University of St. Thomas

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Purpose

The Student Supervisor Handbook provides references to the guidelines, procedures, and general information pertinent to University of St. Thomas student employee supervisors.

The information in this handbook is in effect at the sole discretion of the Human Resources Department, and may be withdrawn or changed without notice. This handbook is not intended nor shall be construed as a binding contract.

Mission

The mission of the Student Employment program at the University of St. Thomas is to support the education of University of St. Thomas students while providing:
1) An educational employment experience.
2) An opportunity for students to earn money to fund their education-related expenses, particularly students who qualify for Federal and State Work-Study funds.

Supervision of Student Employees

Each department has some freedom to set departmental student employee guidelines. However, each department will be held responsible by the university for the fair treatment of student employees in hiring, employment, and termination.

Remember: Students are at St. Thomas for an education. The main focus of students is the college degree, not the job. This requires flexibility on the part of the supervisor regarding breaks, finals week, and other school activities. However, students must be held responsible for their work and actions, in accordance with the university and department policies.

Go to Policies section

It is strongly suggested that all departments have a student employee handbook for the students working in their department.

The handbook should contain:

1. A copy of the student's job description.
2. Departmental policies and procedures.
3. Expectations of all student employees in the department. For example, policies on attendance and punctuality, deadlines for work schedules for the term, acceptable reasons to miss work, and timely notice of absences.
4. Student expectations of the supervisor such as regular performance evaluations and warnings prior to termination.

Student Employment Programs

Student Employment Award

Students who are employed under Federal or State Work-Study have a specified award amount in that program. If a student's earnings exceed the award amount, the award will be increased, if possible. If not possible, the student will be switched to the UST Student Employment program for the remainder of the academic year.

Academic Year Employment

There are three very distinct student employment programs at the University of St. Thomas during the academic year.

College Work-Study (Federal and State) is a need-based program, funded in part by the federal and state governments. Only students who apply for financial aid and demonstrate financial need may qualify for College Work-Study. Their work-study award is part of a financial aid package, which is meant to help them pay their educational expenses. Recipients of these funds have a greater need to work on campus. Because these wages are supplemented with non-St. Thomas funds, priority should be given in all departments to hiring students eligible for college work-study.

UST Student Employment is a non-need based program, funded entirely by the University of St. Thomas. It is not necessary for a student to apply for financial aid to be employed through this program. Because international students do not qualify for Federal and State Financial aid, they are generally paid through this category. International students are cleared for work on campus through the Office of International Student Services.

Federal and State Work-Study regulations require that students be paid on an hourly basis. Therefore, in special cases, where there is to be a onetime payment or stipend paid to a student, the student must be paid through UST Student Employment. The student must obtain a Student Employment Form and the supervisor must complete a Student Miscellaneous Payroll Authorization form with the Human Resources department in advance of the work.

Graduate Student Assistantship is a non-need based job funded entirely by the University of St. Thomas. A graduate student hired in an assistantship generally works in his/her academic program department or a closely related department. The Graduate Assistantship involves research and/or teaching activities in pursuit of obtaining an advanced degree.  Those activities must be performed under the supervision of a member of the faculty. Graduate assistants are hired to do research or other work at a high level of responsibility. .

J-Term Employment
If a student employee is not returning for spring semester (i.e. December graduates, transferring, etc...) then the student may only earn funds through UST Student Employment during J-Term. International students who cease enrollment in December are ineligible for employment over J-term.

Summer Employment

Students must complete a "Summer Student Employment Form" even if they were working during the academic year. Please view the established Pay Rates for summer student employment. Many departments who hire students for the summer wish to rehire students for the academic year.

Budget Information

There is one student employment pool in each department budget. Sub-divisions of this pool exist for tracking purposes only. A department or supervisor need only be concerned about keeping the total student wage spending within the total fiscal year budget.