Hiring forms/Student Resources

Student Status Advice Form Access (Paper Version)

Interested in applying for on-campus jobs? Follow this LINK

Required Paperwork

All first time student employees must submit a Student Status Advice and complete hiring paperwork included below (i-9, W-4, Direct Deposit, and DE-4 forms in addition to identification documents required for the I-9) to be processed for their on-campus job before they are allowed to begin working. Listed below are the forms that you will need to submit in person to Student Employment in the Financial Aid office at F201. Once you have completed the student section of the Student Status Advice you will be emailed instructions on what the next steps are regarding what additional hiring documents must be submitted. If you have any questions about the processing steps please go to this link.

I-9 Employment Eligibility Verification Form

All new student employees must complete the I-9 form below and provide proof of eligibility (see page 2 of the I-9 form) to work in the U.S.

*International F-1 or J-1 Students: A Social Security Card is required for on-campus employment, download these instructions for more information.

W-4 Employee Withholding Allowance Certificate

All student employees must have a W-4 for the current year on file. If you have not worked on-campus in over a year a you must submit a new W-4.

Direct Deposit / DE-4 Forms

DE-4 Form is required and it is recommended that you set up a direct deposit form so that you can receive your paychecks directly into your bank account. Doing this expedites the payment, is more trackable because you know when it should be sent to your account and more safe because you don't have to worry about losing or stolen checks.

  • DE-4 Form 
  • Direct Deposit Form (if re-submitting a new form please drop off in person to the Student Employment in the Financial Aid office in F201)

Payroll Resources

Student ResourcesMan fixing camera lens

Grievance/Compliant Procedure 

California Institute of the Arts (CalArts) is committed to maintaining a living, learning, and working environment that is free from all forms of discrimination and conduct that can be considered harassing, coercive, or disruptive – including prohibited discrimination, harassment, and sexual misconduct. CalArts has a grievance process developed for hearing complaints of harassment, discrimination, sexual misconduct or problems on the job. The student should first discuss any concerns with their immediate Supervisor or with the Assistant Director of Student Employment. In addition, the institute has designed several contacts that are able to assist those who believe they are being harassed or have legitimate employment concerns:

Prohibited Discrimination, Harassment, and Sexual Misconduct Policy and procedures

Workers Compensation Information

Student employees are eligible for workers' compensation. See the handouts below for more information. For further questions, please contact Human Resources at HR@calarts.edu 

Bereavement Leave

Under  California law effective January 1st, 2023, all employees -- including student-employees – are entitled to 5 days bereavement leave. Student employees are not entitled to paid bereavement leave (that is, it’s not paid). 

  • The 5 days need not be contiguous/consecutive, meaning the student can take several leaves for the same loss.

  • Students can use sick time if they have accrued enough hours.