Resources for Supervisors of Student Employees

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.

All supervisors and student employees should be familiar with the policies and procedures in the Student Employment Handbook. 

Job Descriptions

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:

• Provides an overview of the position to help students decide if they are interested in and qualified for it;
• Helps guide the interview questions and process;
• Sets out expectations of the position for the supervisor and student employee;
• Can help settle any misunderstandings or disagreements, should they arise; and
• Assists in the performance evaluation process, which should tie directly to the job description. 

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.

Notification of Hiring (NOH) Form

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.

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 State, Minnesota 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

Payroll Calendar

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 dwswan@stcloudstate.edu should you have questions about e-time reporting or other payroll-related items.