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.
  • Effective October 1, 2017, the Berkeley city minimum wage requirement was adjusted to $13.75/hour.

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 HIRE 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 hire request form, student’s resume, and the email from finance (unless you have their signature on the form) and submit
  3. Wait for work authorization from Berkeley Regional Services. The student may have to complete onboarding paperwork prior to beginning work.

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.

Process changes to a student’s appointment including supervisor, pay rate, percentage of time, extending end date, etc.

  1. Complete the JOB CHANGE FORM
    • Email or signature approval from Financial Analyst is needed if changing pay, percentage of time, or extending appointment
  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

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, Cathy Thao (cathythao@berkeley.edu)