Student Supervisor Handbook
The purpose of the Student Supervisor Handbook is to provide references to the guidelines, procedures, and general information pertinent to University of St. Thomas student employee supervisors.
The information in this handbook is in effect at the sole discretion of the Human Resources Department, and may be withdrawn or changed without notice. This handbook is not intended nor shall be construed as a binding contract.
The mission of the Student Employment program at the University of St. Thomas is to provide on-campus employment opportunities. Through our program students gain working experience in discipline-specific fields, build professional development and leadership skills, and network with faculty, staff and fellow students, all with the flexibility and convenience of working on campus.
Supervision of Student Employees
Each department has some freedom to set departmental student employee guidelines. However, each department will be held responsible by the university for the fair treatment of student employees in hiring, employment, and termination.
Remember: Students are at the University of St. Thomas for an education. The main focus of students is the college degree, not their on-campus job. This requires flexibility on the part of the supervisor regarding breaks, finals week, and other school activities. However, students must be held responsible for their work and actions, in accordance with university and department policies.
Student Employee Handbook
It is strongly suggested that all departments have a student employee handbook for the students working in their department. The handbook should contain:
- A copy of the student's job description.
- Departmental policies and procedures.
- Expectations of all student employees in the department. For example, policies on attendance and punctuality, deadlines for work schedules for the term, acceptable reasons to miss work, and timely notice of absences.
- Student expectations of the supervisor such as regular performance evaluations and warnings prior to termination.
There is one student employment pool in each department budget. Sub-divisions of this pool exist for tracking purposes only. A department or supervisor need only be concerned about keeping the total student wage spending within the total fiscal year budget for the department.
There are three very distinct student employment programs at the University of St. Thomas during the academic year. They include:
- College Work-Study (Federal and State) is a need-based program, funded in part by the federal and state governments. Only students who apply for financial aid and demonstrate financial need may qualify for College Work-Study. Their work-study aware is part of a financial aid package, which is meant to help them pay their educational expenses. Recipients of these funds have a greater need to work on campus.
- UST Student Employment is a non-need based program, funded entirely by the University of St. Thomas. It is not necessary for a student to apply for financial aid to be employed through this program. Because international students do not qualify for Federal and State Financial aid, they are generally paid through this category. International students are cleared for work on campus through the Office of International Student Services.
- Graduate Student Assistantshipis a non-need based job funded entirely by the University of St. Thomas. A graduate student hired in an assistantship generally works in his/her academic program department or a closely related department. The Graduate Assistantship involves research and/or teaching activities in pursuit of obtaining an advanced degree. Those activities must be performed under the supervision of a member of the faculty. Graduate assistants are hired to do research or other work at a high level of responsibility.
Students who are employed under Federal or State Work-Study have a specified award amount in that program. If a student's earnings exceed the award amount, the award will be increased, if possible. If not possible, the student will be switched to the UST Student Employment program for the remainder of the academic year.
Posting/Closing a Student Position
Go to the Talent Management System (TMS) and login with your UST username and password. When you are logged in check to make sure you are recognized as a Student Manager. You can do this by looking at the system welcome on the top of your homepage. If you are not recognized as a Student Manager please click on the drop down box in the right hand corner and select Student Manager. Once you have confirmed you are a Student Manager you can create a position.
From Template and choose Student Position. Fill in all fields of the Requisition. Once you have completed the Requisition you can move it to Human Resources to post. Your position will be posted by HR within one business day of submission.
Applicants will apply directly online and will be available for you to view in the system.
Student positions should be posted on our employment opportunities page for a minimum of five days. Positions will be removed from the website 30 days after the posting date. To remove your posting sooner you can log back into the system and click on Close/Remove from Web under the posting status.
Please see the Student Managers Guide to TMS for further information.
Pay rates should be determined based on the duties performed and the knowledge, skills, and abilities required for the job.
- View the list of pay rates.
Contact the Human Resources Department at 651-962-6510 for more information.
Hiring a Student
Things to consider:
- Under which program is the student eligible to be paid? College Work Study (Federal/State) UST Student Employment? View the list of Programs.
- Does the department budget support hiring the student?
- Respond to applicants.
- Develop interview questions for conducting interviews. HR can provide some interview tips.
- UST is an equal opportunity and affirmative action employer. The same guidelines that apply to faculty and staff also apply to student employees. Please refer to your Student Employee Handbook for further information.
- After the job offer has been made and accepted by the applicant, the appropriate forms should be completed as outlined in the Getting a Student Paid section.
- Once a position has been filled, it is imperative that the job posting be removed immediately and that the other applicants are informed that they have not been chosen. Up-to-date job postings are essential for both the supervisors and the students. Review the Student Managers Guide to TMS for directions to remove a posting.
Changes in a Student's Job Responsibilities
If the responsibilities of a student employee change to the degree that it may merit a promotion, you must complete a Student Employment Change Request Form and submit it to the Human Resources department.
- Download the Student Employment Change Request Form
Students are NOT guaranteed pay increases for returning to the same department the following year. The pay rate will be based upon a combination of the responsibilities of the job being performed, the student's qualifications and experience, and the student pay rates in effect at that time.
Required In-Person Paperwork
Students must complete the I-9 Form to prove eligibility to work in the United States. According to the Immigration Reform and Control Act, individuals cannot work until they have done so.
The I-9 Form must be completed with a member of the HR Department, located on the St. Paul campus in Aquinas Hall, Room 217, before their first day of employment.
- Students must complete an I-9 Form if they have never worked for the University of St. Thomas or if they have not worked for the University within the last twelve months. If a student does not need to complete an I-9 Form, they will be able to access the Student Employment Form in Murphy Online.
- To complete the I-9 Form, a student must provide forms of identification. Please view the List of Acceptable Documents. Photocopies and faxes of any identification are not acceptable and the documents must be unexpired.
- A student will not be able to access the Student Employment Form until his/her I-9 Form has been received by HR.
Student must claim the number or withholding allowances, sign and date the form. Please note: A student may not claim a number of allowances AND claim exempt. If the student has questions regarding the W-4 Form, please direct him/her to the Payroll Office, Aquinas Hall, room 221.
- Due to the variances in tax treaties, international students mut complete the W-4 Form and other pertinent tax treaty information in the Payroll Office, Aquinas Hall, room 221.
Privileged Access Confidentiality Agreement (PACA)
The University of St. Thomas provides employees with the information they need to do their jobs. With need-to-know access to University information systems, students will have privileges consistent with your job duties to access Private Information about faculty, staff, students, alumni, and donors. A signed PACA form is required before a student can be granted access to University of St. Thomas information systems as part of their job responsibilities.
Student Employment Form
- Student Employment Forms are submitted through MurphyOnline. A student can log into Murphy Onlineusing their UST ID and six-digit PIN.
- If eligible for student employment, students will be able to access the Student Employment form.
- If ineligible, they will be given information regarding whom to contact to discuss their eligibility.
- Students must complete a separate Student Employment Form through Murphy Online for each on-campus job they hold.
- Students submit their Student Employment Form to the supervisor. Once the form has been submitted, the supervisor will receive an email indicating the form is available for processing. Supervisors then access the Student Employment System portal in Murphy Online to approve the Student Employment Form. It is the supervisor's responsibility to approve the Student Employment Form for each student employee prior to his/her first day of work.
- For more information about how to access the Student Employment System portal, view the Step-by-Step Supervisors' Guide to the Student Employment System.
All of the forms mentioned above must be completed PRIOR to the student's first day of work. Students must not work before the information is completed. Once the Student Employment Form has been submitted and approved, an email confirmation will be sent to the supervisor. Supervisors should not permit a student to begin working without this confirmation.
Direct Deposit Form
- Students have the option to directly deposit all or a portion of their earnings to their checking or savings account.
- Students should complete the Direct Deposit Form and return it to the Payroll Department, Aquinas Hall, room 221.
Student Payroll Deduction Form
Students may also choose to have all or a portion of their earnings directly credited to their student account in the Business Office.
Student should complete the Student Tuition Deduction Form and return it to the Payroll Department, Aquinas Hall, room 221.
If students choose this option, they may request their earnings from the Business Office at any time, even if they have an outstanding balance.
To discontinue the deductions, students must complete a new payroll deduction form in the Payroll Office, Aquinas Hall, room 221.
- You do NOT need a financial aid award (work-study) in order to be eligible to work on campus.
- UST degree-seeking students at the undergraduate, graduate, and doctorate levels may be eligible for student employment.
- Students must be actively enrolled in a course for credit or satisfy one of the following:
- Freshman students who are registered for courses and have paid their deposit may work the summer prior to their first semester.
- Students starting class in the Spring term can work during the J-term as long as they are registered for Spring term classes.
- Students graduating in May can work through the Summer semester.
- Students graduating in Fall can work through the last day of J-term finals.
- Students graduating in J-term cannot work past the last day of J-term finals.
- Exchange students from other ACTC colleges are not eligible for student employment.
- If a student drops all their courses they are not eligible for student employment.
- Graduate students who are working on comprehensive exams and/or their thesis and not taking courses for credit are not eligible for student employment.
- International students may work up to 20 hours per week during the academic year and up to 40 hours per week when not enrolled in courses, during the summer, or breaks.
- It is recommended that non-international students work no more than 20 hours per week while enrolled in classes; however, they may work up to 40 hours per week throughout the year.
For further questions about eligibility, please contact the Human Resources Department at 651-962-6510.
It is important to implement a formal orientation process for new student employees in the department. This orientation should include an introduction to the department regarding departmental mission, philosophy, policies and procedures, introduction to other department employees and faculty, and a tour of the department. This is also a time to review the department student handbook with the student to discuss other important issues, such as responsibilities and expectations.
Student employees must also be trained in the areas in which they will be working. Make sure the students have the proper training to complete assigned tasks effectively. This can include, but is not limited to, such tasks as answering telephones and questions, filing information, and using computer programs and other office equipment.
It is recommended that your department create a new hire checklist for each position. This checklist should detail core training areas as well as any systems or computer access the student may need.
Hours of Work
It is strongly recommended that students do not work more than 20 hours per week during the academic year. Working 40 hours or more will forfeit a student's social security exempt status.
It is mandated that students may NOT work more than 40 hours per week between ALL student employment positions. If a student is employed by more than one department, the student and his/her supervisor must work together to ensure the student's hours do not exceed the maximum number of hours.
If a student is working over 20 hours per week, then it is recommended the supervisor hire an additional student(s) to balance the hours. This will allow for on-campus employment opportunities for more students.
Due to differing treaties, international students should check with International Student Services to learn of requirements and restrictions for on-campus employment.
- The University of St. Thomas expects employees to be attentive to work schedules.
- Student employees are expected to be reliable, punctual, and dependable in attendance and should notify their supervisor if circumstances cause them to be late.
- On an occasion when absence from work cannot be avoided, the supervisor should be notified. As much advance notice as possible should be given. If the supervisor is not available, contact someone else in the department. Some departments may require the employee to find a replacement if unable to work scheduled hours.
- Excessive absenteeism and tardiness may be reason for disciplinary action, up to and including termination.
- Student workers should talk with supervisors to make arrangements for work schedules that conflict with exams. Work must be scheduled around the student's classes and should be reevaluated each semester.
- Please remember that student employees' first priority at UST is being a student. Be as flexible as you can to accommodate schedules when school conflicts arise.
Breaks and Lunches
An optional fifteen (15) minute paid break is allowed during each four (4) hour work period. Each break is to be preceded and followed by an extended period of work. Example: If you work 4 hours, you are entitled to a 15 minute break after approximately 2 hours of work. Break times may not be saved to be used at another time and are to be taken in the middle of the shift. Employees cannot use the 15 minute break to come to work late or leave early and be paid.
A meal break of 1/2 hour (without pay) is added to each eight-hour work period. Example: If you work from 8:00am to 4:30pm, 1/2 hour of this time is for a lunch break. You will be paid for eight (8) hours of work. Unpaid meal breaks may not be waived and added on as additional payable hours. Meal breaks should be taken near the middle of the shift.
Holidays and Vacations
Students are not required to work on holidays or during student vacations.
Students are not compensated for holidays, vacations, or shutdown periods unless they work.
If a student chooses to work on a holiday, they may not be compensated for holiday or vacation pay of any kind. Students will be compensated for time worked, at their regular rate of pay.
Performance evaluations provide both the supervisor and the student with the opportunity to discuss concerns relevant to the assigned work and working conditions. On the most basic level, performance evaluations focus on performance problems and workable solutions to those problems.
Performance evaluations also open the lines of communication between a supervisor and an employee, work to eliminate the 'surprise' factor of future concerns or changes, and promote the discussion of long-term plans and expectations.
In addition, performance evaluations prepare the student employees for the reality of the working world outside the University. It is suggested that student performance be evaluated on a regular basis.
Tips for Performance Appraisal Discussions
- Schedule the meeting in advance.
- Create the proper climate for the discussion. The discussion should be held in a private place, free of interruptions and other distractions. Sufficient time should be allowed for the discussion.
- Discuss accomplishments and concerns. Allow the students to discuss his/her progress as well.
- Resolve any problems, concerns, or disagreements together. Some suggested approaches are:
- What would help you do your job better?
- What can I do to help you?
- What solution do you suggest?
- Give the student employee the opportunity to voice opinions and feelings and to receive a reasonable explanation for any question he/she may have.
- Formulate a development plan.
- Jointly discuss the steps the student employee can take to build on his/her own strengths.
- Determine if specific 'checkpoints' need to be set up to evaluate the degree of improvements.
- Jointly discuss what can be done if problems are encountered between now and the next appraisal.
- Summarize the discussion. Ask the student employee to summarize the discussion to check his/her understanding of the meeting.
Termination of Student Employees
Termination of student employees may occur for the following reasons:
- Student becomes ineligible for financial aid or withdraws from classes
- Department budget can no longer support student employee
- Position no longer exists
- Discharged due to poor performance
Individual departments are responsible for notifying the Human Resources Department if a student is no longer working in the department. Supervisors must complete a Student Employment Change Request Form explaining the reason for termination.
Safety and Security
The University of St. Thomas makes every effort to provide a safe and healthy work environment for all employees. Employees are expected to follow the safety and health requirements established by the University as well as Federal, State, and local laws.
- In case of an emergency call Public Safety and Parking Services at 651-962-5555.
- For all other non-emergency calls to Public Safety and Parking Services, call 651-962-5100.
In the event of a fire, all individuals in the building will be evacuated and directed to the nearest exit. At the sound of the fire alarm, you are expected to immediately leave your workstation and exit the building.
- Elevators should not be used during a fire evacuation.
- Once outside, all individuals should stay a minimum of 100 feet away from the building and should not reenter the building until the all-clear signal is issued by the fire department.
At the sound of the National Weather Service siren (excluding Wednesday test periods), all office personnel and office occupants should go to the lower level of the building they are in and await further instructions. Be sure to stay away from windows.
All work-related injuries, however minor, must be immediately reported to your supervisor and the Human Resources Department. A First Report of Injury will be filed with the Minnesota Department of Labor and Industry for each reported injury. First aid treatment may be provided through the university’s Health Services or by a Security Officer.
Equal Employment Opportunity
The University of St. Thomas affirms its policy of providing Equal Opportunity to all employees and applicants for employment in accordance with all applicable Equal Employment Opportunity/Affirmative Action laws, directives and regulations of Federal, State and Local governing bodies or agencies, specifically including Chapter 139.50 and 141 of the Minnesota Civil Rights Ordinance and the Rules and Regulations as applicable.
The University of St. Thomas will not discriminate against or harass any employee or applicant for employment because of race, color, creed, religion, ancestry, national origin, sex, sexual orientation, disability, age (40 and over), marital status, or status with regard to public assistance. With respect to religion and creed, as permitted by law, the university reserves the right to exercise discretion in employment decisions to employ persons who share and are committed to the values and mission of the university.
The University of St. Thomas will take Affirmative Action to ensure that all employment practices are free of such discrimination. Such employment practices include, but are not limited to: hiring, upgrading, demotion, transfer, recruitment or recruitment advertising, selection for lay-off, disciplinary action, termination, rates of pay or other forms of compensation, and selection for training including any future apprenticeships or internships. We will provide reasonable accommodation to applicants and employees with disabilities.
The University of St. Thomas prohibits the harassment of any employee or job applicant on the basis of their protected class status.
The university affirms the value of cultural diversity for all students and employees.
The University of St. Thomas fully supports the incorporation of nondiscrimination and Affirmative Action rules and regulations into contracts.
The University of St. Thomas will evaluate the performance of its management and supervisory personnel on the basis of their involvement in achieving Affirmative Action objectives in addition to other criteria. Any employee of this university, or sub-contractor to this university, who does not comply with the Equal Opportunity Policies and Procedures as set forth in this statement and plan may be subject to disciplinary action.
The University of St. Thomas has appointed Dr. Susan Alexander, Executive Advisor to the President, to manage the Equal Employment Opportunity Program. Her responsibilities will include monitoring all Equal Employment Opportunity activities and reporting the effectiveness of this Affirmative Action Program, as required by Federal, State and Local agencies. If any employee or applicant for employment believes he/she has been discriminated against, please contact Susan Alexander at 651-962-6031 or the Dean of Students.
Student employees may file a grievance if they feel a term or condition of their employment has been violated.
Students are encouraged to deal with conflicts with the supervisor(s) directly, to the point with which they are comfortable.
If the conflict is not resolved within the department, the student may contact the Human Resources Department to further pursue their concern and/or bring the grievance to the Dean of Student Life. Refer to the Student Policy Book for further information.
Technology Policies and Standards
The Department of Information Resources and Technologies (IRT) has established guidelines for the use of the telecommunication system, computer software and hardware on campus. You can view the guidelines online or contact IRT at email@example.com.
Sexual Harassment Policy and Procedure
Sexual harassment is a form of misconduct that may compromise the integrity of human relationships, can affect employee morale and performance, and can threaten the sense of security and well-being of all individuals. Sexual harassment can undermine the atmosphere of trust and respect that is essential to creating and maintaining a healthy working and learning environment.
The university has adopted a policy designed to investigate and resolve such claims in a direct and thorough manner while respecting the rights of all parties involved.
Harassment & Workplace Violence
The University of St. Thomas prohibits behavior that is disrespectful or harassing to another individual. Such behavior is demeaning, destructive and causes isolation to the individual(s) who are targeted and creates an environment that is not true to the university's mission. As a Catholic university committed to Judeo-Christian values, we expect all members of this community to treat one another with mutual respect and civility.
The following examples are illustrative of the types of behaviors that will not be permitted, but are not intended to be all-inclusive:
- Attacks or unwelcome physical contact directed at an employee, student, or visitor at the University.
- Verbal, physical, or emotional intimidation through the threat of force or violence toward the body, possessions or residence of a University community member.
- Verbal assaults, use of slang references, racial epithets, and jokes that demean and degrade any person due to their race, color, gender, culture, sexual orientation, national origin, age, ability, language competency, religious tradition, economic status; and verbal or physical portrayals which perpetuate stereotypic beliefs and attitudes.
- Non-verbal offensive behavior, hostile attitude, hostile or offensive gestures, graffiti, offensive written materials.
- The use of profanity or abusive language.
- The possession of firearms or other weapons on university property.
- Assault on a fellow employee, student, or visitor at the University.
Any university employee found to be in violation of this policy will be disciplined and could result in immediate termination of employment.
Any employee who believes he or she has been a victim of discrimination or harassment should report the behavior to his/her immediate supervisor or the Dean of Students. Action will be taken in a timely manner to follow-up on your complaint. If your complaint is not resolved to your satisfaction, the formal grievance process may be initiated.
Hate Crimes & Bias-Motivated Incidents
The University of St. Thomas continually strives to meet the highest standards of respect and civility that are both implicit and explicit in its vision, mission, and convictions. It is the university’s goal that no member of the University community shall be subject to any physical or verbal harassment, abuse or violence based on the individual’s race, color, gender, sexual orientation, age, national origin, religion or physical or mental disability. The value placed upon human dignity and diversity should be interpreted as augmenting, not infringing upon, “freedom of expression”, or “academic freedom.”
As a result, the university has adopted a policy and procedures designed to address claims of hate crimes and bias-motivated incidents in a direct and thorough manner while respecting the rights of all parties involved.
HUMAN RESOURCES DEPARTMENT
- Current Student Job Openings
- Position Descriptions
- Forms Completion
- Pay Rates
- Timesheet Questions
- Paycheck Problems/ Questions
- Direct Deposit Form
- Student Tuition
- Deduction Form
- W-4 Form
OFFICE OF UNDERGRADUATE FINANCIAL AID
- Questions on Award Amounts
- Questions on Eligibility
INTERNATIONAL STUDENT SERVICES
- Questions o