Student Employment Guidelines

Topics

POSTING THE JOB
INTERVIEWING THE STUDENTS
HIRING THE STUDENT
PROCESSING STUDENT PAYROLL
PAY INCREASES
STUDENT RESIGNATION

POSTING THE JOB - (Return to Top)

1. Send an E-mail to the Departmental AA with the following information:
   • Job Classification (e.g. Asst. III)
   • Number of hours per week
   • Supervisor / Unit(s)
   • Phone number of supervisor
   • Any special requirements (Must be available every day M-F etc.)
   Note: Our department allows a student to schedule their hours M-F, 8-6 only. If you want your student to schedule within a shorter day, e.g., 8-4:30 only, please indicate this as a special requirement.
2. The AA will forward the information to the Student Employment Coordinator (Vinny) in LHR and the job will be given a job number, posted on the Web and on a board in the LHR Student Employment Office.
3. The Student Employment Coordinator will contact the supervisor with the job number. Retain this number so that when a final hiring selection is made, the supervisor can inform LHR which job has been filled by which student.
4. The AA will give the supervisor a new student packet consisting of:
   1. A copy of the job description
   2. Student Assistants Information Sheet
   3. Work Schedule Policy Sheet
   4. Computer Security Statement
   5. New Student Employees Information handout
   6. Care of Library Collections handout
   7. UCSD Sexual Harassment Prevention and Policy Sheet
   8. UCSD Libraries Guiding Principles
   Note: Items b, c, and d (to be signed by the student and supervisor) must be returned to the AA on or before the first day of work. If the student has Work-Study funds, a copy of their award letter should be attached. A student will not be paid if this paperwork is not received by the AA.

INTERVIEWING THE STUDENTS - (Return to Top)

1. Every student you interview must have a completed STUDENT EMPLOYMENT APPLICATION at the time of the interview. A copy is acceptable. If a student comes in for an interview and does not have a copy or original of the STUDENT EMPLOYMENT APPLICATION, the supervisor can give them a blank application form and have the student fill it out at that time. Blank copies of the application form can be found in the Department Forms drawer and also at http://orpheus-1.ucsd.edu/fac/application2004.pdf
2. The application forms for each student interviewed is retained by the supervisor.

HIRING THE STUDENT - (Return to Top)

1. When the supervisor has decided which student to hire, the supervisor must contact the Student Employment Coordinator before offering the job so the student can be validated for employment. Once the Coordinator has validated the student, the job can be offered.
2. After the student has accepted the job, the STUDENT EMPLOYMENT APPLICATION for the newly hired student must be given to the Student Employment Coordinator, with the job number referenced.
3. The student is signed in by the Student Employment Coordinator on or before their first day of work.
4. The supervisor gives the AA the three signed and completed forms (see above: POSTING THE JOB, #4 b, c & d) on or before the student's first day of work, including an award letter if the student has Work-Study. This paperwork will be placed in the student's folder, located in the AA's desk drawer. At this time the student's name will also be added to the Emergency Roster for the Department.
5. The student must make an appointment with the Student Employment Coordinator to sign in before working any hours in the Department.

PROCESSING STUDENT PAYROLL - (Return to Top)

1. The AA handles the majority of the Payroll responsibilities.
2. The student must sign the blue time sheet.
3. Supervisors verify hours worked on the blue time sheets and sign.
4. Each blue time sheet is attached to the white PTR. The PTR should be signed by the student.
5. Each completed blue sheet and its accompanying white PTR are due in the "PTR's and Timesheets Here" bin by 6pm on the Wednesday previous to the pay end date indicated on the PTR.
6. All other policies and procedures surrounding student payroll remain the same (for further information see: http://orpheus-1.ucsd.edu/fac/studsupr.htm).

PAY INCREASES - (Return to Top)

Equity Increases:
An equity increase is available to student employees whose work performance is above satisfactory and who have been assigned additional higher-level duties and have also demonstrated progression of job knowledge and increased autonomy. Students must have served a minimum of one year in their current position.

To make this request, email vursillo@ucsd.edu and the form will be provided. There is no guarantee that the student will receive the equity increase.

Temporary Stipend:
Stipends are generally given out when a student is filling in for a staff member on a temporary basis. Stipends generally don't exceed 6 months. The rates vary according to the circumstances.

Another great way to reward a leader and excellent assistant is to promote the student to work-leader.

STUDENT RESIGNATION - (Return to Top)

1. The student must fill out a Resignation Form (these can be found in the ACQ Forms Drawer, or at: http://orpheus-1.ucsd.edu/fac/Resignation_form%20Revised%20Policy%20Version.pdf) as soon as the last day of work is determined.
2. Give the original to the AA.
3. The AA will then send an email to the IT Service Desk requesting a removal of any computer access the student may have. (Access will not be removed until the day after the last date worked.)
4. A copy of the Resignation Form will be made and kept in the student's folder, which will be placed in the "Resigned Students" section of the AA's drawer.
5. On the student's last day of work, give the student's last blue time sheet and PTR to the AA. The AA will then immediately submit the original Resignation Form and last PTR together to LHR. (This ensures that the student is payed out correctly according to any applicable laws and that the student does not stay active on the Acquisitions Payroll.)