Hiring a Student Assistant
Using this student assistant recruitment process will guide you, the hiring supervisor, through the necessary 5 steps you will need to complete a successful recruitment.
Step 1: Posting your student position
Effective 2015-2016 academic year, it is mandatory for all stateside departments hiring student assistants to post job openings through the Career Center’s web-based job board “Handshake”. Handshake is accessible to students via their MyCoyote portal. After your department(s) post the student assistant job announcement(s) with Handshake, the department(s) can promote a job posting ID# with a Career Center link to inform students about this available position. Please contact Career Center to set up a Handshake Account to post jobs on campus.
*Please note that this process is only valid for stateside departments looking to post a student position. Different processes may be required if hiring student(s) under UEC, Academic Personnel and/or Student Union.
Step 2: Selecting your student candidate
The following criteria applies to students eligible to participate in the Student Employment program:
- Must maintain a minimum 2.0 GPA cumulative and quarterly.
- SA's are permitted to work a maximum of 20 hours per week when classes are in session.
- There is no limit on the number of jobs a SA may have. However, the max total hours worked cannot be exceeded. Please reference the Student Assistants Payroll Calendar to view the max amount of hours that a SA may work per month. Departments must communicate, monitor, and ensure hours are not being exceeded.
- SA hours vary depending upon the department’s needs and availability of funding. Students are NOT permitted to work overtime.
- There is no provision for paid holidays.
Step 3: Interview Process
The hiring supervisor and/or committee will contact the selected applicants to schedule interviews.
A few helpful points to keep in mind are:
- Preferred consideration for students with same major as hiring department
- What is their expected graduation date?
- Does the student have previous experience as a student employee?
Do students have other responsibilities on campus, such as other student positions?
- These are sample interview questions you may consider using.
Assessment: The hiring supervisor and/or committee will assess each student that is interviewed. Once a finalist has been identified, the pre-offer process must be completed.
Step 4: Pre-Offer (Background Check)
PRE-OFFER: Once the final candidate has been identified, the hiring department must identify if the candidate is in need of a background check. In order to determine if a student assistant is in need of a background check you can reference the Student Assistants Process Flow Chart or contact Lurdes Valdez at extension 73635 or email@example.com
If position does not require a background check, you can proceed with step 5 the offer process.
If position requires a background check, hiring department must contact the finalist and state that the student has been selected and in order to move forward with the next steps, the Human Resources Department will need to proceed with the background check.
- Background Check - Initiated by hiring manager or department and must submit a Student Assistants Background Check Request Form.
- Student assistants may not start working until background check is cleared.
- Background check may take up to ten business days to clear.
Step 5: Offer Process
Extending a Formal Offer: After the pre-offer (background check) is complete, the hiring supervisor can extend a formal offer and establish a start date.
Hiring supervisor must complete New Hire Froms and students must take forms to the Student Employment Team (SET) window located at SH-119.
Students Must Meet the Following Qualifications:
All types of Student Assistant’s must meet the following requirements to participate in the Student Employment program:
- Must maintain a minimum 2.0 GPA cumulative and quarterly
- SA hours may vary depending upon the department’s needs and availability of funding.
- SA's are permitted to work a maximum of 20 hours per week when classes are in session. During authorized vacation periods and approved breaks, SA's may work up to 40 hours per week depending on funds.
- There is no limit on the number of jobs a SA may have. However, the max total hours worked cannot be exceeded.
- There is no provision for paid holidays.
- A background check and/or live scan is needed if the student is in a position in which a background check is required by law. Please vist our Background Check Policy for more information.
For more information about background check procedures for student employment, please review the Human Resources Background Check Policy Webpage.
Hiring departments and supervisors are responsible to monitor student assistants enrollment and GPA requirements each quarter.
Last Updated: 11/20/18