• Student Employment Program

    Supervisor Information

    Click the links below to learn specifics about our program:

    How do I know if a student is eligible to work on campus? What is a Student Employment Eligibility Card? 
    How many hours per week can my student work? 
    Can a student earn more than their award amount? 
    Can I hire a new, incoming student? 
    What is on-campus employment?   
    How do I list my openings and find on-campus student workers? 
    Why do I have two student worker budgets? 
    What are the wages? How are students paid?
    What paperwork must I complete to hire a student worker for on-campus employment? 
    What is off-campus work study? 
    How can I find students eligible for off-campus positions? How do I list my openings?   
    What are the off-campus wages? How are the students paid?
    Can a student earn more than their award amount?
    How many hours can my off-campus work-study student work?
    What paperwork must I complete to hire a student for off-campus work-study employment? 
    What about evaluations and performance reviews? 
    What can I do when the student employee's work is not meeting my expectations? 
    Questions about on-campus or off-campus work-study?

     
    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 Human Resources, Old Main, Lower Level, Room 12. 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. Human Resources 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. 

    Note: 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. Law students are limited to 20 hours per week per ABA regulations. 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 an incoming new student?
    Incoming new and transfer students who are registered and deposited for fall can start work after 7/1/14, 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 Human Resources if you are not sure that your department or site qualifies.
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    How do I list my position? How do I find students to work for me?
    Send the Manager of Student Employment 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 Human Resources web site. To post a job, contact Human Resources and let them know that you are looking for a student worker.
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    As an on-campus employer, why do I have two student worker budget lines?
    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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    What are the wages? How are students paid?
    The base wage for on-campus positions is $8.00 effective July 1, 2014. 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. Human Resources will gladly assist you with these issues.
    Time cards/time sheets online: Students are required to complete time cards or online daily as they work. Hours are listed in quarter hour percentages. Please refer to the instructions on the time card. While not required, it is strongly recommended that supervisors turn in signed time cards themselves. Always keep a copy of the time card and verify earnings against your monthly budget reports. ACADEMIC YEAR PAY AND TIME CARD SCHEDULE: Signed time cards must be submitted to the Payroll Office in the lower level of Old Main, Room 16, twice a month according to the schedule provided by the Payroll Office. Paychecks are issued twice a month and students may picked them up at the cashier's window in East Hall. Direct deposit is available also. Direct deposit forms may be obtained in the Payroll office. SUMMER SCHEDULE VARIES - see below. 
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    What paperwork must I do to hire a student for on-campus employment?
    New Hire: Ask to see their eligibility card and enter them online. Please check with the Payroll Office at 523-2929 to see if your department is online or not. Please remind the student to complete their W4 and I9 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, 2014), 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 Human Resources 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 Human Resources 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 list their openings with the Human Resources Office at Hamline. To post openings appropriate for CLA students, please send your opening to the Manager of Student Employment in the Human Resources Office. If you are seeking to hire a law school student, please contact the Law Career Services Office at 651-523-2470. Students may also contact you directly, from advertisements in the newspapers, or through any traditional job search route.
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    What are the off-campus wages? How are students paid?
    Wages for off-campus work-study are set by the employer, subject to Hamline's $8.00 per hour minimum. 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 Human Resources 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 Tiffany Carmony in the Payroll Office at 651-523-2929 or contact her at tcarmony01@hamline.edu
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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 percent 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 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. Law students are limited to 20 hours per week (all employment situations combined) per ABA regulations. 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 Human Resources Office. They complete the form, and return it to Human Resources, 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 Human Resources 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 Human Resources 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.

    Dismissal? 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 651-523-2947. 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 Human Resources 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 Human Resources Office. If you have questions about your paycheck or other payroll issues, please contact the Payroll Office, Old Main lower level, room 16. 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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