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PBSci Personnel/Payroll
5th Floor Physical Sciences Building
Mail Stop: PB Sci. Pers/Pay Res. Acctg.
Fax: 831-459-5599
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Administration > Business Office > Personnel/Payroll
> Student Assistant Employees
Hiring New Student Assistants 
UNDER NO CIRCUMSTANCES IS A STUDENT TO WORK PRIOR TO SIGNING EMPLOYMENT FORMS.
ON-LINE STUDENT EMPLOYEE REQUEST PROCESS:
| WHO DOES |
WHAT |
| Supervisor |
To initiate a recruitment to hire a work study or non-work study student employee, the supervisor needs to complete a (Request to Hire form (PDF or Word) and return it to their Personnel/Payroll Representative (or send the same information via e-mail). Be specific as to the qualifications and statement of duties. This information gives the student a clear idea of what is expected and is the only guide to determine the classification of the position. |
Personnel/Payroll Representative |
Personnel/Payroll Representative enters a job (based upon information in the Request to Hire) into the Employee Request System where it is classified and assigned a permanent number (ER#). |
| Student Applicants |
The student goes to Career Center site, creates an application, and submits it to the ER#, generating an e-mail to the hiring supervisor (or designated contact) informing them of the submitted application. |
| Supervisor |
The supervisor then goes on-line to the ER system (contact Personnel/Payroll Representative for password) and views the applications. If interested, supervisor contacts the student for an interview |
| Supervisor |
Once a student is selected for hire, the supervisor prints a Hiring Authorization Form (HAF) from the ER system and sends the student to the Business Office (301 Baskin Engineering Bldg.) with the form. |
| Payroll/Personnel Representative |
• If the student is not currently in the Payroll system, the Payroll/Personnel Representative will give them a time record and send them to the Career Center to complete new hire paperwork.
• If the student is already employed on campus, his/her records will be updated to include the new position. The Payroll/Personnel Representative will provide the student with a time record and the opportunity to make any pertinent changes to current information (e.g. to where check is to be sent, personal information, tax withholding). |
| Selected Student |
If newly hired, after signing forms at the Career Center, the student employee is given a Clearance to Commence Work (blue card) which they should take to their supervisor. If the student is hired under the work-study program, see additional information re: work study |
Note re: Hiring Students for Fall Quarter: Each year in August the Business Office sends supervisors a "call" letter asking for their requests (by September 1) to hire new work study and/or non-work study students. This letter also provides specific details about the hiring process and dates for that year's work study orientation. |
