New Student Hires

Welcome New Student Hires

We're excited that you've joined our team! All new student hires and rehires are required to sign in with Library Human Resources (LHR) and submit the following hiring paperwork to LHR on or before their first day of work. Drop-in sign-in hours are Monday through Friday from 9:00am-4:00pm in 22478 Charles E. Young Research Library. If you have any questions, please contact LHR at (310) 825-7947.

Prepare Your Paperwork

All new hires and rehires are required to sign in with LHR. Be prepared to present required documentation for the I-9 Form along with your social security card, which is required by UCLA Payroll, at the time of sign-in. LHR staff will review your paperwork and documentation and answer any questions you have at your sign-in session.

Red triangle with black exclamation point, important to note Review and complete the following paperwork beforehand and bring it to your sign-in appointment. For all paperwork, please remember to:

Reflect your name as it appears on your social security card
Use a permanent address (P.O. Box is not acceptable)
Do not print double-sided or staple paperwork
Forms cannot be emailed to LHR

We strongly encourage you to watch this short 4 minute video about hiring paperwork and required documents before completing the forms below.


1.	New Student Hire Input Document

Form I-9: Employment Eligibility Verification

Only complete Section 1 of this form.

The Internet Explorer, Firefox and Safari web browsers will prompt you to open or save the form. To download the form from the Chrome web browser:

Click the link to the Form I-9 above and it will automatically download the form to your computer.
Click the arrow that displays in the PDF file download box that will appear in the bottom left-hand corner.
Select 'Show in folder' from the drop-down that appears.
Open the form that appears in the folder.

UC W-4 / DE-4: Withholding Allowance Certificate

The following employees are NOT required to complete this form:

Employees with an Employment Authorization Card (EAD card) - exception: DACA students
Foreign Visitors on F1 or J1 visas
Pending U.S. Permanent Residents
Refugee & Asylee Status


4.	Form UCRS 419: Statement Concerning Your Employment in a University Position Not Covered by Social Security

Form U5605: Voluntary Self-Identification of Race, Ethnicity and Veteran Status

Red triangle with black exclamation point, important to note Please note that it is voluntary to self-identify, but this form still needs to be submitted to LHR. If you do not wish to answer the questions regarding race, ethnicity and veteran status, simply fill out your name and birthdate and do not mark any of the self-identification checkboxes.

Form CC-305: Voluntary Self-Identification of Disability

Red triangle with black exclamation point, important to note Please note that it is voluntary to self-identify, but this form still needs to be submitted to LHR. If you do not wish to answer the questions regarding disability, simply fill out your name and today's date and checkmark 'I DON'T WISH TO ANSWER' on the form.

Form UPAY 702-4: Payroll Wage Disposition Request

Direct Deposit electronically transfers your payments to your bank account while keeping your payroll information strictly confidential. There are two ways to sign up for Direct Deposit:

#1: Sign up for Direct Deposit through At Your Service Online once you have been notified by LHR that your paperwork has been processed and you have access to the Time Reporting System (TRS). For more information or to learn how to sign up, go here.

#2: Complete this Payroll Wage Disposition Request form, attach a voided check, and submit to LHR at the time of sign-in.


8.	Workers' Compensation - Time of Hire Pamphlet

Background Check Pre-Employment Waiver (if applicable)

If you are hired by one of the following departments, you are required to complete the pre-employment waiver and undergo a criminal conviction background check through UCLA Police Department (UCPD).

Arts Special Collections
Biomedical Library-History Division
Library Business Services
Library Human Resources
Library Reprographics
Library Special Collections
Southern Regional Library Facility (SRLF)

You will also need to complete a UCLA Application along with this pre-employment waiver.

See Step 5 for more instructions to schedule an appointment with UCPD.

10.

Initial Glacier Information Form (if applicable)

Employees required to complete this form:

Employees with an Employment Authorization Card (EAD) - exception: DACA students
Foreign Visitors on F1 or J1 Visas
Pending U.S. Permanent Residents
Refugee & Asylee Status

If you are not a U.S. citizen, please be prepared to present additional documentation based on your citizenship status at the time of sign-in.

Lawful permanent resident - Permanent Resident Card
Alien authorized to work:
- Employment Authorization Card (EAD card)
- Foreign Visitor on F1 Visa - Passport, I94, I20
- Foreign Visitor on J1 Visa - Passport, I94, DS2019

Familiarize Yourself with Policies Governing Workplace Conduct

Learn about policies that drive processes and procedures that relate to your work.

Complete Required Compliance Training

As a UC employee, you must complete compliance training requirements. During your first few weeks of employment, log in to UC Learning Center and along the left hand side menu, click "Quick Links" then "Training Analysis" for a list of required training and deadlines. Employees should complete all required compliance training during normal working hours.

Learn How to Record Time

All student employees are required to use UCLA's web-based Time Reporting System (TRS) to report time worked and/or non-productive time. You will be granted access to TRS the day after your start date. Your supervisor will let you know when you can start using TRS.

Schedule UCPD Appointment

Remember that you are only required to undergo a criminal conviction background check if you are hired by one of the following departments:

Arts Special Collections

Biomedical Library-History Division

Library Business Services

Library Human Resources

Library Reprographics

Library Special Collections

Southern Regional Library Facility (SRLF)

Call UCPD at (310) 206-8126 to make an appointment for fingerprinting - criminal conviction background check.
Once scheduled, email Emoon Mar (ewmar@library.ucla.edu) with the date and time of your appointment. She will respond with payment information that you will need to print out and take with you to your appointment.
Your appointment will be at the UCPD Records Unit located at 601 Westwood Plaza.
UCPD will provide you with a receipt after your appointment. Provide a copy of that receipt to Emoon Mar.

Be Informed About Workplace Safety

Visit UCLA Office of Emergency Management to learn what to do in case of an emergency on campus. We strongly recommend that you sign up for the Bruin Alert text message notification.