Download the 2012-2013 Student Personnel Action Form (SPAF) now.
Effective Spring quarter 2012, criminal background checks are required for all student employees.
Please NOTE: The SPAF is being revised. Until it is finalized, please continue to use the one above. Because background checks are required for all student employees, you do not need to check the boxes in the Background Check UNLESS the student will have access to multiple customers’ credit card information.
When you download the form, carefully read all instructions.
Job Description numbers are REQUIRED on every SPAF form. Please take a moment to check our Job Board and see if all of your positions are in our database, and update them if needed. If you have a brand new job, please use our online submission form to create a new JD. We never reassign a JD number, so if you have a position in the past that you want to reuse, please contact Student Employment so we can reactivate it for you.
If you complete the SPAF early to become effective in fall when your student returns, MAKE SURE to verify that the student is enrolled at least half-time before s/he begins working. If s/he is not enrolled or has less than 6 credits fall term (5 for students in a graduate degree program), you must wait until credits are showing on the enrollment system to start them working. If your student decides not to enroll at least half-time, notify Student Employment that your student will not be working (so we can delete their job from PeopleSoft HR) and complete a PAF for temporary hourly employment through Human Resources. If your student is now enrolled or has been enrolled in the Public Employees Retirement System, please complete a temporary hourly PAF for them instead of a student PAF.
You will download 2 pages (SPAF and Instruction Sheet) in Adobe Acrobat format. Make sure to provide both sheets to your student. When printing or photocopying, please make sure the SPAF and Instruction Sheet are duplexed (copied on both front and back). It is important to do this because the supervisor and student are both signing the SPAF saying that they have read the Instruction Sheet. If you do not print it on the same sheet of paper, you will not be providing complete information to the student or the employer. The SPAF should be on one side and the Instruction Sheet should be on the other side of the same sheet of paper. For printers without double sided capabilities you may print page 1 (SPAF), place the sheet back in your printer, and print page 2 (Instruction Sheet). If you have problems printing both sides, contact Student Employment for help. We will be happy to assist you.
When is the SPAF required?
You must complete a new SPAF for all regular (non-Work-Study) students who will work for CWU during the academic year. CWU Center supervisors should complete all forms with their new student employees.
Ellensburg campus supervisors, DO NOT complete these forms with the student! Please send new students to Student Employment to complete the Pre-Employment (I-9, PERS waiver, and background check authorization) packet. Students who have completed the forms should have a Pre-Employment Authorization NCR copy or a duplicate. Ask to see it, and then let the student keep it. This is how you will know they have completed these forms. If you have doubts, please contact Student Employment to verify that they have the forms on file.
Important note: WORK-STUDY students must have a special Work-Study Personnel Action Form from Financial Aid in order to work on the Work Study program. The Regular student SPAF is for non-Work Study only.
Who completes the form?
Both the student and employer have a section to complete and sign. Employers must notify the student when to expect their first paycheck. Student Employment must receive the completed SPAF by the deadline of the first day of the pay period in which the student begins working in order to be active on the payroll for that pay period. If the deadline is missed, please reassure the student that they will receive pay for these hours on their first check.
(Example: Student begins working Oct 5, the SPAF is received in SE on Oct 5. Student's first check is Nov 10, NOT Oct 25. In order to make the Oct. 25th payday, the SPAF would have to be received in SE on Oct. 1)
Where is the completed form sent?
After checking the student's credit enrollment status, attach all required accompanying forms to the SPAF and forward it to Human Resources - Student Employment before the student begins working (Bouillon Hall, Room 205, MS 7425).
Contact the Registrar to request access or for assistance in checking credits.