How to Hire Students

Last Updated: September 23, 2021 10:31:38 AM PDT

Give feedback

Use this step-by-step guide to recruit and select student employees.

1. Identify the job.

Duties to be performed (see classifications) and skills and knowledge required or preferred to perform the duties.
Number of hours per week needed to perform the duties, who the supervisor will be, and rate of pay.
How you would like students to apply (call, e-mail, resume, apply online through Handshake or an external link, etc.)

2. Identify funding and secure approval for the position.

Decide if the position will be funded with departmental funds, work-study funds, or both. If you hire a work-study student, a percentage of the funding must be departmental monies; the remaining funding will come from the designated work-study program.
Get funding approval from your department prior to recruitment.
Funding must be a campus source through UC Regents.

3. Decide how you want to hire.

If you have a particular student in mind for the position, hire by exception. Otherwise, hire by open recruitment.
Contact your department business or personnel office that manages student employees.
Become familiar with your department's procedures for hiring student employees.

Health Systems hiring managers and supervisors must submit a request to hire via UC Health Service-Now portal.

What happens next?

Open Recruitment: The position will be classified by your departmental personnel office and posted onto Handshake. Students will apply directly to the department.

Hire By Exception: The position will be classified by your departmental personnel office. Student Employment Office will review the online exception request. Approval or disapproval to hire will be sent to your departmental personnel office electronically.

4. Screen and interview applicants.

Determine which students may be qualified for the position and interview them, asking each the same set of questions.
Verify that each candidate is currently registered at UC San Diego (students must be registered each quarter they work). Note: Students registered at other UCs may work at UC San Diego during our breaks by exception only.
If you are hiring a work-study student, ask for a copy of the candidate's award notification (found on TritonLink) showing an accepted work-study award.

5. Select a candidate.

Check with your departmental business or personnel office to see what else may be required in the hiring process.
Discuss student timekeeping procedures with your department timekeeper.
Make an offer to the candidate you have selected.
Refer the candidate to the appropriate department contact responsible for preparing the online hire information in the UCPath System. Do not allow the student to work until this process has been completed.
Inform all candidates of the outcome of the interview process.

6. Setting Up Student Employee Active Directory (AD) Account

A Student Employee AD Account will be created for each newly hired undergrad/graduate student employee, even if they already have a Student AD Account.

Why is this needed?

Certain applications, like UCPath and Ecotime, require employees to log in with an AD account associated with their UCPath Empl ID. For student employees, their regular student account or manually created departmental AD account will not give them access to these systems. Without a Student Employee AD Account, they will not be able to perform critical tasks, such as reporting hours worked, viewing earnings statements, and setting up direct deposit.

What does the department need to do?

After hire is complete, submit a Service & Support ticket to provision the student employee with an active Student Employee AD Account: This is a new AD employee account for use in business systems and departmental systems. Use the same onboarding process used for any other new employee. Departmental DSAs, HR personnel, and IT support personnel need to:

Process/enable the new account
Set up email for the new account
Assign an initial AD password for the new account
Inform the student employee of their new Student Employee AD Account and login credentials

Undergrad/Graduate Student Account Types Explained

Undergrad/Grad Student Enrolls at UC San Diego	Student AD Account tied to Student PID System creates Student AD Account & Email Student registers Student AD Account with DUO Student uses Student AD credentials for all activities related to being a student

Undergrad/Grad Student Accepts Student Worker or Graduate Student Employment	Student Employee AD Account tied to UCPath Empl ID Dept enters HR Hire Transaction in UCPath UCPath generates Student UCPath Empl ID Student Employee AD Account created Dept submits Service & Support request for ITS to activate Student Employee AD Account Student registers Student Employee AD Account with DUO Student uses Student Employee AD credentials for all activities related to being a UC San Diego employee

Undergrad/Grad Student Accesses UCPath Online Portal for Personal Employment Related Information	Student uses Student Employee AD Account to access the UCPath Online Portal Student accesses W2, Pay Stubs and personal info Student signs up for Direct Deposit

OPTIONAL Dept needs Student Employee to Access Applications Requiring Employee Business Systems Account	Student Employee Business Systems Account tied to UCPath Empl ID Student must self-register on BLINK to create a Student Employee Business Systems Account Student registers Student Employee Business Systems Account with DUO Student must get dept authorization and complete required training before accessing Business Systems Student uses Student Employee Business Systems Account credentials as directed by supervisor

OPTIONAL Dept wants to merge Student AD Account with Student Employee AD Account	Student Merged AD Account tied to Student PID NOT RECOMMENDED because of security and privacy concerns Dept submits Service & Support ticket to merge Student AD Account and Student Employee AD Account Merge request must include the PID, EMPLID, and USERNAMES of the two AD accounts to be merged After merge students only use Student Merged AD Account

If you are looking to hire student employees and are in need of assistance, please contact Human Resources within your department.
For additional questions:
- Undergraduate Students Employees, please contact Student Employment Office.
- Graduate Students Employees, please contact Graduate Student Division.

Notice: The information on this page summarizes provisions of university policies and/or collective bargaining agreements. Refer to the Personnel Policies for Staff Members (PPSM) and local implementing procedures or applicable collective bargaining agreement for full text of referenced information.