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Frequently Asked Questions 

What is a Student Assistant?

A Student Assistant may be employed on a part-time or temporary basis in any department. This employment is typically through the end of the academic year or term. A student assistant may be assigned clerical, technical, maintenance, para-professional, or other duties related to the instruction and administrative functions of the University. A student assistant shall not be used in lieu of other established classifications and shall not perform the full scope of duties and responsibilities of the department. Student employees are “at-will”, meaning they are free to resign at any time for any reason. In exchange, the hiring department may also terminate the employment relationship at any time, for any reason, as long as there is no violation to federal, state, or local law.

What is the purpose of Student Assistant Classifications?

Student Assistants provide the University & it’s departments with part-time help in a variety of programs. In return, the student receives the means and opportunity to supplement their income to assist with personal or educational expenses. The student assistant role also provides CSU students with adequate work experience while they’re enrolled at the University. Student employees play a vital role in filling campus needs and often are integral to departmental success across the University. 

What are the eligibility requirements?

1. Student must be enrolled at CSUSB in a minimum of half-time units for the current semester they’re working (6 units or more for Undergraduate, 3 units or more for Graduate)
    a. International students under Job Code 1868 must be enrolled full-time.
2. Students are not permitted to work prior to their actual enrollment date.
3. Summer Bridge students must demonstrate enrollment in the prior Spring term AND the upcoming Fall term.
4. Students must have a minimum GPA of 2.0 both cumulatively and for the term.
5. Students must provide proof of identification & ability to work in the U.S. through the I-9 Documentation process. 
6. Students may work no more than 20 hours per week while classes are “in session”.
    a. During campus breaks, students may be eligible to work up to 40 hours a week. 
    b. Students may not work during campus holidays or overtime hours at any point.
7. Students may be eligible for a Final Employment Session after the completion of their degree program.

Can students hold more than one campus position?

Yes, students can hold as many campus positions as they’d like, however the cumulative total for all positions each week must not exceed 20 hours. The departments are responsible for integrating the student’s schedule into this requirement. Students are not able to work during course instruction times indicated on their student schedule, regardless of how many positions they hold. 

Does my student assistant need a background check?

Some student assistants will be required to complete a background check prior to starting in their position. Background checks are typically required if the following are true:
1. The student has regular access to minors.
2. The student has access to stored criminal offender record information.
3. The student has access to patients, drugs, or medications.
4. The student has access to Level 1, confidential data that may include PINs, tax ID’s, Social Security numbers, health insurance information, criminal background check results, etc.

What forms or documents are needed for a student assistant to be hired?

The process of hiring a student assistant will look different depending on the type of hire.

New Student Assistants:

  • Student Assistant Transaction Request Form (department completes)
  • Background Check (department initiates) 
  • Social Security Form (student completes)
  • Demographics (student completes)
  • Confidentiality & Compliance Form (student completes)
  • New Hire Injuries Form (student completes, optional)
  • Routing Slip (student completes)
  • Direct Deposit Slip (student completes, optional)
  • I-9 Certification (student provides acceptable, original documentation to student employment)
  • Copy of Term Enrollment Schedule (student provides)

Bridge Student Assistants:

  • Student Assistant Transaction Request Form (department completes)
  • Copy of Term Enrollment Schedule (student provides)

Returning Student Assistants:

  • Student Assistant Transaction Request Form (department completes)
  • Copy of Term Enrollment Schedule (student provides)
When can a student assistant begin working? 

A student may begin working if and only if all proper documentation has been submitted, the background check has been cleared if applicable, and an e-mail with the subject line “Clear To Start: [Student Name Coyote ID]” from the Student Employment Office has been sent as confirmation of clearance.

Are there mandatory training courses for Student Employees?

Yes, the following courses are assigned to all employees upon account creation:
1. Data Security & FERPA
2. Gender Equity & Title IX
3. Discrimination & Harassment Prevention Program for Non-Supervisors
4. Injury, Illness & Prevention
5. Hazard Communication
6. Fire Safety & Prevention
7. Emergency Disaster Preparedness

Some departments also require additional courses and will be assigned when appropriate:
1. Avoiding Conflicts of Interest
2. Red Flags: Preventing Identity Theft
3. HIPAA: Protecting Patient Privacy
4. Understanding the Clery Act

Some positions also require additional courses depending on the individual’s specific role or duties and will be assigned when appropriate: 
1. Defensive Driving
2. Cash Handling
3. Federal Work Study (FWS) Training for Students
4. People-Soft Related Trainings for Access on Requisition, Basic Student Records, etc.

How many hours can a student employee work?

Student employees are permitted to work up to a maximum of 20 hours per week while courses are in session.  This is a cumulative total that may not be surpassed regardless of how many on campus positions the student holds. Student employees and their employer(s) should establish a work schedule that does not interfere with their course schedule. Students working during academic breaks at the University may work up to 40 hours per week. Please note that student assistants do not qualify for overtime. 

What is considered a “term”?

A term is defined as the unit in which courses are held. CSUSB utilizes Fall and Spring semesters. Summer Bridge Session is not considered a semester or term and cannot be utilized to meet student employment requirements to work. 

Do student employees receive pay for Jury Duty?

No. Student employees are not classified to receive Jury Duty pay. Time used by Student Assistants for jury duty or when summoned as a witness shall be treated as an excused absence without pay.

Do student employees have access to Workers Compensation?

Yes. Student injuries should be reported immediately to both their administrator and to Risk Management. Risk Management will determine how to proceed with the injury at the time of their investigation. Students are encouraged to complete the New Hire Injuries Form to indicate their primary care physician and other important medical information that may be crucial should injuries occur during their working hours. 

Can student employees submit Unemployment Claims?

Employment that qualifies for the student FICA exemption generally will be excluded from unemployment insurance coverage. Employment that is not excluded from FICA coverage will generally be covered by unemployment insurance. According to the classification matrix, only 1874 (Bridge) student assistants who work for the CSU during the break between academic terms, and who are not enrolled in classes during the break, may be eligible for Unemployment benefits if their CSU employment is ended. The Student Employment Office will respond to any claims received and provide employment data as requested. The Unemployment Office will make the final determination.

Do student employees receive pay for Military leave?

A Student Assistant who is a member of any reserve component of the United States Armed Forces, who is voluntarily or involuntarily ordered to extend U.S. military service, shall be granted time off without pay.

When or why would a student employee be terminated?

Three types of termination exist for student employees. 

1. Voluntary: including but not limited to resignation, graduation, and student to staff or faculty positions.
2. Involuntary: including but not limited to falling out of good standing due to GPA or course load ineligibility, budget limitations on the department or University, and serious misconduct.
3. Mass Termination: completed at the end of every academic year, mass termination helps to close out the student employment codes. Departments will receive correspondence asking if active employees will continue under Bridge guidelines or if employment will cease and continue during the next academic term. No termination paperwork or action is required.