Hiring a Student Assistant

All student new hires and rehires (rehire = break in service) are required to perform duties from within the United States. Your request to hire casual students should be submitted through the process listed below. If you are hiring a Work-Study student, please review the information listed on UC Berkeley’s Work-Study page prior to completing the action steps below.

Important Timeline: The hiring process can take up to two weeks to complete. Please plan accordingly.

Before You Begin: Posting Positions

For Casual Student Assistant Positions:

Post your job on Handshake:

For Work-Study Positions:

Post on the Work-Study Management System Website (WSMS) using departmental PUC:

  • BAHSB (Haas Core Programs)
  • BCHCI (Haas Centers and Institutes)

Note: It may take up to 24 hours from when the position number is created in UCPath for the Work-Study Portal to recognize it.

Hiring Process: Action Steps

Step 1: Request Position Number

Once you have identified the student to be hired/rehired, submit the Haas Student Position Number Request Form. Your request is routed to Haas HR, and someone will follow up within 48 hours.

 

Step 2: Complete Student Hiring Form

After receiving the position number, complete the FY24-25 Student Hiring Form. The form will be routed to Berkeley Regional Services (BRS) for processing.

Required Fields (marked with asterisk on form):

  • Student’s legal first and last name
  • Position Number
  • Student email address
  • Supervisor’s first and last name
  • Appointment Start and End Dates
  • Concurrent job status (other UCB or UC campus jobs)
  • Hourly Compensation Rate (starting at $18.67/hr)
  • Work-study requirement confirmation
  • Appointment percentage
  • Submitter’s name and contact information
  • Job Description (when background check required)
  • Background Check status (only occasionally applicable)

 

Step 3: Notify Finance Analyst

After submitting the Student Hiring Form, email your Finance Analyst (Haas Finance Assignments) to notify them that you have completed a form to hire a student. Your financial analyst will link your position to the appropriate funding codes.

 

Step 4: Wait for BRS Confirmation

Do not allow the student to perform work until you have received confirmation from BRS that the student has completed onboarding and is able to start. Students must be paid for work performed, so it is very important that they do not start until you have been given approval from BRS.

Important Hiring Requirements

Location Requirements:

  • All student workers must perform duties from within the United States
  • If a student is temporarily outside the US but will return by the start date, contact Haas HR to determine if hiring can proceed
  • Students who will not return to the US before their start date cannot be hired

Work Hour Guidelines:

  • The campus discourages students from working over 49%
  • Undergraduates can technically work up to 100% (full summer work allowed)
  • Contact Therese Santos/BRS for questions about work percentages

Extending a Student Worker’s Appointment

If you wish to extend an existing student assistant’s appointment, please submit a request through the Student Assistant Appointment Extension form(opens in a new tab). The form will be routed to Berkeley Regional Services (BRS) for processing.

If you are considering an amount over minimum wage, please consult HaasHR.

Other Student Hiring Types

GSI, GSR, Course Reader, or Tutor

To hire these positions or ask questions, contact the Graduate Student Personnel Administrator unit.

Note: Student reader roles are handled separately by Rosina.

Questions and Support

For questions about the student hiring process, contact: