Student Employment Process


  • A student must have a work award as part of his or her financial aid package to be eligible to work on campus. Students interested in applying for financial aid can view the St. Olaf Financial Aid Office website here.

Securing a Position

  • First-year students will be assigned to one position provided they have accepted their work award through the Financial Aid Office and have completed a First-Year Employment Application by the due date. Assignments are given on move-in day after the I-9 and W-4 forms have been completed. It is the responsibility of the student to contact his or her supervisor to establish a work schedule.
  • Returning students are responsible for securing their own position for the upcoming academic year and are encouraged to do so prior to leaving campus for summer break. A new employment authorization must be completed by the supervisor for each academic year.
  • Students may need more than one position to fulfill their work award. They may contact the Student Employment Coordinator in the Office of Human Resources at any time if they need assistance finding a position.  Since not all opportunities are advertised, students are encouraged to contact departments directly to inquire about openings.

Completion of Employment Forms

  • Federal I-9 Form *Must use Internet Explorer to open this link. Must be completed and returned to Human Resources BEFORE beginning any work. Click here to view the list of acceptable documents which need to be presented with the Federal I-9 Form.
  • Federal W-4 Form – necessary to calculate withholding for federal taxes.
  • Minnesota W-4 Form – Complete ONLY if claiming exempt on Federal W-4 From
  • Payment Method Form – complete to have earnings applied directly to the student’s tuition account, or deposited directly into a checking or savings account.
  • Employment Authorization Form  (to be completed by supervisor) – Once a student has secured a position, the supervisor will send an employment authorization via email. The student is responsible for reading the information and accepting the employment authorization. An electronic time card will then be created.


  • Students are required to log their hours through the Time Entry System (TES) for each shift. Hours should be entered after each shift worked.
  • The hours will be paid after they have been submitted by the student and approved by the supervisor.
  • Students have the option of receiving their earnings directly into a bank account or as a credit on their tuition account.
  • Student employees are paid once per month. Click here to view pay dates. Pay statements may be viewed electronically through the Student Information System (SIS) by clicking here.

Student Responsibilities

Student employment is a real job with real responsibilities.  The following are expectations of you as a student employee:

  • Maintain accurate work records and submit your online timesheet by the required deadline
  • Monitor your earnings to ensure that you do not exceed your student work award amount (see chart below)
  • Arrive to your shift on time and ready to begin your duties
  • Contact your supervisor in advance if you are unable to work your shift/find a suitable substitute
  • Develop a positive relationship with your supervisor and other student employees in your office/department
  • Behave in a professional manner
  • Dress appropriately for your work place
  • Follow instructions provided by your supervisor
  • Notify your supervisor at least two weeks in advance when terminating your student employment position



Student Work Award Amount

$1,000 $1,200 $1,500 $1,800 $2,000 $2,300
$9.50 3.3 hrs 3.9 hrs 4.9 hrs 5.9 hrs 6.6 hrs 7.6 hrs
$9.75* 3.2 hrs 3.8 hrs 4.8 hrs 5.8 hrs 6.4 hrs 7.4 hrs

* Special skills/supervisor wage and Community-Based Work Study wage

Hours per week are based on the work award limit and 32 weeks per academic year.