Student Recruitment

Contents:

  • Student Recruitment Services Offered
  • Policies & Procedures
  • Mass Hire Dates
  • Student Recruitment Guide
  • Student (STDT) 2, 3, 4 & BYA
  • GSR/TA
  • Tutors/Readers
  • Internships

Student Recruitment Services Offered

The Shared Services Center Human Resources Team supports client units with the following student employment services:

Student Staffing

  • Assisting with Pre-Employment Requirements
    • Background Checks
    • Pre-Placement Physicals (if required)
    • On boarding
    • Hire Events
    • One on One Appointments

Student Employment Actions

Submit a request in the AggieService Community Portal for the following:

  • Additional Appointments - Select "Recruitment - Open/PreSelect"
  • Promotions - Select "Reclassification/Position Update" under the "Recruitment/Position Management" option
  • Reclassifications - Select "Reclassification/Position Update" under the "Recruitment/Position Management" option
  • Posting Student Positions
  • DMV Pull Notice
    • Addition/Deletion

The following Student Employment Actions are provided by our Payroll Unit:

To Submit a Student Recruitment for Processing:

From the AggieService Community Portal, please choose the Human Resources topic, the Recruitment/Position Management request, select the Student option and then Recruitment.

Most Common Reasons for Student Recruitment Delays:

  • Missing account numbers (for background check and/or payroll)
  • Missing job description and/or reference of previous Aggie Job Link ID#
  • Unresponsive student(s) and/or unavailable documentation to complete the Federal I-9

Student Employee Policies

A “student employee” is defined as a UC student employed in a STDT AST 2, 3, 4 or By Agreement title, or a student from outside UC in the working title Special Student Assistant.


Student Mass Hire Dates

Day/Date Time Location

Wednesday, January 17, 2018

1pm-4pm

Regan Main 

Thursday, February 01, 2018

1pm-4pm

Wall Hall 

Thursday, February 15, 2018

1pm-4pm

Segundo Game Room

Thursday, March 01, 2018

1pm-4pm

Wall Hall 

Thursday, March 15, 2018

1pm-4pm

Segundo Game Room

Thursday, March 29, 2018

1pm-4pm

Regan Main

Wednesday, April 11, 2018

1pm-4pm

Wall Hall

Thursday, April 26, 2018

1pm-4pm

Regan Main 

Thursday, May 10, 2018

1pm-4pm

Segundo Game Room

Thursday, May 24, 2018

1pm-4pm

Regan Main

Thursday, August 30, 2018

1pm-4pm

TBD

Thursday, September 13, 2018

1pm-4pm

TBD

Thursday, September 27, 2018

1pm-4pm

TBD

Wednesday, October 03, 2018

1pm-4pm

Wall Hall

Thursday, October 11, 2018

1pm-4pm

Regan Main 

Thursday, October 25, 2018

1pm-4pm

Wall Hall 

Thursday, November 08, 2018

1pm-4pm Regan Main 

Student Recruitment Guide

Student Recruitment Requests

This information is intended as a quick reference for Shared Services Center (SSC) clients.  This information does not replace counsel provided by the Student Employment Center (SEC) or unit/departmental Human Resources staff and may not describe every step required by your department.

The timeline associated with student recruitment varies widely dependent on the type of position, number of applicants, availability of the Student Employment Center staff and other factors.

Recruitment Preparation (Stage 1)

  • Funding Source: Confirm position's fund source(s) and associated account number(s) with your financial/budget officer.
  • Previous Aggie Job Link (AJL): Determine if a previous Aggie Job Link (AJL) ID exists. If so, please review the old posting for accuracy. Make any necessary changes (i.e., job description, qualifications, rate of pay, etc.).
  • Background Check:Review the background check determination worksheet to determine if a background check is required for the position.  Most student titles require only the Department of Justice (DOJ) background check; however, there are some positions that may require both a Federal Bureau of Investigation (FBI) and a Department of Justice (DOJ) check. For additional information, please visit the Background Check Program website.
  • DMV Pull Notice: Review the following links to determine if your position requires the employee to sign up for the EPN Program:
  • Submit Student Recruitment Request: Submit (or ask your department representative to submit) a Recruitment Request to SSC via the Case Management System. Be sure to click on the radio button that says, “Student”.  Ensure all fields are completed on the request. Any fields left incomplete may result in a delayed posting. Please reference previous AJL if one is available. Other items which are necessary are as follows: Object Code (for account number), Home Dept Code, and letting us know whether you require both FBI and DOJ background check.

Post the Position on Aggie Job Link (Stage 2):

  • Recruitment request approved: Once the request is approved, SSO HR will draft a new or revise the previous AJL posting as necessary. If there are no significant changes to the position, SSO will submit the position to Student Employment for approval, classification, and/or posting. If there are significant changes, SSO will return the drafted/revised position to the point of contact listed in the recruitment request for final review.
  • Final AJL draft approved: SSC will contact the department if the assigned classification for the position differs from the initial requested classification.
  • Job posted: Job is posted and visible to students on AJL for 10 business days unless otherwise specified. Students will apply via AJL website unless recruitment request specified alternative application process (i.e. in person)

Hiring Decision (Stage 3):

  • Selected Student Hires: Submit selected student hire(s) including contact information and student ID in original recruitment request. Please do not submit an additional recruitment request with hiring decision information.
  • Conditional Offer of Employment: For positions which require a background check, determine whether the offer will be contingent, with or without restrictions.
  • SSC HR Receives Background Clearance: SSC HR receives background check clearances from Central HR and lists them on the recruitment request. If the student does not clear the background check, the department point of contact will be notified outside of the recruitment request.
  • Verify Employment Eligibility: SSC HR verifies employment eligibilty in Banner based on student status specific to each position (i.e. registered units, academic standing)
  • Onboarding: SSC HR determines if onboarding is necessary.
  • SSC HR Notifies Selected Students: SSC HR will notify selected students and coordinate background checks (if needed). SSC HR will also invite selected students to the closest mass hire event (if hiring decision is made 48 hrs. prior to scheduled mass hire event) and provide all necessary documentation/information.

Onboarding

  • Students Attend Hire Event: Student attends mass hire event or one on one appointment and completes all required pre-employment documentation. Students are eligible to begin working after an event/appointment if all documents are completed. Students who do not provide acceptable documents are given a grace period to complete the documents. The department will be notified once the student is cleared to work.
  • Processing Hire: SSC Payroll processes new hire into payroll system (PPS). The department does not need to wait for this step prior to starting new employee.
  • Timesheet Creation: Once timesheet system syncs with PPS, timesheet will be created.

Student (STDT) 2, 3, 4

The Student 2,3,4 titles are used to hire students into various positions. SSC works with departments and Student Employment to complete hiring of these students.

Special Student Assistant BYA (By Agreement)

Certain student appointments involve on-call duty that may make it difficult to track hours worked. These employees may be compensated with a fixed By Agreement rate in lieu of an hourly rate of pay. Pre-approval is provided by Student Employment (pre-approvals through Student Employment are met when the Aggie Job Link request is submitted). For Graduate Students, pre-approval is provided by Graduate Studies.

To submit for processing:

Student (STDT) 2, 3, 4:

From the AggieService Community Portal, please complete and submit the Recruitment Request from the Human Resources topic and choose the Student option.

Special Student Assistant BYA:

From the AggieService Community Portal, please complete and submit the Recruitment Request and select the Student option. Under "Is there anything else you'd like us to know about this request?", please specify "Special Student Assistant BYA".

Additional Information:

Special Student Assistants BYA do not require TRS timesheets to be created since they are paid by agreement because their time is not measured or tracked.


Graduate Student Researcher (GSR) Recruitment Request

Departments who are interested in hiring a Graduate Student Researcher should review the links below for information such as Student Teaching & Research, Job Listings, Tuition and Fee Remission, Salary Scales, Appointment Guide, ASE Unit and Nondiscrimination as well as documents that you will need to attach if you choose to submit a student recruitment request through the Shared Services Center.

Teaching Assistant (TA)

A Teaching Assistant is a graduate student who has been chosen for excellent scholarship and for promise as a teacher, serving an apprenticeship under the active tutelage and supervision of a regular faculty member. They may lead discussion sections, lead lab sections, hold office hours and review sessions.

General Eligibility and Restrictions

Departments that wish to hire someone who does not meet the stated minimum qualifications must file a Petition for Exception to Policy with Graduate Studies. No offer of employment may be made nor employment begun unless and until the petition has been approved.

To submit GSRs/TAs for processing:

Once all documentation is complete through Graduate Studies, complete the Recruitment Request in AggieService. Please make sure to include the required documents.


Tutors/Readers

Student Academic Success Center (SASC) Tutors/Readers:

The SASC hires tutors each quarter to provide academic assistance to UC Davis students in various subject areas. There are also Reader positions available for those who qualify. For more information regarding Tutor and Reader positions and qualifications, please visit the SASC website.

Hiring tutors outside of the SASC:

Please contact Graduate Studies. These Tutors have different title codes than the tutors/readers hired by SASC.


Internships

An internship is a work-learn experience in a professional environment that is guided, supervised and evaluated by professionals.  As an intern, students can gain practical skills while working on special projects or ongoing work as well as make industry contacts.

Internships can be paid or non-paid.  Academic credit and transcript notation are not a substitute for pay.

  • Students may be able to receive academic credit for an internship; however, employers should not assume that academic credit will be granted for internships. The Internship and Career Center has more information regarding the process of applying for academic credit for an internship.
  • Transcript Notation (TN) is an official documentation of a student’s completion of an internship. Students can receive BOTH academic credit and transcript notation for the same internship.  The Internship and Career Center has more information about transcript notation.

For more information regarding internships, please visit the Internship and Career Center website.