Student employees are hired on a temporary basis. If you would like to extend your student employee’s temporary appointment term or rehire a former student employee, follow the process below.
The extension and rehire processes require compliance with federal, state and CSU guidelines. Please plan ahead to ensure timely staffing: Dates & Deadlines.
Process for Extension
Follow the steps below to extend the temporary appointment term.
Submit the following to [email protected]:
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The Student Employee Transaction Form signed by your appropriate administrator and fiscal officer. Indicate an extension of the temporary appointment.
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If you are extending the temporary appointment of an Instructional Student Assistant (1150), an Instructional Student Assistant Appointment Letter.
Employment Eligibility
When we receive your Employment Transaction Form (ETF), we will review the student’s enrollment status to determine the employment eligibility in accordance with the related CSU classification.
If the job position has changed, we will review the new job requisition to determine if Live Scan is required. If a Live Scan is required, Career Center staff will contact the student to arrange a Live Scan appointment.
*IMPORTANT: If a Live Scan is required for the new position, the employee may not transition to the new position until we issue a Notification of Extended Appointment notice by email.
The Live Scan appointment will be conducted at the Cal State LA Department of Public Safety. To help prepare your student for the appointment, we have listed the instructions below. There is no cost for Cal State LA student employees.
Students will be asked to take the following steps:
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Respond to our email to confirm your in-person Live Scan appointment. Complete and sign the Information Practices Act Notice Form and the Live Scan Application Form, which will be sent via AdobeSign.
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Attend your scheduled Live Scan appointment.
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Once the Live Scan appointment is completed, you must email your name, CIN and the ATI number listed on the Live Scan application to [email protected].
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Once we are notified of the results of Live Scan result and you have passed, we will email you a Notification of Extended Appointment in the new position.
Career Center staff will email the student employee, supervisor and hiring document preparer to provide the Notification of Extended Appointment. This notification means that the new appointment is active with payroll.
Types of Notifications of Extended Appointment
The Notification of Extended Appointment is issued based on the enrollment status of the student employee.
Enrolled Half-time or More
Student assistants (classification 1870) are temporary, part-time workers who are currently enrolled, at minimum, a half-time credit load with the primary goal of achieving a degree.
Enrolled Less than Half-time
If a student is enrolled less than half time at the time of hire (classification 1874), they must have been enrolled half time or more in the prior term AND enrolled half time or more in the upcoming term.
Exception: If the student graduated in the prior term, they can work one term immediately following graduation.
Not Enrolled When Hired Nor in the Previous Term
The Notification of Extended Appointment is issued under the condition that the student employee will enroll half time or more in the coming academic term.
Failure to enroll half time or more by the Census deadline may result in termination of employment.
Process for Rehire
If you would like to hire a former student assistant who has not worked for more than a year, they are considered a rehire. A rehire will require additional hiring verification following the steps below.
Employees may not work until an Authorization to Work notice is provided.
Reminder: Positions must be posted, and applications must be collected on Handshake.
Submit the following to [email protected]:
-
The Student Employee Transaction Form signed by your appropriate administrator and fiscal officer. Indicate hire/rehire.
-
The approved Student Employment Requisition provided by the Experiential Learning Office.
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The Student Assistant Application completed by the student.
-
The Student Employment Interview Record Form, including all interviewed candidates.
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If you are rehiring an Instructional Student Assistant (1150), an Instructional Student Assistant Appointment Letter.
*IMPORTANT: The effective dates that are entered in the Employment Transaction Form (ETF) are requested dates and not the actual date to begin work. Students cannot begin working until we issue an Authorization to Work notice by email.
Employment Eligibility
When we receive your Employment Transaction Form (ETF), our team will review the student’s enrollment status to determine the employment eligibility in accordance with the related CSU classification.
If a Live Scan is required, Career Center staff will contact the student to arrange a Live Scan appointment.
Once we are notified of the results of Live Scan and they have passed, we will email to schedule the hiring appointment to verify their I-9 employment eligibility.
The Live Scan appointment will be conducted at the Cal State LA Department of Public Safety. To help prepare your student for the appointment, we have listed the instructions below. There is no cost for Cal State LA student employees.
Students will be asked to take the following steps:
-
Respond to our email to confirm your in-person Live Scan appointment. Complete and sign the Information Practices Act Notice Form and the Live Scan Application Form. These forms are sent via DocuSign.
-
Attend your scheduled Live Scan appointment.
-
Once the Live Scan appointment is completed, you must email your name, CIN and the ATI number listed on the Live Scan application to [email protected].
-
Once we are notified of the results of Live Scan result and you have passed, we will email you to schedule the in-person hiring appointment to verify I-9 employment eligibility.
Career Center staff will invite students to schedule a hiring appointment through Navigate LA.
During the Hiring Appointment
Form I-9 Employment Eligibility Verification
All candidates for student employment must demonstrate employment eligibility. The steps for demonstrating employment eligibility depend upon the students' status.
Review the steps for obtaining an Authorization to Work to help your candidate complete the process in a timely manner. Students are responsible for completing their I-9 verification in person.
Payroll Documents
After I-9 verification, students will be asked to complete payroll and new employee documents. We guide students through these steps during the hiring appointment.
Once the above steps are completed, we will email the student, supervisor and preparer of the Employment Transaction Form (ETF) to provide the Authorization to Work notice.
The Authorization to Work notice will indicate the day the student employee can start working. A student employee is not able to begin work until we have sent out the work authorization email.
Types of Authorizations to Work
Authorizations to Work are issued based on the enrollment status of the student employee.
Enrolled Half-time or More
Student assistants (classification 1870) are temporary, part-time workers who are currently enrolled, at minimum, a half-time credit load with the primary goal of achieving a degree.
Enrolled Less than Half-time
If a student is enrolled less than half time at the time of hire (classification 1874), they must have been enrolled half time or more in the prior term AND enrolled half time or more in the upcoming term.
Exception: If the student graduated in the prior term, they can work one term immediately following graduation.
Not Enrolled When Hired Nor in the Previous Term
A conditional authorization to work is issued on the conditition that the student will enroll half time or more in the coming academic term.
Failure to enroll half time or more by the Census deadline can result in termination of employment.
Process for Position Change in Department
Follow the steps below to change the job position of a student employee in your department.
Reminder: Positions must be posted, and applications must be collected on Handshake.
Submit the following to [email protected]:
-
The Student Employee Transaction Form signed by your appropriate administrator and fiscal officer. Indicate hire/rehire.
-
The approved Student Employment Requisition provided by the Experiential Learning Office.
-
The Student Assistant Application completed by the student.
-
The Student Employment Interview Record Form, including all interviewed candidates.
-
If you are changing the position to an Instructional Student Assistant (1150) position, an Instructional Student Assistant Appointment Letter.
*IMPORTANT: The effective dates that are entered in the Employment Transaction Form (ETF) are requested dates and not the actual date to begin work. Students cannot begin working until we issue an Authorization to Work notice by email.
Employment Eligibility
When we receive your Employment Transaction Form (ETF), our team will review the student’s enrollment status to determine the employment eligibility in accordance with the related CSU classification.
We will review the new job requisition to determine if Live Scan is required. If a Live Scan is required, Career Center staff will contact the student to arrange a Live Scan appointment.
*IMPORTANT: If a Live Scan is required for the new position, the employee may not transition to the new position until we issue a Notification of Appointment by email.
The Live Scan appointment will be conducted at the Cal State LA Department of Public Safety. To help prepare your student for the appointment, we have listed the instructions below. There is no cost for Cal State LA student employees.
Students will be asked to take the following steps:
-
Respond to our email to confirm your in-person Live Scan appointment. Complete and sign the Information Practices Act Notice Form and the Live Scan Application Form, which will be sent via AdobeSign.
-
Attend your scheduled Live Scan appointment.
-
Once the Live Scan appointment is completed, you must email your name, CIN and the ATI number listed on the Live Scan application to [email protected].
-
Once we are notified of the results of Live Scan result and you have passed, we will email you a Notification of Appointment in the new position.
Career Center staff will email the student employee, supervisor and hiring document preparer to provide the Notification of Appointment. This notification means that the new appointment is active with payroll.