Identify the Job
First, identify the job
to be performed. For the job to be classified and
posted for student viewing, the following items are required:
- duties to be performed
- skills and knowledge required or preferred to
perform the duties
- supervisor's name
- number of hours per week needed to perform the
duties
- rate of pay that you would like to offer
- method for applying for interview (call,
email, fax/send resume, etc)
Identify the Funding
Funding must be a campus source suitable for
paying employees through the UCSD Payroll Office using sub-2. Decide whether the entire position will be funded with departmental monies or
whether you want to recruit only work-study students. Many students are awarded
work-study as part of their financial aid package. If you hire a work-study
student, 50% of the funding will come from departmental monies and 50% of the
funding will come from the designated work-study program. The percentages
may vary depending on available funds.
Decide How You Want to Hire
Do you have a particular student in mind (hire by
exception) or do you want to post a job and interview suitable candidates who
are UCSD registered students (open recruitment)?
Contact Your Departmental
Business Office
Whether you are hiring by open recruitment or exception, you should:
- contact the office in your department
responsible for business and/or personnel matters. Ask to speak to the
person trained in on-line job entry who may require you to complete an
internal form providing the information in "Identify the Job"
above.
- become familiar with your department's
procedures for hiring student employees
In addition, if you are hiring by exception you
must include the name(s) of the individual(s) you wish to hire and the
justification for hiring by exception in the appropriate manner to your
department’s personnel office.
Secure Funding Approval
Always secure funding approval from the necessary
sources in your department. Your department’s trained person will enter the
job or exception on-line.
Open Recruitment
The job submitted on-line by your trained
departmental person will appear on the Career Services Center’ Web site for student
review. Students will apply directly to the department via the means described
on the listing. The person in your department who submitted the on-line listing
will print a copy for the department’s record.
Hire By Exception
The on-line exception request will be reviewed
and an approval or disapproval will be returned to the department on-line.
Interview Candidates
Once interested students have contacted you for an interview on an open
recruitment and you have a group of students whom you feel may be qualified,
interview the chosen candidates - asking each one the same set of
questions. Also, verify that each candidate is a currently registered
student at UCSD (students must be registered each quarter they work for
you). If you are hiring a work-study student, ask for a copy of the
candidate's Financial Aid Award Letter showing an accepted
work-study award.
Select A Candidate to Hire
Make your selection to hire, refer the candidate to the appropriate
department contact responsible for preparing the on-line hire information in
the Payroll Personnel System. Do not allow the student to work until
this process has been completed.
Other Requirements
Check with your departmental business or personnel office to see what else
may be required of you in the hiring process. Also, find out what type
of time keeping records are required of you and the student employee.
Where May I Get Assistance?
You may get assistance from your departmental business or personnel office
or you may call the Job Opportunities Program Office and speak with your
department's liaison as follows:
Academic Affairs:
Arlene Reynolds - 534-0148
Business Affairs: Mary Lewis - 534-0150
School of Medicine: Chris Alexander - 534-0153
SIO: Chris Alexander - 534-0153
Student Affairs: Mary Lewis - 534-0150
