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St. Cloud State University
Student Employment Handbook
DISCLAIMER
This edition supersedes all previous editions of the St. Cloud State University Student Employment
Handbook in both printed and on-line formats. Every effort was made to ensure that the information was
accurate at the time of publication.
Supervisors and student employees should consider the St. Cloud State University Student Employment
Handbook and the St. Cloud State University Human Resource Office
as the repositories of the most
current and accurate information.
All policies, schedules, and other information are subject to change without notice and do not constitute an
irrevocable contract between any student and St. Cloud State University.
EQUAL OPPORTUNITY STATEMENT
St. Cloud State University will provide equal education and employment opportunities to all persons
regardless of race, color, creed, sex, age, religion, marital status, sexual orientation, national origin, mental
or physical disability, status with regard to public assistance or physical disability, gender identity, or
gender expression or any other group or class against which discrimination is prohibited by state or federal
law. See Minnesota State Board Policy “
Equal Opportunity and Nondiscrimination in Employment and
Education."
DISABILITY ACCOMMODATION
St. Cloud State University is committed to fully complying with the
Americans with Disabilities Act
(ADA) for qualified persons with documented disabilities. In general, the SCSU policy calls for reasonable
accommodations to be made for employees with disabilities on an individualized and flexible basis. It is
the responsibility of the student employee with disabilities to make the need known and seek available
assistance. Contact the
SCSU Human Resources Office for additional information. Any student employee
who believes s/he has been subjected to discrimination should contact the Office for Institutional Equity &
Access.
Any student employee or supervisor who violates any portion of this policy may be subject to disciplinary
action, including termination.
(Original: 3/2015; Rev 3/2016; 4/2017; Nov 2017; 2/2019; 5/2019; 12/2019; 4/2020; 2/2021)
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TABLE OF CONTENTS
MISSION AND PURPOSE .......................................................................................................................... 5
GENERAL CONDITIONS .......................................................................................................................... 5
TYPES OF STUDENT EMPLOYMENT .................................................................................................... 5
ELIGIBILITY ............................................................................................................................................... 6
APPLYING FOR STUDENT EMPLOYMENT .......................................................................................... 7
Application Timeline ................................................................................................................................ 8
Job Fairs and Mock Interviews ................................................................................................................. 8
Nepotism: .................................................................................................................................................. 8
GETTING HIRED IN STUDENT EMPLOYMENT ................................................................................... 8
NOH (Notification of Hiring) ................................................................................................................... 8
Work Authorization .................................................................................................................................. 8
Payroll ....................................................................................................................................................... 8
Payroll forms ............................................................................................................................................. 8
Verification of F-1 .................................................................................................................................... 9
WORK SCHEDULES .................................................................................................................................. 9
WORK ASSIGNMENTS ........................................................................................................................... 10
TIMESHEETS ............................................................................................................................................ 11
PAYROLL .................................................................................................................................................. 11
WAGE RATES AND WORK AWARDS .................................................................................................. 12
PERFORMANCE ....................................................................................................................................... 12
TERMINATION OF EMPLOYMENT ...................................................................................................... 14
Work Authorization ................................................................................................................................ 14
Changing Work Assignments ................................................................................................................. 14
Misconduct:............................................................................................................................................. 14
Right to Appeal ....................................................................................................................................... 15
STUDENT EMPLOYEE RESPONSIBILITIES ........................................................................................ 15
Code of Conduct and Professionalism .................................................................................................... 15
Sexual Harassment and Workplace Violence ......................................................................................... 15
Confidentiality ........................................................................................................................................ 16
Workplace Rules and Policies................................................................................................................. 16
GETTING HELP ........................................................................................................................................ 18
HANDBOOK INSET FOR SUPERVISORS/EMPLOYERS .................................................................... 19
Student Allocation .............................................................................................................................. 19
Job Postings ........................................................................................................................................ 19
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Hiring .................................................................................................................................................. 19
Increase to Wage Rate......................................................................................................................... 20
Increases to Work Award .................................................................................................................... 20
Work Assignments .............................................................................................................................. 20
Personnel Records ............................................................................................................................... 20
Orientation .......................................................................................................................................... 21
Training ............................................................................................................................................... 21
Motivation ........................................................................................................................................... 21
APPENDICES ............................................................................................................................................ 23
APPENDIX A: Off-Campus Work Study Program Guidelines ................................................................. 24
APPENDIX B: Nepotism Documentation Form: Supervisor or Manager ................................................. 25
APPENDIX C: (Sample) Notification of Hiring (NOH) (red boxes are required fields) ........................... 26
APPENDIX D: Entering Work Authorizations .......................................................................................... 27
APPENDIX E: Direct Deposit Instructions and Screen Shots .................................................................... 28
APPENDIX F: Verification of F-1 Student Employment ........................................................................... 30
APPENDIX G: Falsification of Timesheet Record .................................................................................... 31
APPENDIX H: Performance Evaluation and Plan Development Tips ....................................................... 33
APPENDIX I: Disciplinary Action Checklist for Supervisors ................................................................. 34
APPENDIX J: Student Employee Corrective Action Notice ................................................................... 36
APPENDIX K: Access, Data Security, and Confidentiality Practices ....................................................... 37
APPENDIX L: Confidentiality Statement (Sample)................................................................................... 38
APPENDIX M: Campus Resource Contacts .............................................................................................. 39
APPENDIX N: Student Employment Budgets and Cost Centers (On-campus) ......................................... 40
APPENDIX O: Work/Project Tips for Student Employees during Slow Times ........................................ 41
APPENDIX P: Getting to Know You… ..................................................................................................... 42
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MISSION AND PURPOSE
The St. Cloud State University Student Employment Program is designed to develop students’ personal
and lifelong, transferable career skills through substantive employment. This can be accomplished by
providing meaningful learning opportunities along with varied employment options to assist students with
their educational expenses and goals.
The student employment program
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has the following objectives:
• To provide a broad range of job opportunities that provide leadership, career/professional
development, transferable life skills and personal growth for student employees.
• To provide employment opportunities in jobs which are vital to the operation of the University.
• To provide, whenever possible, employment that reinforces the student's educational program.
• To provide employment that can assist with educational costs.
• To provide a positive experience that can serve as a favorable future reference.
GENERAL CONDITIONS
This handbook is established to provide a framework for the fair and equitable treatment of all student
employees and a greater understanding of the student employment program requirements and expectations.
We hope that the guidelines, rules, and policies outlined herein will be of great assistance as you navigate
the St. Cloud State University Student Employment Program. This handbook will not cover every
employment scenario or policy; therefore, it is up to each student employee and supervisor to be aware of
compliance standards or policies specific to the area in which they work.
TYPES OF STUDENT EMPLOYMENT
There are four types of student employment with various funding sources. It should be noted that
regardless of the funding source of their wages, all student employees are part-time employees, hired and
working under federal and state labor laws and Minnesota State policies. Students may work in a variety of
on-campus departments, as well as approved off-campus non-profit partnering agencies and elementary
schools. Following are the four types of employment available to students:
1. College Student Employment (on-campus work study): These positions are funded by work study.
Since work study funding is a need-based funding source, students must first have applied for
financial aid by completing the
Free Application for Federal Student Aid (FAFSA) to determine if
they qualify. Funds are limited, so students are encouraged to complete their FAFSA early
(October) each year. While students may work during the summer (see
Eligibility section), work
study funding is not available for summer employment. On-campus departments must use their
departmental student salaries for summer employment. Off-campus community partners have the
option to hire SCSU students directly onto their agency/school payroll during the summer.
For qualifying students, a work study award is listed on the financial aid award notification and
represents the maximum of potential earnings for a specified term. It is not a grant or a
guaranteed amount; students must work the hours to earn the work award. For example, if a
student qualifies for a $1650 work award and works 100 hours at $10.00, the student will only
receive $1,000 of the total $1650 award. The remaining $650 will go unearned (unused).
Work study earnings are considered income earned from work and are reported on the student’s
year-end W-2. For those filing taxes, these earnings must be reported on federal and state income
1
Resource: “An Informal History of Student Employment” www.brockport.edu/career01/informal.htm (Rick
Kinkaid, SUNY College-Brockport)
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tax returns. These earnings are also a credit on the FAFSA and should also be reported as wages
when completing the FAFSA for the next year.
Students must maintain minimum requirements of the
Satisfactory Academic Progress (SAP)
policy to be eligible for federal or state work study funds.
2. Community Service Positions (off-campus work study): These positions are funded in part or
whole by work study and require students to complete the FAFSA to determine eligibility.
Students must meet all work study eligibility requirements listed under “College Student
Employment” (above) in order to be eligible for off-campus work study positions.
For literacy and mathematics tutors in off-campus approved community schools, the spring work
award may be extended to coincide with the completion of the district’s academic year for
elementary and secondary school. A request to extend a student’s work award into the summer
must be made by the supervisor to the SCSU Financial Aid Office, which will approve or deny the
request. For more information about the Off-campus Work Study Program see APPENDIX A
.
3. University student salaries (on-campus, non-work study): This is a non-need based funding source
for on-campus positions. Students do not need to complete the FAFSA, have financial need, or be
making satisfactory academic progress in order to be paid through University student salaries.
4. Graduate Assistantships (only eligible graduate students): Graduate assistantships are
academically-related employment appointments reserved for graduate students and funded through
University resources. A student must be admitted to the School of Graduate Studies and be
registered each term of the appointment. International students and U.S. citizens and residents are
eligible to apply. Fifth-year certificate, graduate certificate and language admission students are
not eligible for graduate assistantships.
Sometimes students will seek employment in the community at area businesses. These positions are
independent of the University; however, SCSU does allow employers to post jobs on the online
recruitment system, Handshake
. Information contained in job postings is the sole responsibility of the
employer who submits the listing(s). The University makes no representations, endorsements, or
guarantees about any positions listed.
ELIGIBILITY
Eligibility to participate in the St. Cloud State University Student Employment Program must be
established annually since qualifications for eligibility can vary depending on time of year and student
status. It is important for students and hiring supervisors to understand the rules for eligibility so that they
can be efficient with the job search and hiring process. A student who falls out of eligible status (e.g.
dropping below the minimum credits or being out of compliance on a student visa), must stop working
immediately. Following are standard eligibility rules along with specific qualifiers for international
students and summer sessions.
Students:
• working during the academic year and who have earnings as of April 1
st
of each year will receive
priority hiring for the subsequent academic year.
• must be admitted to St. Cloud State University as a regular degree-seeking student or with
documented intent to enroll for the subsequent term.
• must be authorized to work in the United States.
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• must be enrolled in at least 6 credits (U.S. citizen/resident alien). See “International Students
”
section for specific requirements for international students.
• must make satisfactory academic progress if employed in work study funded positions.
• are limited to working 20 hours per week when school is in session
• attending St. Cloud Technical and Community College (SCTCC) are not eligible for student
employment at SCSU. These students should contact the SCTCC Financial Aid Office about
student employment opportunities.
International Students (non-resident alien):
• are not eligible for federal or state work study funding and therefore, cannot be hired in positions
that have this as a requirement.
• are not permitted to work off-campus without prior written approval of the St. Cloud State
University Designated School Official.
• must meet visa requirements.
• are limited to working 20 hours per week when school is in session because of visa regulations.
• are not eligible to work upon graduation.
• must be enrolled full-time during spring and fall semesters – 12 credits (undergraduate) and 8
credits (graduate).
• may work during the summer – see next section “Summer Employment
” for requirements.
Summer Employment:
• U.S. citizens and resident alien students may work during summer provided they are enrolled 6
credits during the summer term OR are already registered at least 6 credits for the upcoming fall
semester. A student who graduated after spring semester can work during the summer term
without summer enrollment.
• Salaries must be paid through University salaries since work study cannot be used for summer
employment.
• International students must be enrolled full-time for the spring semester AND be enrolled full-time
for the upcoming fall semester. See “Financial Aid Enrollment Requirements” at
https://www.stcloudstate.edu/srfs/policies/default.aspx.
• International students graduating spring semester and not enrolled for the minimum number of
credits fall semester have their employment end on the last day of the spring semester.
• Work study funds cannot be used for summer employment.
Questions about summer or international student employment may be directed to Dan Swan, SCSU
Payroll, (320) 308-4005, dwswan@stcloudstate.edu.
APPLYING FOR STUDENT EMPLOYMENT
Students can create a profile, upload their resume, and review job opportunities online at Handshake
.
Many employers use Handshake to recruit for their open positions so it is important that students’ profiles
and resumes are kept current. When seeking employment, students are encouraged to carefully read each
job posting to find positions that best match their interests, skills, abilities, and schedule. The application
and hiring process can be competitive, especially for positions that are in high demand (e.g., academic
offices, library, computing services). It is therefore advantageous to apply for multiple positions and
follow up with the hiring supervisor within one week of application.
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Application Timelines: From July 1
st
through September 30
th
, most on-campus and off-campus approved
partnering schools or agency positions are restricted to students who received work study on their financial
aid award notification. For students who were awarded work study as part of their financial aid package,
complete instructions about how to find a job will be included on the their financial aid award notification.
By October 1
st
, all open positions will be available to all eligible students online at Handshake.
Job Fairs and Mock Interviews: In addition to the online job system, SCSU offers a number of job fairs,
career events, and student employment services to help in the employment search. The SCSU Career
Center provides students with opportunities to meet employers, gain knowledge about job search etiquette,
write or review their resume, learn about dress codes, and prepare for jobs or internships. Students can also
participate in mock interview sessions, on-campus recruiting events, and interviews offered by various
employers throughout the year. Students are encouraged to visit the Career Center
for more information
and interview schedules.
Nepotism: Applicants for employment cannot be denied employment opportunities because of their status
as a family or household member of another employee. However, employees cannot directly select, hire,
supervise, review employment performance, or make decisions of compensation for any member of their
immediate family or household. This does not limit an employee from making a recommendation on
personnel matters concerning a family or household member. For more details about the nepotism policy,
procedure, and exceptions, see Minnesota State Board Policy 4.10 and Procedure 4.10.1. The Minnesota
State procedure states that any exceptions granted under this procedure need to be documented and kept in
the Human Resources Office. The approved form for this documentation can be found in APPENDIX B.
GETTING HIRED IN STUDENT EMPLOYMENT
Students cannot be issued an e-timesheet, begin working, or receive pay without the properly completed
documentation including:
NOH (Notification of Hiring): Whether renewing employment in the spring or being hired for the first
time, students (except Graduate Assistants or Community Advisors) must complete a Notification of
Hiring (NOH) form with the hiring supervisor and return the signed NOH to the Financial Aid Office.
Information from the NOH will be used to prepare a work authorization for the student. The Financial
Aid Office will email a link to the NOH form to supervisors in the spring of each year. A sample NOH
can be found in
APPENDIX C.
Work Authorization: Using the submitted NOH, the Financial Aid Office will prepare a work
authorization. Work authorizations are initially emailed in late July - one copy to the student and one
copy to the hiring supervisor. Work authorizations are prepared on a rolling basis throughout the year
as students are hired. The work authorization includes the department, supervisor contact information,
pay rate, maximum work award for the student (actual amount earned will be determined by on-
campus hiring supervisor), object code, and employment period for the student for the particular
position. The supervisor (on-campus positions) and SCSU Business Services (off-campus positions)
will enter the Work Authorizations in the ISRS database. See “Entering Work Authorizations”
APPENDIX D.
Payroll: Students working on-campus on in an approved off-campus partnering community
agency/school will complete their e-timesheet, available on the student’s e-Services account.
Payroll forms: Students must have completed payroll forms (see below) before an e-timesheet will be
available in their e-Services account. See SCSU Business Services Office for forms and instructions.
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Payroll forms must be completed within three (3) days of hire. Employment forms without the correct
supporting documentation will be returned to the department (on-campus) or held until the required
information is received (off-campus community partners). Students may not begin working until
these payroll forms and supporting documentation are accurate and complete.
• Form I-9 Employment Eligibility Verification (DHS-U.S. Citizen and Immigration Services) with
supporting documents. All employees (citizens and non-citizens) hired after November 1, 1986
and working in the United States must complete Form I-9. Students must provide original
documentation to verify employment eligibility and proof of identity on or prior to their first day
of work. The most commonly used documents for this verification are driver’s license and a social
security card or original birth certificate.
• Form W-4 Withholding Certificate (Internal Revenue Service). Student earnings are subject to
federal and state income tax withholding, and therefore students are required to complete a
Form
W-4.
• Tax Reciprocity (optional). Minnesota has income tax reciprocity agreements with Michigan and
North Dakota. This means that students who return to their residence in Michigan or North Dakota
at least once a month do not have to pay Minnesota income tax on their wages earned in
Minnesota, but rather pay tax on those wages to their state of residence. To take advantage of tax
reciprocity, a Reciprocity Exemption/Affidavit of Residency (MWR)
form must be completed by
February 28
th
of each year to keep Minnesota tax from being withheld from your wages.
• Direct Deposit (optional). Students may opt to have their payroll earnings deposited directly into a
checking or savings account at a bank or credit union of their choice. Students sign up for Direct
Deposit through their SCSU e-Services account. See APPENDIX E
.
Students must have a valid social security number (SSN) to complete the employment forms. A
receipt
2
from the Social Security Administration stating that the student has applied for the SSN is
acceptable documentation. A copy of the receipt must be submitted along with the I-9.
Verification of F-1: Departments that employ international students who do not yet have a social
security number must complete the “Verification of F-1 Student’s Employment on Campus”
(
APPENDIX F) This form is approved for use by the Social Security Administration and must be
printed on the hiring department’s letterhead. The hiring supervisor should complete section 1 and the
student should return it to the Center for International Studies – International Student and Scholar
Services.
WORK SCHEDULES
Student employees are expected to contact the supervisor listed on the Work Authorization to establish a
mutually agreed upon work schedule and to discuss details of the position. If a student has a work study
award, it becomes even more important to coordinate the schedule to ensure every effort is made to earn
the full work award since any remaining award not earned through worked hours is forfeited. The hiring
supervisor for an on-campus department will determine how many hours a student can work during a
semester based on its budget.
2
The SSN receipt expires 90 days from the date of hire. (http://www.uscis.gov/sites/default/files/files/form/m-
274.pdf)
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Student employees are expected to give careful and conscientious service to the department or agency in
which they are hired. It is important for student employees to remember that the supervisor and department
are counting on them to be reliable and dependable to work the scheduled hours. It is equally important for
supervisors to schedule in such a way as to promote student success. Following are rules and tips to assist
with successful scheduling:
• Students should provide the hiring supervisor their class schedule to ensure that the student
employee is not scheduled to work during class time.
• Supervisors should be as consistent as possible so students can plan accordingly, yet also as
flexible as possible when it comes to students’ academic commitments.
• International students are limited to 20 hours per week per visa regulations. International students
are responsible for monitoring their hours, but supervisors can help through proper scheduling.
Non-compliance with visa regulations can be quite serious and may result in termination of
employment or exposure to possible deportation for the student.
• Limit work to 20 hours per week while classes (including finals week) are in session and not more
than 8 hours in one day. Students may be employed in more than one position, but may still only
work a combined total of 20 hours per week across all positions. The Financial Aid Office will
need to know the hours worked in each position to allocate the work award accordingly.
• During semester breaks, when classes are not in session, and during the summer months, eligible
students may work up to 40 hours per week. For those in work study, there must be unearned work
award remaining in the term. A “Full-Time Student Employee” hire form, available in the
Business Services Office
, must be completed and returned to the SCSU Payroll Office.
Supervisors should keep in mind that students working more than 30 hours per week (or 60 hours
per pay period) and/or who are enrolled fewer than six credits during summer, are subject to FICA
and Medicare. Departments and off-campus community partners are responsible for the employer
match portion of FICA and Medicare tax.
• Maintain a system for scheduling and verifying hours that can be used to track attendance for
performance evaluation purposes.
Work study regulations do not allow a student to work during the time s/he should be in class. If classes
are cancelled (e.g., inclement weather) and it is documented, it is permissible for the student to work
during what would have been class time.
WORK ASSIGNMENTS
Student employees should be provided a thorough and current job description to set expectations. This,
along with instruction and training, will help them perform their job duties in a satisfactory manner. Job
descriptions should include:
• Job title, department/agency, and contact person or supervisor
• Length of the position and expected work schedule
• Description of the position along with specific duties and responsibilities
• Minimum qualifications, skills, or requirements
• Evaluation process and frequency
Federal work study regulations only allow students to be paid for time actually worked; therefore,
students should not be studying or doing personal activities while signed in for their shift. Student
employees should check with their immediate supervisor for their work assignments each day.
Work assignments must be job-related to the University or the off-campus community partnering
agency/school and should not be duties unrelated to their written job description (e.g., non-college
business projects of the supervisor, running personal errands, or completing personal tasks of the
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supervisor). If there is not sufficient substantive employment to do during the scheduled shift, the
supervisor may ask student employees to leave early.
Additionally, students may not volunteer in a paid position once they have earned their work award.
Violation may jeopardize future approval of work study funding for the supervisor, the department,
or both.
TIMESHEETS
Student employees will track their work hours online through an electronic timesheet (e-timesheet),
available on the student e-Services account, after they have completed the required forms (I-9 and W-4)
and have a work authorization. The department (on-campus positions only) or the St. Cloud State Business
Services Office (approved off-campus positions only) will create the work authorization activating an e-
timesheet.
Supervisors must verify hours worked via the e-timesheet system before hours can be processed for
payment. Students and supervisors in off-campus positions will work with the SCSU Business Services
Office to activate the e-timesheets.
Following are rules and tips to assist with successful e-timesheet processing:
• Students are expected to log in at the beginning and end of each work shift on the e-timesheet
system. Hours must be recorded daily and to the nearest quarter of an hour.
• Work study e-timesheets and payroll records are subject to audits and program reviews for
compliance so student employees and supervisors are expected to ensure that students are only
paid for hours actually worked (no sick leave, vacation, or holiday pay).
• Students must record only their own hours worked. They should not record hours, punch in/out, or
sign another employee’s e-timesheet. Doing so may result in termination.
• All hours worked during a pay period must be processed for that pay period. It is not legal to hold
back hours until a following pay period to keep total reported hours at or under 40 hours.
• Every effort should be made to complete e-timesheets accurately, but occasionally errors may
occur. Refer to the Minnesota State Student Payroll Supervisor Train the Trainer Guide
(PDF) for
assistance if modifications or corrections need to be made to time reported.
• E-timesheets are due on Wednesdays by 4:00PM one week prior to the pay date. See the State of
Minnesota payroll calendar
for pay dates. Missing the deadline dates and times may require a
written justification from the supervisor and those e-timesheets will be processed the following
pay period. TIP: Processing multiple e-timesheets in one pay period will result in higher gross
earnings thus more in taxes withheld from the student’s payroll.
• Fiscal year-end e-timesheets submitted late cannot be charged to the work study account and will
be charged to the individual department account.
Falsification of e-timesheet records: Falsification of hours, padding an e-timesheet, or forgery of a
supervisor’s signature is theft and grounds for immediate dismissal and could also jeopardize future
approval for the student to receive work study. In addition, students may be subject to conduct review
under the University’s Student Code of Conduct. See “Prohibited Conduct” in the
Student Handbook:
Student Code of Conduct. See APPENDIX G for Falsification of Timesheet Record procedure.
PAYROLL
Students are paid every two weeks (generally every other Friday) on the same payroll schedule as all State
of Minnesota employees. Payroll is processed every other Wednesday for the pay period ending on the
preceding Tuesday. Students may opt to have their pay direct deposited through an electronic funds
transfer (EFT) (recommended) or mailed as a paper check to the address listed in their SCSU e-Services
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profile. Addresses and other profile information can be updated in e-Services under the “Address
Management” tab. Pay statements for direct deposit may be viewed and printed from the student’s e-
Services account as well.
Unclaimed Paychecks: Under the Minnesota State Work Study Program, if SCSU attempts to disburse a
state work study payroll check or EFT transaction and the check is returned to the institution or the EFT
transaction is rejected, the institution may make additional attempts to disburse the funds to the student. If
the payroll check or EFT transaction is not claimed by the student within one year of the date it was issued,
it can be presumed to be abandoned and must be reported and turned over as abandoned property in
compliance with Minnesota Statutes 345.39 Subd. 3 and 345.41. If the student cannot be located and the
student’s state work study payroll check or EFT transaction is reported and turned over to the Minnesota
Department of Commerce as abandoned property, the Minnesota State Work Study Program
requires that
the funds remain in the state’s general fund if they are not claimed by the student.
WAGE RATES AND WORK AWARDS
Students must be paid at least the Minnesota minimum wage rate
.
• The base rate of pay for on-campus positions is Minnesota minimum wage
. Contact the SCSU
Business Services Office for exceptions to this policy or to document justifications for wage
increases due to additional job duties, licensure, or supervision.
• The base rate of pay for off-campus positions in approved partnering schools and agencies must
be at last the Minnesota minimum wage rate
and can be higher than the minimum based on
prevailing industry wages and in consultation with the Financial Aid Office.
In general, lump sum payments are not allowed. NOTE: Undergraduate students paid through federal
work study funds must be paid on an hourly basis only. Graduate students may be paid hourly or a
salary.
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IMPORTANT: Federal regulations do not allow pay rates to be based on need or any other factor not
related to the student’s skills or job description. In other words, a pay rate cannot be established in order
for the student to earn his/her work award.
PERFORMANCE
Performance Evaluations: After the student is given initial orientation and training, it is important to
assess the student’s understanding and performance of the position. This evaluation will also help
determine whether the orientation and training provided were sufficient to clearly communicate and
demonstrate the expectations.
Students should at minimum receive a formal, written evaluation at least once per year. Departments may
choose to use their own evaluation format as long as it sufficiently addresses the same minimum
evaluation components as the Financial Aid Office’s evaluation form. It is recommended that supervisors
complete a written evaluation of the student’s performance at the following time intervals:
• within 30 days of hire (informal with documentation or formal evaluation form)
• at the time of any pay increases and/or promotions (written)
• at the end of each semester (written)
• at the time the position is terminated (written)
3
Federal Study Aid Handbook https://ifap.ed.gov/fsahandbook/attachments/1819FSAHdbkVol6Ch2.pdf
13
The supervisor should meet and discuss the evaluation with the student employee. Both the supervisor and
student employee should sign and receive a copy of the completed evaluation. Ongoing, informal
evaluations should be done occasionally to ensure that students are being appropriately mentored in their
position and are abiding by the expectations of the position and department.
Issues and Concerns: Upon completion of an evaluation, whether formal or informal, a supervisor may
identify issues or areas of concern. These can be addressed by taking these steps:
1) identify the concern or problem;
2) ask for and listen to the student employee’s perspective of the situation;
3) ask how you can help the student employee successfully correct the issue;
4) ask about any roadblocks preventing him/her from achieving the expectation;
5) establish a time frame for review of the expected performance; and
6) document in writing the conversation and plan.
Poor Performance: When job performance does not meet job expectations, using the CEDAR method
4
can help the student get back on track with job performance and the supervisor back on track with the
departmental needs. For more tips on improving performance and developing performance action plans,
see
APPENDIX H.
C: clarify the performance the supervisor expects to see
E: explain to the employee how s/he is actually performing
D: the difference between the two (C and E)
A: agree on steps to fix the problem
R: review the outcomes
Poor or unsatisfactory work performance may be grounds for discharging a student employee and
may include, but not be limited to:
o Failure to report to work without notifying supervisor
o Continual absences from work
o Tardiness without notifying supervisor
o Failure to perform job duties or to follow reasonable requests by supervisor
The supervisor should systematically address the poor performance or unsatisfactory work with the
student employee in an effort to improve job performance in a supportive, educative manger. When the
CEDAR method (above) has been unsuccessful, the supervisor should conduct and document a
thorough investigation before implementing any disciplinary action or terminating a student’s
employment (see APPENDIX I
“Disciplinary Action Checklist for Supervisors”). The following are
suggested progressive disciplinary steps to address and correct poor performance:
• Verbal warning. The supervisor will provide the student employee a verbal warning of what
expectations of the position are not being met, what the expected job performance behavior is,
and a minimum of one week of scheduled shifts to correct the behavior. Verbal should be
written and documented, and preferably signed by the supervisor and employee.
• Written warning: If the performance issue persists, the supervisor will provide the student
employee a written warning of the job expectations that are not being met, the expected job
performance behavior, and a minimum of one week of scheduled shifts to correct the behavior.
A written performance plan should be developed and signed by both the student employee and
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www.serviceskills.com October 15, 2014 http://www.telephonedoctor.com/management-development-
library/fixing-performance-problems/
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the supervisor. The student employee’s refusal or failure to sign the written warning after at
least two attempts are made and documented by the supervisor, may still result in termination
of the student employee from the department.
• Termination: If the verbal warning, performance plan, and written warning(s) fail to produce
improved performance, the supervisor may choose to terminate the employee. The supervisor
is encouraged to notify and consult with the Financial Aid Office if there are student job
performance issues which might lead to termination. The supervisor should document the
results of this consultation on the student’s evaluation.
TERMINATION OF EMPLOYMENT
Termination of Employment Assignments: Termination of work assignments may be voluntary or
involuntary based on fulfilling the terms of the work authorization, job satisfaction or job performance, or
budget constraints or misconduct. In addition to the performance issues addressed in the previous section,
following are some other reasons for termination.
Work Authorization: Once the student has completed the work authorization either because it is the
end of the term or because the full work award has been earned, the work assignment is terminated. If
the department has additional University student salaries in the department budget, the student may be
able to move to the department’s main payroll. The same is true for students working in off-campus
community partnering agencies/schools. If the off-campus community partner would like to transfer
the student to its main payroll, that is an option with the pre-approval of the site supervisor. The
student would then become an employee of the off-campus site.
Changing Work Assignments: Students generally work in a department or agency for at least one
semester. Students are allowed to transfer to another department or agency if the position proves
unworkable due to schedule conflicts, departmental needs, or availability of the student based on
academic commitments. A student may terminate a particular employment assignment or request a
different position by providing a minimum of one week notice to the department or agency supervisor
in order to allow ample time to secure a replacement. The student should also notify the Financial Aid
Office and the Business Services Office so employment assignments can be updated. A new NOH
form must be completed and submitted to the Financial Aid Office if the student is hired in another
position.
Misconduct: There are some specific behaviors or offenses that may result in termination. See “
Poor
Performance” section regarding the steps for progressive discipline that should be followed prior to
termination of a student employee due to performance.
Of particular concern is objectionable or willful misconduct in the workplace and not merely a mistake or
an act of negligence. Student employees may be dismissed upon a review to determine that the accusations
are accurate and after the student has an opportunity to respond to the accusation(s) with the supervisor.
Serious misconduct includes, but is not limited to:
• Wanton, malicious, or excessive disregard for the safety of others
• Attempts to financially defraud, including: falsifying timesheets for hours not actually worked;
altering a timesheet already signed by a supervisor; or forgery of a supervisor’s signature
• Unauthorized release of confidential information/breach of confidentiality, including tests, grades,
phone numbers, and addresses
• Unauthorized access to data or University system
• Falsification of documents or other forms of misrepresentation
15
• Theft
• Vandalism of University property
• Violation of SCSU’s Drug Free Work place policy
• Significant levels of insubordination or continued insubordination after the supervisor has
addressed it to the student employee
• Verbal abuse or intimidation/threatening behavior or harassment
• Harassment or violence against others in the workplace
Written notification will be provided to the student employee in the case of discharge from employment.
See APPENDIX J
for a sample of a Corrective Action Notice.
Dismissal for misconduct carries a minimum penalty of the loss of student employment eligibility for one
semester. Students have a right to appeal the termination. If the appeal indicates that termination is not an
appropriate consequence for the misconduct, a written warning, performance plan, or other requirements
may be assigned.
Right to Appeal: The student employee may appeal the supervisor’s decision to terminate by providing
clear written explanation and documentation of the circumstances leading to the termination. The appeal
may be submitted either to the direct supervisor, the supervisor’s manager, or to the Financial Aid Office
and must be submitted within three (3) business days of the termination. Failure to file an appeal within
three (3) business days constitutes a waiver of any right to appeal.
The student employee will receive a written response to the appeal within six (6) business days of its
submission. If the appeal is denied, the student employee may file a second appeal, which must contain
new information (not repeated or rephrased information of what was provided in the original appeal) to be
reviewed by a committee, which may include representatives of other offices (e.g. Human Resources or
Student Life and Development). Student employees may request a personal meeting with members of the
review committee, and may have an advisor of their choice attend this meeting. Student employees will
receive a written response within six (6) business days. The decision of the second appeal is final.
STUDENT EMPLOYEE RESPONSIBILITIES
Code of Conduct and Professionalism: Accuracy, confidentiality, professionalism, and positivity are all
highly valued both with the public and our campus community. Thus, student employees are expected to
exhibit these values as representatives of the University in the department or partnering community
agency/school in which they work.
All students must abide by St. Cloud State University (SCSU) Student Code of Conduct. Violations of this
code may impact a student’s employment. Another great resource for understanding conduct is the
Minnesota State Code of Conduct training module. Instructions for accessing this training can be found on
D2L Brightspace under “My Courses > Semesterless” and also under “Required Training” at SCSU
Human Resources New Employee. Students are encouraged to complete the online “Private Data” course
available on D2L Brightspace.
Sexual Harassment and Workplace Violence: While violence, sexual violence, and harassment are
prohibited in the Student Code of Conduct, SCSU has a goal of achieving a work environment free from
threats and acts of violence of any type, from any source. This includes threatening or violent actions by:
employees directed against other employees, employees directed against students or visitors, or students or
visitors directed against employees.
16
A person found responsible for sexual harassment, discrimination and related behaviors, and/or assault
may be subject to complaints and disciplinary sanctions under SCSU’s established procedures or the
University Student Code of Conduct. Disciplinary action may include but not be limited to: probation,
suspension, expulsion, or discharge. Since these are also criminal behaviors, the individual may have
consequences within the criminal justice system.
Confidentiality: No matter what department or work area in which a student is employed, all student
employees must protect the confidentiality of what is seen, read, or heard while performing their duties.
Some directory data is public and may be shared openly unless a student has “opted out” by completing a
Request to Restrict Directory Information Disclosure form
. Items defined as directory information are
listed at SCSU Office of Records and Registration. Opt-out data and other data that are not directory
information may be sensitive, private, and/or confidential such as dates of birth, campus ID numbers,
grades, and social security numbers. These data must not be discussed outside the office or with anyone
who does not have a legitimate need to have the data. Students and supervisors must work together to
ensure there is a complete understanding of the confidential data specific to their work area and who
should have access to that data. See
APPENDIX K for more information. Supervisors may also require
employees to sign a confidentiality statement as an additional measure to ensure this mutual
understanding. For a sample confidentiality statement see
APPENDIX L.
A violation of confidentiality may be grounds for immediate dismissal and may result in a referral to the
SCSU Student Conduct Program
.
Following are some best practices to help employees protect sensitive, private, and confidential data:
• Never leave items face up on desks, work stations, or front counters.
• What you see, hear, or overhear stays in the department unless there is a need to share with others
in serving the student, staff/faculty, or campus guests.
• Minimize your computer screen when you leave your work station so it cannot be read by others.
(A simple way to minimize all windows is to click on the vertical bar in the lower right hand
corner of your screen.)
• As much as possible, do not use a student’s name or identifying information when discussing a
student’s situation when non-staff members are present.
• Complete the D2L Brightspace training
entitled “Public Jobs—Private Data.”
Workplace Rules and Policies: Departments and/or off-campus partnering agencies/schools may have
different protocols when it comes to workplace expectations. These rules and policies will likely be
covered during orientation and training, but student employees should not hesitate to ask if they are unsure
about the expectations in their specific work areas. Following are rules specific to most SCSU positions:
• Personal Interactions: Visiting with friends during work hours should be kept to a minimum and
employees should discourage friends from lingering around their work place.
• Computer Use: Department e-mail accounts are limited to work related duties. Facebook and other
similar social networking programs are not to be accessed from office computers. Personal use
(homework, email, etc.) of office computers will only be permitted after all work assignments
have been completed and with prior approval of the student employee’s immediate supervisor. See
Minnesota State Board Procedure 5.22.1
“Acceptable Use of Computers and Information
Technology Resources.”
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• Telephone Use: Limited phone calls from department telephone lines are permitted only if
necessary and with the prior approval of your immediate supervisor. Personal cell phone calls and
texting are not permitted during your time at work. Cell phones and other electronic devices
should be placed on silent mode and stored during your shift. In cases of a personal emergency
where it is necessary to have access to your cell phone, please notify your supervisor in advance.
• Attendance and Absences: Employees are expected to be signed in or punched in (departments
using a time clock) and ready to begin their shift on time. If there are factors preventing a
student employee from making it to the scheduled shift on time (e.g., a flat tire or lost keys) or
at all (e.g., a legitimate illness or death in the immediate family), the immediate supervisor must
be notified as much in advance as possible using the communication methods utilized by the
department. Events such as study groups, mid-term or final exams, or absence during breaks are
considered foreseeable events; the student employee should give adequate advance notice to the
supervisor for these events. Accommodations or schedule changes may be made, and while a
supervisor may attempt to do so, there is no guarantee of the opportunity to make up missed
hours. Abuse of absence policy and excessive lateness may result in dismissal from the work
assignment. Frequent absences or tardiness can result in the student not earning his/her full
work award since students may only be paid for hours actually worked.
• Time Off: Students are not eligible for holiday, vacation, or sick pay. Students are not paid for
shifts not worked because of school closings (i.e. weather-related closing/building closing). If a
student employee knows in advance of a need for time off work, the student may request it with
the supervisor. Departments may require that the request be done in writing. They may also
expect the student to find a replacement for a missed work shift. Students should become
familiar with the time off policies in their specific work area.
• Religious Observances: The department will make a good faith effort to accommodate work
schedules for student employees’ religious observances. Student employees should
communicate with their supervisor about any potential scheduling conflicts due to religious
holidays or other observances (e.g., Shabbat, Good Friday, daily prayer, etc.) See SCSU’s
Religious Observances Policy and Procedure for more information.
• Breaks: A fifteen (15) minute paid break is permitted for every four (4) hours of continuous
employment. Each break period should be preceded and followed by an extended employment
period. A thirty-minute (30 minute) unpaid break is permitted for every eight (8) hours of
continuous work. Student employees are permitted two, 15-minute paid breaks if they work a
continuous eight (8) hour shift.
Breaks may not be saved or “banked” to be used at a later time or be added to or subtracted
from the student’s scheduled work period. This would constitute padding a timesheet, is not
permitted, and may result in termination of the student employee or loss of department
allocation of student employment funds.
• Dress Code: Customers (students, families, guests, other University personnel) form
impressions of the University and the department based on their experiences with services
provided and how we present ourselves. An employee’s dress or attire is an important part of
these impressions.
Clothing should be tasteful and appropriate for the position. Some departments may require
uniforms, specific clothing (long pants, close-toed shoes), or specialized attire (e.g., steel-toed
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boots, safety glasses, lab coats) for the position. Some departments may also allow for or even
encourage showing Husky Pride through the wearing of SCSU apparel. If an employee is unsure
of the dress code standards, s/he should consult the supervisor for guidance.
Dress codes may vary from department to department. Following is a sample dress code of
generally accepted standards that will apply to most job positions:
o Apparel promoting other universities should be avoided.
o Shirts should be long enough to touch pants and have appropriate necklines. Underwear of all
types should not be showing and visible cleavage is not acceptable.
o Shorts and skirts need to be of appropriate length (just above the knee or longer).
o Pajamas are not acceptable work attire.
o Text or graphics must be appropriate with final approval by the direct supervisor.
o Tank tops (e.g., spaghetti straps, muscle shirts, halter tops) are not acceptable attire. This
includes strapless tops as well as dresses with spaghetti straps or no straps.
o Jewelry should be in good taste with limited visible body piercing.
o Some people (customers and co-workers) are allergic to chemicals in perfumes, colognes, and
lotions so wear these substances with restraint.
o Hats may not be appropriate in an office; however, may be required for certain positions. Head
covers required for religious purposes or to honor cultural tradition are allowed.
o Further dress codes may be required for specific positions or events.
• Inclement Weather: If classes are cancelled due to inclement weather, students may still report
to work if the work site is operating. If the University is closed due to inclement weather, the
student would ordinarily not report to work unless employed in an area that remains open (e.g.,
food service, residential life, and grounds/maintenance). In such cases, the student should
contact the supervisor to find out if s/he should still report to work. See the University policy
for Severe Winter Weather/School Closing.
• Vehicle Use: Some student employees, in the course of their work, may be required to drive SCSU
vehicles. The State of Minnesota policy requires anyone driving on state business is to receive
prior authorization of Eligible or Conditional rating. See Vehicle User Agreement
.
GETTING HELP
The contents of this handbook are to provide a greater understanding of the SCSU Student Employment
Program requirements and expectations; however, it may not be able to answer every question for every
employment scenario. There are many other available resources on campus for further guidance on topics
related to student employment, including but not limited to: Business Services Office, Career Center,
Center for International Studies, Financial Aid Office, and the Human Resources Office. See APPENDIX
M for a list of helpful Campus Resource Contacts.
19
HANDBOOK INSET FOR SUPERVISORS/EMPLOYERS
A supervisor has a challenging yet rewarding job. Supervisors are charged to support legal and ethical
hiring practices, which include posting open positions, screening applications, interviewing applicants,
and making hiring decisions. They may also be actively involved in the orientation, training, and
mentoring processes of their work area or department. Generally, it falls within a supervisor’s role to
provide feedback, evaluations, and disciplinary actions in a fair and equitable manner to the students they
employ. Ultimately, a supervisor should serve as a role model for good work habits such as punctuality,
dependability, cooperation, honesty, professional communication, and efficiency.
Information is provided in the Student Employment Handbook that is relevant to both supervisors and
student employees so it is important that supervisors read and understand the entire contents of the
handbook. This inset provides information specific to supervisors/employers and is intended to be a quick
guide for future reference.
Student Allocation
Each on-campus department has a student employment budget that determines how many student
employees it may hire and how many hours each student can work each week. The Office of Finance and
Administration will determine the fiscal year student employment allocation for each department in early
July. The availability of positions in off-campus community partnering agencies/schools is determined
each year based on previous hiring and availability of funds. It is important to calculate your student
employment needs for the entire year so there is enough money remaining to pay students during the end
of May and June if you anticipate summer employment. Student employees cannot be hired to displace
main payroll staff members or to reduce personnel costs. For more information on student employment
budgets or calculations, see APPENDIX N or contact the Office of Finance and Administration.
Job Postings
St. Cloud State University is committed to open, fair, and legal employment practices, and expects that all
open positions are posted. SCSU on-campus positions, approved off-campus community partner
positions, and positions in the St. Cloud and surrounding areas are posted at Handshake
.
Posting open positions through the online job system is not only a great way for students to learn how to
apply for positions, it also helps departments reach a wide applicant pool. Before posting a position
online, supervisors should have a current job description for the position. Job descriptions should be
broad in scope; establish required skills, qualifications, duties, and essential functions; and list the
department, supervisor, and rate of pay.
Postings for student employee positions should remain online a minimum of five (5) days. Graduate
assistantships (GA) may require a longer posting period. Departments should verify with the Graduate
Studies Office the minimum length of time that a GA position must be posted. Length of time to post an
open position may differ in the case of an emergency hire.
Hiring
Hiring requires time and thoughtful preparation. Making a poor hiring choice can create problems down
the road so it is important to have a clear job description (with specific duties and qualifications), an
application screening process, and interview questions that relate back to the job description.
Hiring managers are encouraged to conduct reference checks prior to offering a position to a student.
Reference checks are a good way to verify what the applicant provides in the application, what you’ve
learned in the interview, and to find out if there are any previous employment issues. Knowing this
information can help hiring managers make informed decisions and hire the right person for the job.
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On-Campus Hiring Timelines:
1. Priority Hiring: When considering hires for the next academic year, priority will be given to a
student if a supervisor requests that student to return to a previously held position. This student
must have worked prior to April 1
st
and had earnings of more than $400 to be eligible. A
Notification of Hiring (NOH) form must be submitted to the Financial Aid Office between April
1
st
and May 1
st
for these priority hires.
2. Work Study Funded Hiring: Students who were awarded student employment through the
financial aid process will apply to open positions July 1
st
– September 30th. The Financial Aid
Office will send an NOH form by email to students upon being hired in a position.
3. All other Hiring: Any unfilled SCSU positions will be available to all eligible students beginning
October 1
st
.
Regular, off-campus positions in the community (not funded by SCSU or through the approved
community partnership) may be posted and applied for at any time. Since these are not SCSU jobs there is
no restriction or priority on application or hire.
Increase to Wage Rate
Some positions may require that students have specific skills (e.g., licensure, certification), previous
experience, or supervisory duties. In these cases, students may be paid higher than the established SCSU
minimum wage rates, provided that both the current job description and a new job description that
supports the increased rate of pay are on file with the Financial Aid Office. Attach the new job description
to the Student Employment Pay Rate Request Form, and return both to the SCSU Financial Aid Office,
Administrative Services Building Room 106.
Prior to submitting these job descriptions, the supervisor must first work with the unit vice president (on-
campus positions) to ensure that the department requesting an increased pay has adequate budget to cover
the proposed increase in student wages.
Increases to Work Award
Before requesting a work award increase for any student employee, the supervisor must first verify that
other student employees in the department/agency have an opportunity to earn their full work awards. If
this criterion is met and a student is given a wage rate higher than the base $10.08 rate, or is working
more hours than on the original work authorization, the supervisor will send a written request to the
Financial Aid Office. If the student is eligible for an increase to the work award, the Financial Aid Office
will make necessary adjustments and notify both the student employee and the supervisor.
Work Assignments
Federal work study regulations only allow students to be paid for time actually worked. It is the
supervisor’s responsibility to make sure student employees are engaged in substantive, supportive
employment opportunities that will help them develop transferable career skills. For helpful tips on
keeping student employees engaged during slow times, see “What to do When There’s “Nothing” to do”
(APPENDIX O).
Personnel Records
A written record of the student employee application materials, interview questions/responses, interview
results, performance evaluations, performance review plans, termination intent letters, and written
termination reasons must be maintained in the employee’s personnel file in the employing unit. All
21
documents with identifying and confidential information (social security numbers, dates of birth,
performance reviews, etc.) must be maintained in a locked, secure area.
Original employment/hiring forms (e.g. W-4, I-9) for students in on-campus positions are maintained by
the SCSU Business Services Office. The Business Services Office is responsible for retention and
destruction in accordance with SCSU’s approved record retention schedule. Copies of these employment
forms should not be maintained by the department.
Orientation
Student employees should be given ample tools, resources, and training at the beginning of their
employment to better understand the expectations, guidelines, job position, and functional operations of
the department to which they are hired. Proper orientation and training can also reduce
miscommunications or misinformation and help to improve employee morale and retention.
Orientation topics may include, but are not limited to:
• Policies for the department, SCSU, and Minnesota State.
• Access, data security, and confidentiality practices. Depending upon the department and the
nature of the work involved, students may need information on the federal Family Educational
Rights and Privacy Act (FERPA), MN Government Data Practices Act (MGDPA), Health
Insurance Portability and Accountability Act (HIPPA), the Right to Know Act, Occupational
Safety & Health Administration (OSHA), records retention, or other federal and state regulations.
See APPENDIX K
.
• Department policies or office protocols such as appropriate dress, reporting absences, time sheets,
pay procedures, break procedures, appropriate use of office equipment, etc.
• University facilities, security access, and use of department and/or building keys (if applicable).
• Safety information such as emergency procedures; layout/tour of department and building; and
location of exits, stairs, and elevators.
• General information to help students get accustomed to their working environment such as
location of mailboxes, supply cabinets, office equipment, the nearest bathrooms, break areas, or
kitchen facilities.
Training
Training may vary from department to department. Supervisors should analyze the job functions in their
work area and develop a training program that works well for the department. Following are some
training topics that might be helpful to consider when developing the training program:
• General Office Information: Who the clientele are that visit the office, questions and answers
they should be familiar with, upcoming campus or office events.
• Phones: Preferred greeting, transferring calls, how to take messages, phone etiquette, personal
phone use.
• Computers: Security procedures, acceptable software, personal use.
• Files or Databases: Appropriate access, security, procedures, log-in information, records
retention.
• Communications: How and what type of media methods (email, instant message, shared
calendars etc.) are used by the office to communicate schedule changes, work assignments,
expectations, phone messages, and other department operations.
• Cross-training: Aspects of other positions could be learned to assist other staff during absences
or busy seasons.
Motivation
People are motivated by various things –recognition, money, thank you notes, job promotion, etc. While
pay increases and promotions are complicated and not always possible, things such as treats, recognizing
22
a birthday, or a note of appreciation are simple things supervisors can do to increase motivation in their
work area. Supervisors should attempt to discover what motivates employees they supervise to help
improve productivity and increase department morale. The easiest way to discover what makes people
feel valued and motivated is to ask. See APPENDIX P for some ideas on how to get to know your student
employee better.
23
APPENDICES
24
APPENDIX A: Off-Campus Work Study Program Guidelines
The federal and state work study programs allow eligible students and not-for-profit agencies (community
partner) to participate in the community service component of the work study programs. The community
partner must provide a copy of its 501(c) 3 document to verify its not-for-profit status.
• Work performed must be in the public interest, defined as for the welfare of the nation or
community rather than for a particular interest or group. Positions may be in the area of: health
care, child care, literacy training, education, welfare, social services, transportation, housing
and neighborhood improvement, public safety, crime prevention and control, recreation, rural
development, and community improvement.
• Positions do not have to be "direct services" but services must be (a) designed to improve the
quality of life for community residents, or (b) to solve particular problems related to those needs,
and (c) must benefit the public.
• A job description must be on file for the position. It should include:
o Job description plus mailing and billing address
o Fiscal agent (who signs the employment agreement between SCSU and the
agency/school)
o Supervising agent (who signs time sheets, receives work authorization forms and
applications, etc. This may be the same as the fiscal agent.)
• 75% of the students' gross wages are paid by work study funds; the community partner pays 25%
of gross wages. Exception: The federal work study program (FWSP) permits eligible students to
work as literacy or mathematics tutors in approved programs. Tutoring may be on one-to-one or
in a group setting, during school hours or outside of school hours. Tutoring wages are funded
100% through the FWSP if the tutor (a) works solely as a literacy or mathematics tutor for the
identified grade levels, and (b) does not perform other administrative or classroom support
services. Tutors may be employed:
as a mathematics tutor (K-9 grades);
in a literacy or pre-literacy program for children (preK-6 grades);
in literacy training for parents of children in the program;
in literacy activities between parents and their children; or
as an instructional aide who prepares materials for the literacy project.
Students hired as literacy or mathematics tutors are not permitted to serve as a teacher’s aide
(photocopying, bulletin board displays), bus or playground monitor, or in any other capacity not
directly related to mathematics or literacy tutoring. Duties performed not falling under literacy or
mathematics tutoring will be billed to the agency/school at a rate of 25% of the gross wages.
• A Work Study Agreement between SCSU and the agency must be signed by both parties before
students may begin working for the agency through the work study program.
• Payroll administration, including mandatory employment forms, W-2s, e-timesheets and
invoicing (if applicable), is completed by SCSU. Payroll is processed every two (2) weeks. E-
timesheets are activated for the agency supervisor to be completed and electronically signed with
the SCSU student employee. If employing a student more than 40 hours per pay period during
semester breaks, when classes are not in session, or during the summer months, the agency must
withhold FICA and Medicare tax and is responsible for the employee match portion of that tax.
• The approved SCSU minimum wage rate for this program is $10.00 per hour for positions funded
at 25%. The community partner may pay at a higher rate but not less than the approved SCSU
minimum wage rate. The approved wage rate for qualified literacy/mathematics tutor positions is
$10.50 per hour.
• Where applicable, the 25% share will be invoiced within one week of SCSU’s processed payroll.
Invoices are due and payable within thirty (30) days.
• Costs and scheduling for training, orientation and criminal background checks are the
responsibility of the agency and cannot be charged to SCSU or the student employee.
25
APPENDIX B: Nepotism Documentation Form: Supervisor or Manager
Name:
Title:
Department/Work Unit:
Relationship to employee:
Employee or Applicant for employment
Name:
Title:
Department/Work Unit:
Reason for granting exception under System Procedure 4.10.1 Nepotism, Part 3 General,
Subpart B. Exceptions:
What actions have been put in place to ensure that there is no violation of Minnesota Statutes
section 43A.38, the Code of Ethics for Employees in the Executive Branch?
Approved by President
Date
THIS FORM IS TO BE KEPT IN THE HUMAN RESOURCES OFFICE.
26
APPENDIX C: (Sample) Notification of Hiring (NOH) (red boxes are required fields)
27
APPENDIX D: Entering Work Authorizations
Off-campus community partners: The SCSU Business Services Office will enter the work
authorization into the ISRS database.
On-campus positions: The responsible supervisor will enter the work authorization into the ISRS
database. The work authorization is entered on ISRS payroll screen “Student Employee Work
Authorization Entry” (PR0024UG). See Screenshot below.
• Each student will have an object code listed on the work authorization.
• It is very important that the correct object code is used since this is the only way for SCSU to
report the state and federal work study earnings.
• The object code is student-specific and may change from year-to-year.
• See Minnesota State Student Employee Work Authorization Entry (PR0024UG)
(PDF).
28
APPENDIX E: Direct Deposit Instructions and Screen Shots
Direct deposit is faster, easier, and safer than receiving a paper check. WHY? Because funds are
available in your bank before paper checks are issued, you don’t have to make a trip to the bank to cash
the check, and direct deposits rarely get lost in processing. Even if you forget to tell us when you change
banks or accounts, there is only a couple days delay to send the funds to your new bank account.
With direct deposit all student payroll checks, refunds, and financial aid overage amounts are
automatically deposited to your specified bank account using electronic funds transfer. Students who
have signed up for direct deposit will not be issued paper checks. NOTE: Students who have previously
signed up for direct deposit will not need to complete the process (below) unless or until they want to
update their bank account information.
Sign up is easy using your e-Services. A secure, encrypted web form is used to submit your bank
account information to the SCSU Business Services Office. The information you provide will not be
disclosed to anyone outside the SCSU Business Services Office and your bank.
You will need your bank routing number and account number. You can find this information on the
bottom of your check or your savings deposit slip. Follow the step-by-step screenshots below or the
Direct Deposit Instructions
. Questions about direct deposit - contact the SCSU Business Services Office,
Administrative Services 124 or call (320) 308-6461.
29
30
APPENDIX F: Verification of F-1 Student Employment
To: Social Security Administration
From: St. Cloud State University
Re: Verification of F-1 Student’s Employment on Campus
SECTION 1: Information from Employing Department
This is evidence of on-campus employment for: ________________________________________
(Name – F-1 Student)
Employing department: __________________________________________________________
Nature of student’s job (e.g., wait staff, library aide, research assistant, etc.):
____________________________________________________________________________
Start Date: __________________ Number of Hours/Week: ___________
Employer contact information: ________________________________________
(Employer Identification Number (EIN))
_________________________________________
(Employer Telephone Number)
_________________________________________
(Student’s Immediate Supervisor)
Employer Signature (Original): _______________________________________________
Employer Name (Print clearly): _______________________________________________
Signatory’s Title: ___________________________________________________________
Date: _____________________________
SECTION 2: Verification of employment from International Student and Scholar Services
__________________________________________
Date Student can go to Social Security Office
_____________________________________________________________________________
Typed or printed name (Designated School Official) Phone
_____________________________________________________________________________
Designated School Official – Original Signature (no stamps) Date
31
APPENDIX G: Falsification of Timesheet Record
Falsification of a timesheet record is considered theft; therefore, can be grounds for immediate dismissal
from employment and could jeopardize future approval for student employment. Falsification of a
timesheet includes, but is not limited to, falsification of hours worked, padding a timesheet to report more
hours than actually worked, or forgery of a supervisor’s signature. Additionally, students may be subject
to conduct review under the SCSU Student Code of Conduct. See “Prohibited Student Conduct” in the
Student Handbook: Student Code of Conduct
.
When it is discovered that a student may have falsified a timesheet, the supervisor will:
• Meet with the student, preferably in person, as soon as possible to discuss the concern, gather any
additional information, and provide the student an opportunity to share the their side of the
situation. Pending the outcome of that conversation, the student’s work authorization may be
temporarily suspended.
• Notify the SCSU Student Payroll Office and Financial Aid Office of the suspension in writing
(email or letter) so no additional hours are worked, reported, or paid until the Student Payroll
Office, Financial Aid Office, and supervisor review hours reported and paid against hours
actually worked.
If it is substantiated that the student has falsified hours, padded a timesheet, or forged a supervisor’s
signature, typically the student is immediately terminated from all campus employment for one term,
regardless of the funding source. See “Termination of Employment” and “Timesheets” in the
SCSU
Student Employment Handbook. The following steps will be completed to recover any hours overpaid
due to falsification of a timesheet:
1. The supervisor, Student Payroll Office, and Financial Aid Office will review hours reported as
worked and paid versus hours the student actually worked and should have been paid. If there is a
pending timesheet and the hours are correct, an adjustment may be made against those hours to
mitigate any difference between what was paid and what should have been paid.
2. If it is determined that the student has been paid in excess of hours actually worked, the student is
liable for repayment of the overpayment. Repayment of the overpayment is the gross amount of
earnings overpaid. The Student Payroll Office or Financial Aid Office will notify the student of
the amount owed to the University.
3. The SCSU Student Services Office will be notified of the amount due and will place a financial
hold on the student’s account until the overpayment is resolved.
a. The student will have ten (10) days to pay the amount in full. Failure to make full
payment by the due date may result in late charges or the account being sent to
collections.
b. If the overpayment amount is significant, the student may contact the Director of the
Students Services Office to determine if a payment plan arrangement might be possible,
as well as whether the financial hold might affect course registration.
c. Payment may be made by check, money order, credit card, or cash (receipt will be
provided). NOTE: If payment is made by personal check, the check must clear the bank
before the amount is considered paid in full.
4. If correcting entries for the overpayment cross two calendar years, a corrected W-2 will not be
issued to the student. The adjustment of the overpayment will not be reflected in the subsequent
year’s W-2. Per, Ann Page, Tax Specialist, MinnState Tax Service (2013):
32
a. if the overpaid hours were in one calendar year but repayment is in the next calendar
year, the wages paid in error remain taxable to the student employee in the year they were
paid; and
b. the student employee may be entitled to a deduction or credit for the repaid wages on the
tax return for the year in which the earnings are repaid. The student employee should
contact a tax advisor with any questions.
International students should be referred to the Center for International Studies
to ensure students remain
in compliance with their visa requirements or to determine if they might be eligible for off-campus
employment due to possible economic hardship.
Right to Appeal: The student employee has a right to appeal the termination decision. See “Right to
Appeal” in the SCSU Student Employment Handbook.
33
APPENDIX H: Performance Evaluation and Plan Development Tips
When conducting an evaluation, supervisors should consider the employee’s dependability, completion of
job expectations, attitude, initiative/leadership, quality of work, and other areas. If there are concerns in
any of these areas, the student may not even be aware there is a problem.
Problems can generally be addressed and corrected using a verbal warning; however, from time to time
more corrective action is needed. In these instances, a supervisor will need to apply a written warning and
develop a performance improvement plan. The following process can be used to assist student employees
in improving their performance, developing skills, and enhancing learning.
• Schedule a Meeting: Discuss the performance issues with the student. This is a good time to
review the details of the job description and expectations of the position.
• Identify Current Strengths: Start with what the student does well. Offer your perspective about
the student’s strengths. Ask the student to comment on his/her own perceived strengths.
• Identify Areas for Improvement: Explain why improvement in specific areas will benefit the
student and the department/agency. As often as possible, use examples that document the need for
improvement. Ask the student to share about areas s/he would like to improve or explore, skills to
develop, or new responsibilities to assume.
• Develop an Action Plan: There may be a variety of reasons a student is not performing at
standard. If a student employee is not meeting job expectations, the supervisor should develop a
performance review plan, including SMART (Specific, Measurable, Attainable, Time Limited,
Results Oriented) goals. Determine two or three objectives that the student will work on in a
given time period.
• Develop a list of attainable goals: Both the supervisor and student employee will work on these
goals during the same time period to assist the student in developing skills, improving work
performance, and enhancing learning.
• Establish the importance of success and the consequence of failure.
• Document the meeting: Use the evaluation form. Provide signed copies of the evaluation and
performance improvement plan to the student.
• Follow-up and Evaluate Progress: Check with the student periodically to determine progress
toward established goals. Revise the action plan, if necessary.
NOTE: The SCSU Counseling and Psychological Services (CAPS) Office
is a good resource for
supervisors and students who may need additional information about improving employment
performance.
34
APPENDIX I: Disciplinary Action Checklist for Supervisors
5
A. Have you, the supervisor, taken the following steps before disciplining the student employee?
1. ___Determined that the student employee knew of the rule or performance standard.
2. ___Determined that the rule or performance standard is reasonable and that its enforcement is
reasonable under the circumstances.
3. ___Reviewed all relevant materials, including University and department student employee handbooks;
student’s work authorization; University and department policy statements; and the student employee's
disciplinary history, evaluations and attendance records.
4. ___Determined that you have followed department and University policies and procedures.
5. ___Interviewed the student employee about the misconduct or poor performance and given the student
employee a fair opportunity to explain /deny the misconduct or performance issue.
6. ___Interviewed all employees or third parties who may know of or were involved in the misconduct or
poor performance.
8. ___Taken accurate notes from interviews/investigation about who, what, where, when and why.
Consider having another manager present to take notes.
9. ___Determined that you are confident based upon your interviews, records, etc., that you know all of
the necessary facts (who, what, when where, why and how).
10. ___Determined that the discipline is appropriate. If so, proceed to B.
B. Have you, the supervisor, reviewed the proposed disciplinary action to ensure accuracy,
consistency, and completeness?
11. ___Reviewed the student employee’s personnel file for any prior discipline.
12. ___Determined that the disciplinary action is consistent with how other student employees have been
disciplined for the same or similar misconduct.
13. ___Determined that the disciplinary action is the proper corrective measure under applicable policies
and the student employee's disciplinary history.
14. ___The discipline notice/memo is accurate and complete, ensuring that it states the:
a. _____ Date of violation;
b. _____ Specific rule or policy violated;
c. _____ Number and date(s) of prior warning(s);
d. _____ Detailed description of misconduct;
e. _____ Corrective action;
f. _____ Date and signature of supervisor;
g. _____ Acknowledgment by student employee of accuracy of warning;
h. _____ Referral to Counseling and Psychological Services (CAPS), if appropriate.
15. ___The proposed disciplinary action has been approved in advance by Financial Aid Office or another
management representative.
5
Checklist is adapted from a checklist created by John M. Elliott, Popham, Haik, Schobrich & Kaufman, Ltd. for the Minnesota
Employment Law CLE, May 1996 and modified from the Minnesota State Disciplinary Action Checklist for Use by Supervisory
Personnel http://www.minnstate.edu/system/hr/talent_management/Supv_Toolkit/Supv_Toolkit_docs/discipline_checlist.pdf
35
16. ___ During a conference between you and the student employee, you have reviewed the disciplinary
notice/memorandum with the student employee.
a. If you are concerned about how the employee may react, consult with the Financial Aid Office or
another management representative regarding your concern(s).
b. For discipline of a written reprimand or above, have a reliable management witness present.
c. Review the facts with the student employee. Explain:
1. _____The misconduct
2. _____ Why it is unacceptable
3. _____ The consequence given
4. _____ What consequence will result if the misconduct is repeated
5. _____ How to improve performance/conduct
17. If the student employee is to be discharged, have you:
a. ___ Given the student employee written notice (a copy of which should be kept in the student
employee's personnel file) of the effective time and date of discharge?
b. ___ Made arrangements for return of Minnesota State (SCSU) property (e.g. keys, access cards,
lap-top computers, uniforms, etc.)?
c. ___ Secured department computer from unauthorized entry by former student employee?
C. After the disciplinary conference you, the supervisor, must:
18. ___ Immediately make the necessary entries in the personnel file and other applicable records.
19. ___ Make arrangements for final timesheet and paycheck.
20. ___ Notify the Financial Aid Office and Business Services-Payroll Office of the discharge.
D. Before closing the file, have you, the supervisor:
21 ___ Taken steps to safeguard confidentiality of the student employee?
22. ___ Made arrangements to route requests for references through one person?
36
APPENDIX J: Student Employee Corrective Action Notice
6
EMPLOYEE NAME ID # DATE OF HIRE
POSITION DEPARTMENT/AGENCY
SUPERVISOR
DESCRIBE VIOLATION AND ATTACH ADDITIONAL DOCUMENTS IF NEEDED: If applicable: 1)
identify impact on organization and/or department; 2) cite the specific work rule violated. (If violation is
absenteeism, list specific dates for this discipline.)
EMPLOYEE’S RESPONSE TO VIOLATION:
DISCIPLINARY STEPS TAKEN, INCLUDING THIS NOTICE
Disciplinary Action Date Details (for suspension include number of days)
1
st
: Verbal
2
nd
: Written
3
rd
: Suspension or
Termination*
* Suspension: Student may be eligible to work in other on-campus departments. Department should consult with
the Financial Aid Office.
* Termination: Student is not eligible to work for remainder of the semester and may be subject to termination
of all future campus employment. Department should consult with the Financial Aid Office and Student Life and
Development Office.
ACTION PLAN FOR IMPROVEMENT: (include timeframe, action steps, and expectations)
Supervisor and employee agree to meet within one week (or at least 3 regularly scheduled shifts) to review
progress toward desired employment expectations. Failure to show improvement could lead to corrective action
up to, and including, termination.
The above information has been discussed with me and I have received a copy of this notice. NOTE: Student
employee’s refusal to sign this document does not invalidate the correction action and plan.
______________________________________________ __________________
EMPLOYEE SIGNATURE DATE
______________________________________________ __________________
SUPERVISOR SIGNATURE DATE
Original: Financial Aid Office
Copy: Employee
Copy: Supervisor
6
Modified from Lakeland College http://lakeland.edu/, June 2013.
37
APPENDIX K: Access, Data Security, and Confidentiality Practices
DATA SECURITY and AWARENESS: All employees, including students, must protect the data
with which they come in contact or have access to during the course of their duties. Data may include,
but are not limited to: written, verbal, electronic (email, text, social media), and any conversations
overheard in the course of employment. Data Security and Awareness online training is available at St.
Cloud State University Human Resources Office and in D2L Brightspace.
CONFIDENTIALITY: Employees are expected to maintain confidentiality of private or individually
identifying information such as student IDs or dates of birth, along with private or confidential
conversations. Intentional disclosure of this information by the student employee to any unauthorized
person could subject the student employee to criminal and civil penalties imposed by law. Furthermore,
willful or unauthorized disclosure violates St. Cloud State University’s policy and could constitute just
cause for disciplinary action including termination of employment or referral to the Student Conduct
Board regardless of whether criminal or civil penalties are imposed. See Minnesota State Board Policy
5.23 “Security and Privacy of Information Resources.”
FERPA (FAMILY EDUCATIONAL RIGHTS & PRIVACY ACT): The federal Family Educational
Rights and Privacy Act (FERPA) of 1974, protects students’ educational records. A copy of FERPA and
the regulations is available in the following offices: Office of Records and Registration
, Vice President of
Academic Affairs, and Vice President for Student Life and Development. See also the U.S. Department of
Education.
HIPPA (HEALTH INSURANCE PORTABILITY &ACCOUNTABILITYACT): HIPPA protects
the privacy of individually identifiable health information. Employees working in areas where medical or
health records are kept must be familiar with this act. See also the
U.S. Department of Health & Human
Services.
OCCUPATIONAL HEALTH AND SAFETY (OSHA): The federal organization OSHA is designed to
oversee and monitor work environments to keep them safe and hazard-free. This includes developing and
enforcing workplace safety regulations, and maintaining a reporting and recordkeeping system to monitor
injuries and illnesses. OSHA requires employers to identify possible causes of job-related injuries or
illness and to provide sufficient training on equipment and procedures that employees must use in order to
reduce hazards and perform jobs safely. Student employees who feel that the work environment is unsafe
are encouraged to speak to the department supervisor immediately. Student employees may also contact
the University Safety Officer at (320) 308-2145.
RIGHT TO KNOW ACT: The Minnesota Employee Right to Know Act requires employers to
evaluate their work environments and to provide specific training and information for all employees
who may be exposed to any hazardous substances, harmful physical agents, or infectious agents.
Employees may, under certain circumstances, refuse to work if they have not been given proper
training and information or if they are in immediate danger from hazardous or physical agents.
***Links to other employment policies can be found at SCSU Policies & Procedures
. It is the
responsibility of every employee to be familiar with applicable SCSU policies and procedures.
For questions about policy, confidentiality, or data best practices, contact the SCSU Data Practice
Compliance Official:
Judith Siminoe, Special Advisor to the President
Administrative Services Building, Room 200
(320) 308-2122
jpsiminoe@stcloudstate.edu
38
APPENDIX L: Confidentiality Statement (Sample)
St. Cloud State University
Student Employee Confidentiality Statement
Prior to signing this form the student employee should complete the D2L training entitled “Public Jobs –
Private Data.”
I understand that by virtue of my employment with [ENTER OFFICE NAME] at St. Cloud State
University, I may have access to records which contain individually identifiable information, the
disclosure of which is prohibited by the federal Family Educational Rights and Privacy Act of 1974. I
acknowledge that I fully understand that the intentional disclosure by me of this information to any
unauthorized person could subject me to criminal and civil penalties imposed by law. I further
acknowledge that such willful or unauthorized disclosure also violates St. Cloud State University’s policy
and could constitute just cause for disciplinary action including immediate termination of my employment
regardless of whether criminal or civil penalties are imposed.
______________________________________ _________________________________
Signature Date
______________________________________ _________________________________
Print Name SCSU ID
Original: Supervisor
Copy: Student employee
39
APPENDIX M: Campus Resource Contacts
Advising and Student Transitions Office
(320) 308-6075
366 Centennial Hall
American Indian Center
(320) 308-5449
*Business Services Office – Payroll
(320) 308-6461
124 Administrative Services Building
Business Services Office – Cashier
(320) 308-4012
123 Administrative Services Building
*Career Center
(320) 308-2151
215 Centennial Hall
Center for Holocaust and Genocide Education
(320) 308-4205
235 Miller Center
*Center for International Studies
(320) 308-4287
Lawrence Hall
Community Anti-Racism Education (C.A.R.E.)
(320) 308-2214
212 Miller Center
Counseling and Psychological Services (CAPS)
(320) 308-3171
103 Stewart Hall
*Financial Aid Office
(320) 308-2047
106 Administrative Services Building
*Human Resources Office
(320) 308-3203
204 Administrative Services Building
*Institutional Equity & Access, Office of
(320) 308-5123
102 Administrative Services Building
Lesbian, Gay, Bisexual, & Transgender Center
(320) 308-5166
B105 Atwood Memorial Center
Multicultural Student Services
(320) 308-3003
154 Atwood Memorial Center
St. Cloud Technical and Community College
(320) 308-5961
1540 Northway Dr.
St. Cloud, MN 56303
Student Accessibility Services
(320) 308-4080
202 Centennial Hall
± Student Legal Services Program
(320) 308-2205
134 Atwood Memorial Center
*Student Life and Development
(320) 308-3111
219 Atwood Memorial Center
Veterans Resource Center
(320) 308-4040
100 Administrative Services Building
Women's Center
(320) 308-4958
* Offices offering specific student employment services.
± Cannot address issues that include the University as a respondent.
40
APPENDIX N: Student Employment Budgets and Cost Centers (On-campus)
The student employment budget will be entered into the department cost center in the 0910 object code
(Student Salary- Student Help). This is the entire student employment budget from July 1 - June 30
for the fiscal year. It is important to calculate your employment needs for the entire year and anticipate if
you will require summer employment so that you can properly allocate your funds. The work study
allocation and student salaries are combined into one allocation called “student employment
funding.” The number of students a department can hire is based on its student employment budget for
the entire fiscal year (examples below).
Most employment awards are $3300. The $3300 award is a benchmark if a student works 10-12 hours per
week at $9.86 per hour. If the department student employment budget is $10,000, you can hire 3 students
to earn $3300 each or any combination.
If a student who has an object code of 0920 or 0960, earns his/her maximum award, the Financial Aid
Office will either increase the current work authorization; create a new work authorization with the 0910
object code and notify the department; or notify the student employee that s/he must discontinue working
if the student has no remaining eligibility with the financial aid award.
There is no maximum for earnings in the 0910 object code. All of the earnings will come out of the same
budget. However, students are limited to the 20 hours per week and 8 hour per day maximums.
41
APPENDIX O: Work/Project Tips for Student Employees during Slow Times
WHAT TO DO WHEN THERE’S “NOTHING” TO DO
We want to be sure we provide students substantive employment and career development skills, so think
of how they can assist you in keeping your department at its best. The following is a list to help with that;
it is certainly not exhaustive. REMEMBER: The federal work study regulations do not allow students to
be paid for hours they do not actually work (this includes doing homework and getting paid for it).
• Audit your department website. Student reviews each webpage for: typos, content, outdated
documents/PDFs, and verifies that all hyperlinks are active and current.
• Answer department emails. Once students are trained to your department expectations, they can
answer some of the generic emails.
• FAQs list. Do you have these listed on the AskStCloudState database? If not, send to Valerie Knopp
to get them populated and activated in the AskStCloudState knowledgebase.
• General cleaning not done by the General Maintenance Worker (GMW):
º Dusting desks and public spaces
º Straightening and keeping supplies of department resources available in public areas
º Cleaning computer screens, especially any in a public access area
º Clean the refrigerator (if your department has one)
• Create an archives list of all department publications; purge any no longer used.
• Bulletin boards (electronic and department). Don’t have one? Create one. Students are very creative
and know what students want to know and how best to get that message out.
• Social Media account(s). Facebook, LinkedIn, Twitter, and other social media sites are used by
many departments. Your student employees can help you monitor them and post important
department communications.
• Tabling at events (Admission, Advising Days, Alumni/Foundation, Graduation, etc.). Students want
to hear from students. Have your student employees assist at special events when your department’s
presence is requested. It’s a great way to support your colleagues in other departments as they recruit
for the University, as well as to personally interact with new and prospective students.
• Create a policy and procedure manual. This is a great tool to help students learn their job (and to
verify any training gaps) as well as creates a document for the next student employee you hire.
• Support other departments. Sometimes other departments have temporary, one-time projects such
as stuffing envelopes, preparing a bulk mailing, running errands, etc. Your student employees might
be able to assist with these tasks. Cross-trained employees not only learn more about having a
supportive, good working relationship with other departments, they also learn more about other
departments and the University as a whole thus making a more informed employee for the students
and families we serve.
42
APPENDIX P: Getting to Know You…
Name:
Birthday:
Favorites:
Cookie or bar: Candy or candy bar:
Cold Beverage: Hot Beverage:
Snack: Color:
Time of Day: Holiday:
Book, Movie, or TV Show: Leisure Activity/Hobby:
Quote/Saying:
My Family:
Pet Peeve(s) (not including surveys ):
Hobbies, interests, talents, skills:
If I could travel anywhere, I would go to:
Skills I hope to gain working in the ____________________ (department):
Skills I can offer while working in the ______________________ (department):
