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Faculty/Staff Supervisors

Hiring Student Employees

Hiring a student employee at APU is similar to the employment process for a staff or faculty position at the university. The Office of Student Employment is available to offer guidance throughout the process and will work with each department and prospective student employee to ensure that all hiring-related documentation is obtained and accurate in accordance with California and federal employment law and practice.

The hiring process for a student employee can take 3 to 5 business days. Think strategically about your staffing needs and place your hire requests in advance. Student employees will not be allowed to work until hiring approval from the Office of Student Employment has been given.

Option A

Step 1: Requisition
Complete a Student Employment Requisition. This online form will require an e-signature from the budget manager responsible for overseeing the budget from which the student employee will be paid. This is a requisition; the student is not officially hired until the Office of Student Employment has completed all hire documentation, and the student has been entered into the university’s automated timekeeping system. The Office of Student Employment will notify the supervisor when the student employee can begin work.

Step 2: Process Appointment
Select a process appointment for your identified student. If the student will be working in Hospitality Services, please schedule a date and time for the student to meet with a member of the Student Employment team using the Hospitality Appointment Calendar. All other departments may use the Student Employment Appointment Calendar to reserve an appointment time for your identified student.

During the appointment, an HR coordinator in the Office of Student Employment will walk the student through completing all paperwork necessary for employment. This includes completion of a W-4 tax form and an I-9. Original identification and documentation necessary to obtain employment will be viewed at this time and photocopies will not be accepted. Once all necessary documentation has been collected, the student will be entered into the university’s automated timekeeping system and may begin employment. View the List of Acceptable Documents for Hire (PDF).

Step 3: Verification and Authorization
Once the appointment is set, the student is responsible for completing his/her process appointment with the Office of Student Employment. Once the appointment has been completed, the hiring supervisor will be notified by the Office of Student Employment of the student employee’s hire date. Once notified, employment may begin.

Option B

Step 1: Submit a Job Description
Complete a Job Description Template (MS Word) and submit it to studentemployment@apu.edu. The job announcement will be posted in the job binder located inside the Office of Student Employment and will also be posted online using the APU Career Network. Applications will be directed to your office unless otherwise requested.

Step 2: Review Applications and Select Candidates
Review applications, conduct interviews, and identify student(s) for your open position.

Step 3: Requisition
Complete a Student Employment Requisition. This online form will require an e-signature from the budget manager responsible for overseeing the budget from which the student employee will be paid. This is a requisition; the student is not officially hired until all hire documentation has been completed by the Office of Student Employment and the student has been entered into the university’s timekeeping system. The Office of Student Employment will notify the hiring supervisor when the student employee may begin work.

Step 4: Process Appointment
Select a process appointment for your identified student. If the student will be working in Hospitality Services, please schedule a date and time for the student to meet with a member of the Student Employment team using the Hospitality Appointment Calendar. All other departments may use the Student Employment Appointment Calendar to reserve an appointment time for your identified student.

During the appointment, an HR coordinator in the Office of Student Employment will walk the student through completing all paperwork necessary for employment. This includes completion of a W-4 tax form and an I-9. Original identification and documentation necessary to obtain employment will be viewed at this time and photocopies will not be accepted. Once all necessary documentation has been collected, the student will be entered into the university’s automated timekeeping system and may begin employment. View the List of Acceptable Documents for Hire (PDF).

Step 5: Verification and Authorization
Once the appointment is set, the student is responsible for completing his/her process appointment with the Office of Student Employment. Once the appointment has been completed, the hiring supervisor will be notified by the Office of Student Employment of the student employee’s hire date. Once notified, employment may begin.