Student Employment

1. Consult with your HR Business Partner

2. In consultation with your HR Business Partner determine business need, classification (STDT 2-4), budget, and work schedule.

3. Determine if this is work-study eligible. 

1. The Federal Work-Study (FWS) Program is a federally funded financial aid initiative that provides UC Berkeley students with part-time employment opportunities to help cover educational and living expenses. As a manager, here’s what you need to know:

1. Eligibility: Students must demonstrate financial need through their FAFSA to qualify for Work-Study positions.

2. Job Types: Positions should be part-time and designed to accommodate students’ academic schedules. Jobs can be on-campus or with approved off-campus nonprofits or public organizations.

3. Wages: Work-study funding covers a portion of the student's wages, reducing your department’s costs while ensuring students earn at least minimum wage.

4. Scheduling: Work hours must align with the student’s academic commitments and cannot exceed their Work-Study award amount.

5. Student Experience: Focus on providing meaningful work that helps students build skills relevant to their studies or career goals.

2. If eligible, refer to the UC Berkeley Financial Aid & Scholarships Office website for Work-Study.

4. Create a job posting. Refer to this template to get started.

1. Even without a formal job description template, managers should still define the core job knowledge, skills, and abilities required for the role. A well-crafted job description not only highlights the primary responsibilities, skills, and experiences needed to succeed but also reflects the organization’s values. It is strategic to consider how the position can support equity goals and ensure these expectations are integrated into the description. By doing so, campus roles can provide students with meaningful competencies and real-world experiences that prepare them for future careers.

5. Determine where to post. Department website? Handshake? Work Study?

6. Develop a timeline with how long the posting will be up to collect applicants.

1. Determine selection criteria and select finalists for the interview.

1. To ensure a successful hiring process for UC Berkeley student workers, managers should conduct thoughtful, consistent candidate reviews. Use the minimum qualifications in the job description as a guide for initial screening, focusing on hiring priorities rather than narrowing the pool too quickly. This “first look” identifies candidates with fundamental qualifications, allowing them to advance and compete in the process . After initial screening, thoroughly evaluate resumes, cover letters, and work samples, while being mindful of biases. Avoid favoring early submissions or overvaluing specific experiences based on personal perspectives. For fairness, consider reviewing applications after the deadline and organizing them in a neutral order.

2. Schedule Interviews

1. Best Practices

1. Conducting a professional and thoughtful interview with UC Berkeley student workers ensures a fair, respectful, and engaging process that reflects the university's values. It allows managers to assess candidates’ potential, skills, and alignment with the role while creating a positive impression of the workplace. This approach not only helps select the best fit for the position but also supports the students’ professional development, setting them up for success in their future careers.

2. Interview Process: Decide on the interview process: Will they be conducted via Zoom, in person, or by phone? Additionally, determine how many rounds of interviews will be included in the hiring process.

3. Selection Committee: Develop a selection committee of at least 2 or more people.

4. Tips:

1. Student hire interviews are typically 30-45 minutes. 

2. Choose 5-7 job-related interview questions to fit within the 30-45 minute interview time. These questions should be related to the core job knowledge, skills, and abilities required for the role.

3. Discuss the specifics of the job, such as pay, working conditions, shifts, and other relevant details.

4. Share the PEM form with them to ensure they can perform all functions of the job.

1. Best Practices

1. Use both email and a call for a formal approach. Call the student to direct them to the official email while maintaining a paper trail. Remind them to check spam folders, as HR emails can sometimes be filtered.

2. Go over pay, shift/schedule, start/end date, location of work and next steps with onboarding.

1. Hiring and onboarding a UC Berkeley student worker is an opportunity to cultivate talent while providing meaningful work experience. A clear, thoughtful process ensures alignment with the role, fosters a sense of belonging, and equips students with the skills and confidence needed to contribute effectively. This sets the stage for a successful partnership that benefits both the student and the organization.

1. Submit the student assistant hiring form

2. Work Hours Protocols: Establish clear guidance and monitoring protocols with HR Business Partner (if applicable) to ensure compliance with work hour limitations, particularly for international students.

3. Onboarding Essentials: 

1. Ensure they have logged into UCPath to set up direct deposit and complete their W-4.

2. Confirm they understand how to use CalTime for tracking hours.

3. Provide any necessary access, codes, or keys for their role.

4. If applicable, verify completion of UC Learning Center training.

5. Schedule initial check-ins with their supervisor(s).

6. Explain how your team communicates and establish communication expectations.

End Date & Eligibility Monitoring: Establish standard end date requirements for student appointments and periodically review student eligibility.

A thoughtful offboarding process for UC Berkeley student workers ensures a positive end to their employment, maintaining professionalism and fostering goodwill. Do: provide clear communication, conduct an exit discussion, and offer constructive feedback for their growth. Don’t: neglect to acknowledge their contributions or overlook important administrative steps like final pay and access removal. A well-managed offboarding process leaves a lasting positive impression and strengthens the university's reputation as an employer.

1. How do I get a new position classified into the correct level?

1. Place students in the appropriate Student Assistant level based on the nature, complexity, and level of their work. The three levels are mapped to student titles; refer to the “Student Assistants” section at this link to find the title that best matches the work and determine the corresponding level.

2. How many hours per week can my student work?

1. During the academic semester, student workers are typically limited to 20 hours total per week to prioritize their studies. They may work up to 40 hours per week during academic breaks or summer.

2. It is the department’s responsibility to monitor the working hours of all student workers, including those on international visas.

3. What is the Federal Work-Study Program, and how does it affect hiring?

1. The Federal Work-Study Program provides funding that partially subsidizes the wages of eligible student workers. Managers benefit from reduced labor costs but must ensure the position complies with program guidelines, such as part-time hours and meaningful work opportunities.

4. When does Work Study end, and when does it start again?

1. Work Study funding typically ends at the conclusion of the Spring semester and restarts on July 1 for the new fiscal year. This means there is usually a short gap (around two weeks) when Work Study is not available.

5. Do I need to renew my Work Study position each fiscal year?

1. Yes. Because Work Study funding is tied to their financial aid package, the employer must renew or reappoint their Work Study position every fiscal year. This is not an automatic process—make sure to confirm your new award and reauthorize your position.

6. Can the Work Study award amount change each year?

1. It can. The Work Study award is part of the overall financial aid package, which may change based on the FAFSA information, academic progress, and availability of funds.

7. What if I am hiring a student assistant who holds another position on our campus?

1. Please work with your HR Representative as there may need to be additional coordination if the other appointment the student holds is represented and classified in a different FLSA status than the student assistant appointment. This may delay the hiring of the student.

8. What if I am hiring a student assistant who also works at another UC campus?

1. Please work with your HR Representative as there will need to be additional coordination with the other campus if the other appointment the student holds is expected to run concurrently with their UC Berkeley student assistant appointment. You can expect this to delay your hiring process.

9. Can student workers perform the same duties as full-time staff?

1. Student workers should not replace or take on the full responsibilities of permanent staff. Their roles are typically designed to complement their academic goals while providing meaningful work experience.

2. Student employees may perform non-exempt, part-time work that supports departmental operations, such as administrative tasks, customer service, research assistance, or basic technical support.

3. Student workers should not perform work covered by bargaining units.

4. Student workers should not be given access to sensitive or confidential information, cash, keys, or the responsibility of working or supervising minors unless they have successfully completed and cleared a background check.

10. Do I need to keep track of the performance management of my student worker?

1. Effective performance management for UC Berkeley student workers focuses on clear expectations, regular feedback, and opportunities for growth. By providing structured guidance and support, managers can help student workers build valuable skills, stay engaged, and contribute meaningfully to the team, fostering both immediate success and long-term professional development.

11. What if my student worker has a complaint or wants to file a grievance?

1. Have them contact the HR Business Partner that supports the department and/or

2. Contact Ombuds Office for Students & Postdoctoral Appointees

12. Are there specific policies for onboarding and offboarding student workers?

1. Yes, managers must follow UC Berkeley’s onboarding and offboarding procedures, which include completing payroll forms, removing access to systems upon departure, and adhering to FERPA and other applicable regulations.

13. What do I do if I need to release my student worker?

1. UC Berkeley student workers are at-will employees, meaning their employment can be ended at any time for any lawful reason. However, managers should approach the release process thoughtfully and professionally to maintain fairness, ensure compliance, and leave a positive impression.

1. Document Performance or Behavioral Issues: If applicable, maintain records of any issues and prior feedback given to the student.

2. Communicate Clearly: Meet with the student to explain the decision, providing specific reasons if appropriate. Be direct but empathetic.

3. Discuss Final Steps: Outline key offboarding tasks, such as returning equipment, final timesheet submission, and removing system access.

4. Provide Closure: Offer constructive feedback if possible to help the student learn from the experience.

Follow Policy: Ensure compliance with university policies and confirm the release is consistent with their at-will status and federal/state regulations. For guidance, consult HR or relevant campus resources if unsure about the process.

1. Job Posting Template

2. PEM Form

3. Post on Handshake

4. Post on WorkStudy

5. Join the UC Berkeley Supervisors of Student Employees Google Group

6. Check out the new Equity-Oriented Guide to Student Supervision.