PERSONNEL

Student Employment Eligibility
• In order for a student to be working for the University the student must pay registration fees each quarter working, therefore being a “Registered” Student.
• Students who are not registered are not eligible for “Student” employment with the University
• Students enrolled part time may continue to work under “Student” status.
• Students who withdraw from enrollment or do not show Registered in the payroll system cannot continue to work as a student.
• Exception: A student who has paid Spring fees can work through the summer up until the day before Fall class begins.

Benefits
• Undergraduate students are not eligible for University staff benefits.

Equity Increase
• In order for a student to receive an equity increase (raise in hourly pay rate) the student’s supervisor must send a written request or email Thien-Chi Vu. The letter should include the additional or new responsibilities the employee acquired since their hire as well as the new pay rate.
• Supervisors should ensure that their budget will cover the increase in pay.
• Customarily students work for one year before receiving an equity increase unless a student has shown exceptional performance or has a significant increase in responsibilities since their hire.
• Equity Increases customarily range between $0.50 to $1.00/ hour.

Student to Staff
• In order for a student to be eligible to transfer from an undergraduate or graduate student position into a staff limited or career position the student must be currently enrolled as a student and employed in the department for at least 3 consecutive quarters not including summer.
• The student’s supervisor must complete a Hiring Request Form and prepare an On-Line Job Description and ROUTE the job description to lcao@ucsd.edu.
• The student is responsible for submitting a resume, a Resume Supplement and an Applicant Data Form to Thien-Chi at mail code 0737. To speed up the process it is suggested that completed forms be faxed immediately to (858) 822-0014.

Graduating Students
• Students who plan to graduate should inform Thien-Chi immediately at least 2 weeks prior to their graduation date if they plan to leave/ terminate their employment.
• Students who graduate during the school year (fall or winter) cannot continue to work as an undergraduate student past the date of graduation.
• Students who graduate in the spring may work up until the day before the new fall quarter begins.
• Students who plan to continue working for the University after they have graduated must contact Thien-Chi Vu immediately to be hired as a staff employee. (NOTE: This process should be started at least one month prior to the graduation date to avoid a break in service.)

Leave of Absence
• Students should inform Thien-Chi Vu of any extended time away from work (more than 2 weeks) so that appropriate arrangements can be made to collect timesheets and pay the employee in a timely manner.

Students not working during the summer
• Students who do not plan to work during the summer but plan to resume at the beginning of the new school year should contact Thien-Chi Vu so that proper arrangements can be made to terminate employment OR to hold timesheets until the student returns.
• A student should always inform the department of his or her return to work, so that we may resume sending timesheets.

Terminating Employment
• Students who are resigning from their position with the Department of Psychiatry or UCSD completely should inform their direct supervisor AND inform Thien-Chi Vu at least 2 weeks prior to their last day.
• A separation appointment must be scheduled at least 72 hours prior to the student’s last day of work. This will ensure that a student receives a final paycheck on his or her last day.
• Students will need to bring their final timesheet with their supervisor’s signature to the meeting as well as a copy of their resignation letter.
• If the student has been contributing to the Defined Contribution Plan, they will learn of their options to roll over or cash out during the separation appointment.