Steps to Hire New Student Employees
All on-campus positions require recruitment. Do not submit a New Hire Request for any position that did not complete the approved recruitment process.
Before Step 1, email jlongnecker@santarosa.edu a list of applicants you are not moving forward with so the Career Hub can send declines.
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Supervisor: Submit a New Hire Request
Use the current-year “Generate New Hire Request” form.
- Only students who have completed employment eligibility and applied through Handshake can be processed.
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Career Hub: Contact the student
The Career Hub invites the student to the required Canvas New Hire Orientation and provides instructions for completing forms and scheduling an in-person I-9 appointment.
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Student: Complete orientation & paperwork
- Finish the New Hire Orientation (online or in person).
- Attend the in-person I-9 verification appointment.
- Complete all required hiring packet forms (portions 1 and 2).
- Some departments require fingerprinting (Career Hub will advise).
- Processing times may vary based on documentation needs.
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Career Hub: Verify & approve
- Reviews paperwork for accuracy and completeness.
- If approved: notifies Human Resources and Payroll for next steps.
- If corrections needed: student is contacted to re-submit (may cause delays).
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Human Resources: Finalize setup
- Creates the student’s Employee ID (EID) and confirms setup.
- Do not allow work until the official clearance email is received by the student and supervisor.
Get Started
Supervisor FAQ
Do I need a recruitment before I submit a New Hire Request?
Yes. All on-campus positions require recruitment. Please do not submit a New Hire Request for roles that did not complete the approved recruitment process.
When can my student start working?
Only after the official “cleared to begin” email (EID created and paperwork approved). Don’t allow work before clearance.
How long does clearance usually take?
Timelines vary based on documentation. Students must complete orientation, the in-person I-9, and all hiring packet pieces. Some departments require fingerprinting.
What about international students or special documentation?
Some students may need additional time for documentation. The Career Hub will advise on any extra steps or verifications.
Who sends declines to applicants we aren’t moving forward with?
Email the list of applicants to jlongnecker@santarosa.edu. The Career Hub sends decline notices on your behalf.