Employing Students
Last Updated: August 13, 2025 3:17:56 PM PDT
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Find information on how to hire and manage student employees.
New Work-Study Requirements for Handshake Postings
As part of our ongoing efforts to ensure compliance and consistency with the Federal Work-Study Program, all Work-Study Required Job Descriptions must contain the following elements in the Handshake job posting:
- The full name of the hiring supervisor.
- The purpose or role of the position within the organization: A clear and concise description of the position's responsibilities and objectives.
- Evaluation procedures and schedules statement:
"The Student Employment Office recommends an annual student employee evaluation process that supports meaningful dialogue around performance, strengths, and career readiness. The Student Employment Office provides resources such as student self-evaluations and supervisor evaluation forms in the Supervisor Toolkit. However, supervisors are encouraged to adapt the process based on their department’s needs and schedule."
For additional guidance on preparing all Work-Study Required positions to meet these guidelines, please refer to our "How to List Student Jobs" webpage. You can also download our Work-Study Required Job Description template.
Please note these updates DO NOT apply to Work-Study Preferred or Work-Study Optional postings.
Process
- How to:
- Hire Students
- List Student Jobs
- Request an Exception to Open Recruitment
- Change in Pay Rate for Student Employees: Procedure for merit increases, equity increases, and stipends
- Reclassify Student Employees
- Verify Student Employee Registration Status: Instructions on how to generate a report to verify student employees’ registration status for the current quarter.
Resources
- New: Supervisor Toolkit
- Student Employee Supervisor & Human Resources Handbook
- Checklist for Supervisors of New Student Employees
- Student Employee Handbook: This student-facing handbook includes editable sections on page 4 and page 5, allowing departments to add a customized department welcome message and overview, respectively, for their student employees.
- 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.
- Job Classifications: Job titles, classifications, and pay scales
- Employing Students with Work-Study: Employing students who have accepted work-study awards
- Payroll Calendars: Payroll dates and University holiday information
- UCPath Job Aids: Step-by-step instructions for key transactions.
- UC San Diego Required Trainings: Learn about the required trainings that all employees, including student employees, must complete.
- Student Employment Reflection Assignment
Policies and Guidelines
- Introduction (PDF)
- Appointment (PDF)
- Classification (PDF)
- Compensation Policy (PDF)
- Conflict Resolution
- Employment of Near Relatives
- Recruitment (PDF)
- Release From Casual/Restricted Appointment
- Sick Leave/Bereavement
- Stipends
- Affordable Care Act and Student Employment (PDF)
- Affordable Care Act Notice from Human Resources and Benefits to UC employees
- DCP Error Correction Form (PDF)
- Principles of Community: It is recommended that all newly hired student employees be given a copy of UC San Diego's Principles of Community
Contact Us:
- The Student Employment Office is a division of Human Resources, and the Central Personnel Office for employing students on campus.
- If you are a supervisor/People Leader and have questions about student employment, please first reach out to your department HR Contact.
- For additional questions please email the Student Employment Office.
- Don't forget to follow us on Instagram: @ucsdstudentjobz