Congratulations! You have successfully recruited your new student employee! You may now proceed with your department admin to begin the onboarding process. However, if you are hiring a Work-Study student, you will want to be mindful of some important steps in order to complete the onboarding process and begin utilizing the Work-Study funding.
Student Onboarding
In order for a Work-Study student to confirm their eligibility, they should provide you with their Work-Study Eligibility Notification Form at https://wswf.ucr.edu/. The student will need to initiate the hiring process by completing the Work-Study New Hire Form which will kick-off the Student Employment Contract via DocuSign. This will be sent to both the student and supervisor for e-signature. The student's Work-Study Eligibility Notification Form along with the approved Handshake job posting will need to be uploaded along with their Student Employment Contract to be approved.
After Financial Aid completes the Student Employment Contract. This process can take up to 3 weeks.
A Letter of Clearance will be sent to the student and supervisor notifying when the student may begin working.
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During the employer agreement process, partners will inform UC Riverside of the designated site supervisors who will be responsible for approving student timesheets.
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Nonprofits can select 2 Supervisors for their entire site and should indicate this on their Intent to Participate Form. School Districts will identify 2 supervisors for each school site through the Exhibit B form after the agreement is signed. One will be the primary approver, and another will be the secondary approver as a backup. As of 2024-2025, the timesheet approval process has changed. Site supervisors will no longer need to approve timesheets in the UCR Time and Attendance Reporting System (TARS).
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The new timesheet process includes Financial Aid sending the timesheet form via DocuSign to the student and supervisor. Students will receive DocuSign and upload a screenshot of their timesheet. The form will then be sent to the primary supervisor for approval.
Supervisors should notify their department admin to finish onboarding your students using the correct Position Pool ID to ensure that the appropriate Work-Study splits are applied to your student's wages. Please reference the job posting for the correct classification code. (ie.Federal Work-study – F, Community Service – C).
New Misconduct Check Disclosure
As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer. “Misconduct” means any violation of the policies governing employee conduct at the applicant’s previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer.
For reference, below are UC’s policies addressing some forms of misconduct:
- UC Sexual Violence and Sexual Harassment Policy
- UC Anti-Discrimination Policy
- Abusive Conduct in the Workplace
Questions on the Onboarding Process? Contact Financial Aid at workstudy@ucr.edu.