Visit Health Watch for COVID-19 updates. Find Employee Return to Campus and Student Return to Campus information.
Emergency Notification

Authorization to Work

Before you can begin working as a student assistant, the Career Center must clear your I-9 documents and issue an Authorization to Work notice.

You are responsible for following the steps outlined below. We will issue an Authorization to Work once we've reviewed the necessary documents.

You cannot begin work if you have not received an Authorization to Work notice from the Career Center.

Student Assistants

Career Center staff will email you to schedule a hiring appointment with our office once we received the hiring documents from the department. During the hiring appointment you will complete the following: 

  • I-9 documents (e.g. Social Security card and picture ID, or U.S. passport)
  • Student Payroll Action Request (SPAR) 
  • Student Employee Personal Data Form 
  • Statement Concerning Your Employment in a Job Not Covered by Social Security (SSA-1945) 
  • *Academic Student Employee Union Deduction Authorization Form – only for Instructional Student Assistant (1150) 

 

Student Assistants with an Employment Authorization Document (EAD)

Career Center staff will email you to schedule an appointment with Jorge Cardenas in Human Resources to obtain I-9 clearance. Once you are cleared, Career Center staff will email you to schedule an appointment with our office. During the hiring appointment you will complete the following: 

  • Student Payroll Action Request (SPAR) 
  • Student Employee Personal Data Form 
  • Statement Concerning Your Employment in a Job Not Covered by Social Security (SSA-1945) 
  • *Academic Student Employee Union Deduction Authorization Form – only for Instructional Student Assistant (1150)

International Student Assistants 

STEP 1: SOCIAL SECURITY NUMBER 

In addition to I-9 clearance, students with an F-1 visa will need a social security number. You must first contact an International Student Advisor to obtain: 

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

You will submit the Supporting Letter to a local Social Security Administration (SSA) office to apply for a Social Security number (SSN) and obtain a receipt.

You must present the Social Security card or the Social Security receipt to the Career Center if the SS Card is not available. Once you receive your SS Card it must be presented to the Career Center, as soon as possible, but no later than one month from when the work authorization was issued. 

STEP 2: I-9 CLEARANCE FROM HUMAN RESOURCES 

Next, you need to schedule an appointment with Jorge Cardenas in Human Resources to obtain I-9 clearance. You will need to provide: 

  • The original/unlaminated Social Security card or receipt if the card is not yet available
  • Completed On-Campus Employment Verification form 
  • Foreign passport 
  • I-20 and I-94 
  • Non-Resident Alien Notification Form (will be forwarded to Businesses Financial Services for follow-up) 

STEP 3: MEET WITH the Career Center

Once you have been I-9 cleared by HRM, the Career Center will contact you for a hiring appointment to complete the process. You will need to present/complete the following documents: 

  • The original/unlaminated Social Security Card or receipt if the card is not yet available
  • Student Payroll Action Request (SPAR) form (new hires only) 
  • Student Employee Personal Data Form 
  • Statement Concerning your employment in a Job Not Covered by Social Security (SSA-1945) 
  • Academic Student Employee Union Deduction Authorization Form – only for Instructional Student Assistant (1150) 

We will review the documents and provide you with an Authorization to Work notice. 

STEP 4: FINALIZE PAYROLL 

Once you get a Social Security Number, schedule an appointment with our office by contacting us at [email protected] to finalize payroll.

You must present your SS Card within one month. If the card is not submitted by the end of the 30-day period, your employment may be suspended.

Students with Federal Work-Study

If you have Federal Work-Study, you will complete your hiring paperwork through the Financial Aid and Scholarships Office.

 

 

Questions?

Contact the Experiential Learning Office in the Career Center by emailing [email protected].