Student Employment Hiring Process for Supervisors

Step 1: Job Descriptions

First, create, review, and/or update the job description for the role as appropriate. The template for all St. Olaf College student job descriptions and complete step-by-step instructions in Google Doc format.

If updating or creating a new job description, send the final copy to studentwork@stolaf.edu.  After your job description has been approved and audited, it will be assigned a wage tier based on our Compensation Philosophy and be uploaded to Oracle.

Our Job Description Archive contains information about all of the job descriptions currently available in Oracle for your department, along with their identification codes in the Posting Descriptions dropdown menu and their classification and assigned wage tiers.

Step 2: Job Requisitions

For equitable hiring and compliance purposes, all student employment jobs must be posted on the Student Job Board. Requisitions are created by hiring managers and approved by the Student Employment Office within 24-48 hours. Job requisitions should be posted for at least two (2) weeks.

Step-by-step guides for creating requisitions are available in Google Doc format.

NOTE: When adding a job description to your requisition, you must use the searchable dropdown menu in the Posting Description section. For current instructions, see this guide. If you so not see a particular description in the dropdown menu, please reach out to studentwork@stolaf.edu for next steps.

Step 3: Reviewing Job Applications

Student Employment requires that you have a fair and consistent hiring process that you follow with all candidates during the hiring process. Reach out to studentwork@stolaf.edu if you have questions about any of the following:

• Creating a candidate pool
• Interviewing candidates
• Checking references

Step-by-step guides for managing applications in Oracle are available in Google Doc format.

Step 4: Job Offers

A job offer must be made to each selected candidate in Oracle. Job offers are created by hiring managers and approved and extended by the Student Employment Office.

Step-by-step guides for creating job offers are available in Google Doc format.

Please expect 5-10 business days from the time a job offer is submitted to the time that the time card is created and the student worker is hired.

Step-by-step guides for viewing the status of job offers in Google Doc format.

A STUDENT MAY NOT BEGIN WORKING WITHOUT AN ACCEPTED JOB OFFER, A TIMECARD, AND A COMPLETED FORM I-9.

Step 5: Filling Requisitions

When hiring is completed, requisitions must be filled by hiring managers. “Filling” a requisition indicates that your hiring is complete by removing the requisition from your requisition list and notifying applicants you did not hire that their applications are no longer under consideration.

Step-by-step guides for filling requisitions are available in Google Doc format.

You will no longer have access to a filled requisition on your requisition list. If you need to access a filled requisition, please reach out to studentwork@stolaf.edu for assistance.

Step 6: Confirming a Student Worker’s Time Card and Form I-9

A STUDENT MAY NOT BEGIN WORKING WITHOUT AN ACCEPTED JOB OFFER, A TIMECARD, AND A COMPLETED FORM I-9.

Hiring managers can confirm that a time card was created by confirming that the student worker appears in their Team Activity Center on their start date.  They can confirm that the student has completed their Form I-9 by using the Form I-9 database under the My Team tab in Oracle.

Step-by-step guides for navigating the Team Activity Center and the Form I-9 database are available in Google Doc format.

For more information about all of the paperwork that students must complete to begin employment, please see the Employment Paperwork webpage.

During Employment: Changing and Ending Assignments

Requesting a Manager Change or Wage Change

There may be times when you need to request a change of hiring manager or a change of wage for a student worker who reports to you.

Step-by-step guides for submitting manager change and wage change requests are available in Google Doc format.

Ending Assignments

Student Employment sends out a Journey to all hiring managers at the end of each term to allow them to request that student assignments be ended in the system. If you would like a student’s assignment to be ended and removed from your My Teams list during the term, please reach out to studentwork@stolaf.edu.

Submitting Background Check Requests

Ordering a background check

Student Employment manages background checks for students who have access to keys to dorm rooms and who work with minors. Request a student background check using our Background Check Request form.

For mass requests for background checks (10 or more) please contact Nicole Taynton directly at taynto1@stolaf.edu.

Checking the status of a background check

If you would like to find out the status of a background check, please contact Nicole Taynton directly at taynto1@stolaf.edu.

Important Reminders

Whenever possible, please contact students to remind them to complete this process in a timely manner. Background checks can take up to 4 weeks to complete.

Volunteering at St. Olaf

For many departments and units on campus, it is common to rely on students and community members as volunteers.  All supervisors on campus using volunteers are required to complete and submit the Request a Volunteer Form.  In some instances, it may be necessary to have volunteers complete background checks.  Please email the Human Resources Office (hrstaff@stolaf.edu) with questions or concerns about volunteers on campus.