Student Assistant Hiring

The CE3/SES Admin team is available to support departments through the student hiring process. We can help look up, update, and create position numbers needed for new student appointments. Below is the full process for hiring a student assistant.

Updating or Adding New Position Numbers

Role  Action Timeline
Admin Team 
  • Updates each area’s staff roster (where subcluster directors and hiring managers can find filled and vacant position numbers and their details)
 Monthly
Staff
  • Check with your unit lead to identify available PNs in your cluster and/or determine if you need a new PN altogether.

Updating PNs

  • If you have a PN that is vacant but needs updates, add it to the first tab of SES Position Control Sheet.
  • Enter the PN and fill in the field that needs to be updated. (Supervisor, Job Title, FTE, Location, Funding, Other) 

Creating a New PN

  • Request new position numbers on the second tab of SES Position Control Sheet.
  • All fields marked with an * are required (Dept. ID, Supervisor Name, Supervisor PN, Job Code, Work Location, and Chartstring Distribution) 
 Varies
Admin
  • Will process your request to update or create a new PN in UC Path work center
  • The request will be pending until everything is processed
  • Once PN is updated or approved, we will add a comment to notify staff that the PN is ready to use for a student hire. 

*New PNs may take longer because funding will need to be added to the PN.

 2-5 business days

Student Hiring in SmartSheets Guide

Student Staff Hiring Guide

General Guidelines

Reminders before getting started: 

  • Start early! Give the hiring process 4-5 weeks from start to finish

  • Check position rosters regularly and update them before you begin the hiring process if any changes are needed

  • Students must remain under .49 FTE across all campus appointments. Position FTE should reflect actual hours student is expected to work

  • Students cannot begin working until they are fully onboarded, and ideally not until they receive an EID.

  • Supervisors must complete Manager Grow Today Training Series (link is external) by December 31, 2022 in order to be eligible for any merit increase.

Additional Resources:

Links and Resources: 

CE3 Admin Home

Submit Request