Financial Aid Office

Student Employee Supervisor Resources

Student Employment Handbook

The Student Employment Handbook (PDF) includes important resources for students and supervisors to obtain a greater understanding of the student employment program requirements and expectations.

Notification of Hiring (NOH) Form

The purpose of the Notification of Hiring (NOH) form (PDF) is to verify that the student and supervisor mutually agree on the student’s hiring for the position listed on the form. After the Financial Aid Office receives the form, an email will be sent to the hiring supervisor listing the object code that will be entered on the student’s work authorization (PR0024UG).

New student employees must complete payroll forms (I-9 Employment Eligibility Verification and W-4 Withholding Allowance Certificate) within three (3) days of hire. Forms are on the Payroll Office website.

Student Employee Evaluations

Supervisors are asked to complete a performance evaluation (PDF) for their student employees minimally once per period of the work authorization and prior to the student’s termination of employment. Evaluations may also be helpful midpoint during the employment period to provide the student employee feedback on positives and areas of growth.

Student Employee Pay Rate Increase

Supervisors of student employees can request a pay rate greater than the current on-campus rate of $9.50-$11.50. A current job description must be on file with the Financial Aid Office AND the new job description to support increased duties, skills and pay must be attached to the Pay Rate Request form (PDF).

Orientation and Training

Employees need the tools, resources, and training when they start a new job so they understand the expectations, guidelines, job position, and functional operations of the department. This also helps reduce miscommunications or misinformation and can improve employee morale and retention.

Orientation topics may include:

  • General Policies (St. Cloud StateMinnesota State)
  • Data security, access, and confidentiality
  • Department policies and protocols (dress code, reporting absences, break procedures, use of office equipment, keys, etc.)
  • Safety information such as emergency procedures; layout/tour of department and building; and location of exits, stairs, and elevators.
  • General information about the work environment (e.g., mailboxes, supply cabinets, office equipment, break areas, or the nearest bathrooms)

Training may vary by department and its needs. Some topics may include:

  • General office information (clientele; frequent asked questions and answers; campus or office events)
  • Telephones (preferred greeting, how to transfer calls and take messages; phone etiquette, personal phone use)
  • Computers (security, software, and acceptable personal use)
  • Files and databases (appropriate access, security, procedures, log-in information)
  • Communications type and method (email, instant message, shared calendars, phones, etc.)
  • Cross-training to support other staff during absences or busy seasons

Recognition

National Student Employment Week is held each year during the second full week in April.  Supervisors and departments are encouraged to specially recognize their student employees during National Student Employment Week for the significant contributions they make to the campus and in partnering community agencies/schools. Here are recognition ideas (PDF) to get you started. You may have ideas of your own.