Timeline

RECOMMENDED TIMELINE FOR STUDENT EMPLOYMENT
A new student employee can be hired at any time. However, certain timelines are recommended 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 following timelines:

TIMELINE EMPLOYMENT TERM

April 1

(extended to May 1)

Summer Sessions

If you plan on continuing employment of a student employee for the summer term, submit:

  • ETF - Requests for all continuations of employment and hires must be signed and approved by the president before an ETF can be processed.  An Authorization to Work will be provided indicating when the student employee can resume or begin work. 

Required for the following to transition to Bridge Student Assistant (1874):

  • Students currently classified as 1870 and will not enroll in summer sessions;
  • Students currently classified as 1870 and will enroll less than half time (6 units for undergraduates/4 units for graduates/doctoral students) in a summer session;
  • Students who graduated in the spring as an 1870 or 1871 and will continue employment until the end of summer (must be separated from the 1874 job code prior to the first day of fall term); or
  • Students currently classified as Federal Work-Study (1871).

ETF must include the following recommended effective employment dates:

05/24/2020 - 08/23/2020

June 1 (extended to July 30)

Fall Semester

If you plan on continuing employment of a student employee for the fall term, submit:

  • Student Employment Requisition (if job description has been modified)
  • ETF to transition to Student Assistant (1870) or continue an 1870, 1868 or 1150 appointment - Requests for all continued employment and hires must be signed and approved by the president before an ETF can be processed.  An Authorization to Work will be provided indicating when the student employee can resume or begin work. 
  • Offer letter (for 1150 classification)
  • ITS Appropriate Use Agreement for Student Assistants
  • FERPA (complete every 2 years)

1868 and 1150

The employment cycle for student assistants classified as 1868 or 1150 begins and ends according to the academic term of the employment appointment.  If you plan on rehiring them for the new fiscal year, the ETF can include the following recommended effective employment dates:  07/01/2020 - 06/30/2021.* 

 

1870

If you plan on continuing employment for the fall term a student assistant who worked during the summer as an 1874 or who worked for you in the spring as an 1870, the ETF can include the following recommended effective employment dates:  08/24/2020 - 05/29/2021. 

 

*If the student you are rehiring is not working this summer, their effective start date can begin after the recommended effective date.

December 1

Winter Break

Submit the following to transition Federal Work-Study (FWS) to Student Assistant (1870 classification) OR to change status to Bridge Student Assistant (1874):

  • ETF - Requests for all rehires and hires must be signed and approved by the president before an ETF can be processed.  An Authorization to Work will be provided indicating when the student employee can resume or begin work. 

Required for:

  • Students with Federal Work-Study (1871) or
  • Students who graduated in the fall as an 1870 or 1871 and will continue employment until the end of the spring term (must be separated prior to the first day of summer session).

ETF must include the following recommended effective employment dates:

1870: 12/24/2020 - 01/24/2021
1874: 12/24/2020 - 05/29/2021

 
Performance Appraisal
A Student Employee Performance Appraisal must be done at least once a year, but can be conducted six months after the employee’s start date.