ASE Hiring Pipeline

This is a brief explanation of how a student is hired as Academic Student Employees or ASEs (GSI, uGSI, AI-GS, Reader and Tutor). ASE positions are selected within the departments according to academic, budgetary, and staffing circumstances and following the academic eligibility requirements as outlined in the Student Academic Appointments Handbook.

It is EECS’s responsibility to ensure the student to be hired qualifies for student academic employment. Before making a formal job offer to the student, the EECS ASE Hiring Team must review and confirm that the student meets academic eligibility requirements. All students, whether or not they have prior ASE experience, must equally go through this process.

Hiring Season for Spring: Announced during early October with a priority application deadline at the end of the month.

Hiring Season for Fall: Announced during mid to late April with a priority application deadline during May.

Phase 1: 2-week process, EECS Course Staff Hiring Request; EECS ASE Hiring Assessment & Application Review.  Phase 2: 1-2 week process, ERSO Student Hiring Appointment Processing; Campus Hiring on UC Path and Caltime

Phase 1

  1. Course Instructor and/or Course Staff will request a list of potential ASE applicants to be hired for the upcoming semester. All requests are sent to the EECS ASE Hiring Team staff.

  2. The EECS ASE Hiring Team will determine if the applicants have met the following qualifications before making any offers:

  3. The EECS ASE Hiring Team will contact the Faculty or Head TA for any follow-up questions or if any of the applicants requested do not meet the qualifications listed above. It will take up to 3-5 business days to review a new student application. Any questions regarding your GSI/UGSI application should be directed to Questions related to Reader/Tutor applications should be directed to or

    The course staff may or may not contact the student if their application was declined. It is up to the applicant to follow-up with the course staff regarding their application status.

  4. An updated list of the recommendations will then be forwarded to the EECS ASE Hiring Team. EECS ASE Hiring Team handles all ASE job offers/appointments, hiring, payroll/fee issues, modifications to appointments, ASE HR issues, etc. It will take up to 3-5 business days to:

    1. Process a new student application into the EECS system
    2. Coordinate with the ERSO HR Team to initiate the campus hiring process.

    Questions from accepted applicants should be directed to

  5. Once the offer is sent to the applicant via email, the applicant MUST click on the link to accept or deny their offer. They must accept or decline this offer within three business days or the offer may be withdrawn.

    It will take approximately 1-2 weeks for the EECS ASE Hiring Team to process a new ASE application.

Phase 2

  1. Once the ASE appointment has been accepted by the applicant, the EECS ASE Hiring Team will send the accepted appointment information to ERSO Student Hiring for processing, which occurs in the order that they were received. If the applicant is a new hire, they will need to complete paperwork prior to their appointment's start date. If paperwork is required, they cannot begin work until all paperwork is completed. ASEs are not allowed to begin any form of work for their appointment before their hiring paperwork is completed. Communication regarding hiring paperwork will be sent from the ERSO Student Hiring Team:

    1. If a new employee is required to complete paperwork, they will be asked to bring documents to complete their I-9. The most commonly used document(s) for U.S. citizens is either a passport or a driver's license and social security card; however, a complete list will be included in the email. International students must bring three documents: a passport, a work authorization (which is usually an I-20), and an I-94. A new hire’s paperwork is not officially completed until they provide these documents.

      It will take between 1-2 weeks to complete paperwork (which includes in-take and processing). For any questions regarding the hiring paperwork, please contact ERSO Student Hiring at

    2. If the employee is being rehired (i.e., held ASE or other positions on campus during the past semester) and is not required to complete paperwork, they will receive a "hired" email from the ERSO Student Hiring Team, in which case no action is required.

  2. When the ERSO Student Hiring Team has completed processing an appointment, an email with “hired” in the subject line will be sent to the applicant. New ASE staff can contact ERSO-Payroll at with any questions regarding their pay. 5 business days are required for the new employee to be active in UC Path. There is another 5 business day delay for the employee to appear in CalTime AFTER the record exists in UC Path. CalTime can be contacted at to submit inquiries.

    It will take approximately 2 weeks for the ERSO Student Hiring Team to add new employees into UC Path and Caltime system.