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. If the position is for an Instructional Student Assistant (1150), you will need to fill out the position announcement.
  • 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 without Federal Work-Study begins work, send them to the Student Employment Office.  Students with Federal Work-Study should make an appointment with the Center for Student Financial Aid and Scholarships.
 
New hire sessions for students without Federal Work-Study are Monday - Friday, 10 a.m. - 11 a.m. and 3:00 p.m. - 4:00 p.m. 
 
Students must bring the following documents:
  • 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.

JOB READY
Supervisors are responsible for preparing students for their jobs by reviewing job duties and responsibilities, ensuring that they take required training and informing them of office and university policies and procedures. To ensure that you are prepared for a job with the University, your supervisor should:
  1. Give your student employee a copy of the Student Employee Handbook and review it with them
  2. Review the Student Orientation Checklist with your student employee
  3. Review the Supervisor’s Safety Orientation Checklist (General) or (Laboratories) provided by the Environmental Health and Safety Office with your student employee
    • Print the student employee’s name & CIN on the form, complete & sign
    • Submit to the Student Employment Office and/or Financial Aid, depending upon position classification
  4. Review the Appropriate Use Agreement for Student Assistants (ITS-2803) provided by Information Technology Services
    • Retain a signed copy for the department’s records
    • Print the student employee’s name & CIN on the form, complete & sign
    • Submit to the Student Employment Office and/or Financial Aid, depending upon position classification
    • Please note that this is a mandatory document for all student employees
  5. Ensure that your student employee completes the Family Educational Rights and Privacy Act (FERPA) training online. FERPA protects the privacy of student records maintained by Cal State LA. As a student employee, you may have access to confidential student records and are obligated to protect the privacy of those records.
    • Retain a signed copy for the department’s records
    • Print the student employee’s name & CIN on the form, complete & sign
    • Submit to the Student Employment Office and/or Financial Aid, depending upon position classification
    • Please note that this is a mandatory document for all student employees
  6. Ensure that your student employee completes the Campus Security Authority training provided by the Department of Public Safety
  7. Activate student employee/faculty/staff e-mail account online at myCalStateLA ID
  8. Ensure that you provide any training that is required for your position

PERFORMANCE EVALUATIONS
A Student Employee Performance Appraisal should be done at least once a year, but can be conducted six months after the employee’s start date.
In deciding whether a salary increase is appropriate, supervisors may consider whether the student employee has:
  • Shown increased understanding and ability to perform the duties and responsibilities of the position;
  • Exhibited cooperation and established good working relationships with others;
  • Performed the duties of the job in such a manner as to meet the requirements of work quantity and quality; and
  • Demonstrated responsibility in being punctual and dependable; as well as,
  • Length of service; and
  • Assignment of additional or higher level responsibilities
Salary increases are not mandatory and are granted at the discretion of the employer.

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.