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New Student Hires

At a Glance

 
 
Library Human Resources
(310) 825-7947

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.
 

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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
  • Electronic signatures are NOT allowed on paperwork

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

1.

 
     
     

2.

Form I-9: Employment Eligibility Verification

Only complete Section 1 of this form.

  
     
     

3.

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

  
     
     

4.

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.

  
 
     

5.

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.

  
     
     

6.

Workers' Compensation - Time of Hire Pamphlet

  
     
     

7.

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)

Instructions will be provided on how to schedule an appointment with UCPD at your sign-in.

  
     
     

8.

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
  
     
 
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Familiarize Yourself with Policies Governing Workplace Conduct 

Learn about policies that drive processes and procedures that relate to your work.
3
 

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.

 

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Learn How to Record Time

All student employees are required to use UCLA's web-based UCPath 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.
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Access UC Path Portal

UCPath Portal is an online, self-service tool that gives employees the ability to view and update personal information, sign up for direct deposit, and update tax withholdings. New employees need their Single Sign-on (SSO) and Multi-Factor Authentication (MFA or DUO) set up in order to log in.

  • Enroll in Direct Deposit. Enroll through the UCPath Portal. To learn how to sign up for Direct Deposit, go here. Employees who do not enroll in direct deposit will have their pay checks mailed to their permanent address on file with the University via the U.S. Postal Service.
  • Complete the CA State W-4 (DE-4) Tax Information. When you have access to TRS (see Step 4), you'll then need to log in to the UCPath Portal to complete your W-4 online. To learn how to access the W-4, download instructions here.
The following employees are NOT required to complete the CA State W-4 (DE-4):
  • 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
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Sign Up for Direct Deposit

Direct Deposit electronically transfers your payments to your bank account while keeping your payroll information strictly confidential. Student employees are encouraged to establish a Direct Deposit on the UCPath Portal for quicker access to funds. However, you may continue to use residential addresses for receiving paper paychecks but these will be mailed via U.S. Postal Service on pay day and will take additional time to reach you.

Sign up for Direct Deposit through the UCPath Portal once you have been notified by LHR that your paperwork has been processed and you have access to TRS (see Step 4). To learn how to sign up for Direct Deposit, go here.

 
7
 

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.