Career Center and Campus Organization
Classification and Compensation
Recruitment and Hiring
Maintaining, Extending and Separating Employees
General Employment Information
More Student Employment
Information
ER System Help
for Faculty, Staff and Employers
ER System
Help for Students
About the Career Center
The Career Center of
UC Santa Cruz is the resource center for career exploration
and guidance, as well as the central office providing practical
and career-related part-time work, both on and off campus,
for registered UC students. Undergraduates are encouraged
to begin career exploration through a comprehensive four-year
program of workshops, as well as special events and recruitment
opportunities, career library and computer lab resources,
and professional internships and job-training programs geared
to help students with their long-term career and life decisions.
Student Employee Recognition Program (SERAP)
Student employees represent a skilled and diverse work
force on the UC Santa Cruz campus, contributing substantially
to the operations and developmental programs for on and
off-campus employers. Each year in May, the Student
Employee Recognition Awards Program (SERAP) is held
on the lush beautiful green lower meadow of Oakes College
to honor outstanding student employees. Staff, students,
family members, and friends gather to recognize students
who have demonstrated both academic achievement and outstanding
job performance throughout the year.
Career, Internships and Student Employment Resources
- On-Campus & Off-Campus Employment On-Line Job Listings
via the Student
Employee Request (ER) System
- Work-Study Program: available to students who are determined
eligible for a work-study award by the Financial
Aid Office. For information on work-study, see: Help
& Informatin in the ER system.
- Student Corps Program:
on-call, on-campus job service for short-term and/or intermittent
jobs such as data-entry, driver, moving help; Student
- Professions Training
Program (PTP): subsidized, professional, part-time work
experience program with local businesses or non-profit organizations.
- Chancellor’s
Undergraduate Internship Program (CUIP): professional
development of interns through mentorship, a seminar series,
and paid administrative work in on-campus units.
-
Career-related Internships: available through UCSC departments,
units and programs; for academic credit or for compensation
- Jobs for Summer Session
- Workshops in: "Major/Career: Make the Right Decision",
selecting an internship; resumes and cover letters; interviewing,
graduate/professional school information; graduate school
reference letter service; job search process; time management;
and how to get a summer job.
- Drop-in Advising
- On-Campus Interviews
- Computer Lab-ER
Database and library resources
- Graduate School Advising
- Career
Advice Network (CAN)
- Graduate School Reference
Letter Service (GRLS)
- Educational Placement
Service
- Job Fairs-Profit and Non-Profit Organizations
Types of Employment Opportunities for Registered UCSC
Students Include:
- On and off-campus work-study positions
- On-campus non work-study positions
- Academic tutor positions
- Residential staff positions without compensation, with
perquisites of on-campus housing, room and board
- Off-campus jobs offered by local community, open to all
registered students
- Off-campus summer jobs, which are generally at summer
camps in California and in other states
- Internships and employment on and off campus, including
the Part-Time Professional Training Program in partnership
with local businesses and organization, and the Chancellor's
Undergraduate Internship Program (CUIP), listed above.
Back to top
Student Employment Services - Staff
- Pete Norton, Student Employment Manager, 459-4024
Management of programs, procedures, and workshops for student
employment. General campus-wide support for student employment
policy and procedures. PPS on-line actions. . Trainer for
PPS system and Student Employee Request (SER) System.
- (vacant), FICA/Work Study Coordinator, 459-4148
Coordination of on-and off-campus employment opportunities
for qualified students with work-study awards. The Federal
government or the university supplies a portion of work-study
student salaries, and the hiring unit pays the remaining
balance. Coordination of "Student FICA".
- Rita Wright, Non Work-Study On Campus Employment, 459-4021
Review/approval of non-work-study positions submitted via
Employee Request (ER) System in accordance with compensation
and Payroll Personnel System Manual guidelines for student
employees.
- Job Counseling Services, 459-4420
Job counseling services available to all registered UCSC
students who need assistance in locating on-and off-campus
part-time and summer employment.
- Off Campus Job Services, 459-4420
Offering of wide variety of part-time and summer job listings
mainly from the Santa Cruz community and occasional listings
in the San Francisco Bay Area. Any business, organization,
residence, or private employer may list student employment
opportunities without charge through the Career Center.
- Barbara Silverthorne, Professions Training Program
(PTP) & Chancellor's Undergraduate Internship Program
(CUIP), 459-3973
Management of PTP, a subsidized part-time professional
off-campus work experience program; CUIP supports the professional
development of interns through mentorship, a seminar series,
and paid administrative work in on-campus units.
- Sheila Rodriguez, Career Internships, 459-2184
Coordination of internships (also known as field studies,
volunteer experiences and co-ops). These on-campus work
experiences allow students to apply academic knowledge to
work, a critical factor for job placement after graduation.
Some internships are for academic credit; others are paid
positions.
- Nanette O'Connor, Community Jobs Direct, 459-4767
Management of federally funded program to develop and expand
off-campus part-time job opportunities for students. This
program also actively solicits career exposure opportunities
and internships.
Back to top
Eligibility Criteria for Use
of Career Center
This publication, intended for both students and employers,
is a reference document on student employment policies and
procedures, as provided under the umbrella organization,
the Career Center. Its information and guidelines will help
ensure that a student seeking employment on campus will
receive fair and equal treatment by providing students and
the Human Resource Team with current employment policies,
roles and responsibilities. It is the responsibility of
supervisors to make sure that their student employees are
aware of the policies and procedures pertinent to their
employment. Anyone having questions about university student
employment procedures or particular situations is encouraged
to contact the Career Center.
The Career Center is located in the Bay Tree building, third
floor, entry door closest to parking lot. Our business hours
are normally 9:00 AM to NOON, and 1:00 PM to 4:00 PM.
Business may be transacted anytime between 8 AM and 4 PM
by calling (831) 459-4420, or the specific staff members
listed under The Career Center
Staff.
Career Center Services for UCSC Affiliates
Although the Career Center is primarily devoted to providing
part-time student employment, internship opportunities and
career services for registered UC students, and career services
for UC alumni, faculty and staff, some basic career services
are also open to affiliates of the University, including
staff, faculty, extension students, and spouses of staff,
faculty, and students, for a fee.
The fee, which includes job and internship listings through
MonsterTrak, career advising, workshops, use of the career
resource center and computer lab is $100 for any three months
of service. See:
Career Center Services
Access Chart
Eligibility Criteria for Students
Full use of student employment services of the Career
Center is limited to registered UCSC graduate and undergraduate
students. Off-campus part-time and summer job listings are
restricted to registered undergraduate students only. Some
restrictions also apply to graduate students holding
TA positions. Users of the services must present a valid
UCSC student registration identification card upon entering
the office.
- Entering students who do not yet have a valid registration
ID card can be verified by checking the Employee Request
System.
- May apply for on and off campus jobs 10 working days
before the beginning of the quarter to which they have
been admitted.
- Use of other career services only in the quarter preceding
their admission if they have paid the Statement of Intent
to Register fee through the Admissions office.
- The use of Career Center Services during the summer
months is limited to any UC student who was registered
or on approved leave of absence during the previous spring
quarter AND who intends to register for the following
fall quarter.
- Other UC students through the reciprocity program via
the Student Employee Request System.
- Summer Session students
(who are not regularly registered UC students) can use
the Career Center Office, and apply for summer only on-campus
positions through the Student
ER system by paying a $35.00 fee ($30.00 for on-campus
summer jobs only).
- Students on Leave of Absence
are not eligible to apply for on-campus or off-campus
jobs except during summer. See: Approved
Leave of Absence.
Back to top
Students ineligible to use Career Center Services are
those who:
(Note: Some services are available by paying a fee or are
extended through summer, see above)
- Have terminated their student-status (have withdrawn
or graduated). See information above regarding access
for alumni.
- Are barred or disqualified from student status
- Are not registered and only enrolled through University
Extension during the Academic year.
**Note: Students graduating at the end of spring quarter
may retain their current position through 09/30/XX, but
may not apply for new positions. For further information,
see Extensions policy.
Persons interested in obtaining an on-campus job after
termination of their student status, and not covered by
a policy above, should apply for employment opportunities
on-line at jobs.ucsc.edu.
Back to top
Organization of Human Resource Teams
Human ResourceTeams
U.C. Santa Cruz is organized
into HR
Teams (HRTs), which are the business entities responsible
for staff payroll/personnel processes, time reporting, and
purchasing transactions for all the units within their jurisdiction.
For example, the Colleges HRT coordinates and processes
payroll for all of the different colleges on campus. HRTs
are responsible for assuring that the UC Payroll System
(PPS) transactions are prepared correctly and in compliance
with human resources and compensation guidelines. A chart
showing the current HRT organization is available at the
HR
web site.
Human Resource Teams and Student Employment
The central offices are responsible for monitoring specified
PPS activities of
HRT’s relevant to their respective function(s), via
system generated reports, by reviewing Post Authorization
Notifications (PANs), and in providing timely policy guidance
when called for.
Career Center is responsible for compliance with
federal and University regulations and guidelines relevant
to student employment. The Career Center maintains the permanent
hard-copy files for student employees’ personal information
documents. The PPS staff is available for campus-wide support
on policies and procedures, maintaining an up-to-date web
site on Career Center/Student Employment Policies and Procedures,
and providing training on current, new or revised programs
or systems relating to student employment.
Staff Human Resources establishes student assistant
compensation and classification. They provide guidance on
policy interpretation associated with attendance and leave
accrual and use. Compensation policies and procedures for
students may be found at: shr.ucsc.edu
Accounting Office/Payroll monitors payroll time-reporting
actions and offers guidance on specific payroll problems.
The HRT holds primary responsibility for correctness and
appropriateness of payroll actions, with the Payroll Office
helping to identify and resolve specific issues. The Payroll
Office handles reversal of DCP Retirement, if it has been
incorrectly charged, upon authorization of the Career Center
Student FICA Coordinator. The Payroll Office maintains all
employment documents such as W4, Oath and I-9.
The Financial
Aid Office works closely with the Career Center
in administering the Federal Work-Study Program, in compliance
with Federal guidelines. The FAO provides current handbooks
on the program, and determines work-study award allocations
based on students' FAFSA applications for financial aid.
All changes to the student's work-study limits throughout
the year are updated on-line by the Financial Aid Office
and notifications are sent via PAN (PPS notification sub-system)
to the Human Resource Teams. Monthly reports detailing total
work-study earnings are also sent to the HRTs.
Benefits Office issues "Out of Compliance"
reports when the Employee Database coding for student benefits
eligibility is not consistent with the student program type
or appointment duration. Student holiday, sick leave and
vacation policy is based on Staff Human Resources guidelines
for students, in accordance with their program type, title
code, appointment percentage and duration of appointment.
The Benefits Office handles reimbursement requests for DCP
(Retirement) savings when a student is separated from University
employment, and offers a "UCRS Distribution Kit for
Non-Exempt Student Employees" if appropriate.
Back to top
Student Employee Limited Status
The terms and conditions of student assistant positions
are governed by Personnel Policies for Staff Members (PPSM)
and student employees are designated as Professional and
Support Staff (PSS) with Casual/Restricted status.
- Student Assistants normally work less than fifty percent,
except for quarter breaks or during the summer, during
which time the student may work up to full-time.
- Student Assistant positions are reserved for registered
undergraduate and graduate students of the University
of California, Santa Cruz.
- The appointment is temporary.
- Working hours are irregular.
- Work is secondary to the student's academic and student
life.
- Work schedules are flexible enough to support the academic
program of the student.
- As distinguished from regular staff positions, Student
Assistant positions have less-complex responsibilities,
require fewer skills, less knowledge, experience and training;
continuing responsibility and/or on-going accountability
for the work performed. Incumbents work less independently
and exercise judgment less often and must be directly
supervised.
Back to top
Student Assistant Classification Series
Concept
Positions in the Student Assistant Series are assigned
duties in a variety of jobs ranging from routine to advanced
and/or specialized, which usually require the use of manual,
clerical, advising, public contact, and/or analytical skills.
The series consists of three levels with the distinctions
between levels based on the relative degree of difficulty
inherent in duties performed.
- Assistant II
Positions at this level are assigned a variety of duties
under either close supervision or under supervision ranging
from unskilled to semi-skilled duties. Duties are generally
repetitive clerical and/or manual tasks.
Positions involving unskilled or semi-skilled duties range
from requiring no prior experience and minimal training
to requiring some experience and minimal training (which
may also include responsibility for safety of people or
equipment, sole responsibility for security of the facility);
and/or a basic skill set, e.g., word-processing, data
entry, filing, record keeping, reception, food preparation,
cashiering, custodial, maintenance. Examples of campus
positions at this level are:
- Cashier
- Laboratory Helper/Aide
- Clerical/Administrative Assistant II
- Library (Book) Cleaning Assistant
- Coffee Shop Worker
- Library Stacks Assistant
- College Work Crew
- Mailroom Clerk
- Cook
- Maintenance/Grounds/Custodial Assistant II
- Dishwasher (science labs)
- Storekeeper
- Facilities Assistant II
- Usher
- Kiosk Attendant
- Assistant III
Positions at this level are assigned a variety of skilled
duties under supervision, exercises independent judgment
for performing the duties (which may include responsibility
of work leader, for safety of people or equipment, sole
responsibility of security of the facility); some previous
experience and requirements for either a moderate or more
advanced level of knowledge of the academic field or the
type of work, specialized skills, e.g., data base management
skills, advanced word-processing skills, advanced laboratory
assistant skills; and/or language requirements; and/or
license/certification requirements. Positions at this
level typically include responsibility for performance
of a sequence of interrelated tasks and some routine problem
solving. Examples of campus positions at this level are:
- Academic Survey Assistant
- Graphics/Publications Assistant
- Artist
- Laboratory Assistant
- Arts Assistant
- Library Stacks Work Leader
- Arts Publicity Aide
- Library/Reference Data Base Stack Assistant
- Assistant to the Blind
- Lifeguard
- Child Care Worker
- Maintenance/Grounds/Custodial/ Assistant III
- Clerical/Administrative Assistant III
- Orchestra Assistant
- College Peer Advisor
- Photographer
- College Student Assistant
- Recreation Assistant
- Computer Instructional Assistant
- Referee
- Dance Accompanist
- Research Aide
- EOP Program Advisor
- Video/Production Assistant
- Facilities Assistant III
- Writer/Editor
- Assistant IV
Positions at this level are assigned a variety of complex
duties under direction, ranging in complexity and scope
and may require advanced to extensive training, academic
coursework or experience, and/or specialized skills and
knowledge applied independently to a highly complex device
or organization and/or which may include responsibility
of work leader, for safety of people or equipment, sole
responsibility of security of the facility. Examples of
campus positions at this level are:
- Academic/Administrative Researcher
- Microcomputer Technician
- Audio/Video Electronics Assistant
- Musician
- Computing Consultant
- Navigator/Boat Operator
- Computer Research Assistant
- Research Assistant
- Diver
- Software Programmer
- Drafting Assistant
- WWW Assistant
- Graphic Designer
- WWW Site Designer
- Library Circulation Desk Work Leader
Back to top
Determining Classicfication and Compensation
- Determining Classification: Policy
The classification determination is a flexible one whereby
Human Resource Service Teams have authority to determine/suggest
the classification of Assistant II and III and IV positions.
The final approval for the classification/compensation is
given by the Career Center when the Employee Request (ER)
is submitted. The internal checklist in the Student
Assistant Classification Guide may be used as a tool
for determining the classification of a student position.
Human Resource Service Teams may choose to modify this form
with unit specific considerations, as well. The checklist
may be retained in the employee file or centrally within
the Human Resource Service Teams for reference in classifying
future positions. Please see also student
assistant job listings for examples of Assistant II,
III, and IV jobs at the Career Center web site.
As an aid in the creation of new ERs, Human Resource Service
Teams and hiring supervisors with ER system logins have
universal access to ERs created by all other Human Resource
Service Teams, and may save and modify an existing ER as
their own ER creation.
If the position does not fit the majority of the criteria
at each level, the HRT may consult with the Career Center
regarding the appropriate classification OR indicate on
the Employee Request (ER) that they wish the Career Center
to determine the classification. When the Career Center
classifies a position Human Resource Service Teams should
record that information, e.g., on the checklist, for future
reference when classifying similar positions. Human Resource
Service Teams are encouraged to determine the classification
level for replacement or similar positions.
The Career Center will determine pay rates for Student Assistant
IV
- Determining Compensation: Policy
Recruitment at or above Minimum Pay
Rate:
Student Assistant II, III and IV pay rates are ranged according
to the pay schedule for a given academic year. (See: Student
Assistant Pay Schedule) Students are
normally hired at the minimum pay rate of the range for
a given classification. However, Human Resource Teams will
have the flexibility to recruit above the minimum pay rate.
Recruitment and/or retention issues are intended as the
primary consideration for posting of positions with above
minimum pay rates. Consistency in pay rates is strongly
encouraged for future hires for like/similar positions within
HRTs.
If the pay rate exceeds 10% of the minimum pay rate, HRTs
must obtain approval from the Career Center prior to posting
the position. (The assumption is that there will not be
many requests for salary rates exceeding 10% of the minimum;
such requests will be approved by the Career Center based
on existing or known criteria/circumstances, e.g. higher
summer pay rates due to retention issues, etc.)
Back to top
Student Assistant Pay Schedule
Salary Range for
Student Assistant Series
Pay rates effective January 1st, 2008. More
Details.
| |
Minimum |
Midpoint |
Maximum |
| Assistant II |
$8.00 |
$10.08 |
$12.15 |
| Assistant III |
$8.50 |
$10.73 |
$12.96 |
| Assistant IV |
$9.00 |
$13.00 |
$17.00 |
Old tempoary Rates (1/1/07 - 12/31/07):
| |
Minimum |
Midpoint |
Maximum |
| Assistant II |
$7.50 |
$10.50 |
$13.49 |
| Assistant III |
$7.50 |
$10.50 |
$13.49 |
| Assistant IV |
$8.50 |
$12.75 |
$17.00 |
Back to top
Policy for Movement through the
Salary Range
- All three Student Assistant classification levels allow
for unit funded movement through the salary range, whereby
the Human Resource Teams HRT may grant increases up to 25%
in a single fiscal year based on either merit performance
or "unit specific" considerations such as:
- assumption of greater independence
- more complex or additional new duties that are NOT
re classifiable to a higher classification level
- difficulty retaining incumbents
- extensive/significant experience related to the requirements
of the position
- performance recognition, (merit increase)
NOTE: Human Resource Teams have the option to adopt merit/performance
related salary adjustments and to establish their own
internal criteria, policies, procedures and forms. The
unit will fund such increases.
See Samples: Student
Employee Merit Recommendation Forms
These sample forms are a few examples which HRTs may
want to adopt or modify to meet their organizations' individual
needs.
- Authority/Documentation for Pay Increase:
- Increase within 25% of current pay
- Human Resource Teams have the authority to approve
"Movement Through the Range" increases for
individual pay rate increases not exceeding 25% of the
student's current pay rate.
All such changes will require some form of supportive
documentation that initiates the action (e-mail or other
written request from the supervisor, revised job description,
performance evaluation) and action/budgetary authorization
according to Human Resource Team procedures.
Merit Increase - Documentation for
performance-related increases may be maintained by the
Human Resource Teams. A revised ER is not required.
Changed Duties: If the duties change, the existing ER
must be modified to reflect the increased level of responsibility.
The Career Center may print the revised ER if necessary,
once it is approved.
Increase above 25% of current pay -
Any changes exceeding 25% of the student's current pay
rate require approval by the Career Center. As above,
no ER is required for merit increases, but if duties
change, the existing ER must be modified and approved
by the Career Center.
fBack to top
Policy and Procedure for Change
in Classification
- Policy:
A job classification may be changed if the student assumes
duties of greater or lesser responsibility. HRTs are delegated
authority to classify/re-classify Assistant IIs and IIIs
based on their evaluation of the Student
Assistant Classification Guide. If the classification
is unclear, the HRT can request Career Center review of
the position. Appropriate documentation, e.g., new job description
(ER) should support the change in classification.
- Procedure:
Re class for Increase within 25% of Current Pay
Re class upward from Title Code II - III with up to
25% increase above the employee's current pay rate does
not require pre-consultation by the Career Center. The
HRT must submit a "No-Post" ER at the new classification,
which will be automatically approved by the Career Center.
Online Entry Update - The Human Resource
Team Representative ends the old job and begins the new
appointment at new pay rate, and upon on-line entry update
(OEU), the PAN (Post Authorization Notification) comments
should include:
- Re class to Assistant III
- % increase over current base pay
- Increase in cents
- New pay rate
A revised job description should be maintained by the
HRT for this re class action.
- Re class Approval for above 25% of Current Pay
If the re class increase exceeds 25% of current base pay
rate, the HRT must obtain prior approval from the Career
Center (via the ER approval process).
Online Entry Update and upon on-line entry update by the
HRT Center, the PAN comments must include:
- Re class to Assistant III
- % increase over previous pay rate
- Increase in cents
- New pay rate
- Based on re class to Assistant III
- "Approved by ____ on ___date."
Back to top
Non Discrimitation and Affirmative
Action Statement and Fair Hiring Practices
Student Affirmative Action Guidelines exist to ensure that
fair employment practices will be applied to all UCSC student
employees. Campus employers are expected to recruit openly
through the Career Center to fill vacant or new student
positions.
Campus employers are requested to give priority consideration
to the hiring of UCSC students for all temporary staff positions
requiring less than 20 hours of work per week during the
academic year and temporary positions during the summer
months for 20 to 40 hours of work per week.
It is the policy of the University not to engage in discrimination
against or harassment of any person employed or seeking
employment with the University of California on the basis
of race, color, national origin, religion, sex, physical
or mental disability, medical condition (cancer-related
or genetic characteristics), ancestry, marital status, age,
sexual orientation, citizenship, or status as a covered
veteran (special disabled veteran, Vietnam-era veteran or
any other veteran who served on active duty during a war
or in a campaign or expedition for which a campaign badge
has been authorized). This policy applies to all employment
practices, including recruitment, selection, promotion,
transfer, merit increase, salary, training and development,
demotion, and separation. This policy is intended to be
consistent with the provisions of applicable State and Federal
laws and University policies.
In addition, it is the policy of the University to undertake
affirmative action, consistent with its obligations as a
Federal contractor, for minorities and women, for persons
with disabilities, and for special disabled veterans, Vietnam-era
veterans and any other veteran who served on active duty
during a war or in a campaign or expedition for which a
campaign badge has been authorized. The University commits
itself to apply every good faith effort to achieve prompt
and full utilization of minorities and women in all segments
of its workforce where deficiencies exist. These efforts
conform to all current legal and regulatory requirements,
and are consistent with University standards of quality
and excellence.
In conformance with Federal regulations, written affirmative
action plans shall be prepared and maintained by each campus
of the University, by each Department of Energy Laboratory,
by the office of the President, and by the Division of Agriculture
and Natural Resources. Such plans shall be reviewed and
approved by the Office of the President and the Office of
the General Counsel before they are officially promulgated.
April 1, 1999
University of California
Office of the President
Non-discrimination Policy Statement For University Of California
Publications Regarding Student-Related Matters:
The University of California, in accordance with applicable
Federal and State law and University policy, does not discriminate
on the basis of race, color, national origin, religion,
sex, disability, age, medical condition (cancer-related),
ancestry, marital status, citizenship, sexual orientation,
or status as a Vietnam-era veteran or special disabled veteran.
The University also prohibits sexual harassment. The non-discrimination
policy covers admission, access and treatment in University
programs and activities. Inquires regarding the University's
student-related non-discrimination policies may be directed
to:
Student Affairs
241 Hahn Building
(831) 459-4446
e-mail: stu.affairs@ucsc.edu
Back to top
Job Posting Guidelines
After review by the Career Center, the ER form will be
posted on electronic bulletin board under non-work-study
listing, work-study listing or both. If the Human Resource
Team wishes to publicize its position further at different
colleges, divisions or student service units, they are encouraged
to do so.
Period of Job Posting
Human Resource Team representatives are encouraged to post
their jobs with a final filing date so that the largest
applicant pool is reached. However, they may post the job
as open "until filled," thereby expiring the recruitment
when the job is filled. The following table suggests a guideline
for minimum number of candidates to be interviewed.
As student employees are temporary and part-time (Casual-Restricted),
recruitment is not held to the strict hiring guidelines
of Career recruitment. However, in order to allow all interested
students to apply and to draw the largest applicant pool,
hiring units are encouraged to indicate a final filing (posting)
date.
| Number of Applicants |
Minimum Number of Interview Candidates |
| 01-03 |
ALL |
| 04-07 |
03-04 |
| 08-12 |
04-05 |
| 13-20 |
05-06 |
| 21-50 |
06-10 |
| 51-100 |
11-15 |
Back to top
Student Employment Best Practices
- Establish clear goals.
- Clear written expectations.
- Utilize active listening.
- Regularly scheduled meetings
- Provide student with the tools necessary for performing
the work assigned (training, materials, etc.)
- Give plenty of feedback. Let people know if their work
is on or off track. Expect new workers to make some mistakes.
When the performance is off track, assume first that the
instructions were not clear, and clarify expectations.
- Delegate!
- Set a positive example of professional, polite and
ethical behavior.
- Remember that student employees are students first.
- Show appreciation for exceptional work.
- Ask for student's input.
- Be an accessible supervisor.
- Be a student.
- Be a teacher.
- Encourage risk taking and decision-making.
- Communicate openly and honestly.
- Get to know your people. Offer a friendly greeting
at the beginning of each workday; talk to them occasionally
about outside interests. Let them know that you care about
them as individuals.
- Don't ignore non-performance. As soon as you realize
someone is not doing the job, check to see what's happening.
Let the worker know that you expect performance.
- Remember that the most important intangible part of
the work climate is a healthy sense of self-esteem. When
workers feel good about themselves, about the company
and the work they do, it will be much easier to get cooperation
from them.
- Follow-up. After assigning work, be sure it is being
done correctly.
Back to top
Guidelines for the Hiring and Interview
Process
- Make a list of the advertised job requirements for
the job prior to the interview and evaluate each applicant
against the items on the list after each interview.
- Be prepared to explain selection criteria and why a
particular applicant was or was not hired.
- For candidates not selected for a position, there is
a standard email letter included in the supervisor's list
of options in the ER system. Supervisors are encouraged
to send either this generic letter or a personal email
informing the candidate that the job is already filled.
- After Hiring
- This may be a student's first job, so do not assume
he or she knows what to do without training and supervision.
- Supporting and training a student for a position will
enhance performance.
- Explain work-rules and regulations; what the employee's
rights are; when a longevity increase can be expected,
etc.
- This may not be the student's only job; make the work
hours clear so scheduling conflicts do not arise.
- Hiring Process
- Supervisor agrees to hire student and clicks the "Start
Hire" button at the bottom of the application
- Supervisor checks that all information is correct,
especially the account number.
- Supervisor verifies or changes start date, end date
and estimated hours per week.
- Supervisor clicks the "Hire" button. The
student is now hired. Before clicking "Complete Hire",
you may cancel the hire action.
- Getting the student on Payroll
When the "Complete Hire" button is clicked, there
are basically three different scenarios:
- Student is already active in the payroll system (PPS)
and may start work as of the start date indicated. The
HR Service Team will complete the PPS data entry.
- Student is NOT active in PPS. Student must come to
the Career Center with the required documents to complete
payroll signup. A "Blue Card" will be issued
to the student so the supervisor can confirm they have
completed the signup process. Student may not start
work before signup is completed.
- Student already has one or more work-study jobs and
must log on to the student ER system to complete a work-study
split form. Email notices are
sent to all contacts when the split is completed.
Back to top
Clearance to Commence Work Authorization
- Students New to the UCSC Payroll System:
It is the HRT's responsibility to verify that its student
employees have completed the initial hire procedures at
the Career Center. The Clearance to Commence Work Authorization
(blue card) is issued to the newly hired student and must
be given to the supervisor or HRT representative before
s/he begins work. Consequences for allowing a student to
work before employment forms are completed at the Career
Center include the following:
- The student is not officially employed.
- The student is not covered by worker's compensation.
- The employing unit is responsible for processing
a damage payment.
- The student's paycheck for hours worked before the
signing of UC employment forms will be considerably
delayed.
- Re-hired Students:
If the student is "Inactive" or "Separated"
on the Employee Data-base, s/he must come to the Career
Center as "re-hire" to update any necessary employment
forms after which the Clearance to Commence Work Authorization
will be issued.
- Students Currently Active on the UCSC Payroll System:
New jobs for "Continuing" employees (those already
active on PPS) are entered in PPS by the hiring HRT. Every
job must have an approved Employee Request (ER).
Back to top
Employment Forms and Required Documents
If you do not
have one of the documents listed above, you will have to
provide TWO documents - one to prove identity (List
B), and one to prove that you are authorized to
work in the U.S. (List C):
LIST B: Documents
that Establish Identity
- Driver's
license or ID card issued by a state or outlying possession
of the United States provided it contains a photograph
or information such as name, date of birth, gender, height,
eye color and address
- ID card issued by federal, state or local government
agencies or entities, provided it contains a photograph
or information
such as name, date of birth, gender, height, eye color
and address
- School ID card with a photograph
- Voter's registration card
- U.S. Military card or draft record
- Military dependent's ID card
- U.S. Coast Guard Merchant Mariner card
- Native American tribal document
- Driver's license issued by a Canadian government authority
For persons under age 18 who are unable to present a document
above:
- School record or report card
- Clinic, doctor or hospital record
- Day-care or nursery record
LIST C: Documents
that Establish Employment Eligibility
- U.S. Social
Security card issued by the Social Security Administration
(other than a card stating it is not valid for employment)
- Certification
of Birth abroad issued by the Department of State (Form
FS-545 or DS-1350)
- Original or
certified copy of a birth certificate issued by a state,
county, municipal authority or outlying possession of
the United States bearing an official seal
- Native American tribal document
- U.S. Citizen ID card (Form I-197)
- ID card for use of Resident Citizen in the United States
(Form I-179)
- Unexpired employment authorization document issued by
DHS (other than those listed under List A)
NOTE: Students who have applied for a social security
card may complete the employment process by showing an official
"receipt for duplicate social security card" issued
by the Social Security Administration. They are in pending
I-9 status (and placed on the Employee Database for one pay
period only) until they bring in the new social security card.
Notice of the student's temporary payroll status will be given
to the hiring HRT.
Back to top
The Employee Request System (ER)
- The on-line ER system integrates the recruitment, application
and hiring of all student positions in one unified on-line
process. The basic requirements of hiring are:
- All jobs must have an approved Employee Request (ER)
- For complete steps for hiring students: creating/posting
ERs, reviewing submitted applications, and the authorization
process, please refer to the appropriate heading in
the Help system
at the Employee
Request System web site.
- Creation of the Employee Request:
All newly created ERs and all subsequently edited ERs will
be reviewed/approved by the Career Center before they are
made public (or before a No-Post ER is available for a hiring
action).
To post, re-post, edit or expire an ER, the authorized
department or user must have a user name and password
set up by the HRT. The HRT maintains the user list for
all departments, which it serves. Any time a user is replaced,
all the ERs created by the former user are globally changed
to reflect the new hiring supervisor or unit contact.
- Departmental Level ER Creation
An ER created by a departmental-level user is automatically
sent to the unit's HRT for review/edit/approval. Once approved,
it is submitted to the Career Center for final approval
and then placed on the Web where students can access it
in the job listings, using various sort options, and apply
on-line.
- ER Classification and Compensation
HRTs can determine or request the classification and pay
rate for student positions; these ER submissions will need
approval by the Career Center only when the pay rate recommended
is above 10% of the base pay for that Title Code. See: Policies
for Determination of Classification and Compensation.
A HRT may request (in the internal Comments box) that the
Career Center help determine the classification if the level
is unclear.
To ensure that a student is given an appropriate job classification
and rate of pay, it is essential that employing units provide
well-detailed job descriptions. Please refer to the Guide
for aid in determining proper classification of student
assistant positions.
- Recruitment at Salary Range Minimum or up to 10%
above Minimum
- No special action is required in creation of the
ER.
- Over 10% of Salary Range Minimum
- In the "Comments to Career Center"
box the HRT must state:
- the rationale for hiring above the minimum
pay rate (e.g. retention issue of odd hours)
- the % above the salary range minimum
- the % above in cents the actual pay rate
recommended "approved by ____ on ____(date)"
- any other special circumstances regarding
the position that need to be addressed.
Assistant IV positions and pay rates may be filled
in by the HRT but are always approved by the Career Center
in accordance with criteria specific to the Assistant
IV classification.
For guidelines and current policy decisions published
by the Student Compensation Advisory Committee, please
see: Student
Compensation at the HR web site.
Access to All ERs on System:
If a user does not want to create an ER from scratch,
s/he can view all ERs in the system to find one that closely
matches the new job. That ER can be and "saved as
new" and modified for the newly created job.
Comments Boxes:
There is a Comments Box viewable for students in which
special instructions or information is made available
to candidates. There is also a Comments Box viewable only
to supervisors, HRTs or Career Center for purposes of
internal communication.
No-Post ERs:
Students may be hired without recruitment (returning to
same job; student replacing another employee, etc.). These
ERs specified as "Do Not Post" will not be viewable
by the public and are used solely as documentation for
that particular hiring action.
Final Filing Date:
A job may be posted with a final filing date or posted
"until filled." In the first instance the job
will auto-expire after on the date indicated or when the
selected quota has been met. It is important for supervisors
or HRTs to expire "until filled" ERs when the
position is filled, so that students do not apply to jobs
that are no longer available.
Work-Study & Non-Work-Study:
A job may be posted specifically for work-study candidates,
non-work-study candidates or for both. The same ER number
is used for all three categories and the job can change
from work-study to non-work-study to both, retaining the
same number for the life of the job.
Submission of ER
Once the ER has been submitted by the HRT and approved
by the Career Center, the ER is made available to students
through the public job listings. If the job is specified
"Do Not Post" the student must be given the
ER number so that s/her can apply.
Back to top
Application and Hiring
Student Application Process
Students can view job listings without a login. However,
to apply for a job or save an application, they must log
into the secure part of the system as a currently registered
student with their Student Id and birth date. Registered
status data is downloaded every night from the Academic
Information System (AIS), so any student not currently enrolled
will be unable to apply on-line. Only applications from
students registered for the current term are viewable in
the system.
Students create a "personal profile" the first
time they apply for a job on-line. This profile contains
general data such as name, address, email, citizenship and
conviction record. They are asked to confirm this information
every time they subsequently login to the system. The profile
information is updated globally (for all existing/saved
applications) every time it is edited.
In addition to the "profile," the application
includes the specifics of skills or statements required
for the employee request to be submitted. Students may save
up to five applications in their "My Applications"
area which serve as "resumes" for future use.
The resume is easily imported and can be modified for particular
jobs or deleted at any time. A saved application may also
be made viewable to the public (under a particular category,
if desired) and available to UCSC staff in their search
for candidates. Students may also link their applications
to any other personal resume they might have on the Web
(i.e. MonsterTrak).
Work-Study Applications
If a student has been awarded a work-study award as determined
by the Financial Aid Office, and has any remaining balance,
s/he may apply on-line for any on or off-campus work-study
job. The award amount is updated every night on the Academic
Information System and will be downloaded in the submitted
application. If the student's financial aid or work-study
award is in pending status, s/he will be prompted to go
to the Financial Aid Office. Once the issues are resolved
and the AIS updated, the student may apply the following
day.
Split Allocations
If the student has work-study jobs at more than one HRT,
s/he will be prompted at the time of hiring log onto the
ER system and process their split allocation. For students
with multiple work-study jobs, there is a "Work-Study
Allocations" link in the "My Applications"
section of the Student system.
Interview & Hiring
HRTs have the flexibility to determine their interview-hiring
processes according to their own needs and style of operation.
The procedural hiring guidelines are as follows:
Review of Applications - Scheduling of Interviews
Supervisor listed on ER may, at any time during recruitment,
search for applications by student ID, name, ER#, title,
work-study status, "submitted before" and "submitted
after" dates.
Supervisor may click student email link to schedule interview.
Special Cases
Work-Study
Student Returning to Same Job in Fall
Work-study students returning to the same job they had
last year need to be converted back to work-study status
once they have contacted their supervisor.
Back to top
Work-Study Program
The purpose of the Work-Study Program is to stimulate
and promote part-time employment of registered students
who are eligible for financial aid and are awarded a work-study
allocation. The program provides a variety of on and off-campus
positions, and the goal is to provide job experience in
areas closely related to the student's career or educational
goals. The Federal government or other funding sources supply
a portion of work-study student salaries, and the hiring
unit pays the remaining balance. For more information on
the Work-Study Program, please visit the Financial
Aid web site.
Work Study Eligibility
The Financial Aid Office is responsible for determining
the financial need and eligibility for each student who
applies for financial aid. Nationally established guidelines
determined by federal and university policies are used to
calculate eligibility. Students who are eligible may be
awarded aid through a variety of programs including grants,
loans, scholarships, and work-study.
A student must complete an application for financial aid
in order to be considered for a work-study award. A Free
Application for Federal Student Aid (FAFSA) or renewal application
must be submitted to the federal processor by the deadline
in early March. In addition, documents such as tax returns
must be submitted to the Financial Aid Office by the published
deadline in early May. As funding permits, late applicants
are processed on a first-come, first-served basis after
all applications completed on time have been awarded.
Work-Study Calendar
Work-study is awarded for the academic year only. Due to
limited funds, summer work-study is not available. Awards
range from $200 to $2,600 according to the student's need
and amount of other aid awarded.
Types of Funding Sources
The two Work-Study programs used by the Financial Aid Office
when awarding aid are Federal and President's. Federal work-study
is funded federally, while the President's program uses
University funding. In the work-study program field (WSP)
field on PPS, an "F" designates Federal program;
a "P" designates President's.
The employing unit is charged for 40% of the student's earnings,
plus a 10% Financial Aid administrative surcharge. The student's
work-study allocation represents the gross earnings that
the student is eligible to earn with work-study funds, not
the amount the employer is charged. Once the student has
earned all of the work-study allocated to him or her, the
unit has the option of changing the student employee to
non-work-study status and continues paying the entire wage
from its own non work-study funding sources.
Work-study funding is applicable only for gross hours worked
and may not cover bonuses, holiday pay, etc. Since students
during the academic year are normally employed less than
50%, they rarely would accrue vacation, holiday or sick
pay.
Types of Work-Study Jobs Available
- On-Campus: Most work-study jobs are on-campus
and differ from non-work-study jobs only in terms of the
funding source and the employment process.
- Off-Campus: An off-campus employer must be non-profit,
non-religious and non-political. They must contract with
the University through the work-study coordinator at the
Career Center. A student may initiate this contract if
s/he finds a qualifying employer off-campus. The Financial
Aid Office will be the HRT for all off-campus work-study
positions.
Work-Study Limits
An Academic Information System (AIS) and an EDB interface
manage work-study award limits in the Payroll/Personnel
System. Once work-study jobs are updated in the EDB and
work-study students are paid without a work-study limit,
a '99999' default work-study limit is established in the
EDB. The AIS/EDB interface will automatically see this 99999-default
amount and then insert the correct work-study amount in
the EDB. All changes to the work-study limit throughout
the year are maintained by the interface or updated by the
Financial Aid Office.
The work-study award is placed at the employee level in
the EDB in one grand total. As work-study students add jobs
and/or earn work-study earnings, the total award is reduced
until it's exhausted. Students and multiple employing units
will be responsible for tracking earned work-study awards.
There will be a report sent out to HRTs each month by the
Financial Aid Office that details total work-study earnings.
Revision of Work-Study Eligibility Limits
If it becomes necessary to revise a work-study award due
to a change in financial circumstances or a student's request,
a Post Authorization Notification (PAN) will be sent by
the Financial Aid Office to the HRT. A Work-Study Award
Report is sent out to employers monthly, which also serves
as official notification of a change in award. Each subsequent
award revision supersedes prior notifications.
Work-study Employer Compliance Responsibilities
- New and Re-hired Work-Study Employees
A work-study student who is not currently employed by
the University cannot begin working before the employment
process at the Career Center has been completed. When
the employment procedure is completed, each employee will
be issued a "Clearance to Commence Work Card"
(or other official documentation). Any hours worked before
completion of the employment process is the HRT's responsibility
and cannot be charged to work-study funds. Working before
the State Oath of Allegiance has been signed will necessitate
the completion of Damage Payment paperwork before the
work-study employee can be paid.
- Continuing Work-Study Employees
The official start date for an employee who is already
active on the Employee Data-base is the Begin Date indicated
on the on-line Hiring record.
When students are returning to work in fall, the student
MUST be re-hired and converted back to work-study status.
See Work-Study Student Returning
to Same Job in Fall. If the student has two or more
work-study jobs, they must indicate what amount is allocated
for each job by completing the on-line work-study allocation
form, located in the "My Applications" section
of the student ER system. This form is only available
after they are hired for more than one work-study job.
Academic Eligibility
Work-study eligibility is contingent upon the student employee's
making satisfactory academic progress and being a currently
registered student. Any student who is barred from enrollment,
withdraws, takes a leave of absence, or is not registered
loses eligibility for all financial aid including work-study.
If a student is notified that s/he has been barred from
enrollment and is appealing the decision, it is NOT advisable
that the student continue to work. If the appeal is denied
and the student has worked, the employer will be responsible
for 100% of those earnings. Work-study employees may work
up to the effective date of withdrawal.
Terminiation of Work-Study
It is the responsibility of the employing unit to keep accurate
records of work-study earnings and remove students from
work-study payroll status when allocations are exhausted.
Any earnings in excess of work-study allocations will be
automatically charged to the unit for 100% of earnings.
A "Notice of Termination of Work-Study" will be
sent to those units that have not complied with the above
procedures and responsibilities when their employees earn
more than their award. The department should then immediately
take the employee off of work-study status. The employee
will not be paid from work-study funds after receiving this
Notice of Termination. The employing unit will transfer
any work-study earnings in excess of the award to its non-work-study
payroll account.
It is recommended that at the time of the initial interview
for the work-study position, the employer make it clear
to the student whether her services will be retained once
the work-study funds are depleted (i.e. converted to non-work
study).
Classification and Wage Rates for Work-Study Students
Classifications and wage rates are established in accordance
with the UCSC Class Specifications. See: Student
Assistant Classification Series Concept.
Work-Study Benefits
As UCSC casual/restricted employees, work-study employees
are eligible to accrue sick leave and holiday pay when they
work over 50% of the hours of the month. PPSM policies apply
to work-study employees, as well as non-work-study employees.
However, if a student works more than 20 hours per week
for one month or longer and qualifies for these benefits,
the employing unit must pay 100% of those benefits. (Call
the Career Center or the Payroll Office for information
should this situation occur.) The Work-Study Program will
not pay for any time other than hours actually worked, (although
a 15 minute rest period may be granted for each work period
of three continuous hours or more, not to exceed two rest
periods per day). See: Student Benefits.
Extension of Work-Study Job Through Summer
The employment period for the Work-Study Program is from
the first day of the fall quarter through the last day of
the spring quarter. There is no work-study during summer.
Employers can continue to employ students from one academic
year to the next by extending an appointment/distribution
as non-work-study.
Permissible Working Hours
UCSC work-study students are employed on a casual/restricted
basis and are encouraged to work FEWER than 20 hours per
week during the quarter. However, they may work up to 40
hours per week during quarter breaks.
Submission of Hours Worked to Generate Paychecks
Employers are required to keep accurate departmental time-records
for student employees. Student Time
Sheet (Excel) may be downloaded from the HR website.
These records must be completed with the following information:
- The student's full name as it appears in the university's
registration system
- Hours worked by the employee
- An authorized signature from the employing unit
- The student's signature
- Complete unit name and account number
- Pay period
As with other hourly employees, work-study payroll checks
are issued on the sixth working day of each month (this
date usually falls on the eighth of the month. The student's
name will appear on the unit's Payroll Time Reporting Worksheet
(with the work-study code appearing in the far right-hand
column), which is sent by the Payroll Office to each unit.
The total number of hours worked during the time-reporting
period should be entered on this form and the box titled
"Check for Time Input" checked for those employees
reporting hours. These forms then should be submitted directly
to the Payroll Office.
All copies of any work-study payroll adjustments, LX/RXs
and UPAY 646s and damage payments, should be sent to the
Financial Aid Office for auditing purposes as well as to
avoid unnecessary paperwork.
Back to top
Work-Study Split Awards
A student may be employed in more than one work-study position.
The work-study student will decide how to split her or his
work-study award. The total earnings for all work-study
jobs must not exceed the total work-study award. If the
student "over-earns" his or her allocation in
one unit, the other departments' allocations will lessen
until the work-study funds are exhausted. If the units are
in agreement on this, nothing need be done; however, if
it would need to be corrected, the HRT in which "over-earning"
took place can RX/LX (revise payroll funding source retroactively)
those work-study hours to free up work-study resources for
other departments.
Re-allocation of Funds by Student
Revisions need to be done in the Student ER
system under the student “My Applications”
section. Notifications of any/all changes will be generated
and sent to all the units involved via an email.
Unused Work-Study Allocations
Unused work-study allocations cannot be carried over from
one academic year to |
