Eligibility Certification Form (BM 52, INS Form I-9), and (4) A Statement Concerning Your Employment in a Job not Covered by Social Security (CSU Form SSA-1945). Students with Form 105-Unit 11 may proceed directly to the Faculty Affairs office with this form. The student should be prepared to show identification as proof of employment eligibility.

STEP 6. The Payroll office processes the forms and forwards copies to the appropriate hiring department and to the Career Services Center.

STEP 7. The Payroll/Human Resources office will set up student access to the online timecard. The student employee will log onto http://oitweb5.csustan.edu/timesheet to enter their hours worked. Unit 11 student employees will have an electronic timecard sent to their supervisor. After all work hours are entered for the pay period, the student will print the timesheet, obtain department head signature to verify hours worked, and submit signed timesheet to Payroll by the second business day of the next pay period. Paychecks are issued on the 15th of the month.