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.
All supervisors and student employees should be familiar with the policies and procedures in the Student Employment Handbook.
Job descriptions are the starting point in the hiring process. Not only are they required for all student employment positions, regardless of the funding source (e.g., work study, grants, St. Cloud State student salaries, job descriptions are essential to creating a solid foundation for you (the supervisor) and for the students you may hire.
The job description is a written record of the duties, responsibilities, and qualifications of the position and accomplishes the following:
You are encouraged to incorporate Our Husky Compact dimensions into your job description and position.
You may use the general job description template provided by the St. Cloud State Financial Aid Office or use one of your own design provided that it has all of the elements listed on the job description template.
The purpose of the Notification of Hiring (NOH) form (login to Office365 to access) 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.
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.
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:
Training may vary by department and its needs. Some topics may include:
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.
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.
Student employees follow the same pay period end (PPE) and payroll dates as all State of Minnesota employees. Check the payroll calendar for PPE and payroll dates. All e-time must be submitted and approved by the PPE in order to be included in the next payroll processing. Please contact Dan Swan in the Student Payroll Office at 320-308-4005 or firstname.lastname@example.org should you have questions about e-time reporting or other payroll-related items.