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EODA/Human Resources Operations

Hiring Departments

Welcome to our Student Assistant Hiring page! We are delighted that you are considering hiring a student to join your team. As an institution committed to our "learn-by-doing" philosophy, this is a great opportunity to make a difference in the lives of students and the overall success of our institution. Below you will find several resources to support you as you start the process of hiring a student assistant.

Hire Forms

General Information

Step 1: Create Job Posting on Handshake 

  • Employer Login: Handshake 
  • Handshake Employer Resources 
    • Handshake Employer Resources 
    • How to Post a Job - Handshake Help Center
      • A student worker is exempt from the requirement for a background check, unless being considered for a position in which a background check is required by law or accessing Level I data. If you are requesting for a position that requires a background check, the CSU Background Check policy states that the job postings for the positions that meet the above criteria must inform job applicants of this background check requirement.
      • The following language shall be included in your job posting: "Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position."
  • Equal Employment Opportunity Guidelines 
    • All on-campus student jobs must be posted on Handshake for a minimum of 3 business days. 
    • All student employees must be an applicant under the Handshake job posting. 
    • All job postings must include a detailed job description (reference samples). 
Step 2: Check Tableau Eligibility 
  • Before inviting candidates for a virtual interview, check their “Student Employment Eligibility” report on Tableau 
  • Enter your student’s BID # to ensure they are eligible to work. 
  • Green check marks indicate the student meets the eligibility criteria. 
  • Red “X” indicates the student is not eligible.  

Note: If the student is not eligible in Tableau, the student cannot be hired. 

Step 3: Host Interviews and Select Students for Hire 

Step 4: Complete Hire Form(s) 

  • Download the appropriate hire form(s). 
  • Hire form options: 
    • SA = Student Assistant Employment Authorization Form 
    • ISA = Instructional Student Assistant Appointment Form 
    • Background Check SA and ISA 
    • Federal Work Study: Employment Agreement (with or without background) 
  • One form is needed for each new hire. 
  • The verifier is the student employer who will supervise the student employee. 
  • Collect electronic signatures: 
    • Option A) Email 
      • Collect only Verifier, Student, and HEERA Manager/Dean signatures. 
      • Email your appointment offer form to studenthires@cpp.edu 
    • Option B) Adobe Sign 
      • PDF Name: Department ID-Student Last Name-Student First Name 
      • Note: Send each appointment offer form separately. Hiring Departments must include a copy of the Tableau eligibility screenshot when submitting the Student Employment Authorization Form to Student Hires. Tableau eligibility can be downloaded to PDF.
      • Approval Flow: 
        • Verifier (Signer) 
        • Student (Signer) 
        • HEERA Manager/Dean (Signer) 
        • Student Hires studenthires@cpp.edu (Signer) 
          • If your Appointment Offer requires a Background Check, it will be initiated at this step.
        • Human Resources hrscsc@cpp.edu (Signer) 
        • Payroll Services payroll@cpp.edu (Signer) 
Step 5: Human Resources and Payroll Process 
  • Human Resources Services Customer Service Center (HRSCSC) will contact new student hires to schedule an in-person on-boarding appointment to complete the I-9 process. 
  • Separate from the I-9 process, each student hire needs to provide their social security card in-person. 
  • This process is necessary to comply with federal and state laws, as well as to obtain the necessary information to place you on the University's payroll. 

Note: You do not need to create a job posting on Handshake if you a re-hiring a student employee. If you are requesting for a position that requires a background check and your job posting did not include the communication indicating the background was a requirement, then please follow the new student hire process.

Step 1: Check Tableau Eligibility
  • Check the “Student Employment Eligibility” report on Tableau
  • Enter your student’s BID # to ensure they are eligible to work.
  • Green check marks indicate the student meets the eligibility criteria.
  • Red “X” indicates the student is not eligible.

Note: If the student is not eligible in Tableau, the student cannot be hired.

Step 2: Complete Hire Form(s)

  • Download the appropriate hire form(s).
  • Hire form options:
    • SA = Student Assistant Employment Authorization Form
    • ISA = Instructional Student Assistant Appointment Offer
    • Background Check: SA and ISA
    • Federal Work Study: Employment Agreement (with or without background)
  • Complete one Employment Authorization form for each student re-hire and send each form as a separate PDF. Hiring departments must include a copy of the tableau eligibility screenshot when submitting the Student Employment Authorization form to Student Hires. Tableau eligibility can be downloaded to PDF.
  • The verifier is the student employer who will supervise the student employee.
  • Collect electronic signatures:
    • Option A) Email
      • Collect only Verifier, Student, and HEERA Manager/Dean signatures.
      • Email your appointment offer form to studenthires@cpp.edu
    • Option B) Adobe Sign
      • PDF Name: Department ID-Student Last Name-Student First Name
      • Note: Send each appointment offer form separately
      • Approval Flow:
        • Verifier (Signer)
        • Student (Signer)
        • HEERA Manager/Dean (Signer)
        • Student Hires studenthires@cpp.edu (Signer)
          • If your Appointment Offer requires a Background Check, it will be initiated at this step.
        • Human Resources hrscsc@cpp.edu (Signer)
        • Payroll Services payroll@cpp.edu (Signer)

Step 3: Human Resources and Payroll Process

  • Please note: If your student employee was originally hired through a virtual appointment during COVID, as an employer of the state, we are federally required by the Department of Homeland Security to verify a hard-copy of your I-9 documents. Part of the verification of the I-9 form, may include an in-person appointment with your rehired student employee.
  • Human Resources Services Customer Service Center (HRSCSC) verifies the I-9 status of all student re-hires.
  • Contact hrscsc@cpp.edu with specific questions about this step.
  • After the student’s I-9 is verified, HR CSC forwards hire forms to Payroll Services for final processing.
  • Contact Payroll Services at payroll@cpp.edu with specific questions about this step.

Does my student need a background check? 

Positions in which background checks are currently required by law include, but are not limited to the following: 

  • Sworn CSU Police Personnel 
  • Police Office Cadets 
  • Police Dispatchers 
  • Positions with direct contact with minor children at a camp operated by the CSU 
  • Positions with access to patients, drugs or medication, controlled or hazardous substances 
  • Positions with access to stored criminal offender record information 
  • Students who have access Level 1 Data. 

What is Level 1 Data? 

  • Level I Data is currently defined as information that may be classified as confidential based on criteria including but not limited to: 
  • Disclosure exemptions - Information maintained by the University that is exempt from disclosure under the provisions of the California Public Records Act or other applicable state or federal law 
  • Severe risk - Information whose unauthorized use, access, disclosure, acquisition, modification, loss, or deletion could result in severe damage to the CSU, its students, employees, or customers. Financial loss, damage to the CSU’s reputation, and legal action could occur 
  • Limited use - Information intended solely for use within the CSU and limited to those with a “business need-to know” 
  • Legal Obligations - Information for which disclosure to persons outside of the University is governed by specific standards and controls designed to protect the information. 

Examples of Level 1 – Confidential information include but are not limited to: 

  • Passwords or credentials that grant access to level 1 and level 2 data 
  • PINs (Personal Identification Numbers) 
  • Birth date combined with last four digits of SSN and name 
  • Credit card numbers with cardholder name 
  • Tax ID with name 
  • Driver’s license number 
  • State identification card and other forms of national or international identification (such as passports, visas, etc.) in combination with name, Social Security number and name, Health insurance information 
  • Medical records related to an individual 
  • Psychological Counseling records related to an individual 
  • Bank account or debit card information in combination with any required security code 
  • Access code or password that would permit access to an individual's financial account 
  • Biometric information 
  • Electronic or digitized signatures 
  • Private key (digital certificate) 
  • Law enforcement personnel records 
  • Criminal background check results 

Does a student background check need to be renewed? 

After the successful completion of a student background check, a renewal is not needed unless: 

  • A student is hired into a new position requiring a background check and then has a break in service of one semester or longer after their original first twelve (12) months of employment. 
  • A student is rehired into the same position and the student had a break in service of more than 12 months, regardless of when the previous background check was done. 
  • A summer-only student employee is hired or rehired into the same position and had a break in service of an entire summer. 

However, if additional sensitive duties warrant a different type of background check that was not conducted previously, the appropriate background check should be conducted upon re-hire. For example, if the Student employee's re-hire responsibilities include being responsible for working directly with minors when the previous job responsibilities did not include that duty, the campus should require the Student Assistant to complete a background check upon rehire. Sensitive duties are those designated by the CSU as requiring heightened scrutiny of individuals based on the potential for harm, concerns for safety and security, or risk of financial loss to the CSU community. 

Background Check Process 

  • A background check will be initiated within 24 hours after submitting your hire form. 
  • The student and department will be notified via email, that a background check has been initiated. 
  • The student will receive a separate email from ACCURATE that will require action and the submission of documents. Once the background check is complete, the department and student will be notified via email. 

Classifications 

Determine what your student employee's classification is. The four classifications below are for state-funded student employees. 

  • Student Assistant (SA): Includes students that support a department’s day to day operations in job roles classified under 100, 200, 400, 500, 600, 700, 800, and 900.
  • Instructional Student Assistant (ISA): Includes students that provide grading, tutoring or instruction to the other CSU students for 50%or more of their work time. They are classified under job code 300. ISAs are part of a Collective Bargaining Unit, represented by the UAW (Unit 11).*
  • Federal Work Study (FWS): Includes students that are FWS eligible according to Financial Aid & Scholarships Office. FWS eligible students can be hired under SA and ISA job roles.*

*Background Check: SA, ISA, and FWS student employees classifications can include the requirement of a background check. 

Equal Employment Opportunity 

Cal Poly Pomona is an Affirmative Action/Equal Opportunity Employer. We do not discriminate on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or veteran status. 

The Career Center is committed to facilitating an equal and fair recruitment process for all student employees. The interpretation of the EEO policy for on-campus student employment is demonstrated in the following guidelines: 

  • All on-campus student jobs, regardless of funding source, must be posted on Handshake. 
  • All student jobs must be posted for a minimum of 3 business days and a maximum of 12 months. 
  • All state-funded student employees must apply to the job posting in which they are being hired for. 

Federal Work Study 

Effective January 2021, 100% of student earnings will be paid by the Federal Work Study Program (On-Campus employment only), for the remainder of the 2021 Fiscal Year. 

The Federal Work Study Program is a financial aid program that promotes part-time employment for undergraduate, credential, and graduate students to help finance their education. By participating in the Work-Study Program, your department can hire student workers and obtain a subsidy for a portion of the students' wages. 

Benefits to the Employer 

Departments can employ Cal Poly Pomona students for a quarter of the cost with the Work Study subsidy! As an on-campus employer, you have access to a talented pool of job applicants that bring with them diverse personal, academic and career interests that can meaningfully contribute to meeting your department's business needs. 

For additional information, please visit the Federal Workstudy webpage for On-Campus Employers or contact Lupe Linares gnlinares@cpp.edu  

Funding Source 

State-funded 

  • Student is paid by department position number or Federal Work Study 
  • Position number required (ask your department’s budget analyst) 
  • Promote jobs on Handshake 
  • Complete Career Center hiring procedures 

Foundation-funded 

  • Student is paid by Foundation account 
  • Promote jobs on Handshake and Foundation Employment Services 
  • Complete Foundation hiring procedures 

ASI-funded 

  • Student is paid with ASI funding 
  • Promote jobs on Handshake and ASI Employment Services 
  • Complete ASI hiring procedures 

International Students 

A few key guidelines are listed below if you are hiring an international student: 

  • A student's F-1 status allows them to work at the university that issued your I-20 while you are enrolled full-time. 
  • An I-20 is a student's proof of eligibility to work on campus. 
  • F-1 students need to acquire a Social Security Number prior to beginning work.
  • International students are also restricted to working a maximum of 20 hours per week. 
  • On-Campus student employment eligibility ends if the student graduates, transfers to another university, or violates F-1 status. 

For additional information, please visit the International Students and Scholars Office. 

Minimum Requirement 

Below are the minimum requirements that every on-campus student employee must satisfy. Check Tableau Student Eligibility Report every semester to ensure your student assistant is eligible to work. 

On-Campus Student Employee Requirements 

All Students: Minimum 2.0 Cumulative and CPP GPA 

Undergraduate Students: Must be enrolled in a minimum of 6.0 units 

Graduate Students: Must be enrolled in a minimum of 4.0 units 

International Students: Undergraduate students must be enrolled in a minimum of 12.0 units and graduate students must be enrolled in a minimum of 6.0 units 

Please visit our New Student Employee Onboarding Page

Please visit our Student Timekeeping Page for hiring departments.

Handshake & Job Posting
Federal Work Study
 
Equal Employment Opportunity Guidelines

An interpretation of the California State University EEO policy

  • All student assistant positions must be posted on Handshake for a minimum of 3 business days.
  • A student that is selected for hire must be an applicant on the Handshake Job posting indicated on their Appointment Offer.
  • All job postings must include a detailed job description.

Adobe Sign

Student Employment Team

General Inquiries

Hours: 8:00 AM - 5:00 PM I Email: hrscsc@cpp.edu I Phone: 909-869-3733
3801 W. Temple Ave, Pomona, CA 91768
Student Services Building 121, Second Floor
Map and Directions to our office

Submit an Internal Inquiry (CPP Credentials Required)

Submit an External Inquiry (Public Users Only) 

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