Supervisor Resources
View the Oracle Training Calendar Here
The Oracle Drop-In Office Hours are available to students and supervisors alike who need assistance with troubleshooting and/or training on specific Oracle functions related to student employment.
Please use the Oracle Help Desk Ticketing system to report problems or bugs you find in Oracle’s transactions and processes.
Process at a Glance
Retrieve, review, update, or create job description as appropriate. If updating or creating a new job description, send the final copy to studentwork@stolaf.edu to have it added into the Job Archive.
Job Archive
using your selected job description, copy and past into the oracle job requisition
Steps to Retrieve and Update Job Descriptions
Job Description Template
Guide to Writing Student Job Descriptions
For equitable hiring and compliance purposes, new vacancies or created jobs must be posted.
Review the Student Supervisor Quick Reference Guide to learn how to create a job requisition in Oracle.
Interview applicants and select the best candidate for the job based on the qualifications set forth in the job requisition.
A job offer (work authorization) must be made to the selected candidate. If a student is eligible for hire, an accepted job offer will generate a timecard for the respective position.
A STUDENT MAY NOT BEGIN WORKING WITHOUT AN ACCEPTED JOB OFFER AND TIMECARD.
In order for the entire hiring process to be satisfied, a student requires a work award and required employment paperwork. If student is not found under a supervisor’s “My Teams” tab in Oracle – or if there is a “pending” status next to the student’s name – this indicates the student does not have employment requirements fulfilled and they may not begin work.
Please review the STUDENT SUPERVISOR REFERENCE GUIDE to learn how to extend a job offer.
Ordering a background check
Request a background check here.
Checking the status of a background check
If you would like to find out the background check status, you can contact Zoe directly at yangzo1@stolaf.edu.
Mass requests for background checks
Mass requests for background checks, 30 or more, please contact Zoe directly at yangzo1@stolaf.edu.
Important Reminders
It might be helpful to contact the students to remind them to complete this process in a timely manner.
Background checks can take up to 4 weeks to complete.
Please confirm whether you need a regular background check or a Kari Koskinen. A regular background check is the default choice for most student employees.
Oracle – Onboarding Process
All students are required to complete a general safety training that can be accessed via Moodle. The training includes a training assessment matrix, a video and a quiz. All three elements must be completed. Students may need help from their supervisor as they complete the training assessment matrix to ensure they understand any additional training that may be needed for the position. Please schedule any additional safety training by emailing Joe Udelhofen from the Environmental Health and Safety department at udelho1@stolaf.edu.
All first year students are sent the information to access the safety training at the beginning of the academic year. It is the supervisor’s responsibility to ensure training is completed annually for any returning students.
Directions for students to access Moodle course: Click “Enroll” at the bottom of the page. The first section on the course is the required safety training. The completion of the safety training will be paid so please log your hours under your current position in TES. The video and quiz will only need to be completed once per academic year. The training matrix will need to be assessed for any job you hold on campus as additional training components may be required depending upon the position.
Please review the Time & Absence process with new student employees who never participated in work study.
Hours should be logged after each shift the student works using the Time & Absence tile in Oracle. At the end of the pay period, the student and supervisor will need to review the timecard for accuracy and approve it. If there is an error, please reject the timecard with an explanation so the student can correct the error. Students can not approve other students timecards.
Supervisor Time & Absence Resources:
Establish expectations at the start of each academic year/summer. Manage student employee performance by using the GROW at St. Olaf model.
If a student chooses to end their employment, please notify studentwork@stolaf.edu right away and Human Resources will end the student assignment (job) in Oracle.
Student Employment Handbook (student version)
GROW at St. Olaf
Disciplinary Procedures simple conversation guide
Disciplinary Action Reporting
Sample Expectations and Confidentiality Agreement
Summer Policies
- Hiring preference should always be given to current St. Olaf students who will be returning in the fall.
- Departments/Supervisors – The appropriate unit account numbers are the same as the academic year.
- Admin/Finance/Payroll – The “summer student employment” funding – account 53400 – is to be used (only for administration/payroll; supervisors do not use).
- In rare circumstances, offices may hire graduating seniors to complete projects already underway when their past experience and knowledge is essential. These students will be hired as paid interns ($15/hr; ineligible for benefits) through a staffing agency with a markup of 30% (taxes, fees, etc.). Please contact HR for process and procedures.
- The employment of a student who does not attend St. Olaf is not allowed.
- To avoid conflicts of interest, please do not hire family members to work in your area.
- The summer student employment rate of pay is $11.25, $11.75, and $12.25 based on position and skills required. (Rate for Summer 2024)
- CURI Summer Student Research employees will be paid $13.00/hour. Any other proposed special rates of pay will require the approval of the division Vice President and the Chief Financial Officer.
- Whether employed in one or multiple jobs, a summer student employee should not be allowed to work more than 40 hours per week. We need to spread the summer employment budget to cover as many hours as possible so overtime is to be avoided. International students may work up to 40 hours per week during summer.
- “Free” housing and meals may not be offered as a form of additional compensation. A few jobs do require living in the residence halls in a supervisory role or monitoring campers during meals in which case the housing or some meals are work-related. Any position for which housing or meals are to be provided because they are work-related must be approved by the Vice President and Chief Financial Officer in advance of any job offers being made.
The Office of Human Resources manages summer student employment. If you have questions regarding these guidelines or summer student employment in general, please email us or call 507-786-3068.
Summer Employment—On and Off-Campus
Every St. Olaf international student is eligible for on-campus employment, up to 20 hours per week during the school year, and full-time during designated school breaks. International exchange students who are here for one year, and graduating international students are only authorized to work at St. Olaf until the last day of their final exams.
If an international student is returning to St. Olaf in the fall, they are authorized to work full-time for any on-campus employer that services students over the summer. This includes organizations like Bon Appetit and the Bookstore which normally hire students during the year to work on-campus. Summer research at St. Olaf is also considered on-campus employment.
Graduating seniors and returning students are eligible to engage in off-campus employment but MUST first apply for and receive authorization from the United States government system. Please direct all students who would like to intern, do research, or work off-campus to visit the Taylor Center to process their employment authorization paperwork.
Unauthorized Employment—Paid and Unpaid
International students should not be offered employment, even unofficially, in activities such as tutoring, babysitting, lawn care, playing music for a local church, working at any restaurant or retailer, etc. Even volunteer opportunities can be complicated for international students. According to U.S. labor laws, there is more to distinguish between employees and volunteers than whether an individual receives payment. Please direct all international students who wish to engage with the community off-campus to the Taylor Center.
Thank you for your help in protecting our international students’ future employment opportunities in the United States by working within these immigration regulations.
Assistant Director of International Student Compliance
Email: lamont3@stolaf.edu
Type of Work Awards Required
- Federal Work Study (FWS)
- State Work Study (SWS)
- College Work Study (CWS)
The following policies derived from both internal operational procedures and federal/state guidance.
- The Student Employment program is a Financial Aid program.
- Students must be registered for at least one credit to qualify to work as a student employee.
- All students are required to have a work award (need-based or non-need-based)
- Priority for employment must be given to a student that has a need-based work award. If a student does not have a work award, a “non-need based work award” may be requested by outlining the student’s specialized qualifications for a particular position and must be submitted by the supervisor to the Human Resources Office for review before any non-need based work award will be granted.
- If a student thinks they are going to exceed their work award, please check in with the Financial Aid Office. Exceeding your work ward could have an impact on the other parts of your financial aid offer (grants, scholarships, loans) from St. Olaf.
- Student’s paystub will indicate the status of their work award at the time of payroll processing.
Students are allowed to work up to the following hours:
- 20 hours per week during academic sessions (Domestic and International students; Fall and Spring semesters)
40 hours per week during January Term break (if not taking classes; domestic and international students)
40 hours per week during summer semester/break (if not taking classes; domestic and international students) - International students may not work off-campus during their first year of enrollment
After first-year of enrollment, International students may work off-campus providing the position/work is related to their field of study (see International Student Office for more information. - Employment documentation is required before start of work (I-9 Employment Eligibility Verification form)
The following are general policies regarding student employment vacancies and labor needs:
- Job vacancies should be posted for at least three (3) days before filled; or
- Rehires of returning student employees into the same or previous year’s appointment does not have to adhere to the normal hiring process and can be hired directly to their previous appointments.
- Wages are assigned at the supervisors’ discretion – within the annually established departmental/programs’ budget – in consideration of the type of work and skills required.
Non-Need Based Work Awards
Students who does not meet the eligibility or was not assigned a “need-based” work award may request a “non-need-based” work award with the financial aid office if the following criteria are identified:
- Skills and requirements cannot be easily satisfied by another candidate;
- Candidate does not have a work award assigned;
- Candidate financial aid profile allows for a non-need based work award to be added; and
- Time sensitivity to fill the position is imperative.
Note: Non-Need-Based work awards are assigned depending on the review of an individual financial aid profile. Not all students may be eligible for a non-need-based work award. Accepting such awards may alter or impact other existing awards. Confirmation/acknowledgement will be required.
Summer Student Employment
Summer student employment is not part of a financial aid package and is not impacted by a student’s work award or lack thereof. Summer job opportunities are available for all St. Olaf students. Students are paid on a bi-weekly payroll and must record hours in the Time Entry System. A supervisor will need to initiate a job offer. Summer student employment begins the day after final exams are completed in May and ends the day before the first day of class in September.
Summer payroll is separate from the Academic Year payroll and is funded directly by the department’s budget assignment.
Note: If a student is paid at a stipend rate, the rate will be converted into an hourly rate for student employment payroll purposes.
- May work up to 40 hours per week
- Overtime is discouraged
- Pay period are two weeks (Saturday to Friday)
- Pay at a bi-weekly schedule
Start: Summer 2024 – May 23, 2024
Summer rate of pay will follow the previous academic year wage structure. (i.e. Summer 24 adheres to AY 23-24 wages)
Oracle FAQ’s
More information will be available soon.