• Student Employment Program

    Student Information

    Welcome students!

    At Hamline, our students find interesting and meaningful employment across the university, earning money for tuition, books, or living expenses, and learning new skills that will help them after they graduate. Nearly 600 students work in the Student Employment Program each year.

    To find out more, check out the links below: 

    Who is eligible to work? 
    What is a work-study award? 
    Can I work on-campus if I don't have a word-study award? 
    What is a Student Employment Eligibility Card? 
    How many hours can I work? 
    Can I earn more than my award amount?

    ON CAMPUS
    What is on-campus employment?
    How do I find a job on campus?
    What are the wages? How am I paid?  
    What paperwork must I complete to work on-campus?

    OFF CAMPUS
    What is off-campus work-study?
    How can I find qualifying off-campus positions?
    What are the off-campus wages? How am I paid?
    How many hours can I work off-campus?   
    What paperwork must I complete if I find a job off-campus? 
    What expectations are there for student employees at Hamline and at off-campus work sites? 
    Questions about on- or off- campus work study?

    Who is eligible to work?
    Academic year rule: to be eligible to work through the Student Employment Program, a student must be 1) actively registered for at least half-time status each full term worked and 2) eligible to work in the United States.*

    Summer rule: to be eligible to work through the Student Employment Program, a student must be 1) actively registered for at least one class each summer session OR pre-registered in good standing for the fall term per academic year rule above, and 2) eligible to work in the United States.*

    Academic and summer exception: students attending Hamline through exchange programs,* and/or seeking any certificate not specifically named above, are generally ineligible for student employment. These cases will be reviewed by the Student Employment Program Manager.

    *International students must consult with the director of International and Off Campus Programs to determine visa status and eligibility to work in the United States. Contact your admission counselor for more information.

    Note: Eligible students may not work in an on-campus or off-campus situation 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. Consult Human Resources if you have questions.
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    What is a work-study award?
    A work-study award may be issued as part of a financial aid package. Your financial aid officer can help you determine eligibility. Work-study may be granted from three funding sources; Federal, State, and Hamline funds. If your financial aid package does not include work-study, and you wish to work on-campus, please see your financial aid officer to determine eligibility for one of these awards. You are not required to have an award to work on-campus, but preference is often given to students with awards.
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    Can I work on campus if I don't have a work-study award?
    Often, yes! Many students who do not have work-study awards will still be able to seek employment on campus. Departments have limited funding to hire students without awards. This is controlled by the hiring department, based on their budget requirements. Your Student Employment Eligibility Card (see below) will be helpful as you discuss employment options with prospective supervisors. We also encourage you to check with your financial aid officer to see if you would qualify for an award. 
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    What is a Student Employment Eligibility Card?
    Required for all students working on-campus or off-campus through the Student Employment Program, they are issued through the Human Resources Office, Old Main, lower level, room 12. Your Student Employment Eligibility Card states your name, Hamline ID number, and your work-study award status. For students with work-study awards, cards are issued at the start of the fall semester. If you do not have an award but plan to work on-campus, request a card in person at Human Resources. You show this card to prospective on-campus employers so they can tell if you qualify for employment under their budget requirements. If you work in more than one department, be sure to notify them that you are employed elsewhere on campus. Cards are a different color each academic year.

    It is the responsibility of the student to request a new card when they have a change in award or student registration status. Upon graduating from a degree or completion of a qualifying certificate program, student status ends automatically.
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    How many hours can I work?
    During the academic year, all non-international CLA, qualifying post baccalaureate and graduate students are limited to 20 hours per week in on-campus employment. Law students are limited to twenty hours per week per ABA regulations. International students are limited to twenty hours per week, based on INS regulations. If you work for more than one department, these limitations apply to all jobs combined. If you 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 forty 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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    Can I earn more than my award amount?
    On-campus: If the hiring department has budget money available, you may work beyond your award amount. This is determined by your supervisor.

    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 them directly. Please keep in mind that all earnings count towards award satisfaction - not just the earnings supported by Hamline. If you are employed at a site paying 25 percent of your wages, and have an award totaling $1000, you have earned your award when you have been paid $1000, even though the site has paid $250 toward the award. Also, if you have earnings from an on-campus job, that reduces the amount you can earn at the off-campus site.
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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 at Hamline that do not qualify - working in the SBA or Hamline bookstores, or working at the Copy Center, for example. These are considered off-campus sites, see below for guidelines for off-campus work-study employment information. Consult with the Human Resources Office if you are not sure that the site qualifies.
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    How do I find a job on campus?
    Any eligible students seeking on-campus employment should view the job postings for students located on the Human Resources website and discuss possible employment with any Hamline department that interests them. If you are unable to find a position, please ask for assistance at the Human Resources Office.
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    What are the wages? How am I paid?
    The base wage for on-campus positions is $8.00 effective July 1, 2014. Employers have the option of paying more than the base wage, subject to the job description.

    Time cards/time sheets: Student workers must complete time cards or time sheets on line each day worked. List hours using quarter-hour percentages, for example when working one hour and fifteen minutes, record 1.25 hours. Falsification of time cards/sheets will cause immediate dismissal from your job, and may require campus judicial review.

    Academic year pay and time card schedule: You must submit signed time cards or the online timecards to the Payroll Office in Old Main lower-level, room 16, (according to the pay schedule for each year) twice a month. Paychecks are issued twice a month and may be picked up at the Cashier's Office. Direct deposit is also available. Forms for direct deposit may be obtained in the Payroll Office. Summer Schedule varies- see below.

    If you have any questions about payroll, please call Tiffany Carmony in the Payroll Office at 651-523-2929.
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    What paperwork must I complete to work on-campus?
    Before you apply for a job, you must obtain your Student Employment Eligibility Card (see above). When you secure a job on-campus, you will need to complete the standard W4 and I9 paperwork through the Payroll Office, Old Main, lower level, room 16. You will need your social security card and a driver's license or other approved ID. Please note that students are required to complete additional paperwork for off-campus work-study.
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    What is off-campus work-study?
    A student who qualifies for campus employment AND has a Federal or State work-study award(6450) 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 or working for a governmental division, among others. Consult with the Human Resources Office for more information. Federal and State awards are shown on the "6450" line on your Campus 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. Should you elect to use your work-study award off-campus, you remain a Hamline employee, as well as a Hamline representative in the community.
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    How can I find qualifying off-campus positions?
    Many students find these positions through the traditional job search method - networking! Human Resources receives notices about CLA student- level positions from some off-campus sites, and can direct students to tutoring positions in the America Reads and America Counts programs. The Career Services Office in the School of Law receives notices about student work positions for law school students. You may also find faculty members who will assist you with locating a position. Remember - you MUST have a federal or state work-study award to work off-campus through this program.
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    What are the off-campus wages? How am I paid?
    Wages for off-campus work-study are set by the employer, subject to our $8.00 per hour minimum. The employing site is responsible for covering a percentage of your pay. Generally, this is 25 percent for a nonprofit, and 50 percent at a governmental unit or an approved for-profit position, but this is determined through the Human Resources Office. A contract is issued securing the arrangement between the site and Hamline University. You are considered an employee of Hamline University, your paycheck is issued through Hamline, and the site is billed for their portion of your pay. You must submit pre-printed, signed time sheets, furnished by Hamline to the site, to the Payroll Office in Old Main, lower level room 16. Student workers must complete time sheets each day worked. List hours using quarter-hour percentages, for example when working one hour and fifteen minutes, record 1.25 hours. Falsification of time cards/sheets will cause immediate dismissal from your job, and may require campus judicial review. Paychecks are issued twice a month and may be picked up at the Cashier's Office. Direct deposit is available. Direct deposit forms may be obtained in the Payroll Office. Please see the section on wages above to determine summer pay periods and time card due dates.
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    How many hours can I work off-campus?
    If you are electing to earn your work-study award through approved off-campus employment, you remain subject to the limits named above under "How many hours can I work?" and should review that section before requesting an off-campus contract. However, you may work only until you have earned your award amount. The number of hours worked will be determined by your rate of pay and your award amount. Students working off-campus are not permitted to earn beyond their award amount, and it is the responsibility of the student to notify the employer as they near completion of their award.
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    What paperwork must I complete if I find a job off-campus?
    Complete an Off-Campus Work-Study Contract Request form, available from the Human Resources Office. Please read the instructions carefully! Return the form to Human Resources, and pick up the contract and addendum when indicated, usually the next business day. It is your responsibility to secure the signatures from the employing site, as well as to sign your portion of the contract. After all signatures are secured, return the signed contract to the Human Resources Office. We recommend that you retain a copy of the contract for yourself, and that you read the contract and any addendums before signing it. You will also need to complete the standard W4 and I9 paperwork through the Payroll Office, Old Main lower level, room 16.
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    What expectations are there for student employees at Hamline, or at off-campus sites?
    As a student employee, you are a valued member of the Hamline workforce. Nearly every Hamline department depends upon student employees on a daily basis. When you accept a position on-campus, you are expected to be punctual, have good attendance habits, and to dress in a manner appropriate for the position/office you are in, to perform work in a professional manner, and to maintain confidentiality. Do not expect to secure a job that allows you to do your homework. You are not allowed to surf the web, check your email, use your phone for personal calls, go on Facebook, or any other social networking while working in your position. Most positions have job descriptions, you should ask for a copy or consult with your supervisor so work expectations are clear. Supervisors are expected to provide you with periodic reviews. Supervisors understand that you are a student first, but will require clear communication about schedules, appropriate notice for pre-arranged absence, and timely notification when you are unable to work. It is recommended that you ask your supervisor about their policy on these matters. Policies stated in your 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, this includes any inappropriate use of the Internet or email. Please consult the Human Resources Office if you have any questions. Students employed at off-campus sites may also have additional expectations from their hiring organization and should discuss expectations with them.
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    Questions about on- or off-campus work-study?
    If you have questions about eligibility, finding a job, or off-campus work, please contact the Human Resources Office. If you have questions about your paycheck or other payroll issues, please contact the Payroll Office, Old Main lower level. 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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  • recent news

    The last Inside Hamline of the calendar year will be sent Monday, December 22. Starting Monday, January 5, Inside Hamline will be sent on Mondays throughout J-term and then will return to the regular schedule beginning Monday, February 9.

    The Hamline community is invited to discuss and learn about the role of race in society, institutions, relationships, and daily life at the Hedgeman Center's Brown Bag Discussion Series being held every Wednesday in January from 11:30 a.m. - 1 p.m. in Anderson Room 304.

    Hamline faculty and staff need to have all non-exempt timesheets submitted by Wednesday, December 24 and have supervisor approval by Sunday, December 28.