Every new academic school year, it is mandatory to sign new required documents, regardless of completing them in the past.
Academic Student Employee (ASE) Hiring Checklist
You should expect to receive an email from the HR office to complete the following hiring paperwork via DocuSign:
- Personnel Data Form
- Statement of Understanding
- State Oath Form (Please note, you do not have to sign the State Oath if you are not a U.S. Citizen)
- UCRS Form (Employment in a University Position not Covered by Social Security)
- ASE Union Membership Election Form (A new form must be signed on an annual basis)
If you are a new UCLA employee, you will be sent an e-mail from a system called Tracker I-9 Complete (email@example.com <firstname.lastname@example.org>). Tracker I-9 is an online system that is used to verify the identity and confirm the employment authorization of individuals hired for employment in the United States. It is imperative that you respond to the e-mail either on or prior to your start date. Finalizing Tracker after your start date may delay your start date.
Please be sure to bring your employment verification documents from List A or List B and C (See List of Acceptable Documents) in person to our HR office (1283A Psychology Building) within three business days of the date employment begins. Please bring the original documents, we do not accept copies of documents.
You must also review the Patent Policy and complete the Patent Acknowledgement (more about patent acknowledgment) once your appointment has been entered into the system. Employees may review and submit Patent Acknowledgement electronically on UCPath Online through the following: Dashboard Navigation: Employee Actions > Personal Information > Patent Acknowledgement *Please note the Patent must be signed by every University employee, regardless of Citizenship*
Once you are hired into our system, you may log into UCPath to fill out the Voluntary Self-Identification of Disability, Race, Ethnicity and Veteran Status forms below:
Voluntary Self-Identification of Disability
Voluntary Self-Identification of Race, Ethnicity and Veteran Status
In addition, there are several training courses all employees are required to complete within the first month of being hired. Please see the following documents, which explains where the courses are online, how to log-in, and which courses to complete:
Required Employee Training Courses
UCPath Online is a self-service tool that gives employees 24/7 access to UC employment information based on their role. UC employees will be able to log into the portal from mobile devices and computers at work or home. All of your employment data will be stored and processed by the UCPath Center. UCPath Online will have the ability to:
View and update personal information
Sign up for direct deposit
View and update tax withholdings (W-4) (International students will have extra withholdings on each paycheck)
Submit inquiries through the “Ask UCPath” feature
Please note, you are a Monthly Paid Employee (except Readers/Special Readers who are paid Biweekly and report their hours via Time Reporting System (TRS)).You will be paid in arrears via the payment method you have on file within UCPath. This is not to be confused with BruinDirect or any other student portal.
Teaching assistants/associates/fellows who serve for a period less than the entire term of instruction (e.g., for Fall Quarter, October 1 – December 31) are paid according to the prorated teaching days service. UCPath will automatically calculate the salary based on working days in a month.
Please view the TA Handbook for policies and resources.