Student Employment Hiring Process

Step 1: Confirm Your Work Award Amount

In order to participate in the student employment program at St. Olaf, students must have a work award. A work award is offered to students as part of their financial package and is determined annually by the FAFSA.

First, identify if you have a work award assigned for the academic year. Students can do this by accessing SIS (the Student Information System) and following the steps listed below.

• Go to SIS.
• Click Financials.
• In the drop down menu in the upper right corner, select ‘financial aid online’ and click the green ‘GO’ button.
• Click ‘connect to faid.stolaf.edu’
• Using the menu in the upper left hand corner, select ‘Award Details’
• Scroll to bottom under  “student employment” – If an award is listed, a work award has been assigned and accepted. If no award is listed, check from the previous dropdown menu to determine if an award is offered AND accepted.  If no award is offered, the student must contact financial aid to request a work award.

If you do not have a work award assigned, you may make a request with Financial Aid (finaid@stolaf.edu) to have a work award added.  If your financial profile does not allow for a work award to be added, you will NOT be eligible to participate with the student employment program.

Step 2: Prepare Your Application Materials

• Make a list of the skills you have gained from previous academic, co-curricular, and employment experiences.
• Reflect on which kinds of skills you want to develop in your on-campus work.
• Prepare a resume and cover letters for your job applications. Reach out to the Piper Center for Vocation and Career if you need help!

Step 3: Explore and Apply for Jobs

Students can see and apply for all available jobs on the Student Job Board. Student workers at St. Olaf acquire real-world job application and onboarding experience by competitively applying for on- and off-campus positions. Remember to use your St. Olaf email address when applying!

Tips for your job search:

• Attend the Student Employment Fair at the beginning of each fall and spring to explore student work opportunities at St. Olaf.
• Check the Student Job Board consistently for jobs that build the transferable skills you want.
• Talk with friends and classmates about which skills they have built in their on-campus work.
• Apply to as many job as you can that can help you develop the skills you are interested in.

Step 4: Accept Your Job Offer

Once a student has applied and been selected for a position, the hiring supervisor will extend a job offer for the student to accept or decline. After a job offer is extended to you, you must accept your offer through the Oracle system you wish to work.

Step 5: Employment Required Forms

The following items are REQUIRED before you start your job.

After receiving a job offer, you will need to log in to Oracle, find your Journeys tile, and complete the Student Checklist.

1. Complete Section 1 of your MANDATORY Form I-9 online through the Student Checklist found under the Journeys tile.
2. Come into the HR office to present your documents and complete Section 2 of your Form I-9 before your start date.
   • IMPORTANT: You MUST complete Section 2 of your Form I-9 with HR before your start date according to College policy.
   • IT IS AGAINST FEDERAL LAW TO WORK WITHOUT AN I-9 FORM ON FILE
3. Sign the Student Workplace Expectations Agreement and Confidentiality Agreement through the Student Checklist found under the Journeys tile.
4. Complete all steps for Payroll, including W-4 Federal and MN and Payment Election, through the Student Checklist found under the Journeys tile.

Step 6: On-boarding and Training

Hiring managers will provide onboarding and training based on the work environment and the needs of the particular department. Possible training requirements include various safety trainings, driving training, FERPA training, and training on the protection of minors.

Ask your supervisor what training is required for your position.

Step 7: Student Payroll Information

Those who are new to student employment:
When you have secured a position, you will be granted access to your Oracle account, the campus-wide system where student employment is housed. You will log hours worked.

There are three ways of getting paid:

1. Apply earnings towards your student account
2. Direct deposit
3. Check

To make your choice or to change your payment method: See the Payroll Oracle Guides.

Students currently working:
You already have access to and can use single sign-on to access your profile.

• Login – to log hours for each job and view the available work award on file
• Payroll Information – to view pay dates, pay rates, payment options, etc.
• Payroll Oracle Guides – to view instructions for all payroll-related actions in Oracle.

REMINDER:

• Your timecard will not be available to you until your identified “effective start date” which was the date was listed in your offer. Please check to make sure your timecard is available to your BEFORE you begin working.