Student Employment Info for Supervisors

How do I know if a student is eligible to work on campus?

Eligible students are issued Student Employment Eligibility Cards. All you need to do is ask to see their card. Eligibility cards change color each academic year because a student's award may change each year. It will also give you the award information you need for managing your budget. Students get their cards from Payroll, Manor 26, lower level offices. If they don't have one, send them over! Do not hire a student without seeing their eligibility card! An eligibility card shows more than just award and budget information. Payroll is responsible for ensuring appropriate student status, whether a student is eligible to work in the US, and more. If a student doesn't have a card, they haven't been given permission to work on campus. The cards are designed to make supervisors' lives easier; you don't have to know the rules of eligibility, just ask to see the card.

Eligible students who are members of a Hamline University employee's family may be considered for employment. However, relatives are generally not eligible for employment in any position or assignment where the workplace relationship could result in one relative supervising another or where the employment could pose a security risk or other problems, as determined by management and in accordance with local law. "Relative" means spouse, parent, sibling, child, grandparent, grandchild, in-laws, stepparent or stepchild, aunt, uncle, or any person who lives in the same household as the employee.
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How many hours per week can my student work?

To create more jobs on campus you must hire a student for 10.5 hours per week or less. During the academic year, all non-international CLA, qualifying Post-Bac and Graduate students are limited to 20 hours per week in on-campus employment. International Students are limited to 20 hours per week, based on INS regulations. If a student works for more than one department, these limitations apply to all jobs combined. If a student works at a combination of on- and off- campus work-study jobs, these limitations apply to all jobs combined. 

During summer months and breaks, students may work up to 40 hours per week. The number of hours worked is arranged through the hiring supervisor, subject to their budget restrictions. Overtime is not permitted. Supervisors can request exceptions through the Student Employment Program Manager.
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Can a student earn more than their award amount?

On-campus: If the hiring department has budget money available, you may have the student work beyond their award amount. This is determined by the supervisor and the department budget manager.

Off-campus: No, not through this program. The student is responsible for informing the site of their earnings status, and not working beyond their award amount. If the site wishes the student to continue, they must hire the student directly. Please keep in mind that all earnings count towards award satisfaction, not just the earnings supported by Hamline. If a student is employed at a site paying 25 percent of their wages, and has an award totaling $1000, they have earned their award when they have been paid $1000, even though the site has paid $250 toward the award. Also, if they have earnings from an on-campus job, that reduces the amount they can earn at the off-campus site. 
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Can I hire a new, incoming student?

Incoming new and transfer students who are registered and deposited for fall can start work after July 1, 2017, subject to eligibility and award applications being completed. Ask to see their eligibility card. New students hired into a department may only be hired for up to 10.5 hours per week.
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What is on-campus employment?

On-campus employment means working at Hamline as a student employee, for a Hamline department, office, division or faculty member. There are positions which are situated at Hamline that do not qualify (working in the SBA or Hamline Bookstores, for example). These are considered off-campus sites, see below for guidelines for off-campus work-study employment information. Consult with the Payroll Office if you are not sure that your department or site qualifies.
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How do I list my openings and find on-campus student workers?

Send the Career Development Center (CDC) a job description of the position, type of work, qualifications, and number of hours you need to cover each week. Your position will be posted on our website immediately. Students will contact you directly. If you have a student worker spring or summer and want them to continue with you in the fall, please make those arrangements directly with the student. During the year, we post jobs on the Payroll website. To post a job, contact the Career Development Center (CDC) and let them know that you are looking for a student worker.
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Why do I have two student worker budgets?

All departments have two student worker budget lines. Line 6450 can only be used to pay students who have a Federal or State work-study award as part of their financial aid package, up to the amount of their award. Line 6400 is used to pay students who are eligible to work but do not have a work-study award, students who have a Hamline work-study award, or the excess earned above the award amount for a Federal or State work-study student. You determine whether you are paying from 6450 or 6400 by seeing the student's Student Employment Eligibility Card. Ask the student if they have another work-study job; total earnings (and hours worked) may have to be negotiated between departments. The student can elect to earn their award at one job, and work off the 6400 budget at another, subject to their employer having funds available. Supervisors who have concerns about the amount of their budgets, about possible over- and under-spending on their budgets during the year, or are struggling to balance between their 6450 and 6400 budget lines should consult with their divisional budget managers.
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How do I list my work study position? How do I find students to work for me?

Email the Career Development Center (CDC) a job description following this template and note that asterisked fields ARE required. Complete positions will be posted in Handshake within one to two business days. You will receive questions if we require more information for posting your position or a detailed confirmation email from the CDC when your position is posted.

When interested students submit their information, their materials will be forwarded directly to the contact of your choosing via email. If you have a student worker spring or summer and want them to continue with you in the fall, please make those arrangements directly with the student.

To post a work study job, send your questions or a position description following this template to the Career Development Center at workshop@hamline.edu.
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What are the wages? How are students paid?

The base wage for on-campus positions is $15.00 effective July 1, 2023, reflecting the minimum wage for large companies in the City of Saint Paul (listed here). When setting wages, please take into consideration the skills and qualifications required for the work, the length of time the student worker has held the position, as well as the performance level of the student employee. The Payroll Office will gladly assist you with these issues.

Time cards/time sheets: Students are to use the Workday app on their phone to clock in and out of each shift. On the 15th and last day of each month, students are to submit their hours to their supervisor for approval/correction. Falsification of time cards/sheets will cause immediate dismissal from your job, and may require campus judicial review. Time Entry and Direct Deposit instructions can be found on the Payroll website under "Forms."

Academic year pay and time card schedule: Paychecks are issued twice a month and may be picked up at the Cashier's Window, located in East Hall. Direct deposit is also available. Forms for direct deposit may be obtained in the Payroll Office. Summer Schedule varies; see below. 
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What paperwork must I complete to hire a student worker for on-campus employment?

New Hire: Ask to see their eligibility card and enter them online. Please check with the Payroll Office at 651-523-2929 to see if your department is online or not. Please remind the student to complete their W4 and I-9 at the Payroll office as soon as possible. They cannot be paid until these are completed.

Returning Student Worker: A student who worked for you during the last academic year, and is returning this year, ask to see their eligibility card, then enter the student online for the new academic year.

Summer Student Workers: If the student has worked for you during the academic year, and if you are continuing at the same wage and paying from the same budget as during the previous year, you do not need to do anything until mid-June. But before July 1 you need to see their new eligibility card (the card expires June 30, 2018), enter them online for the new academic year. If you hire the student new in June, or change their rate of pay from their wage during the academic year, you will need to contact the payroll office. Consult Payroll if you have questions.
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What is off-campus work study? 

As an off-campus employer, you may be able to hire a student worker. Any student who qualifies for campus employment and has a Federal or State work-study award may elect to use their award in an appropriate off-campus position. This would include, for example, working at a nonprofit organization, America Reads tutoring, working for a governmental division, among others. Consult with the Payroll Office for more information. Federal and State awards are shown on the "6450" line of a student's Student Employment Eligibility Card.

Off-campus work-study is not available to students who have Hamline work-study awards, or to students who do not have work-study awards(6400). Please review the section on off-campus paperwork, below, for information about off-campus contracts.
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How can I find students eligible for off-campus positions? How do I list my openings?

Employers who are interested in hiring a Hamline student for off-campus work study should contact the Payroll Office at Hamline to verify their position can be categorized as a work study. Details for next steps and how to share positions will be discussed as appropriate. The office may be reached at 651-523-2222.
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What are the off-campus wages? How are the students paid?

Wages for off-campus work-study are set by the employer, subject to the $11.50 hour minimum, as outlined by the City of Saint Paul. The employing site is responsible for covering a percentage of all pay. Generally, this is 25% for a nonprofit, and 50% at a governmental unit or an approved for-profit position, but this is determined through the Payroll Office.

A contract is issued securing the arrangement between the site and Hamline University. Students are considered employees of Hamline University, their paycheck is issued through Hamline, and the site is billed for their portion of the student's pay. When a contract is issued, sites are furnished pre-printed time sheets, which should be photocopied for use throughout the year. The student must submit this signed time sheet to the Payroll Office in Old Main, lower level, Room 16, on the date provided on the bi-weekly pay schedule. Student workers should complete time sheets each day as they work, listing hours using quarter-hour percentages, for example when working one hour and fifteen minutes, record 1.25 hours.

Falsification of time sheets by a student may cause immediate dismissal from the Student Employment Program, and may require campus judicial review. Paychecks are issued on the 15th and 31st of each month and may be picked up at the Cashier's Office. Please see the section on wages above to determine summer pay periods and time card due dates.

If you have any questions about payroll, please call the Payroll office at 651-523-2222.
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Can a student earn more than their award amount?

No, not through this program. The student is responsible for informing the site of their earnings status, and not working beyond their award amount. If the site wishes the student to continue, they must hire them directly. Please keep in mind that all earnings count towards award satisfaction, not just the earnings supported by Hamline. If a student is employed at a site paying 25% of their wages, and has an award totaling $1000, the student has earned their award when they have been paid $1000, even though the site has paid $250 towards the award. Also, if a student has earnings from an on-campus job, that reduces the amount they can earn at the off-campus site.
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How many hours can my off-campus work-study student work?

During the academic year, all non-international CLA, qualifying Post-Bac and Graduate students are limited to 20 hours per week in on-campus employment. If the student works for more than one site and/or department, these limitations apply to all jobs combined. If they work at a combination of on- and off- campus work-study jobs, these limitations apply to all jobs combined. During summer months and breaks, students may work up to 40 hours per week. The number of hours worked is arranged through your supervisor, subject to their budget restrictions. Overtime is not permitted, with rare exceptions. Supervisors can request exceptions through the Student Employment Program Manager. 
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What paperwork must I complete to hire a student for off-campus work-study employment?

Ask the student to obtain and complete an Off-Campus Work-Study Contract Request form, available from the Payroll Office. They complete the form, and return it to Payroll, and pick up the contract and addendum when indicated, usually the next business day. It is the student's responsibility to secure the signatures from the employing site, as well as to sign their portion of the contract. After all signatures are secured, return the signed contract to the Payroll Office. We recommend that employers retain a copy of the contract for their records. In addition, the site will receive a customized time sheet, indicating their Hamline budget number. We request that you copy this as needed for use throughout the year. The student will also need to complete the standard W4 and I9 paperwork through the Payroll Office. After the time sheet is submitted and the student is paid, the site will be billed for their portion of the student's earnings.
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What about evaluations and performance reviews?

We recommend the use of job descriptions or other materials that will ensure clear expectations. Supervisors are expected to provide students with periodic reviews. As an on- or off-campus supervisor, we ask you to remember that this is a student employee who may require some flexibility in scheduling. But you should require clear communication about schedules, appropriate notice for pre-arranged absence, and timely notification when the student is unable to work. It is recommended that you speak with your student employee early on about your policy on these matters. Performance review forms are available from the Payroll Office. While use of these forms is voluntary, we ask that each student employee have at least one evaluation during each academic term while they work. 
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What can I do when the student employee's work is not meeting my expectations?

Nearly every Hamline department, and many off-campus sites, depends upon student employees on a daily basis. Student employees are expected to be punctual, have good attendance habits, and to dress in a manner appropriate for the position/office, to perform work in a professional manner, and to maintain confidentiality. Most positions have job descriptions which state additional expectations, and supervisors should review their policy on these matters when they hire the student.

When a student's work, attendance, or other behavior fails to meet expectations, you should meet with the student and share your concerns. At this meeting, clearly state the problem, set out expectation for change, create a plan for helping the employee make the change, and set a short-term deadline for review of the outcome. You should also outline the consequences for the student should they not make a change in behavior. It is strongly recommended that written account of this meeting be made. We encourage performance review meetings whenever possible, with written documentation of these discussions.

Should the employee's behavior or actions be such that you feel they warrant immediate dismissal, please consult with the manager of student employment immediately, phone 651-523-2929. If you have been working with a student on an ongoing issue, and are feeling that dismissal may be the next appropriate consequence, please consult with the manager of student employment.

Policies stated in Hamline's Student Handbook also apply in work situations. Violations of university guidelines or policies may result in disciplinary measures that may, depending upon the circumstances and at the discretion of the university, include verbal or written warnings, probation, judicial review, suspension (with or without pay), or immediate discharge. Please consult the Payroll Office if you have any questions.
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Questions about on-campus or off-campus work-study?

If you have questions about eligibility, finding a job, or off-campus work, please contact the Payroll Office. If you have questions about your paycheck or other payroll issues, please contact the Payroll Office, Manor 26, lower level offices. If you have questions about your financial aid package or your work-study award, please contact the Office of Financial Aid in East Hall.
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