Policies, Procedures, Guidelines & Training

1870 & 1874 Flowchart

1868 Flowchart

Creating a Position Description

Selecting a Student for Hire - Next Steps

Pay Change Request Guide

Bridge & Rehire

Compensation Change

Performance Evaluations are encouraged with submission for pay rate update but will not guarantee an increase in compensation. Compensation changes or updates may be evaluated on a case-by-case basis; however, Employment Services reserves final approval rights for any submitted change.

For pay rate updates, student employee compensation rates should be determined strictly by the duties and responsibilities required to perform the job and not by the innate ability of a student employee, the student employee’s longevity on the job, or the availability of departmental funding. An updated description of duties that have been authorized by the department Program Administrator (Dean/MPP) should be submitted with each request to justify the requested pay rate. 

Cherwell Compensation Change Request

Voluntary Separations include:

• Resignation
• Graduating (cannot work beyond the last day of finals week during eligible term)
• Student to staff or faculty position transition

Per AB 2410, which amended Section 220 of the Labor Code, an employee who voluntarily resigns must be paid wages earned no later than 72 hours from the date of separation.

Although it is customary to provide at least two (2) weeks' notice, such notice is not legally required.

• A student assistant who resigns from employment must be paid wages earned no later than 72 hours from the date of separation.
• If the student provides notice of resignation at least 72 hours in advance, then all wages earned must be paid on the last day of employment.

Involuntary Dismissals Include:

• GPA Ineligibility
• Budget limitation
• Attendance/observance of work hours
• Serious misconduct
• Involuntary Dismissals must have HR Approval before any action is taken.

Per AB 2410, which amended Section 220 of the Labor Code, an employee who is discharged must be paid wages earned immediately.

Note: The student is entitled to receive pay for all hours worked at the time of separation.  Failure to comply is in violation of the Assembly Bill AB 2410 section 220 and may result in fines to the department. Please contact Student Employment for general guidelines before proceeding with a dismissal request.

Mass Separations

Mass terminations for Students under Job Codes: 1860 and 1868 will be completed at the end of every academic year. (No termination paperwork required if the student employee is expected to be rehired.)

Mass terminations for Students under Job Code: 1874 will be completed at the beginning of every academic year. (Termination paperwork required for students performing "final eligible employment session after graduation" on or before the last day of finals in the subsequent semester.)

Electronic Student Assistant Separation Request

HEERA (Higher Education Employer-Employee Relations Act) gives MPP’s the authority to take employment actions such as to hire, discipline, finalize performance evaluations, submit in-range/classifications, etc.

It is recommended that program administrators(MPP/Dean/Dept Chair) complete performance evaluations for student employees and discuss the student’s performance, strengths, and areas needing growth and development.

Student Assistant and Federal Work Study Evaluation Form