New Hires

 New Hire Short Term and Hourly Procedures

New Hire Short Term and Hourly Procedures

For all new hire short-term and/or student hourly employees, Human Resources will now collect and copy the Social Security card, the photo identification, and collect the TB test results and fingerprint clearance forms directly as these documents contain confidential information. All other forms and paperwork will still be collected by the supervisor and submitted as one packet. (See table below for a full list of documents required in order for a packet to be considered complete.)

Student Worker Packet Forms

​Supervisor

​Human Resources

​Student Worker Employment Notification (including all required signatures)

​Social Security Card

​Student Worker Information Form

​Photo Identification

​W-4 Form

​TB Test Results

​I-9 Form

​Fingerprint Clearance (if applicable)

​Pre-Designation of Personal Physician (if applicable)

​Current Class Schedule

​Copy of I-20 (International Students only)

​Copy of I-94 (International Students only)

​Letter from International Student Advisor


Short-term, Substitute, and Professional Expert Packet Forms

​Supervisor

​Human Resources

​Short-term, Substitute & Professional Expert Notice of Employment (including all required signatures)

​Social Security Card

​Short-term, Substitute & Professional Expert Application

​Photo Identification

​Short-term Employee Information Form

​TB Test Results

​Short-term Employee Payroll Information

​Fingerprint Clearance (if applicable)

​W-4 Form

​I-9 Form

​APPLE Beneficiary Form (PERS/STRS, if applicable)

​SSA-1945 Form

​Pre-Designation of Personal Physician (if applicable)


1. The student/short-term worker may submit a completed packet to Human
Resources during scheduled walk-in hours or by appointment only. If a worker
does not come during scheduled hours, they will be asked to return during the
appropriate time allotted.
2. A packet will only be accepted if it is complete. A complete packet must include all
of the documents listed above under “Supervisor,” including the contract with all
required signatures.
3. The worker must also bring the documents listed above under “Human Resources.”
If they do not have these documents, the packet will not be accepted and they will
be asked to return once they can provide these documents to Human Resources.
4. If the packet is complete and the worker has provided the appropriate documents to
Human Resources for copying, the packet will be accepted for processing.
5. Once Human Resources has processed the packet and confirmed that the worker is
eligible to work, we will input the start date on the contract and notify the
supervisor that the worker may begin working.
6. Please be sure that you and your hourly worker are aware that they may not begin
work until the paperwork has been completed and processed by Human Resources.
7. WORKERS MAY NOT BEGIN WORKING UNTIL HUMAN RESOURCES HAS
GIVEN APPROVAL TO DO SO. NO EXCEPTIONS WILL BE MADE!
HR/ras/08-27-08


Re-hire Short-Term & Student Hourly Procedures

For re-hire short-term and/or student hourly workers, Human Resources will now collect the
updated TB test results directly, as this document contains confidential information. All other forms and paperwork will still be collected by the supervisor and submitted as one packet. (See table below for a full list of documents required in order for rehire paperwork to be considered complete.)

Student Worker Re-hire Forms

​Supervisor

​Human Resources

​Student Worker Employment Notification (including all required signatures)
​Updated TB Test Results
​Current Class Schedule (For summer, if the student is not enrolled in 3 units, copy of Spring or Fall schedule will be accepted.)
​International students need to submit a letter from the International Student Department certifying that they still have international student status and are allowed to work.


Short-Term, Substitute and Professional Expert Re-hire Forms

​Supervisor

​Human Resources

​Short-term, Substitute & Professional Expert Notice of Employment (including al required signatures)
​Updated TB Test Results


1. Supervisors may still submit the Student Worker Employment Notification with
current class schedule and/or the Short-term, Substitute and Professional Expert
Notice of Employment by inter-office mail. Otherwise, the worker may submit their
completed paperwork by appointment or during the scheduled walk-in hours.
2. All documents must be completely filled out and signed by the appropriate
person(s), otherwise the paperwork will be considered incomplete and will be
returned to the supervisor with directions to complete the form or provide the
missing documents or information.
3. In the case of an expired TB test, Human Resources will notify the supervisor that
their worker must discontinue working until they have provided Human Resources
with updated test results. (TB test results are good for four years.)
4. If applicable, the student/short-term worker may submit their updated TB test
results to Human Resources during scheduled walk-in hours or by appointment
only. The supervisor may also provide the student with an inter-office envelope and
instructions on how to mail the document to the appropriate HR staff member.
5. Once Human Resources has processed the paperwork and confirmed that the
worker is eligible to work, we will input the start date on the contract and notify the
supervisor that the worker may begin working.
6. Please be sure that you and your hourly worker are aware that they may not begin
work until the paperwork has been completed and processed by Human Resources.
7. WORKERS MAY NOT BEGIN WORKING UNTIL HUMAN RESOURCES HAS
GIVEN APPROVAL TO DO SO. NO EXCEPTIONS WILL BE MADE!
HR/ras/08-27-08