Supervisor Resources

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

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

Please fill out this form, and we will order a background check based on the information provided.

Checking the status of a background check

If you would like to find the background check status, you can contact Zoe.

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.

Kyle 60th Wedding Anniversary — [[Coming Soon]]

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.

Moodle course

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.

Training Matrix

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

Hiring preference should always be given to current St. Olaf students who will be returning in the fall.
1. Departments/Supervisors – The appropriate unit account numbers are the same as the academic year.
2. 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.

Caitlin Lamont Kreienkamp
Assistant Director of International Student Compliance

The Taylor Center for Equity and Inclusion

Buntrock Commons 111F

St. Olaf College

1520 St. Olaf Ave

Northfield MN 55057-1098

Tel: 507-786-3073

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.
Students may not work over the amount of their work award. This may affect their other financial aid and cause them to owe on their tuition account.
Student’s TES and 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 interim 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.

Training Required

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.

Mandatory
Situation	Courses	Need	Platform
Student Employee	Emergency Procedures	Yes	Moodle
Student Employee	Injury/Illness Reporting	Yes	Moodle
Student Employee	Hazard Recognition – Situational Awareness, PPE, BBP, HAZCOM	Yes	Moodle
As Required
Situation	Courses	Need	Platform
Outside/Greenhouse	Insect and Noxious Plants Awareness / Heat Stress Awareness	Yes	Web Meet
RNS Lab/Stockroom	Laboratory Safety Training	Yes	Moodle
Vehicle/Driving	Driver Safety Training	Yes	Online
Lift – 20 lbs., +3’ H, push, pull, repetition	Back Injury Prevention/Ergonomics	Yes	Web Meet
Ladder	Ladder Safety	Yes	Web Meet
Golf Cart	Golf Cart Safety Hands-On Golf Cart Training	Yes Yes	Online Web Meet
Hand or Power Tools	Tool Safety	Yes	Web Meet

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.