The hiring department must complete all forms accurately and provide to student assistants before they are authorized to work.
Bridge 2022 - Information
Details regarding the summer bridge appointments will be shared during the LEARN conference on Wednesday, May 25 2022 at 11:30AM via the “Student Assistant / FWS Bridge Training 2022” session. The session will be recorded and will be made available to campus. Please contact the CSUSB Staff Development Center if you are interested in further information regarding the LEARN conference.
Completed Student Assistant Employment Transaction Request forms may be emailed to email@example.com. Student Employment will review the request and will contact the hiring department should we have any questions related to transaction form details. New student employee hires are not authorized to begin training and/or working in their offered position until the new hire process has been successfully completed. We will contact the selected student via their MyCoyote email address for further instructions on how to complete the new hire process.
NEW student assistants must provide original employment eligibility items to complete the hiring process:
Social Security Card:
As a new employee, the selected student will need to provide their original social security card for tax reporting purposes. We will not be able to proceed with a new hire appointment without a social security card.
Per tech letter HR/Benefits 2003-09, “The CSU campuses and the Chancellor’s Office, as state employers, are responsible for accurately recording and reporting Social Security Number's to our pay agent, the State Controller’s office (SCO)”.
All newly hired employees are required to present their physical Social Security Card to be entered into the State Controller’s Office’s payroll system.
Federal I9 Form:
Please see below for the Department of Homeland Security's list of acceptable documents to establish employment. New employees must present one selection from List A or a combination of one selection from List B and one selection from List C. All documents must be unexpired (no copies/cell phone photos/printouts). We will not be able to proceed with your new hire appointment without acceptable I-9 documents.
Completed Student Assistant Employment Transaction Request forms may be emailed to firstname.lastname@example.org. Student Employment will review the request and will contact the hiring department should we have any questions related to transaction form details.
For Concurrent or rehired student employees, employment eligibility documents are typically not required but the student employee is responsible to communicate employment data updates to Student Employment, such as an address update.
Position updates include: pay rate correction, position number updates, and supervisory updates.
- Electronic Student Position Number Update Request (Cherwell)*
- Electronic Student Pay Rate Update Request (Cherwell)**
- Work Lead/Supervisor(MPP)/Timekeeper Change Form
*We advise contacting Student Employment should you have questions related to utilizing the electronic (Cherwell) requests or the approval process.
**For pay rate updates, student employee compensation rates should be determined strictly by the duties and responsibilities required to perform the job and not by the innate ability of a student employee, the student employee’s longevity on the job, or the availability of departmental funding. An updated description of duties that has been authorized by the department Program Administrator (Dean/MPP) should be submitted with each request to justify the requested pay rate.
Higher Education Employer-Employee Relations Act (HEERA) is California State law, which defines responsibilities of a manager. A HEERA manager is called many other names too: Administrators, MPP’s(Management Personnel Plan), or Non-bargaining Unit Administrators, yet they all mean the same.
An MPP defined is in Title 5 Article 2.2 of the California Code of Regulations and spells out employment rights, benefits and the conditions where employees are designated as "management" or "supervisory" who become HEERA managers.
HEERA gives MPP’s the authority to take employment actions such as to: hire, discipline, finalize performance evaluations, submit in-range/classifications, etc.
It is recommended that program administrators(MPP/Dean/Dept Chair) complete performance evaluations for student employees and discuss the student’s performance, strengths, and areas needing growth and development.
- Student Assistant and Federal Work-Study Evaluation Form - Due Date: Wednesday, May 10, 2023 Follow form for further instructions.
- List of Performance Appraisal Action Verbs
- General Tips on Providing Effective Evaluations
Separation and Dismissal Forms
Please visit our Separation Procedures link to follow proper steps to separate or dismiss student assistants.
Last Updated: 03/14/2023