It is the responsibility of the hiring unit to verify the eligibility of student employees and to appoint students in accordance with the UC Davis Academic Personnel Manual.
The authority to hire Academic Graduate Students is delegated to the Program Chairs, Directors and Deans. Hiring departments should follow the steps outlined by Graduate Studies to appoint a graduate student employee. Administrators should be aware of deadlines for fee payment and input of student appointments into the Payroll system.
To ensure student eligibility, the employing department should use the Graduate Student Eligibility Checklist. The checklist should be completed quarterly to ensure continued student eligibility. Once completed, the form is kept on file in the employing department. If the student requires an exception in order to hold employment, the home department submits an exception to Graduate Studies for approval.
The following Graduate Student Transactions have step-by-step instructions with screenshots to demonstrate the entry:
Additional information can be found on the Graduate Studies website, PPS Coding Guide page.