For On-Campus Employment, visit the ER System (or continue reading below)!
Employee Request System
The Employee Request System (ERS) is your portal to finding on-campus jobs. UC Santa Cruz hires about 4,000 students every year to work in part-time positions across campus. Students work as lifeguards, computer technicians, office assistants, groundskeepers, tutors, peer advisors, and more! Follow the steps below to get started.
Navigate to the ERS login page and type in your Student ID number and birth date (don't forget the slash marks!). If you are a new or transfer student, you won't be able to log in until 10 working days before the quarter starts. See the Career Center Access Chart for more information.
After you log in, you will be asked to confirm your current profile. Take a look at your information, make edits if you need to, and then click 'Continue.'
Searching for jobs (or 'Employee Requests')
There are two categories of student jobs - Non Work-Study and Work-Study. If you have a work-study award as part of your financial aid package, then you are eligible for both work-study and non work-study jobs. If you do not have work-study, then you can apply to only non work-study jobs.
Clicking on the white links will take you to the posted jobs under that category. You can also look up a specific job by typing in the four-digit 'ER Number' in the search field:
Remember: sometimes jobs are posted under both work-study and non work-study, so make sure you select the right category before you search!
You can start looking for jobs right away, but eventually you're going to need to create your generic application.
Applying to an ER
Click the 'My Applications' link on the menu, then click the 'Create New' button.
There is a field at the very end of the form to copy and paste a full resume (or to include a URL to an online resume). But even if you have a separate resume, you should still complete the entire application form, because that's the first thing supervisors are going to see when they open your application. When you finish filling out the form, click 'Save' at the bottom.
You now have an application ready to go!
Now you can search for and apply to an ER. When you click on an ER to read the job description and other details, you should see the button "Apply To This Job" at the very bottom. Click it!
You will see the same blank application form that you filled out previously. You don't need to fill it out again - just click on 'import the saved information' at the top, and hey presto! Your information has been imported.
Now check out your information, previous employers, and skills, add any extra information at the bottom (or a URL to your online resume/cover letter), and click 'Apply'!
After you submit your application, you can check on its status from the "My Applications".
You've been hired!
If the supervisor decides to hire you, he or she will probably notify you personally, but you will also receive an automated email from the ER System that will say one of two things, depending on your status in the University's payroll system. If you have never been hired on campus before, or if you've had a break in your employment, then you will be required to come to the Career Center so you can fill out fun paperwork. If you are still in the payroll system, then you can start working immediately - no need to visit us (but you can if you want to!).
Make sure you wait until you receive the automated email before you go to work or come to the Career Center. Sometimes supervisors forget to 'officially' hire you in the ER System and will send you over to us, whereupon you will sadly be told that there's nothing we can do until the ER System recognizes your hired status. Don't let that happen to you!
After You've Been Hired
Signing up for payroll
Now that you've been hired, there are a few more steps you need to take before you can start working.
- Gather your identification documents: you will need to provide ID documents when you come to the Career Center. You have many choices as to the types of documents you can bring:
one document from List A
- Bring your documents to the Career Center: we're open every weekday from 11am - 4:30pm. We need the real deal - no photocopies or faxes!
- Fill out paperwork: don't worry, it will only take about fifteen minutes.
- Receive your Blue Card: this means you can start working! Hooray!
Note: if you don't have a List C document on hand, don't despair! The fastest way to get one is to apply for a duplicate Social Security Card at the Social Security Administration (SSA) office. The SSA will issue a receipt of application, which will allow you to complete paperwork and begin working. The local SSA office is located at 169 Walnut Ave, Santa Cruz, CA 95060.
Permanent Resident students
Both F-1 and J-1 International Students must provide the following:
- I-20 (or DS-2019 issued by UCSC)
J-1 students must also show a Letter of Authorization to work issued by the International Scholar and Student Services (ISSS) Office.
If you've worked on campus before
If you have previously worked as a student employee at UCSC, you will probably receive an email telling you that you can start working right away. In that case, you do NOT need to come to the Career Center! (Unless you want to take advantage of our awesome career advisers or resume workshops!)
Your Work Schedule
Restrictions on hours
We strongly recommend that student employees carrying a full academic schedule work fewer than 20 hours per week while school is in session. The idea is for work to supplement your studies, not overwhelm them. However, if you want to work more than 20 hours per week while school is in session, you can seek approval from your college provost, who then must inform the Career Center in writing that you're in good academic standing and that an increased workload is not expected to negatively affect your academic performance.
Determining your schedule
Communicate with your supervisor about your weekly schedule. On-campus employers are quite willing to work around your classes, midterms, and finals - as long as you let them know ahead of time!
If you are using your work-study award, make sure you and your supervisor know how many hours per week you can work before you exhaust your funds. You can estimate the maximum hours you can work per week with this calculator:
You are allowed a 15-minute rest period for each work period of three continuous hours or more, for a maximum of two rest periods per day. Rest periods are considered as time worked and are scheduled by your supervisor based on operational needs.
Overtime is defined as time on pay status that exceeds 40 hours in a work week. All overtime requires pre-approval from your supervisor prior to being worked and must be compensated with pay, not time off.
Student Employment Policies
For more information about the above policies (and others), please visit the Student Employment Policies and Procedures page.
Bi-weekly pay period
As a student employee, you will be paid on a bi-weekly schedule (though there are some exceptions - see below). That means every pay check will reflect the hours that you worked during the previous two-week period. Pay day will generally fall on Wednesdays (but if you sign up for Direct Deposit, you might get paid a day earlier!).
Exceptions to bi-weekly pay period
Resident assistants, DRC note takers, SOAR/SUA appointees, and other Student Affairs positions do not get paid on the bi-weekly schedule. These positions generally get paid at the end of the quarter or through a housing perquisite - your supervisor will inform you of the method and frequency by which you'll get compensated when you're hired.
Submitting your time sheet
In order to get paid, you must record the hours you work on your time sheet. The campus uses electronic time sheets in the CruzPay system to track and submit hours. New student employees usually get access to CruzPay within two weeks of completing paperwork at the Career Center (you'll receive an email with your temporary password). If you need to submit a time sheet and don't yet have access to CruzPay, print out and complete a paper time sheet and turn it in to your supervisor.
Any questions about CruzPay should be directed to firstname.lastname@example.org.
Your pay check
Your check will be delivered to your residential college housing office, regardless of whether you live on campus or off. They will hold your check for one week; afterwards, it will be mailed back to the Payroll Office and you'll have to contact that department to retrieve it.
You have the option of registering for Direct Deposit, which (as the name implies) directly deposits your pay check into your bank account. Three days after you've completed paperwork at the Career Center, you can visit the At Your Service Online site and click "New to UC and Have a Temporary Password". Your temporary login is your Social Security Number and your password is your eight-digit birth date (e.g. if your birth date is June 23, 1974, your temporary password is 06231974). Select "Direct Deposit" from the links under Income and Taxes, and follow the instructions.