Employing Students
Find information on how to hire and manage student employees.
Important Student Employment Office Updates
Background Check Guidance
UC Policy requires background checks for new hires and transfers into all critical positions. Therefore, background checks are required for ALL staff and student positions.
Locally, we use LiveScan for criminal background checks for all in-state applicants. Departments may also use Consumer Reports for student positions, unless the role specifically requires LiveScan, or other exceptional factors.
Individuals are not allowed to start their new position until all applicable background clearances are received.
The Student Employment Office recommends departments include the following language in their postings on Handshake under the Special Conditions of Employment section:
Please note a pre-employment background check is required for all student employment positions.
Process
- How to:
- Hire students
- List student jobs
- Request an exception to open recruitment
- Reclassify student employees
- Change in Pay Rate for Student Employees: Procedure for merit increases, equity increases, and stipends
- Verify student employee registration status: Instructions on how to generate a report to verify student employees’ registration status for the current quarter.
Resources
- Job classifications: Job titles, classifications, and pay scales
- Employing students with work-study: Employing students who have accepted work-study awards
- Department HR Contact list (PDF): Find the contact person if you need to communicate regarding student employees. Contact SEO to be added or removed from this list.
- Payroll Calendars: Payroll dates and University holiday information
- Payroll Timekeeping Deadline Schedule: Check the information for Ecotime deadline.
- UCPath Job Aids: Step-by-step instructions for key transactions.
- Principles of Community: It is recommended that all newly hired student employees be given a copy of UC San Diego's Principles of Community
- Affordable Care Act and Student Employment (PDF)
- Affordable Care Act Notice from Human Resources and Benefits to UC employees
- DCP Error Correction Form (PDF)
Policies and guidelines
- Introduction (PDF)
- Appointment (PDF)
- Classification (PDF)
- Compensation policy (PDF)
- Conflict resolution
- Employment of Near Relatives
- Overtime and compensatory time
- Recruitment (PDF)
- Release From Casual/Restricted Appointment (PDF)
- Sick Leave/Bereavement
- Stipends
- Vacation
Contacts
- Student Employment Office (SEO), a division of the Career Center, is the Central Personnel Office for employing students on campus.
- If you are looking to hire student employees and are in need of assistance, please contact Human Resources within your department.
- For additional questions please contact the Student Employment Office.