Student Assistant Handbook
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Fresno State Human Resources
Updated 3/2020
Student Assistant Handbook
Table of
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Introduction/Mission Statement ...................…………….…………………………..……………………………………................. 3
New Hire/Re-Hire Process …..…..………….………………………………….............…………………………………………............... 4
General Student Employment Information ….…………………………………………………………………………………………….. 5
Purpose of Student Employment .................................................................................................. 5
Employment Eligibility Requirements …………………………………………………………...……………………….. 5
Nature of Employment …………………………………………………………………………………………………………… 5
Work Hours (Limitations) ……………………………………………………………………………………………………….. 5
Concurrent Appointment ……………………………………………………………………………………………………….. 6
Benefits/Workers’ Compensation …………………………………………………………………………………………… 6
Orientation – Position Description ……….………………………………………………………………………………………………....... 6
Student Assistant Pay Process ………………………………………………………………………………………………………………….... 6
Reporting Hours Worked ……………………………………………………………………………………………………..... 6
Pay Period and Pay Day ………………………………………………………………………………………………………….. 7
Direct Deposit ………………………………………………………………………………………………………………………… 7
Name & Address Change ……………………………………………………………………………………………………….. 7
Student Assistant Rights and Responsibilities …………………….……………………..…………………………...…................. 7
Conduct …………………………………………………………………………………………………………………………………. 7
Dress Code …………………………………………………………………………………………………………………………….. 7
Meal breaks & Rest Periods …………………………………………………………………………………………………… 7
Attendance ……………………………………………………………………………………………………………………………. 8
Personal Phone Calls/Cell Phone Usage …………………………………………………………………………………. 8
Parking ………………………………………………………………………………………………………………………………….. 8
Homework ………………………………………………………………………………………………………………………….... 8
Policies & Procedures ………..…………………………………………………….............…….………….………………………………….. 9
Confidentiality & The Family Educational Rights and Privacy Act (FERPA) …………………………….. 9
Background Check………………………………………………………………………………………………………………… 9
Equal Employment Opportunity (EEO) …………………………………………………………………………………. 9
Harassment Policy ……………………………………………………………………………………………………………….. 10
Smoke-Free Workplace Policy ………………………………………………………………………………………………. 10
Drug-Free Workplace Policy …………………………………………………………………………………………………. 10
Safety …………………………………………………………………………………………………………………………………………………………. 11
General Code of Safe Practices ………………………………………………………………………………………………. 11
Safety Awareness ………………………………………………………………………………………………………………….. 11
Employee Concerns ……………………………………………………………………………………………………………………………………. 11
Conclusion ..……………………………………………………………………….............………………………………....……………….………. 11
Student Assistant Handbook
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Fresno State Human Resources
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INTRODUCTION
Congratulations and welcome to your new job as a Student Assistant! Campus job opportunities are available to students
in an effort to foster students’ growth personally and professionally. We understand the challenge that many students
face of having to work and at the same time attending school. We hope that this employment opportunity helps alleviate
some of that load and allows you to thrive in your education! Student employment offers you a valuable work experience.
We hope to coach and mentor our student assistants, to develop strong work habits, learn responsibility, time
management and gain leadership skills that will afford great benefits in today’s job market!
As a student assistant, you are a vital part of our university. This handbook will introduce you to our university mission,
new-hire/re-hire paperwork, relevant student employee policies, expectations and codes of conduct. Policies, procedures
and rules are subject to change without notice and without regard to prior policies, procedures or rules that were in effect
at the time of initial employment. Please read it carefully and keep it for future reference!
Please proceed to page 4 to ensure you complete the required steps/documents needed for your employment as a Student
Assistant. If at any point you have an issue or concern, please contact your direct lead or Human Resources for guidance
at 559.278.2032.
MISSION STATEMENT
Our mission is to enhance the university community by attracting, retaining, and supporting a quality workforce in its
effort to provide an excellent educational program for our students.
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NEW HIRE/RE-HIRE PROCESS
Student assistants need to report to the Human Resources department prior to or on the first day of employment, to
complete new-hire or re-hire paperwork. Please bring your original Social Security Card and documents that satisfy the
employment verification I-9 form. To view the list of acceptable documents, please see below. Please note that we are
not permitted to accept copies, faxes or laminated documents. *Re-hire paperwork is only required when there has been
a break in employment for 1 year or greater.
Non-Residential Alien (NRA) Student Assistants
International students who have been hired as a NRA Student Assistant, are also required to provide their passport, I-94
and I-20/ISSP Work Permit. The hiring process varies slightly for international students, as not all visa types allow students
to work in the United States. It is important that you visit the International Student Services & Programs Department
located in the Joyal Administration Building - 256 or contact the department at 559.278.2782, with any questions or
concerns.
Completing the I-9
Federal law requires Section 1 of the I-9 form to be completed prior to or on the first day of employment. Student Assistants
may not perform any work or subsequently be paid for work performed prior to completing and submitting all required
documents. If the required documents are not completed, the student assistant will be removed from the work schedule
and the appointment could result in a termination. Below is the list of acceptable documents that the Student Assistant
must bring to complete their I-9 requirements.
EXAMPLE: All US Born students can bring a form
of ID (either School ID or State ID) and their
original Social Security Card to complete their
I-9 requirements.
EXAMPLE: All International students must bring
the following items to complete I-9 requirements:
1) Foreign Passport
2) I-94 Form
3) I-20 Form
4) Social Security Card
5) Work Permit from ISSP Office.
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GENERAL STUDENT EMPLOYMENT INFORMATION
Nature of Employment (At-Will)
Your employment with Fresno State is voluntary and is subject to termination by you or Fresno State at will, with or
without cause, and with or without notice, at any time. Due to student employment being temporary by nature, student
employment is automatically terminated at the end of the academic year. Please coordinate with your lead for the
availability of appointments (employment) for the upcoming semester or visit the Career Development Center webpage
and view current jobs listed on HireTopDogs.
Purpose of Student Employment
The purpose of student employment is to provide students with a valuable experience related to their educational goals
and assist with financial support to help meet the cost of attending college. In addition, student assistants provide useful
supportive services to the various academic and administrative programs and departments.
Types of Student Employment
Student Assistant: Students who are hired through the campus employment program. This program is university-
funded and enables undergraduate and graduate students to work part-time, on-campus regardless of a financial need.
Federal Work-Study (FWS): The Federal Work-Study program is a government-sponsored program that enables
students to work part-time to help meet the cost of their education. Jobs may be located on or off campus. In order to
be hired through this program, FWS recipients must have a financial need as determined by the Financial Aid Office.
Bridge Student Assistant (BSA): Bridge Student Assistants are students not enrolled in summer session and are
employed more than 20 hours per week during the months of June and July.
Student Employment Eligibility Requirements
In order to be eligible for student employment, you must be a registered student and currently enrolled at Fresno State
during the regular term Fall or Spring, whichever is applicable. Student assistants must be enrolled in at least six (6) units
if you are an undergraduate student; four (4) units if you are a graduate student and you cannot be employed in a regular
state classification.
In order to be eligible for continuing employment during summer session you need to have taken courses in the preceding
spring and be accepted for classes in the following fall semester. The same notion applies for continuing employment
during winter session, you need to have taken courses in the preceding fall and be accepted for classes in the following
spring semester.
Entering students may be employed as student assistants, if they have received formal notice of admission to Fresno
State. Graduating student assistants are allowed to work one term immediately following graduation, up to the day
before the next term starts.
Work Hours (Limitations)
Student Assistants, including Bridge and Federal Work-Study programs are limited to a maximum of 8 hours per day and
20 hours per week when regular classes are in session. You may work up to 40 hours per week if you are not enrolled in
classes during the following breaks: winter, spring, and summer.
Overtime: Student assistants do not qualify for overtime. In California, over time is consider more than 8 hours in a day
and anything over 40 hours in the workweek.
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Concurrent Appointment
You may be concurrently employed as a Student Assistant, Work-Study Student Assistant, Graduate Assistant and/or
Teaching Associate as long as you don’t exceed a combined total of 20 hours per week during a regular semester and 40
hours per week if you are not enrolled in classes on campus during spring, summer, or winter session. However, student
assistants may not concurrently hold a staff position, lecturer/faculty position or two concurrent work-study positions.
Benefits/Workers’ Compensation
Student assistants are paid for time worked. You do not accrue vacation, sick or holiday time nor are you eligible for
health benefits. Please note that as a condition of your enrollment at Fresno State, you are automatically enrolled in
the CSU-approved health insurance policy. The health premiums are a part of the Tuition and Mandatory fees for the
semesters you attend. For services, please visit the Student Health and Counseling Center.
Student assistants who suffer an injury/illness on the job or due to his/her job, is entitled to Workers’ Compensation
benefits. If an injury occurs, you must immediately notify your lead or the Workers’ Compensation Manager Tracey Garza
at (559) 278-2125, of the work illness or injury.
ORIENTATION
Student assistants will receive their orientation and any necessary training from the designated lead within their
department. Please keep in mind that orientation and training may vary from department to department.
Position Description
All student assistants will receive a position description from their designated lead. Understanding your job duties is a
vital part of ensuring a successful work experience. Your lead will also go over what the needs are within the department
and how they pertain to your role as a student assistant. We understand that this may be your first job, so if you are
unsure of something please seek clarity from the lead.
STUDENT ASSISTANT PAY PROCESS
Reporting Hours Worked
Student assistants are responsible for entering their hours electronically:
1. Log onto MyFresnoState.
2. Main Menu > Employee Self Service > Time Reporting > Timesheet.
3. Once the hours are submitted, the department’s timekeeper will review and approve.
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Pay Period and Pay Day
The student assistant pay period is from hours worked in the previous month and the pay day is the 15th of the following
month. If the 15th falls on a Saturday, paychecks will be available on the prior Friday. If the 15th falls on a Sunday,
paychecks will be available the following Monday. Paychecks are located at the Cashier windows in the lobby of the Joyal
Administration Building. Students must present a form of ID at the Cashier window in order to pick up any paycheck.
Direct Deposit
As a student assistant, you have the option to sign up for direct deposit. This form is a part of the new hire paperwork
completed in Human Resources. The direct deposit does take 30-45 days to go into effect from the day the form is
submitted. Once the direct deposit goes into effect, your check voucher will be sent to the department you work in for
distribution.
Name & Address Changes
If you need a name change, please visit the Human Resources department. You will need to complete an Employee Action
Request form and bring in the new social security card that reflects the new name.
If you need to update your address, please visit the Human Recourses department as well. An Employee Action Request
form must be completed to change an address for Payroll purposes.
STUDENT ASSISTANT RESPONSIBILITIES AND RIGHTS
Conduct
All student assistants are expected to follow acceptable business and professional principles in matters of business and
personal conduct. The university expects all student assistants to adhere to the following general principles:
• Observe the highest standards of professionalism at all times.
• Perform responsibilities in a manner consistent with the university’s values and ethical standards.
• Comply with all laws applicable to the institution.
• Treat everyone you meet in contact with, in a welcoming and respectful manner.
Unsatisfactory performance, work habits, or overall attitude, conduct or demeanor; violation of institutional policies,
procedures or guidelines or any other behavior or conduct deemed inappropriate by the university or lead may result in
termination of employment.
Dress Code
Student assistants should dress in attire that is appropriate for their particular position of employment. Please check with
your direct lead to find out what the appropriate attire is for the specific department you are working in.
Meal Breaks & Rest Periods
Student assistants working more than six (6) hours in a day are required by law to take at least a ½-hour unpaid lunch
break within the first five (5) hours of working.
Student assistants are entitled to a 15-minute rest period (break) for every four (4) hour interval worked or major fraction
thereof. Rest periods are employer paid. Breaks may not be accumulated and used as excused time off. In some
departments, leads may schedule rest periods. Please check with your immediate lead on how rest periods are scheduled.
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Attendance
A vast majority of Fresno State departments depend upon student assistants daily. Your acceptance of the position on-
campus does require you to have good attendance habits and to be punctual. Leads understand that you are a student
first, but also need to be informed of your school schedule to ensure appropriate coverage within the department.
Communication of unforeseen absences due to illness or other uncontrollable circumstances should be addressed with
the lead as soon as possible. If you have a planned absence, inform your lead in a timely manner for approval.
Personal Phone Calls/Cell Phone Usage
Personal telephone calls are discouraged and should be made during breaks or lunch time. However, we do understand
that there are times when they are necessary during business hours. Therefore, student assistants should communicate
with their lead about any situation that may require the use of their cell phone.
Parking
Student employees who wish to park on campus must purchase a student parking permit. Student employees are not
eligible to park in employee parking lots/spaces.
Homework
Doing homework or studying while at work is prohibited unless permission has specifically been granted by your direct
lead.
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POLICIES AND PROCEDURES
Confidentiality & The Family Educational Rights and Privacy Act (FERPA)
FERPA is a federal law that guarantees the confidentiality of student records. Student employees must not, under any
circumstances, release student information to anyone (including parents and employers), unless they have been
instructed to do so by their lead. Student employees are expected to reframe from discussing student information with
family or friends. Student assistants are not permitted to check into student records, unless it is a required function of
the job.
Some student assistants may have access to sensitive and proprietary information. Due to the nature of certain
information, student assistants who are in a sensitive positon may be required to complete an Accurate Background
Check and/or fingerprinting through Live Scan. If this is a requirement, your lead will inform of the appropriate steps to
take. The protection of confidential business information is vital to the interests and the success of Fresno State.
Confidential information should not be shared with anyone without expressed consent. As a student assistant, it is
imperative that you understand the importance of confidentiality. If you have any questions or concerns in regards to
confidentiality, please inquire with your direct lead.
Student employees who improperly use or disclose confidential information will be subject to disciplinary action, up to
and including termination of employment and legal action.
Note: If your job requires you to access confidential information, your department lead will have you complete the
Student Employment Confidentiality Agreement.
Background Check
Student workers must be background checked if they are performing work in which law requires a background check.
Positions in which background checks are currently required by law include, but are not limited to the following:
Sworn CSU Police Personnel (California Government Code §1029 and 1031)
Police Officer Cadets (California Government Code §1029 and 1031)
Police Dispatchers (Commission Regulation 1959)
Positions with direct contact with minor children at a camp operated by the CSU (Education Code §10911.5)
Positions with access to stored criminal offender record information (11 CCR §703 and 11 CCR § 707)
Positions with access to patients, drugs or medication (California Labor Code §432.7)
Equal Employment Opportunity (EEO)
Fresno State is committed to a respectful work and learning environment characterized by integrity, civility and ethical
behavior by its faculty, staff, and students. The California State University does not discriminate in employment based on
race, color, national origin, gender, age, marital status, religion, mental or physical disability, sexual preference,
pregnancy, or special disabled veteran status (Vietnam era or other covered veteran status). A number of federal and
state civil rights laws, rules, and regulations guarantees protection against unlawful discrimination or harassment in the
work place, by executive orders, and by university policies. Fresno State’s Policy Statement (in the Equal Employment
and the Equal Opportunity Plan for Individuals with Disabilities, Disabled Veterans, Veterans of the Vietnam Era, and
Other Eligible Veterans) addresses equal opportunity in employment for students.
Fresno State is an Affirmative Action/Equal Opportunity Employer.
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Harassment Policy
Title VII of the Civil Rights Act as well as Title IX of the Education Act prohibit harassment based on sex. Sexual harassment
is a violation of Section 703 of Title VII. Sexual harassment refers to the unwanted imposition of sexual attention usually
in the context of a relationship of unequal power, rank, or status, as well as the use of one’s position of authority in the
university to bestow benefits or impose deprivations on another. This applies equally to all students, staff, faculty, and
managers at California State University, Fresno. Harassment includes verbal, nonverbal, and/or physical conduct that has
the intent or effect of unreasonable interference with individuals’ or groups’ education or work performance. This may
also include actions that create an intimidating, hostile, or offensive working or learning environment. Both men and
women can be the victims of sexual harassment.
Students who believe they are victims of sexual harassment should contact the Office of the Vice President for Student
Affairs and Dean of Students, (559) 278-2541. The staff can explain the complaint procedures available to students on
our campus. For more information about the complaint process, please contact Marylou Miller, Associate Vice President
of Human Resources, (559) 278-2364. Other resources include the deans and associate deans who are trained to respond
to inquiries.
*Required Training: Student assistants are required to complete the CSU: Preventing Discrimination and Harassment for
Non-Supervisors course. If you do not receive notification to complete the required training, please advise your lead.
Tobacco-Free, Smoke-Free, & Vapor-Free Workplace Policy
Fresno State’s commitment to student success extends beyond the classroom, and we strive for a safe and healthier
environment for which students, faculty, staff, and visitors can learn, teach, work, and think. Thus Fresno State is now a
100% tobacco-free, smoke-free, and vapor-free campus.
Drug-Free Workplace Policy
Fresno State complies with state and federal drug abuse regulations including the Drug Free Workplace Act of 1988. It is
against Fresno State policy to unlawfully manufacture, distribute, dispense, possess or otherwise use a controlled
substance in the workplace. Student assistants found to have violated this policy will be subject to disciplinary action up
to and including termination. At the time hire, Student employees will be provided the Fresno State drug-free workplace
policy at the time of hire. The student assistant will be required to certify his/her understanding of the policy by signing
an employee certification form.
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SAFETY
General Code of Safe Practices
It is the policy of Fresno State that everything possible will be done to protect employees, customers and visitors from
accidents. Safety is a cooperative undertaking requiring participation by every employee, including student assistants.
Please do your part to ensure the safety of yourself and colleagues. The Safety Coordinator with in your department will
provided you a copy of the general code of safe practices during your new hire department orientation.
It is important to become familiar with what the emergency and evacuation procedures are for your area. Although these
situations may never arise during your employment, you should know what to do and what is expected of you in the
event of an emergency.
Safety Awareness
In fulfilling the responsibilities of your new position, you may become aware of safety problems such as heavy boxes
stacked too high, cracks in flooring, or other potential hazards. Inform your lead immediately of the problem so that steps
can be quickly correct it. If you believe that an unsafe working condition exists in your work area, notify your immediate
lead and/or the Environmental Health and Safety, Risk Management & Sustainability Administrator at 559.278.7422.
EMPLOYEE CONCERNS
You are a valued part of our team! We want you to enjoy your work experience and gain the experience that will benefit
your future. We encourage you to keep us informed should you have any concerns about your employment, or should
you encounter any work-related problems that need to be addressed.
If you have any concerns, questions, complaints, and suggestions, please inform your lead and/or department manager.
We want to ensure that we have the opportunity to take immediately action and address concerns. Informing us early
on will help us initiate an interactive process that will bring about a timely resolution.
In the event that a work-related problem cannot be resolved with or by your lead or department manager, please contact
the Human Resources department at (559) 278-2032.
CONCLUSION
Welcome to the team! We hope you find the information in this handbook helpful during your employment with Fresno
State. If you have additional questions, please reach out to your direct lead or Human Resources at (559) 278-2032.
