{"id":822,"date":"2020-05-29T16:22:21","date_gmt":"2020-05-29T21:22:21","guid":{"rendered":"https:\/\/wp.stolaf.edu\/studentemployment\/?page_id=822"},"modified":"2026-04-03T11:52:03","modified_gmt":"2026-04-03T16:52:03","slug":"supervisor-resources","status":"publish","type":"page","link":"https:\/\/wp.stolaf.edu\/studentemployment\/supervisor-resources\/","title":{"rendered":"Supervisor Resources"},"content":{"rendered":"

<\/p>\n\n\t\t\t\n\t\n\t\t

\n\n\t\n\t\t\n\t\n\t\n\t
<\/div>\n\n\t\n\t\t\t\t\n \n\t
\n\n\t\t
\n\t\t\t
\n\t\t\t\t\t\t\t\t\t

\n\t\t\t\t\t\tSupervisor Resources\n\t\t\t\t\t<\/h2>\n\t\t\t\t\n\t\t\t\t\t\t\t\t\t
\n\t\t\t\t\t\t

Student Employment staff are available during college working hours without appointment to students and supervisors alike who need assistance with troubleshooting and\/or training on Oracle functions related to student employment.<\/p>\n

Questions about student employment? Log a ticket with AskHR:\u00a0 START<\/a><\/p>\n\n\t\t\t\t\t<\/div>\n\t\t\t\t\n\t\t\t\t\t\t\t\t\tReturn to Student Employment Website<\/a>\n\t\t\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t<\/div>\n\n\n\t\t\t\t\n\t\t<\/div>\n\n\t\t\t<\/div>\n\t\n\n\n\t\t\t\n\t\n\t\t\t

\n\t\n\t\n\t\t\t\t\t
\n\n\t\t\t\t

Student Employment Hiring Process<\/h2>\n\n\t\t\t<\/header>\n\t\t\n\t\n\t\n\t
\n\n\t\t
\n\t\t\t\n
\n\n\t\n\n\t\t\t
\n\t\t\t

At St. Olaf College we follow a very specific process for hiring students to ensure fairness and equity. This section provides a step-by-step guide to the Student Employment hiring process. If you have questions about this process, please contact <\/span>studentwork@stolaf.edu<\/span><\/a>.\u00a0<\/span><\/p>\n\n\t\t<\/figcaption>\n\t\n<\/figure>\n\n\t\t<\/div>\n\t\t

\n\t\t\t
\n
\n \t\t\n\t\t\t\t\t \n\t\t\t\t\t\t1. Retrieve, Review, or Create a Job Description\t\t\t\t\t<\/span>\n <\/button>\n \n\t\t\t\t\t
\n\t\t\t\t\t\t

Retrieve, review, update, or create job description as appropriate. You can find the template for all St. Olaf College student job descriptions and complete instructions here:<\/p>\n

Guide to Building Job Descriptions for Skills Development<\/a><\/p>\n

If updating or creating a new job description, send the final copy to studentwork@stolaf.edu<\/a> to have it added into the Job Description Archive and uploaded to Oracle.<\/p>\n

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<\/a>. If you do not see a particular description in the dropdown menu, please reach out to studentwork@stolaf.edu<\/a> for next steps.<\/p>\n

You can find an archive of all of the job descriptions currently uploaded to Oracle here:<\/p>\n

Job Description Archive<\/a><\/p>\n

Steps to Retrieve and Update Job Descriptions <\/a><\/p>\n <\/div>\n <\/div>\n <\/article>\n\n\t\t\t\n

\n \t\t\n\t\t\t\t\t \n\t\t\t\t\t\t2. Create a Job Requisition\t\t\t\t\t<\/span>\n <\/button>\n \n\t\t\t\t\t
\n\t\t\t\t\t\t

For equitable hiring and compliance purposes, new vacancies or created jobs must be posted.<\/p>\n

Create a Job Requisition Video Tutorial<\/a><\/h6>\n

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<\/a>. If you so not see a particular description in the dropdown menu, please reach out to studentwork@stolaf.edu<\/a> for next steps.<\/p>\n <\/div>\n <\/div>\n <\/article>\n\n\t\t\t\n

\n \t\t\n\t\t\t\t\t \n\t\t\t\t\t\t3. Review and Select Applicants\t\t\t\t\t<\/span>\n <\/button>\n \n\t\t\t\t\t
\n\t\t\t\t\t\t

Interview applicants and select the best candidate for the job based on the qualifications set forth in the job requisition.<\/p>\n

Sample Interview Questions<\/a><\/p>\n <\/div>\n <\/div>\n <\/article>\n\n\t\t\t\n

\n \t\t\n\t\t\t\t\t \n\t\t\t\t\t\t4. Create a Job Offer\t\t\t\t\t<\/span>\n <\/button>\n \n\t\t\t\t\t
\n\t\t\t\t\t\t

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.<\/p>\n

A STUDENT MAY NOT BEGIN WORKING WITHOUT AN ACCEPTED JOB OFFER AND TIMECARD.<\/strong><\/p>\n

In order for the entire hiring process to be satisfied, a student requires a work award and required employment paperwork<\/a>.\u00a0If 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.<\/p>\n

Create a Job Offer Video Tutorial<\/a><\/h6>\n <\/div>\n <\/div>\n <\/article>\n\n\t\t\t\n
\n \t\t\n\t\t\t\t\t \n\t\t\t\t\t\t5. Filling Requisitions\t\t\t\t\t<\/span>\n <\/button>\n \n\t\t\t\t\t
\n\t\t\t\t\t\t

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. Instructions for filling requisitions can be found in this guide<\/a>.<\/p>\n

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 <\/span>studentwork@stolaf.edu<\/span><\/a> for assistance.<\/span><\/p>\n <\/div>\n <\/div>\n <\/article>\n\n\t\t\t\n

\n \t\t\n\t\t\t\t\t \n\t\t\t\t\t\t6. Background Check Requests\t\t\t\t\t<\/span>\n <\/button>\n \n\t\t\t\t\t
\n\t\t\t\t\t\t

Ordering a background check<\/strong><\/p>\n

Request a background check here.<\/a><\/p>\n

Checking the status of a background check<\/strong><\/p>\n

If you would like to find out the background check status, you can contact Nicole Taynton directly at taynto1@stolaf.edu<\/a>.<\/p>\n

Background checks<\/strong><\/p>\n

Mass requests for background checks, 30 or more, please contact Nicole Taynton directly at taynto1@stolaf.edu<\/a>.<\/p>\n

Important Reminders<\/strong><\/p>\n

It might be helpful to contact the students to remind them to complete this process in a timely manner.<\/p>\n

Background checks can take up to 4 weeks to complete.<\/p>\n <\/div>\n <\/div>\n <\/article>\n\n\t\t\t\n

\n \t\t\n\t\t\t\t\t \n\t\t\t\t\t\t7. Changing and Ending Assignments\t\t\t\t\t<\/span>\n <\/button>\n \n\t\t\t\t\t
\n\t\t\t\t\t\t

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. The following videos show you how to submit these requests to the Student Employment Office.<\/p>\n

sUBMITTING A mANAGER cHANGE rEQUEST Video Tutorial<\/a><\/h6>\n
sUBMITTING A wAGE cHANGE rEQUEST Video Tutorial<\/a><\/h6>\n

If you would like a student’s assignment to be ended and removed from your My Teams list, please reach out to studentwork@stolaf.edu.<\/p>\n <\/div>\n <\/div>\n <\/article>\n\n\t\t\t\n

\n \t\t\n\t\t\t\t\t \n\t\t\t\t\t\t8. Volunteering at St. Olaf\t\t\t\t\t<\/span>\n <\/button>\n \n\t\t\t\t\t
\n\t\t\t\t\t\t

For many departments and units on campus, it is common to rely on students and community members as\u00a0volunteers<\/span>.\u00a0 All\u00a0volunteers<\/span> on campus are required to complete and submit a \u00a0Volunteer Form<\/a>.\u00a0 In some instances, it may be necessary to have\u00a0volunteers<\/span> complete background checks.\u00a0 Please email Student Employment (studentwork@stolaf.edu<\/a>) with questions or concerns about\u00a0volunteers<\/span>\u00a0on campus.<\/p>\n <\/div>\n <\/div>\n <\/article>\n\n\t\t\t<\/div>\n\t\t<\/div>\n\n\t<\/div>\n\n\n\t\t\t\t\n\t\t\t<\/div>\n\t\n\t\t\t<\/div>\n\t\n\n\n\t\t\t\n\t\n\t\t\t

\n\t\n\t\n\t\t\t\t\t
\n\n\t\t\t\t

On-boarding and Supervising Responsibilities<\/h2>\n\n\t\t\t<\/header>\n\t\t\n\t\n\t\n\t
\n\n\t\t
\n\t\t\t\n
\n\n\t\n\n\t\t\t
\n\t\t\t

Supervisors play an important role in teaching and mentoring student workers as they develop the skills they need for the future. At St. Olaf College supervisors are responsible for implementing a skills development program for student workers, as well as for training and performance management.<\/span><\/p>\n\n\t\t<\/figcaption>\n\t\n<\/figure>\n\n\t\t<\/div>\n\t\t

\n\t\t\t
\n
\n \t\t\n\t\t\t\t\t \n\t\t\t\t\t\t1. GROW at St. Olaf\t\t\t\t\t<\/span>\n <\/button>\n \n\t\t\t\t\t
\n\t\t\t\t\t\t

The St. Olaf GROW program, an adaptation of the trademarked IOWA GROW program, is designed to contribute to student success through the intentional and meaningful inclusion of reflection as part of the student employment experience. St. Olaf GROW (Guided Reflection on Work) uses brief, structured conversations between student employees and their supervisors to help students connect the skills and knowledge they are gaining in the classroom with the work they are doing, and vice versa. Led by the Student Employment Office, St. Olaf GROW is focused on making student employment a high-impact experience \u2013 one that requires students to reflect on their learning and connect their learning within and beyond the classroom. To view our resources, see the Skills Development Toolkit Section of this page.<\/p>\n <\/div>\n <\/div>\n <\/article>\n\n\t\t\t\n

\n \t\t\n\t\t\t\t\t \n\t\t\t\t\t\t2. Training Requirements\t\t\t\t\t<\/span>\n <\/button>\n \n\t\t\t\t\t
\n\t\t\t\t\t\t

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.<\/p>\n

All first year students are sent the information to access the safety training at the beginning of the academic year. It is the supervisor\u2019s responsibility to ensure training is completed annually for any returning students.<\/p>\n

Moodle course<\/a><\/p>\n

Directions for students to access Moodle course: Click \u201cEnroll\u201d at the bottom of the page. The first section on the course is the required\u00a0safety<\/span>\u00a0training<\/span>. The completion of the\u00a0safety<\/span>\u00a0training<\/span>\u00a0will be paid<\/b> so please log your hours under your current position in Oracle. The video and quiz will only need to be completed once per academic year. The training<\/span>\u00a0matrix will need to be assessed for any job you hold on campus as additional\u00a0training<\/span>\u00a0components may be required depending upon the position.<\/p>\n

Training Matrix<\/a><\/p>\n <\/div>\n <\/div>\n <\/article>\n\n\t\t\t\n

\n \t\t\n\t\t\t\t\t \n\t\t\t\t\t\t3. Time & Absence\t\t\t\t\t<\/span>\n <\/button>\n \n\t\t\t\t\t
\n\t\t\t\t\t\t

Please review the Time & Absence process with new student employees who never participated in work study.<\/p>\n

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 shall not approve other students’<\/strong>\u00a0timecards except when approved by the Student Employment Office.<\/strong><\/em><\/p>\n

Supervisor Time & Absence Resources:<\/strong><\/h5>\n