University Employers

The Student Employment Office mainly processes job opportunities for students without Federal Work-Study (FWS).

Jobs for students with FWS, a financial aid program that funds part-time jobs for students, are handled through the Center for Student Financial Aid and Scholarships.

However, all jobs are posted on Cal State LA Handshake, our online platform for recruiting and hiring students.


DEADLINES FOR STUDENT EMPLOYEES CONTINUING EMPLOYMENT
A new student employee can be hired at any time. However, certain deadlines apply when you plan to have a student continue their employment through breaks or additional academic terms.

To avoid delays in processing, please submit ETFs and other applicable paperwork well before the annual deadlines.


STEPS TO HIRING


Get on Handshake
With a Cal State LA Handshake account, you can:

  • Post job openings for students with or without Federal Work-Study.
  • Receive applications, view automatic screening of applicants and notify candidates of their application status.

If you do not have an account, contact the Student Employment Office. We will email you an invitation with a link to set up your profile.

Use our Handshake Campus Employer Registration guide to set up your account. 

If you already have an account, log in to calstatela.joinhandshake.com

Post a Job
To post a job opening: 

  • Complete a Student Employment Requisition. If the position is open to students with Federal Work-Study and those without work-study, you will have to fill out two requisition forms. 
  • Submit the form(s) to the Student Employment Office at the Career Development Center. 
  • Create a job posting on Handshake.

For assistance in posting a job opening in Handshake, use our instructions on How to Manage Student Assistant Job Postings as a guide.

NOTE: Positions that are open to students with FWS are reviewed and approved by Financial Aid.

Select a candidate
Complete an Interview Record Form for each candidate that you interview. Submit the form to the Student Employment Office.

Update the application status in Handshake by selecting, “Pending,” “Declined,” or “Hired.”

Students will NOT receive emails with the application status. You will need to contact students marked “Hired” directly with hiring instructions.

Download all applications and email them to the Student Employment Office.


HIRING
Before a student begins work, send them to the Student Employment Office with the following documents:

Students without Federal Work-Study

  • If your position requires access or exposure to confidential data, Live Scan fingerprinting and clearance is required before hiring.
  • Completed and signed Employee Transaction Form (ETF)
  • Offer letter (for 1150 classification)
  • I-9 supporting documents (e.g. Social Security card and picture ID, or U.S. passport)

Students with Employment Authorization Document (EAD)

Students with an EAD must first contact Jorge Cardenas in Human Resources to obtain I-9 clearance.  

International Students

Students with an F-1 visa must first contact an International Student Advisor to obtain:

  • On-Campus Employment Verification Form
  • Supporting Letter to apply for a Social Security Number

Students must bring the completed On-Campus Employment Verification form, foreign passport, I-20 and I-94 to Jorge Cardenas in Human Resources to obtain I-9 clearance.  

Students must bring the Supporting Letter to a local Social Security Administration (SSA) office to apply for a Social Security Number (SSN) and obtain a receipt.  Students must bring this receipt to the Student Employment Office, along with:

  • If your position requires access or exposure to confidential data, Live Scan fingerprinting and clearance is required before hiring.
  • Completed and signed Employee Transaction Form (ETF)
  • Offer letter (for 1150 classification)

NOTE:  Students must immediately bring their SSN, once received, to the Student Employment Office for payroll purposes. 

Authorization to Begin Work

A student employee can begin work once the student provides you with an Authorization to Work form signed by the Student Employment Office.


SEPARATING 
Any time a student assistant is no longer employed under the position classification, submit the following forms to the student employment office:
When a student assistant is discharged or resigns from their position, they must be paid during the timeframe specified below:
  • Involuntary Discharge:  A student employee who is discharged must be paid earned wages immediately.
  • Voluntary Resignation:  A student employee who resigns must be paid earn wages no later than 72 hours from the date of separation. However, if the student employee provides the employer at least 72 hours notice of his/her impeding separation, he /she is entitled to earn wages at the time of separation. 

For more information about the hiring process, including specific job classifications, benefits and salary policy, read the University Employer’s Guide to Student Employment.

Our Virtual Orientation for University Employers contains other vital information about student employment, including Federal Work-Study guidelines.