Student Employment

photo of student employees

Student Employee Hiring Process

Below are the steps for supervisors to successfully hire non-academic student employees (assistant series classification plan).

Identify the Work

  • Identify the work that can be completed by the student employee(s).
  • Refer to Position Description for assistance developing a position description.

Get Budget Approved

  • Secure budget amount and account codes for the position's salary.
  • Refer to Pay Scale for assistance on salary ranges.

Submit Recruitment

  • Submit a Student Recruitment Request form via Smartsheet with all required information.
  • Have the position description, hourly pay rate, chart string/project award and dates of employment ready to be submitted into the request form.
  • If you have already identified a qualified student to fill the position without a recruitment request, you may submit Direct Hire information in the Student Employee Hire Request form (Refer to Submit Hire Request section below). A position description will need to be uploaded to the form if the student is hired outside of Handshake.

Handshake Posting

  • Your department designee will create a Handshake posting with information provided by supervisor.

Interview Students

  • As applicants begin applying, review applications and interview the student(s).

Select & Hire Students

  • Confirm whether students are work-study eligible. If eligible, the student will need to provide you with their Work Study Certificate that can be gathered at MyAwards - UC Davis | Financial Aid and Scholarships.
  • Ask student(s) if they hold other paid positions on campus. If yes, what is their percentage of time and plans for that position.
  • Negotiate such that they do not exceed 49.5% FTE (19.5 hours per week).
  • Ensure student(s) are still interested in the position, accept the job and agree to related terms of employment.

Submit Hire Request

  • Submit a Student Employee Hire Request form via Smartsheet with all required information.
  • If you have already identified a qualified student to fill the position without a recruitment request, you may submit Direct Hire information in the Student Employee Hire Request form. A position description will need to be uploaded to the form if the student is hired outside of Handshake.

Complete Onboarding

  • Your department designee will open a ticket with AUSS-C to initiate the hiring process.
  • AUSS-C will reach out to student to begin onboarding process.
  • Once the student has completed onboarding, AUSS-C will send information to UC Path to complete employment record.
  • Your department designee will notify supervisor that employee can start working.
  • Refer to Checklist of items needed for a successful student employee onboarding.

Position Changes

  • If you need to update any existing student position, you may submit a Position Change Request Form via Smartsheet.
  • These changes may include appointment FTE changes, modifying end date, re-classifying position, termination, pay increase, and updating work-study information.