Hiring Departments

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


Create Job Posting on Handshake 

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 they will be accessing Level I data. If you are requesting 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:

Cal Poly Pomona is committed to protecting the health, well-being, and safety of its campus community and assets. In furtherance of these goals, background checks are required for certain types of student assistant positions. When a background check is required, Cal Poly Pomona will make a conditional offer of employment to the final job candidate, pending the satisfactory completion of a background check (including, but not limited to, a criminal records check).

The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information.

In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information regarding the criminal conviction history that the applicant submits for consideration such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. The complete text of the Background Checks Policy may be viewed at CSU Background Check Policy

The following EEO language must be included in your job posting:

Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and veteran or military status. We engage the talents of all qualified workers, regardless of their background. More information is available at CPP EEO Policy Statement (PDF)

Equal Employment Opportunity Guidelines 

  • All student employees must be an applicant under the Handshake job posting. If the student did not apply on Handshake, the student cannot be hired

  • All on-campus student jobs must be posted on Handshake for a minimum of 3 business days.

  • All job postings must include a detailed job description. 

  • Student Assistant Sample Job Description (PDF)

Check Tableau Eligibility 

  • Before inviting candidates for an interview, check their “Student Employment Eligibility” report on Tableau

  • Enter the students’ 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. 

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

Important Please Note: Federal Work Study eligibility is no longer displayed on Tableau due to Federal Policy changes. To confirm Federal Work Study eligibility for a student, the student will need to log into their Financial Aid account to view the Financial Aid amount awarded. (DO NOT SEND THIS INFORMATION WITH THE HIRE FORM AS IT IS CONFIDENTIAL)

In addition, department timekeepers are responsible for monitoring the student’s earnings against their allocation each month to make sure they do not exceed the maximum allocation for any semester. Please use FWS Award Balance Tracker (PDF) for this purpose.

Host Interviews and Select Student Candidates for Hire

  • Review applications and select candidates for interviews (Virtual or In Person)

  • Select your candidate/s

Complete Student Hire Form(s) 

  • Download and complete the appropriate hire form(s)

  • Determine if student needs a Background Check and note it at the top of the hire form

  • If you are hiring a FWS hire, you must also submit a Stateside form (Student Assistant or Instructional Student Assistant) Please make sure to use the combined forms. 

  • 5 Student Assistant Hire form options (Background Check option on all forms): 

    • SA (1860 or 1868): Student Assistant Hire Form

    • SA/FWS (1860 and 1861): Student Assistant Hire and Federal Work Study Hire forms 

    • FWS (1861 or 1872): Federal Work Study Hire Form 

    • ISA (1150): Instructional Student Assistant Hire Form

    • ISA/FWS (1151 or 1153): Instructional Student Assistant/Federal Work Study (On Campus and Off Campus)

  • Obtain all required signatures

    • Student Timekeeper, Student Assistant, and HEERA Manager signatures 

    • Important Please Note: Hiring Departments must include a screenshot of the Tableau eligibility when submitting the Student Hire Form/s to studenthires@cpp.edu or workstudy@cpp.edu for FWS hires. Tableau eligibility can also be downloaded as a pdf.

EODA/Human Resources and Student Payroll Process 

  • EODA/HR Customer Service Center will contact new student hires via email to schedule an in-person appointment to complete the on-boarding forms and 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. 

  • Once the student has completed their onboarding, the CSC will send out a confirmation email to the student and the employer.

  • CSC will then move the student hire paperwork over to the queue for final payroll processing.

    • Processing time typically takes 1 to 4 business days but can take longer, up to 7 to 10 days during peak periods.

Important Please Note: You do not need to create a job posting on Handshake if you a re-hiring a student employee. 

Check Tableau Eligibility

  • Check their “Student Employment Eligibility” report on Tableau

  • Enter the students’ 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. 

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

Important Please Note: Federal Work Study eligibility is no longer displayed on Tableau due to Federal Policy changes. To confirm Federal Work Study eligibility for a student, the student will need to log into their Financial Aid account to view the Financial Aid amount awarded. (DO NOT SEND THIS INFORMATION WITH THE HIRE FORM AS IT IS CONFIDENTIAL)

In addition, department timekeepers are responsible for monitoring the student’s earnings against their allocation each month to make sure they do not exceed the maximum allocation for any semester. Please use FWS Award Balance Tracker (PDF) for this purpose.

Complete Student Hire Form(s)

  • Download and complete the appropriate hire form(s)

  • Determine if student needs a Background Check and note it at the top of the hire form

  • If you are hiring a FWS hire, you must also submit a Stateside form (Student Assistant or Instructional Student Assistant) Please make sure to use the combined forms. 

  • 5 Student Assistant Hire form options (Background Check option on all forms): 

    • SA (1860 or 1868): Student Assistant Hire Form

    • SA/FWS (1860 and 1861): Student Assistant Hire and Federal Work Study Hire forms 

    • FWS (1861 or 1872): Federal Work Study Hire Form 

    • ISA (1150): Instructional Student Assistant Hire Form

    • ISA/FWS (1151 or 1153): Instructional Student Assistant/Federal Work Study (On Campus and Off Campus)

  • Obtain all required signatures

    • Student Timekeeper, Student Assistant, and HEERA Manager signatures

Important Please Note: Hiring Departments must include a screenshot of the Tableau eligibility when submitting the Student Hire Form/s to studenthires@cpp.edu or workstudy@cpp.edu for FWS hires. Tableau eligibility can also be downloaded as a pdf.

EODA/Human Resources and Student Payroll Process 

  • EODA/HR Customer Service Center verifies the I-9 status of all students who are being re-hired.

  • Once the I9 is verified, the CSC will send out a confirmation email to the student and the employer, notifying that their hire form has been received and has been moved over to the queue for final payroll processing.

    • Contact Payroll Services at payroll@cpp.eduwith 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 to 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 people 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 student’s background check need to be renewed? 

After the successful completion of a student background check, 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 in the same position and the student had a break in service for more than 12 months, regardless of when the previous background check was done. 

  • A summer-only student employee is hired or rehired in the same position and has a break in service for an entire summer. 

  • 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. 

Student Classifications:

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

  • Student Assistant (1860 and 1868): Includes students that support a department’s day-to-day operations. Students in this classification are part of a Collective Bargaining Unit, represented by the CSUEU (Unit 15).

  • Instructional Student Assistant (1150): Includes students that provide grading, tutoring or instruction to the other CSU students for 50%or more of their work time. Students in this classification are part of a Collective Bargaining Unit, represented by the UAW (Unit 11).

  • Federal Work Study (1861): Includes students that are FWS eligible per the Financial Aid & Scholarships Office. Students in this classification are part of a Collective Bargaining Unit, represented by the CSUEU (Unit 15).

    • FWS eligible students can be hired under SA and ISA job roles.

      • FWS-On Campus (1872): Not represented.

Important Please Note: All student employees’ classifications can include the requirement of a background check. Make sure to select the “Yes” for Background Check required a the top of the student hire forms.

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.  

Student Affairs 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 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 Program

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 Student

By participating in the Work Study Program, you can help students avoid increasing their student loans by earning part of their college costs. In addition to the financial benefits, students can gain valuable work experience and develop transferable skills while in school, putting them in a stronger position to pursue graduate school and /or employment opportunities when they graduate. 

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.

Important Please Note: Effective Fall 2025, the FWS program pays (75%) of the student’s wages, and the employer pays the other (25%) of the student’s wages.

  • If you are hiring for a FWS position (1861 and 1151) the student will also need to be hired as a stateside student assistant or stateside instructional student assistant.

  • All FWS forms (and Stateside forms) must be submitted to workstudy@cpp.edu for processing.

    • Having the additional 1860 or 1150 appointment available provides an alternate position to pay the student, should their work-study funds become depleted or there is a need to submit additional hours.

Important Please Note: Any FWS forms submitted to F/A without the stateside forms included will be returned to the departments.

For additional information, please visit Office of Financial Aid & Scholarships Webpage or contact workstudy@cpp.edu.  

Student Employment Eligibility Requirements (PDF)

2025 Student Employment Salary Guidelines (PDF)

2025 Student Position Job Titles (PDF)

Important Dates for 2025-2026 (PDF)

Student Pay Schedule (PDF)

Student Affairs-Student Hires

  • Review and approve Handshake job postings
  • Assist with Handshake employer accounts
  • Initiates Background Check Process
  • Screen for EEO Compliance
  • Contact: Gloria Quintana-Jimenez
  • Contact Email: studenthires@cpp.edu

Financial Aid-Federal Work Study Program

  • Advises Work Study Students on FWS Eligibility
  • On-Boards Federal Work Study Employers
  • Contact: Lupe Linares or Bettie Quiroz
  • Contact Email: workstudy@cpp.edu

EODA/HR Customer Service Center

  • Rehires-Verify employment eligibility and I9
  • New Hires-Schedule and host onboarding appointments to complete the required new hire forms and complete the I9 process
  • Contact: HR CSC Team
  • Contact Email: hrscsc@cpp.edu

Student Payroll Services

  • Process all Stateside Student Employees into the Payroll Systems
  • Process Student Pay Rate Changes
  • Process Funding Source Changes
  • Contact-Veronica Nolasco: vtnolasco@cpp.edu
  • Oversee Timekeeping System
  • Process Monthly Student Time
  • Process Adjustment Forms
  • Contact-Carlie Zamora: carliezamora@cpp.edu

Please visit our New Student Employee Onboarding Page

Please visit our Student Timekeeping Page for hiring departments.