Hire a Student Assistant (Non-Academic)

1. Complete the RECRUITMENT REQUEST FORM
   • Required: Obtain funding and chartstring approval from your Financial Analyst via signature or email and complete a Student Assistant Job Description Form.
2. Send form or an email to SJ Wainwright at sjwainwright@berkeley.edu.

Tips and Resources:

• 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: Obtain funding and chartstring approval from your Financial Analyst via signature or email and complete a Student Assistant Job Description Form.

Required information to complete your request:

• Student’s last name and first name
• Position # (please enter 0 if you are not sure what to enter)
• 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 (Please refer to the target salary ranges below.)
  • For Student Assistant 2: $18.67/hr – $21.70/hr
  • For Student Assistant 3: $19.60/hr – $25.50/hr
• Confirmation of whether the student MUST have work study
• Appointment percentage : 
  • Appointment FTE’s should remain under 50%.
  • Appointments with an FTE greater than 50% should fall within student vacation periods, including summer.

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:

• 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., please contact SJ Wainwright at sjwainwright@berkeley.edu.

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

Contact SJ Wainwright at sjwainwright@berkeley.edu to submit the separation ticket to Berkeley Regional Services (BRS) in ServiceNow.