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CHHS Student Hiring Process

Student Employment for CHHS

Academic Student Employees (ASE PTF) Unit 11 

Hiring Summer 2023 Dates:

Students are NOT required to be enrolled in courses dusing the summer

  • GPA Minimum Requirements (Cumulative)
    • Graduate Students 3.00 or better (newly admitted 2.5)
    • Undergraduate Students 2.5 or better (newly admitted 2.0)

Summer Session Begins May 30, 2023 /Summer Session ends August 23, 2023

  • Teaching Associate (TA): 05/25/2023 - 08/22/23 (End date is NOT flexible)
  • Instructional Student Assistant (ISA): 06/01/2023 - 08/27/2023
  • Graduate Assistant (GA): 07/01/2023 - 08/31/2023

Hiring Fall 2023 Dates:

  • Teaching Assistant (TA): August 23, 2024 – January 2, 2024
  • Instructional Student Assistant (ISA): August 28, 2023 - January 16, 2024
  • Graduate Assistant (GA): September 1, 2023– January 30, 2024

Student Employment (SEPTF) Non-Unit 11 / Student Assistant Hiring Dates:

  • Federal Workstudy Students (FWS) (Job codes 1871 & 1872): 08/28/23 - 05/17/24 transition FWS students to bridge on 5/20/2024.
  • Student Assistants (SA) /Non Citizen Status (NCS) (Job Codes: 1870 & 1868) 08/28/23-05/30/24

Summer Bridge 2023 Hiring Dates:

  • Bridge Student Assistants (1874): 06/01/23 - 08/27/23

Department Funded Hires

Please do the following prior to submitting your hiring requests into OnBase (Non-unit 11 SEPTF & unit-11 ASEPTF):

Dean’s Office needs to implement a reporting process for tracking purposes. OnBase does not have a reviewer function built into the workflow. As a result, we do not know when students are being hired unless we hear from you first.

  1. ASC/Department Chair submits CHHS Qualtrics Student Employment Request Form link: Summer/Fall 2023 & Spring 2024 CHHHS Student Hiring Request
  2. Once HHS Dean's office approves the positions the Department ASC generates a job posting through Handshake (SA) or Office of Graduate Studies (TA, GA , ISA) (whichever applies).
  3. After the department selects the final candidate the department provides the college time keeper the hiring students information and emails the following information to Alma Valdez
    • Students name
    • Student ID
    • Department
    • Supervisor name
    • Hourly Salary
    • Appointment dates
    • Job Code (1868-SA non-resident, 1870-SA, 1874-Summer Bridge, 1150-ISA, *2355-GA)
  4. Department proceeds with OnBase/HR Academic Student Personnel Transaction Form (ASEPTF)or HR Student Personnel Transaction Form (SEPTF ) submission upon approval from CHHS. Required documents for ASEPTF must be included:
    • The ISA/GA/TA : Application ISA or TA/GA Application is required (Chair signature required & must be fully completed)
      • Be sure all required boxes are checked and all information is submitted
      • Department hiring manager/ASC is responsible for verifying the unit requirement (Graduate 4-12, Undergraduate 6-15). *If over this number of units an exemption letter is required and must be attached.
      • Department hiring manager/ASC is responsible for verifying the student’s academic eligibility (Graduate 3.0, undergraduate 2.5)
    • The ASE Position Description Breakdown form is a required attachment (Form with percentages-Choose correct form for position type— TA, GA, ISA etc.)
    • If applicable academic exemption must be submitted with an application, attach it to the ASEPTF in the Supporting Document section.
    • Please attach a resume to the ASEPTF in the Supporting Document section.
    • Exact hours for ISA positions must be manually entered on the ASEPTF so they match the ISA application information.
    • Please list Alma Valdez (alma.zechman@ csus.edu) as the Hiring Manager on the ASEPTF.

CHHS - ED Equity Funded Hires

Please do the following prior to submitting your hiring requests to CHHS (Unit-11 ASEPTF):

  1. ASC/Department Chair submits request: Summer/Fall 2023 & Spring 2024 CHHS Student Hiring Request
  2. After gaining approval from the Dean’s Office, the Dean’s Office posts positions through OGS (ISA)
  3. Advertise the position at the department level using a modified version of the advertisement provided by the Dean’s Office, to address your program’s students’ specific needs.
  4. After final candidate is selected, email the application, position breakdown, resume and academic exemption (if applicable), along with the following information to Alma Valdez:
    • Student name
    • ID
    • Job Code (ISA - 1150)
  5. Alma Valdez will proceed to OnBase HR Academic Student Personnel Transaction Form (ASEPTF) submission. Include the following documents:
    • The ISA Applicationis required (Chair signature required & must be fully completed)
      • Be sure all required boxes are checked and all information is submitted
      • Department hiring manager is responsible for verifying the unit requirement (Graduate 4-12, Undergraduate 6-15). *If over this number of units an exemption letter is required and must be attached.
      • Department hiring manager is responsible for verifying the student’s academic eligibility (Graduate 3.0, Undergraduate 2.5)
    • The Instructional Student Assistant Position Breakdown (Form with percentages-Choose form for position type—ISA)
    • If applicable academic exemption must be submitted with an application.
    • Please submit a resume

CHHS- Student Development Funded Hires

Please do the following prior to submitting your hiring requests to CHHS (Unit-11 ASEPTF):

Student Development Application Process

  1. Approved Student Development Expense Justification Request
  2. After final candidate is selected, email the application, position breakdown, resume and academic exemption (if applicable), along with the following information to Alma Valdez:
    • Student name
    • ID
    • Job Code (ISA - 1150) or (GA- 2355) or (TA- 2354)
  3. Alma Valdez will proceed to OnBase ASEPTF submission. Include the following documents:
    • The ISA Application is required (Chair signature required & must be fully completed)
      • Be sure all required boxes are checked and all information is submitted
      • Department hiring manager is responsible for verifying the unit requirement (Graduate 4-12, Undergraduate 6-15). *If over this number of units an exemption letter is required and must be attached.
      • Department hiring manager is responsible for verifying the student’s academic eligibility (Graduate 3.0, Undergraduate 2.5)
    • The ISA Position Description Breakdown Form (Form with percentages-Choose form for position type—ISA)
    • If applicable academic exemption must be submitted with an application.
    • Please submit a resume

Student Job Descriptions

The Instructional Student Assistant (1150/1151-ISA) (Undergraduate or Graduate Students) position is focused on grading, tutoring, or teaching (not instructor of record).

The Graduate Assistant (2355 -GA) (Graduate Students) assists a faculty member or teaching staff with various professional and technical duties (non-teaching) associated generally with the subject of programs in which the assistant is doing graduate work: supervising students in a classroom, workshop, or laboratory, training students in the use of equipment or resources, assisting faculty with research and preparation of course materials, participating in the evaluation of students’ work, tutoring students, and other related work.

The Teaching Associate (2354-TA) (Graduate Students) performs assignments that primarily involve classroom and laboratory instruction. Responsibility for a course may be vested in the Teaching Associate under the direct supervision of an appropriate faculty member. Typical duties include being responsible for providing classroom and/or lab instruction, making assignments to students, preparing course materials, administering examinations, assessing student performance, tutoring t student and determining course grades. Also, incumbents may assist faculty with field experience, supervision, simulation exercises and/or research projects.

The Student Assistant (1870/1871-SA) (Undergraduate or Graduate Students) performs other duties including clerical, technical, custodial, laborer, or other work as assigned. There is not a set Position Description for Student Assistants, but you can take a look at the Pay Scale, which list typical duties and for students and suggested pay range.

The Bridge Student Assitant 1872 -BSA (Undergraduate or Graduate Students) is used primarily during the summer, if the student is not enrolled for the summer semester (YRO) or during the academic year, if the student assistant is enrolled in less than half time status (undergraduate level=6 units, graduate level=4 units). Using the Bridge classification does not automatically authorize a student assistant to work more than 20 hours per week during the academic year. Student employees who fall within the Bridge classification must contribute to the Part-time, Seasonal & Temporary Employees Retirement Plan (PST) and Medicare.

The Student–Nonresident Alien Tax Status classification (NRA- 1868) has been established in the CSU to help campuses meet federal tax compliance requirements in order to accommodate federal tax withholding requirements as appropriate. This classification is used year-round while the student remains in a nonresident alien tax status. Appointments to the Student–Nonresident Alien Tax Status classification are exempt from FICA.

Student Employment- Hiring Paperwork

All documents must be completed before student can begin work:

Completed I-9 along with the following:

  • Employee Action Request form
  • Emergency Contact Form
  • Student Employee Agreement
  • Oath of Allegiance
  • Supplemental Application Form
  • Designation of Person(s) Authorized to Receive Warrants form
  • CALPERS Self Certification form
  • SSA 1945a form
  • The I-9 Verification in person and on campus, Student Employment Office located in Del Norte Hall, Room 3009. Our scheduled office hours are Monday-Friday between 8:00 a.m. and 5:00 p.m. Please bring your completed paperwork and valid forms of ID* to our 3rd floor Del Norte Hall office. I-9 Acceptable Documents.

Additional Resources & Information

Graduate Studies -Unit 11 Hiring Information for Faculty & Staff

Non Academic Student employment handbook

Student employment website

Classification and Qualification Standards

Student Assistant Student Employment Levels & Pay Guide

Unit 11 Salary Schedules

Academic Exemption Template

Teaching Associate & Graduate Assistant Time-Base Table