Student Assistant Sign-Up

Student Assistants and Work Study Electronic Sign-Up Process

STUDENTS MAY NOT WORK UNTIL SIGN-UPS ARE COMPLETE

Start the process 2 weeks before the Student will begin work.

Instructions for Departments

24/25 AY Student Appointment Form

24/25 AY Federal Work Study Appointment Form

Fall Rehire Form

The fall rehire form is to be used for currently active students that departments wish to retain for the upcoming fall semester. Timely submission of this form will preclude the selected student positions from being automatically separated.
We are excited to announce that once this form is successfully submitted for each student, you will no longer have to initiate the New Hire form. This appointment document not only initiates the sign-up process but will also notify HR of the need for specific background checks!

When a student is appointed to more than one position, a separate appointment document has to be made for each unit (department) that the work is being funded out of. Additionally, if you are hiring a student in the federal work-study classification of 1871 or 1870, please file a concurrent regular student assistant appointment in the event that the federal work-study funds are exhausted.

Note: If you need to make changes to already active student appointments, please use the following form

Student Worker Appointment Change

Below is the link to the video guide for filling out the appointment document. As a reminder, payroll will also be holding weekly drop-in help sessions to answer questions and troubleshoot any issues you may have. You can find the dates and times for our weekly drop-in sessions, along with monthly deadlines and other training guides and tutorials as they are released on our department website https://payroll.humboldt.edu

Instruction Video

2. Background Check

Select and initiate the appropriate background checks with Accurate.

Learn About Background Checks

3. Telecommute Agreement and/or the Supervisor Checklist

Departments are responsible for sending the Telecommute Agreement and/or the Supervisor Checklist, depending on the location of the employee’s work

• COVID-19 Safety Guidelines Course
  REQUIRED COURSE FOR PEOPLE WHO WILL PHYSICALLY BE ON CAMPUS - Please contact Alfredo S. Corral - alfredo.corral@humboldt.edu for assignment of this required course 
• I-9 Acceptable Documents
  List of documents that are accepted to establish identity and employment authorization for the I-9 form
• Temporary Telecommuting Agreement
  NOTE: DO NOT SEND LINK TO EMPLOYEES - Instead fill out the form with the staff member and appropriate administrator emails and names and hit the Send button. 

The rest of the process looks like this

1. HR will send the appropriate sign-up packet to the new hire.
2. HR will determine if an I-9 is needed and will send the electronic form to the new hire via I-9 Tracker.
3. Once the sign-up packet and I-9 form (if needed) are received back in HR, you will be sent an email that your new hire is cleared to start work. 

Resources for Students

• Green and Gold Calendar
  Pay, vacation, and other dates - Current Fiscal Year
• Direct Deposit Form
  To enroll in Direct Deposit, complete this form. 
• Hints for Completing the SPAR Form
• Understanding your State of California Pay Warrant

SPAR Forms Information

In order to aid in the accurate and timely completion of SPAR forms, please note the following:

1. Student's name in section C must be as it appears on his/her social security card.
2. In section H, one must choose single or married and decide on a number of allowances or claim exemption from withholding tax. For assistance please see the IRS W-4 worksheet below.
3. In section L, II, if student is a U.S. citizen, nothing should be checked.

Thank you for your efforts in working with us to ensure the accuracy and completion of the SPAR form. If you have any questions or need further assistance, please call Human Resources at extension 3626.

Forms & Guides

• Student Payroll Action Request (SPAR)
  NOTE: DO NOT USE THIS FORM FOR NEW STUDENTS. Use this form for Student Assistants and Work Study Payroll updates such as address change, name change, birthdate change, withholding allowance change and ethnic correction. 
• Application for a Social Security Card
  Apply for an original Social Security card, apply for a replacement Social Security card, change or correct information on your Social Security number record
• CSU Family Medical Leave Policy Notice to Employees
  Please review the Family Leave section on the Leave & Disability page
• Form W-4 - Employee's Witholding Allowance Certificate
  This is used for employees' information only. It does not replace the EAR or SPAR forms.
• New Employee Sign-Up Chain of Custody Agreement
  We recognize that there are situations when a department will need to assist a new employee (e.g. Student Assistant or Special Consultant) with their sign-up documents. When a department commits to this responsibility, the designated person or persons commits to the proper handling of sensitive data.