DAE4U

Eligibility

• Are there any eligibility requirements a student must meet to be hired as a Student Assistant?

  Yes. To be eligible for hire as a Student Assistant, the student must be registered for the requisite credit hours (a minimum of six (6) units), to be employed in a student classification.

Scheduling & Hours

• When should I schedule my student to work?

  Student employees should be scheduled to work in the office, as their availability allows, on days when their supervisor or a designated team member is also present. This ensures appropriate supervision during working hours and availability for guidance and oversight of their work.

• Can my student work evenings and weekends?

  Student employees should work during regular business hours from 8:00am to 5:00pm to ensure proper supervision and collaboration. Working evenings and weekends is not recommended unless there is prior approval from the department head. Student employees are eligible for shift differential pay, which is additional pay for working four or more hours after 5:00pm and or weekends.

• How many hours per week can my student work?

  Per UCR’s Student Employment guidelines, student appointments are limited to less than 20 hours (49%) per week, whenever students are in school.

• What are the required breaks/lunches for a student assistant?

  Students are expected to take rest, and meal breaks according to the number of hours worked:

  Rest Breaks (Paid)

  • 3 hours worked: One 15-minute rest break
  • 6–10 hours worked: Two 15-minute rest breaks
  • 10–14 hours worked: Three 15-minute rest breaks

  Meal Breaks (Unpaid)

  • 5-hour workday: One unpaid meal break of at least 30 minutes, which must be taken no later than the end of the 4th hour of work
  • 10+ hour workday: Two unpaid meal breaks of at least 30 minutes each. The second meal break must be taken no later than the end of the 10th hour of work
• Can my student work during the summer?

  Yes, a student assistant may work during the summer, provided HR has been notified through the abeyance process. In accordance with department practice and student employment guidelines, student assistants may work up to 40 hours per week during summer. Please consult with your Department Head in advance to ensure budget support.

• Can my student continue working after graduation?

  Yes, if there is a business need to retain your student past their graduation, they are able to work up to one quarter after graduation. In accordance with department practice and student employment guidelines, student employees may work up to 40 hours per week during periods when they are not enrolled in classes. Please consult with your Department Head beforehand to confirm budget support.

• Can my student work during winter curtailment?

  No, student assistants are not permitted to work during the winter curtailment period.

Flexible Work Agreement

• Is a flexible work agreement required for a student worker?

  Yes, a hybrid or remote work agreement is required for all staff in Development and Alumni Engagement, including student employees. Once you and your student have signed the agreement, please send a copy to Development and Alumni Engagement’s HR department.

• Can my student assistant work on confidential information on a day they work outside the office?

  While there is an expectation that students may have some degree of access to confidential data, this access should be limited and aligned with the duties outlined in their job description. Any confidential data that the student must access through the course of their work must be done on a DAE issued computer and is subject to Development and Alumni Engagement’s confidentiality agreement.

• Is my student allowed to take Development and Alumni Engagement issued equipment off-site?

  Students are permitted to take Development and Alumni Engagement issued equipment off-site provided they have signed an equipment checkout form at the time of issuance. Student assistants are responsible for loss or damaged equipment, as outlined in DAE’s equipment checkout form.

• How is work assigned to student employees, and what are the supervisor's responsibilities if the student works off-site?

  The consideration of work given to students is based on their classification in the student assistant job codes. If student employees are allowed to work outside of the office, it is the supervisor’s responsibility to ensure that the student’s work is being satisfactorily completed and that the student is benefiting from their work experience.

Job Duties & Classification

• What type of duties can student assistants perform?

  Student employees perform duties ranging from routine to advanced and/or specialized in a variety of positions, which typically require the use of manual, clerical, advising, public contact, and/or analytical skills. Students may perform jobs that appear to be similar to staff jobs, however, they must not perform the full range/scope of work that a staff employee performs.

• What appointment type/eligibility group does my student fall under?

  A casual/restricted appointment type is reserved for a registered undergraduate or graduate student at the University of California. Casual/restricted appointments assist students in gaining work experience and financial support while pursuing their educational objectives.

• Can my student be reclassified from an STDT I to an STDT II?

  As the student employee job changes to include more complex job responsibilities (as documented by a revised job description) and performance has been satisfactory or better (as documented in a performance review), student appointments may be reclassified. At this same time, the student employee could receive a wage increase within-range.

• Can a student employee hold more than one student position?

  Holding more than one student position will require coordination of work hours between both DAE and the other department to ensure there is consideration of the student’s educational workload and that the total hours worked are less than 20 hours per week (50% time).

• How are timesheets submitted if my student works in two positions?

  Both supervisors will have the ability to approve hours for their respective departments provided both departments use the Time and Attendance portal (TARS).

Pay & Benefits

• Is my student eligible for a pay increase?

  Within Development and Alumni Engagement and in accordance with student employment guidelines, the general practice has been to consider a pay increase for student employees who have been with the department for at least one year, following a performance evaluation. Any final recommendation for a pay adjustment must be reviewed and approved by Development and Alumni Engagement’s Director of Human Resources and CFAO.

• Are student employees eligible for vacation and/or sick leave accruals?

  Vacation accrual eligibility is determined by the type, duration, and percentage of the appointment. Student employees in casual or restricted appointments are not eligible to accrue vacation. However, student employees are eligible to accrue sick leave, provided they meet the minimum hours worked requirement. Sick leave is accrued at a factor of 0.046154 per hour, equivalent to approximately eight hours per month for employees on full-time pay status.

Abeyance

• What is the abeyance process?

  All student appointments are scheduled to end on June 30th of each year. In early May, Development and Alumni Engagement’s HR team will distribute an abeyance form. This form is used to confirm whether the student employee will: continue their appointment beyond June 30th, work through the summer, take a short work break, or separate from the position due to graduation or resignation.

Resignation

• What is the resignation process for a student assistant?

  If your student decides to resign from their position as a Student Assistant, they must submit a written resignation (email preferred) to the DAE Human Resources Generalist for processing. The resignation should include the student’s last day of work and, if possible, the reason for their separation. This information is required to begin the formal offboarding process. If your student has access to the Iowa office, please ensure their access is deactivated. Additionally, please notify CMT of the student's departure so that all equipment can be collected and returned