Student Employment Quarterly Updates

Relevant Dates: 

• Winter quarter ENDS Saturday, March 23, 2024; students who are graduating Winter may only work through Tuesday, March 26, 2024.
  • Students must be registered for Spring Quarter to work past 3/26/2024
  • Departments must submit terminations for those students who have graduated Winter 2024 or who are not registered for Spring quarter 2024.
  • Departments should inform those students who are ineligible to continue working that they will be terminated from their student employment position
  • Terminations must have an effective date on or before 3/26/2024

• Spring quarter BEGINS Wednesday, March 27, 2024
  • Utilize the “Student Employee Registration Report” on bah.ucsd.edu.  To utilize this report you will need to request access (if you haven’t done so already). SEO has provided helpful tips and instructions for downloading this report on our “Employing Students” Blink webpage.  
  • Recommended: Run the report as early as 3/20, then run again 3^rd week and 5^th week to see if any of your students have withdrawn. Once you see that students are not registered, please take care of it immediately; please don’t wait for SEO to contact you to advise the student must stop working.

NOTE: if you manage student employment for your department, we highly recommend that you have ISIS-Inquiry access. Please advise your supervisor and/or DSA if you don’t have access that you need it. You should be using the report in combination with ISIS to review students returned on the report as “Null/Not Registered”. Please obtain this access if you don’t already have it; if they have questions or concerns about the request, please have them contact Diana Vargas.

Handshake Tips/Reminders:

• If you are creating new open recruitments to be posted for this fiscal year, please be sure you are not using a date beyond 6/30/2023. Please do not RESET jobs. As a reminder if your recruitment closes, you may not change the expiration date to a future date, you must “Duplicate” the job listing to open a new recruitment. 
• Handshake sends you a notification 3 days prior to the position closing, if the hiring manager hasn’t replied to your request to “let it expire or extend it” please just go in and extend it for a week until you hear from them. 
• Handshake now attempts to automatically complete fields including Job Title and Onsite location. Please be sure you are reviewing each field and ensuring that the correct information is included, and that it is formatted correctly. Please note these general reminders: 
  • The student title code (i.e. STDT 2/3/4) must be included in the job title 
  • If a role requires Work-Study, please include “(Work-Study 2023-2024)” at the end of the job title 
  • Onsite location field should be 9500 Gilman Drive, La Jolla, CA, 92093, United States
  • Department/division field is required within the “Hiring Team” section
  • You should be using a custom salary range for each posting, and referencing the minimum and maximum for the student title code in which are you hiring (i.e. $16.90-$24.15 for the STDT 3 title code)
  • Background check verbiage is now required on all postings. We recommend the following verbiage: “Please note a pre-employment background check is required for all student employment positions”.

Other UC Students: 

Other UC Students may work during the summer months only (when Spring quarter ends and before the fall quarter begins) remotely or onsite.

• Other UC Students may only be hired by Exception to Hire and proof of spring registration is required for approval.
• Eligibility Dates:
  • UC Berkeley and UC Merced: May 11, 2024 – August 20, 2024
  • Other UCs: June 15, 2024 – September 22, 2024

Winter Quarter End Dates: 

If a student will not be a registered student in Winter 2024, the last day they may work is Tuesday, January 2, 2024. If a student has work-study (and will not be registered in Winter Quarter), the last day the department may use Work-Study is Saturday, December 23, 2023. Please communicate to the supervisors regarding their student’s last day of work.

Working During Closure/On a Holiday: 

Student employees should not be working during the official university winter closure, nor should they be working on an university-recognized holiday. 

Campus closure is a time for employees to take a break from their professional obligations, and this guidance applies to student employees as well. 

Point of Contact for Academic Positions: 

Please note the Student Employment Office manages causal restricted STDT positions ONLY. Any questions, inquiries, or concerns regarding students in academic positions should be directed to the Graduate Education and Professional Advancement (GEPA) Department.

The Student Employment Office transitioned to the HR iteration of ServiceNow in September, which is also known as HRSD. As a result of this transition, an online case will be automatically created when you send an email to studentemployment@ucsd.edu. 

You should receive an email notification 1.) When a case has been created/opened; 2.) When a case has been updated; and 3.) When a solution has been proposed for a case. The subject line of these email notifications will be in the following format: 

1. HR Case HRCXXXXXXX has been opened
2. HR Case HRCXXXXXXX has been updated 
3. Solution proposed for HR Case: HRCXXXXXXX

If you do not receive the case email notifications, or if you would like to review/respond to any of your cases, you can do so by logging into the HR Support Portal and by following these steps: 

1. In order to view and respond to a case, click on "My Requests" in the upper right corner of the HR Support Portal homepage.
   
   
2. In order to accept a solution to a case, click on "My Tasks", also in the upper right corner of the HR Support Portal homepage. 

Fall 2023 Extension: Begin date is 9/25/2023, all students who will not be registered UCSD students Fall 2023 must stop working and be terminated effective 9/24/2023 (positions can be auto-terminated if no final wages are due).  If your students are ENROLLED or REGISTERED Fall 2023, you may extend them through 6/30/2024.  You may not extend students beyond this date; please also remember that if you use 6/30/2024 in UCPath you must still check their registration status QUARTERLY. 

• Verify Enrollment Status: verify students enrollment status in ISIS; if you don’t currently have access, please contact your DSA to obtain it.  If your student has never worked, you will need to review in ISIS.  See attached document “How to Verify a Student’s Registration Status in ISIS”.   
• It is a department’s responsibility to ensure all student employees are registered for each quarter working. SEO advises departments to verify student employee registration status using the report found on https://bah.ucsd.edu every 1st, 3rd, and 5th week of each quarter.
• Registered Students on SWB through 9/24/2023 will need to be extended or returned from SWB, plus obtain local approval prior to 9/24/2023.
• Review the PayPath Job Aids for extending students or returning a student from short work break as needed:
  How to Manage Appointment End Dates​
  How to Return an Employee from Short Work Break

Handshake Updates: As a result of recent website updates in Handshake, the job creation process now looks significantly different. Instead of four tabs with a variety of fields on each, there are now separate sections that you complete one page at a time. We have included new guidance and best practices for some of the sections below.  

Basic Information Page: 

• Selecting the “Federal Work Study” box prevents you from searching for UC San Diego later in the job creation process
  • Guidance: Do not select this box. If your job requires Work-Study, please include “(Work-Study 2023-2024)” within the title of your job
     

Location Requirements Page:

• If selecting the “Remote” or “Hybrid” options, be sure to also select the “Remote employees must be based within the US” box 

Time Requirements Page:

• Part-time should always be selected
• If using the optional “Hours” field, the maximum number of hours you should use is 19, as Handshake will round up if you enter 19.5.
• Employment duration should always be “Temporary or Seasonal”
  • This option then triggers required “estimated start date” and “estimated end date” fields          
    • Guidance: Use your intended start date for the “estimated start date” field 
    • Guidance: Unless there is a specific end date for a position, use 6/30/24 for the “estimated end date” field
      
      

Competency Update: Moving forward, we ask that you include the one-sentence description of each Competency  referenced in your job postings. For example, if you list “Critical Thinking/Problem Solving”, you would also include: “Identifies important problems and questions and gathers, analyzes, evaluates information from a variety of sources before forming a strategy, decision, or opinion.”

We ask you to include these descriptions because although students can see the name of each Core Competency listed on a job posting, they might not know what each competency specifically refers to, nor the overall purpose of our Competencies. Including the description of each competency will provide students with additional details about what will be expected of them for a particular job and further set them up for success in their role.

Work-Study: The Financial Aid Office has awarded two types of Work-study and departments may verify the Work-study type using the Work-Study Award Table in UCPath. The correct Position Pool ID must be used in order for the work-study award to be used. Please review “How to Create and Manage Work-Study Jobs” in the UCPath Job Aids.

Federal Work-Study:              Position Pool ID “F”

University Work-Study:          Position Pool ID “U”

Fall Quarter End Dates: The last day a student may work is January 2, 2024 if they will not be a registered student Winter 2023. If a student has work-study (and will not be registered Winter Quarter) the last day you may use work-study is Saturday, December 16, 2023.  Please communicate to the supervisors regarding their student’s last day of work.  

Short Work Break: Please remember the Short Work Break status can only be used for Casual Restricted Student Employees during the summer. If a Student needs to pause employment during the academic year, the department must terminate them in UCPath, and then submit a re-hire transaction if and when the student is ready to return to work. 

• Winter quarter ENDS Saturday, March 25, 2023; students who are graduating Winter may only work through Tuesday, March 28, 2023.
  • Students must be registered for Spring Quarter to work past 3/28/2023
  • Departments must submit terminations for those students who have graduated Winter 2023 or who are not registered for Spring quarter 2023.
  • Inform those students who are ineligible to continue that they will be terminated from their student employment position
  • Terminations must have an effective date on or before 3/28/2023

• Spring quarter BEGINS Wednesday, March 29, 2023;
  • Utilize the “Student Employee Registration Report” on bah.ucsd.edu.  To utilize this report you will need to request access (if you haven’t done so already).  SEO has provided helpful tips and instructions for downloading this report on our “Employing Students” page Blink.  
  • Recommended: Run the report as early as 3/20, then run again 3^rd week and 5^th week to see if any of your students have withdrawn.  Once you see that students are not registered please take care of it immediately; please don’t wait for SEO to contact you to advise the student must stop working.
    • NOTE: if you manage student employment for your department we highly recommend that you have ISIS-Inquiry access.  Please advise your supervisor and/or DSA if you don’t have access that you “need” it.  You should be using the report in combination with ISIS to review students returned on the report as “Null/Not Registered”.  Please obtain this access if you don’t already have it, if they have questions or concerns about the request please have them contact Diana Vargas.

• Handshake Tips/Reminders –
  • If you are creating new open recruitments to be posted for this fiscal year, please be sure you are not using a date beyond 6/30/2023.   Please do not RESET jobs.  As a reminder if your recruitment closes, you may not change the expiration date to a future date, you must “Duplicate” the job listing to open a new recruitment. 
  • Handshake sends you a notification 3 days prior to the position closing, if the hiring manager hasn’t replied to your request to “let it expire or extend it” please just go in and extend it for a week until you hear from them.

• Other UC Students –Other UC Students may work during the summer months only (when Spring quarter ends and before the fall quarter begins) remotely or onsite.
  • Other UC Students may only be hired by Exception to Hire and proof of spring registration is required for approval 
  • Eligibility Dates:
    • UC Berkeley and UC Merced: May 15, 2023 – August 15, 2023
    • Other UCs: June 19, 2023 – September 24, 2023

Work-Study: The Financial Aid Office has awarded two types of Work-study and departments may verify the Work-study type using the Work-Study Award Table in UCPath. The correct Position Pool ID must be used in order for the work-study award to be used. Please review “How to Create and Manage Work-Study Jobs” in the UCPath Job Aids.

Federal Work-Study:              Position Pool ID “F”

University Work-Study:          Position Pool ID “U”

Fall Quarter End Dates: The last day a student may work is January 3, 2023 if they will not be a registered student Winter 2023.  If a student has work-study (and will not be registered Winter Quarter) the last day you may use work-study is Saturday, December 17, 2022.  Please communicate to the supervisors regarding their student’s last day of work.  

New Listings in Handshake: If you submit new jobs for students to view and apply to during the campus closure, please be sure to add the “new minimum rate effective 12/25/2022” on the job listing.  If your position was originally at the minimum of their title code and you want to recruit at a rate ABOVE the new minimum, you must submit a “position equity request”, and have received an approval from SEO before changing the rate in Handshake – contact the Student Employment Office if you have questions

Students who are “REGISTERED” for Spring 2022 may now be hired or extended through 9/18/2022. Please do not extend employment beyond this date as Fall 2022 registration status is not available at this time.  

Before extending employment:

• Check the registration status before updating UCPath.  You can do this by running a “Student Employee Registration Report” at bah.ucsd.edu or by reviewing ISIS Enrollment Inquiry. 
• Note: if a student withdrew Spring 2022 and received less than 100% UCSD student services fees refund, they may work during the summer. A student who received 100% UCSD student services fees refund may not work during the summer. If a student is showing “WITHDREW” Spring 2022 in ISIS, please contact your department Student Employment Liaison to verify the percentage of the refund.

Extending vs Short Work Break (SWB)

• Departments can determine if they want to extend employment or place students on SWB.  SEO recommends extending students through the summer if it will not affect leave accruals while being employed in multiple jobs.
• If a student accepts a job and it will take them over 100% during summer (and the student will not be working in your department during the summer) then you may need to put your job on SWB.
• Review the job end date to ensure students who need to be extended, are updated prior to the day before the “Job End Date” to avoid terminations in error, and the need for a reinstatement transaction.

Tips for Preparing for Summer:  this is a great time to contact Supervisors and ask:

1. which students will be ending employment (due to graduation or resignation)?
2. which students will be working during the summer?
3. which students will not be working during the summer, but will return to work Fall 2022?

This information will assist you in knowing what you need to do to proceed.  Tip: do not extend all students in the department without knowing if they will continue employment.

Fall 2022 new and readmit students:  New admits and readmit students for Fall 2022 can work at UC San Diego effective 6/13/2022 or after.  These students will have access to Handshake and can apply for positions that are posted on or after 6/13/2022.  New and readmits may not be hired on job listings posted prior to 6/13/2022. Contact your SEO Liaison if you have questions.
*readmits = students who were not registered 2 or more quarters at UC San Diego.

Other UC Students: the Policy is still the same for UC San Diego, it hasn’t changed since we moved into UCPath.  Other UC Students may work during the summer months only (when Spring quarter ends and before the fall quarter begins) remotely or onsite.  The exceptions are UC Berkeley and Merced, these campuses are on the semester system and therefore students may work May 16, 2022 – August 16, 2022.  “Other UC students” may only be hired by Exception to Hire requests and not via an open recruitment; these students do not have Handshake access. Departments must submit proof of Spring registration with the EXC to hire request.

Handshake: All jobs for the 2021-2022 fiscal year will close 6/30/2022. 

• When posting a new position please keep this date in mind.  If you post a new open recruitment the last week of June, you may want to consider making the Posting Date (date visible to students) 7/1/2022 to avoid having to duplicate it for the 2022-2023 fiscal year. 
• Do not Reset jobs.  If your recruitment closes, you may not change the expiration date to a future date.  You must “Duplicate” the job listing to open a new recruitment.  Handshake sends a notification 3 days prior to the current posting expiration/closure date; if you need to extend the posting you must do so prior to the expiration date and keep track of your open recruitments. 
• If you extend a Job Listing there will not be a second reminder notification from Handshake alerting that your position will expire soon.  SEO recommends you add your own calendar reminder.
• There is no “Open Until Filled” feature in Handshake; all of the job postings in Handshake have an expiration date. If you need a posting to be active/open in Handshake until it is filled, as the Job Entry Preparer, you need to manages the job’s expiration date by extending the job posting in Handshake before the expiration date and then close/expire it after the position is filled.

Summer reminders:

• “Student Services Fees Statement”- summer positions – for positions where students will be working during the summer, please use the following statement: Must pay UCSD student services fees (must have paid Spring 2022 UCSD student services fees or be a Fall 2022 New or Readmit to work during the summer).

• “22-23 Work-Study Required” position posted during the summer – If you post a position that will require usage of work-study funds beginning Fall 2022, you must add this statement to qualifications:  Extension of employment through academic year 2022-23 is contingent upon you having a 2022-23 work-study award with available funds to use and providing verification of the award. You will be paid 100% on department funds during the summer.

Winter quarter ENDS Saturday, March 19, 2022; students who are graduating in winter may only work through Tuesday, March 22, 2022. It’s recommended to email your student employees to inquire if any are planning to graduate winter 2022 (or not be a registered student spring) so you can advise the supervisor and update the Job End Date in UCPath or complete Terminations accordingly.

Spring quarter BEGINS Wednesday, March 23, 2022; please utilize the “Student Employee Registration Report” at bah.ucsd.edu.  To utilize this report you will need to request access (if you haven’t done so already). The SEO has provided helpful tips and instructions for downloading this report on our “Employing Students” page Blink. Try running the report as early as 3/10 (remember, SEO has no definite date when Registrars’ Office sends this information to UCPath) until you see the information updated for Spring 2022; run again in the 3rd week and the 5th week to see if any of your students have withdrawn. Once you see that students are not registered please take care of it immediately; don’t wait for SEO to contact you to advise the student that they must stop working.

•  NOTE: if you manage student employment for your department, you should have ISIS-Inquiry access. It is mandatory that there is someone in the department that manages posting jobs/exceptions and updating UCPath to have it and look up students as needed. Advise your supervisor and/or DSA if you don’t have access that you “need” it. You should be using the report in combination with ISIS especially to review students returned on the report as “Null/Not Registered”. Please obtain this access if you don’t already have it. If they have questions or concerns about the request please have them contact me.

Pay increases: As a reminder, any pay increases to a Job Posting or equity increase of students must be approved by the Student Employment Office, prior to being entered into UCPath. Please contact your SEO Liaison for any questions.

Handshake Tips/Reminders – If you are creating new open recruitments to be posted for this fiscal year, please be sure you are not using a date beyond 6/30/2022. Do not RESET jobs. As a reminder, if your recruitment closes, you may not change the expiration date to a future date, you must “Duplicate” the job listing to open a new recruitment. Handshake sends you a notification 3 days prior to the position closing. If the hiring manager hasn’t replied to your request to let it “expire” or “extend” it, extend it for a week until you hear from them.

Job Descriptions: We’re asking Preparers to review the job description and to ensure that it’s thorough, and duties and expectations are clear. All positions must include minimum qualifications to perform said duties. When minimal information is provided, the SEO will contact you and ask that a more detailed description be updated. This is necessary so we can best classify your position and ensure compensation is correct. 

• New Notices:
  • “Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral). For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus before they will be allowed on campus or in a facility or office. More information is available at: UC issues final COVID-19 vaccination policy | UCnet.

• • DCP Safe Harbor will be deducted if an undergraduate student employee is enrolled under 6 units per quarter or if a graduate student employee is enrolled under 12 units. DCP Safe Harbor will be deducted during the summer months if the student employee is enrolled under 6 units per quarter or if a graduate student employee is enrolled under 12 units.

WE NEED YOUR HELP – SEO is still asking departments to notify students when jobs have been filled. As reminder please send an email to all students who applied to an open recruitment who were not selected for the job.  It’s as easy as 2-clicks! 

1. Click “All Students” (uncheck the student who was hired); scroll to the top
2. Click “Message Students”. In the subject, add Job ID# and Title; thank the student for their interest; advise them the position is filled; wish them the best with their future job search. 

• Students are contacting SEO inquiring on the status of your positions, so please be proactive in notifying students when positions have been filled.

Multi-Location Agreements- With students’ ability to work remotely, SEO has begun receiving requests from other UCs to employ UCSD students during the Academic Year. Multi-locations will be reviewed on a case-by-case basis and SEO will need to review and sign-off on all student employee Multi-Location Agreements.

Other UC Students – the Policy is still the same for UC San Diego and hasn’t changed since we have moved into UCPath. Other UC Students may work during the summer months only (when Spring quarter ends and before the fall quarter begins) remotely or onsite, with the exception of UC Berkeley and Merced; these campuses are the semester system therefore they may work May 16, 2022 – August 16, 2022.