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Use to hire individuals who have never worked for the District or have had a break in service of six months or more.

Step Description Responsible Party
1

Start the toolkit “Student Worker New Hire Packet”

This toolkit is available through the HR Website.

This is a comprehensive packet that includes:

  • New Hire Request Form (replacing the former NOE form)
  • Pre-Employment Checklist – to be completed by student
  • Employment Forms- to be completed by student

Approval Order

Supervisor → Budget Administrator → Financial Services/District Budget → Student Worker → HR.

 Hiring Department
2

Complete the “Student Worker New Hire Request Form” details.

Note: The “Expected End Date” will default to May 31 and must remain unchanged unless an earlier, definitive end date is established. By specifying an alternate date, the department acknowledges that the date represents the final end of the assignment and that extensions beyond that date will not be permitted. If the assignment end date is uncertain, departments must retain May 31 as the standard end date and submit a termination request when the assignment concludes. Student appointments must follow the established academic-year appointment period and may not be issued or extended on a semester-by-semester basis.

 Hiring Department
3

Complete the Pre-Employment Checklist

  • Follow instructions to schedule required TB and live scan appointments.
  • Follow instructions to complete the Employment Eligibility Verification Process with Human Resources.

*Request a copy of your completed I-9 form with HR’s signature.

Attach copies of your TB certificate, Live Scan receipt and completed I-9 form.

 Student Worker
4

Complete the employment forms included in the packet.

  • Personal Details Form
  • Direct Deposit
  • DE-4
  • W-4
  • CalPERS Notice of Exclusion
  • SSA-1945
 Student Worker
5

Review the packet for completeness.

Indicate the approved start date on the “Student Worker New Hire Request Form” in Section 4.

Activate the employment record.

Please allow up to five (5) business days for the student employee to receive access to their online timesheet.

 Human Resources
6 Contact your Student Worker and assign a work schedule. Supervisor

Use for individuals employed within the last six months or additional concurrent assignments.

Step Description Responsible Party
1

Complete the toolkit “Student Worker Personnel Action Request”

This toolkit is available through the HR Website

Approval Order

Supervisor → Budget Administrator → Financial Services/District Budget → HR.

Note: The “Expected End Date” will default to May 31 and must remain unchanged unless an earlier, definitive end date is established. By specifying an alternate date, the department acknowledges that the date represents the final end of the assignment and that extensions beyond that date will not be permitted. If the assignment end date is uncertain, departments must retain May 31 as the standard end date and submit a termination request when the assignment concludes. Student appointments must follow the established academic-year appointment period and may not be issued or extended on a semester-by-semester basis.

 Hiring Department
2

Review for completeness.

Indicate the approved start date in Section 4.

Activate the employment record.

Please allow up to five (5) business days for the student employee to receive access to their online timesheet.

 Human Resources
3 Contact your Student Worker and assign a work schedule. Supervisor

Important Reminders

  • A student employee may not begin working until Human Resources has approved the request and a start date has been assigned.
  • The “Expected End Date” will default to May 31st and must remain unchanged unless an earlier, definitive end date is established. By specifying an alternate date, the department acknowledges that the date represents the final end of the assignment and that extensions beyond that date will not be permitted. If the assignment end date is uncertain, departments must retain May 31st as the standard end date and submit a termination request when the assignment concludes. Student appointments must follow the established academic-year appointment period and may not be issued or extended on a semester-by-semester basis.