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How to Hire Students

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. New Student Active Directory Process (Effective September 14, 2020)

In support of recent enterprise system go-lives, ITS has made one particular change to our mail and Active Directory (AD) account provisioning process that needs to be highlighted with regard to newly hired student employees (since the launch of UCPath). By default, a new, separate AD account will be created and will need to be set up for all new student employees, even if they already have a student account.

Why is this important?

Certain applications like UCPath and Ecotime, require that student employees login with an AD account associated with their UCPath employee ID/record. For newly hired student employees, their regular student account or manually created departmental AD account will not give them access to these systems unless their EMPLID is associated with the account. This prevents them from performing critical tasks, such as reporting hours worked and setting up direct deposits, which impacts pay. 

What do we need you to do?

There are two methods departments are using to processes incoming student employee accounts:

  1. Provision the student employee with a regular employee AD account. This is a new AD employee account for use in business systems and departmental systems. This is the  same onboarding process that the department is using for any other new employee. For this option, Departmental DSAs, HR personnel and IT support personnel need to:
    1. Process/enable the new account
    2. Set up email for the new account
    3. Assign an initial AD password for the new account
    4. Inform the student employee of their employee AD account information to ensure that they can login to perform essential business functions such as reporting their time, setting up direct deposit, and looking at their pay stubs.
  2. Merge the new student employee account into their student account. Submit a request with the ITS Service Desk (https://support.ucsd.edu/its) or via email to servicedesk@ucsd.edu to merge the records. If this is the department’s preferred process, the department will still need to notify the student employee to use their existing student account for departmental business (note that they may still have more than one from other roles at UCSD). Your merge request should include the PID, EMPLID, and USERNAMES of the two AD accounts to be merged.
  • 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
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.