Hire a Student Assistant (Non-Academic)

Please Note:

  • Students are not permitted to work until they have completed onboarding and/or received clearance from Berkeley Regional Services.
  • Requests to recruit students must be submitted via Service Now
  • Requests to hire, rehire, or extend students must be submitted via the STUDENT ASSISTANT HIRING FORM
  • Effective July 2019, the Berkeley city minimum wage requirement was adjusted to $15.59/hour.
  • When a student is leaving employment, please contact Berkeley Regional Services via Service Now to terminate the record. 

Step-by-Step Instructions

  1. Complete the RECRUITMENT REQUEST FORM
    • Reference template – required fields are highlighted for reference
    • Required: Obtain funding and chartstring approval from your Financial Analyst via signature or email
  2. Submit the request to Berkeley Regional Services through ServiceNow
    • Select “Service Catalog” in the center of the page
    • Sign in and select “Student Assistant: Recruitment and Appointments”
    • Complete the online form, attach the completed recruitment request form and the email from Finance (unless you have their signature on the form) and submit

Tips and Resources:

  • Contact Berkeley Regional Services HR if you have questions about setting an hourly rate
  • Background checks:
    • A background check is required for students who will have access to:
      • donor information
      • employee or student records
      • personal or other restricted sensitive or confidential data
      • protected health information and/or restricted data
    • If you need a background check for your student, contact Berkeley Regional Services HR for the proper paperwork.
  1. Complete the STUDENT HIRING REQUEST FORM

Required information to complete your request:

  • Student’s last name and first name
  • Position #
  • Student email address
  • Supervisor’s last name and first name
  • Appointment Start and End Dates (appointments can only be up to one year in duration and can be extended once the end date is near)
  • Does the Student hold another concurrent job
  • Hourly Compensation Rate
  • Confirmation of whether the student MUST have work study
  • Appointment percentage

All other information on the form is optional. Funding information is not required to complete the form, but funding and chartstring approval will be obtained from Financial Analysts at Law. 

New Information Regarding POSITION NUMBERS:

  • To fill an existing Student Assistant position that is vacant, use your existing position number, available via the Dashboard in UCPath under Manager Actions > Current Team Profiles
  • To rehire or extend a current Student Assistant, use their existing position number, available via the Dashboard in UCPath under Manager Actions > Current Team Profiles
  • For new Student Assistant hires, please obtain a position number from Law HR. 

2. Submit the request to Berkeley Regional Services through the Smartsheet

3. Wait for work authorization from Berkeley Regional Services. Students may not begin working until they have been authorized for employment. New student hires must complete onboarding paperwork prior to beginning work. Rehires and extensions may require onboarding paperwork. Failure to comply will jeopardize the time reporting and payment of students.

Tips and Resources:

  • Contact Berkeley Regional Services HR if you have questions about setting an hourly rate
  • Background checks:
    • A background check is required for students who will have access to:
      • donor information
      • employee or student records
      • personal or other restricted sensitive or confidential data
      • protected health information and/or restricted data
    • If you need a background check for your student, contact Berkeley Regional Services HR for the proper paperwork.

For extensions to an existing appointment, please follow the instructions for new hires and complete the STUDENT HIRING REQUEST FORM

For changes to a student’s appointment including supervisor, pay rate, percentage of time, etc., must be submitted via Service Now

  1. Complete the JOB CHANGE FORM
    • Email or signature approval from Financial Analyst is needed if changing pay or percentage of time
  2. Submit the request to Berkeley Regional Services (BRS) through ServiceNow
    • Select “Service Catalog” in the center of the page
    • Sign in and select “Student Assistant: Recruitment and Appointments”
    • Complete the online form, attach the completed Job Change form and the email from Finance (unless you have their signature on the form) and submit

 

Process separation when a student graduates or ends employment with you.

  1. Complete the separation process with Berkeley Regional Services (BRS) in ServiceNow.
    • Select “Service Catalog”, “Separations”, and complete the online form.

Payroll

Resources

Delegating timecard approval

Supervisors are required to review and approve all timecards prior to the payroll deadline. If you are unable to fulfill this responsibility due to travel or other circumstances, you can delegate authority to another person.

Paper Timesheet

Use while student’s online CalTime account is being set-up – Requires supervisor approval before submitting.

How a student logs time in CalTime when they have multiple campus jobs (page 2)

Reporting Payroll Questions or Problems

Go to ServiceNow. Select “Ask an HR Question or Report an HR Problem”, and complete the online form.

 


***Please direct any questions or concerns about student assistants to your Berkeley Regional Services representative, Denise Hancock (dhancock@berkeley.edu)

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