Hiring Students at UDAR

Updated 10-31-23

Overview

Whenever possible, staff are encouraged to hire student assistants through the Work Study Program (WSP) during the school year since a percentage of their salary is provided to the unit by financial aid.

Steps to Hire Work Study Students

When a supervisor wants to recruit and hire a student assistant through the Work Study Program, they should perform the following:

  1. Take FERPA training: As the employer, you must first complete the training FERPA: Privacy of Student Records training – Code: BERIG003 located in the UC Learning Center before posting a position in the Work Study Management System (WSMS).
  2. Refer to the Work Study Program page to get step-by-step instructions on the following:
    1. Create User Account: Follow the instructions starting with “How to Use the Work Study Management System” to create a user account and gain access to the WSMS.
    2. Request position number: Complete the UDAR Position Request Form to request a student position number from the Talent Management Workforce Planning (TMWP) Employee Orientation and Integration Analyst. 
    3. Register (post) a new job: Continue following the instructions under “How to Use the Work Study Management System” to register/create a new job on the WSMS. For more robust instructions on how to create a new job, refer to the instructions “How to Get Started.” 
      1. To ensure that only students who have WS apply to your job, please don't enter your email in the job description. Only check one of the boxes in "The How to Apply" section and leave the last text box blank. See image below.
        Hire student work how to apply image sample
    4. Student selection: Once you select a student for the position, you will need to go into the WSP job board under the correct job number and invite the candidate to accept the position. The candidate will then receive an email with instructions on how to accept the position.
    5. Complete an HR Service HUB ticket: After the student accepts the position via the WSP site, complete an HR Service HUB ticket to start the onboarding process. Let us know if the student requires a background check. To ensure no delays in hiring the student, please submit at least ten business days prior to their expected start date.
    6. Prepare for campus onboarding:HR Generalist will work with the new hire to ensure they complete the onboarding process before they start. A student assistant MUST go through campus onboarding before their official start date; however, their online time card may not be available in the system for several days.
    7. Gather student information: Gather information from the student, such as a copy of the front and back of their Cal 1 ID card and CalNet ID.
    8. Set up IT system: Open a UDAR IT ticket to set up the assistant in the UDAR IT system. To open a ticket:
      1. Go to CADS Service Center, click on CADSHelp Requests, then select IT Requests.
    9. Request access to Golden Bear Building: Submit a copy of the Cal 1 ID card (front and back) along with their Employee ID number to the Facilities Manager for processing so they can use their Cal 1 card to access the building. This can sometimes take up to one to two weeks.

Steps When Students Do Not Have Work Study

  1. Post the position: Use the Handshake website for recruitment. Follow the instructions under the Employer section.
  2. Complete an HR Service HUB ticket: After the student accepts the position, complete an HR Service HUB ticket to start the onboarding process. Let us know if the student requires a background check. To ensure no delays in hiring the student, please submit at least ten business days prior to their expected start date.
  3. Prepare for campus onboarding:HR Generalist will work with the new hire to ensure they complete the onboarding process before they start. A student assistant MUST go through campus onboarding before their official start date; however, their online time card may not be available in the system for several days.
  4. Gather student information. Gather information from the student, such as a copy of the front and back of their Cal 1 ID card and CalNet ID.
  5. Set up IT system. Open a UDAR IT ticket to set up the assistant in the UDAR IT system. To open a ticket:
    1. Go to CADS Service Center, click on CADSHelp Requests, then select IT Requests.

  6. Request access to Golden Bear Building. Submit a copy of the Cal 1 ID card (front and back) along with their Employee ID number to the Facilities Manager for processing so they can use their Cal 1 card to access the building. This can sometimes take up to one to two weeks.

Hire During the Summer

When recruiting a student assistant during the summer, a supervisor can use the Handshake website to recruit. Once you hire a student, open a ticket through HR Service HUB so HR can begin the onboarding process. The student should not begin working until they complete onboarding process.

After a Student Graduates

After a student graduates, they can work for one term after their graduation date but not under the work-study program. For example, if a student graduated in the spring semester, they could work in the summer or fall, but NOT both. In this case, the student could take the summer off, work in the fall and end employment in December. If they chose to work through the summer, their employment would need to end before the fall academic term began. The department/unit would not receive the work-study funds and would need to pay the full compensation for the student if they continued to work after graduation.