Student Employee Toolkit

Student employees are extremely valuable, and it is the intent of the University to provide a work environment that promotes learning opportunities.  There are many benefits to working on campus which include: flexibility, convenience, campus connections, supplemental income, and a learning experience.  This toolkit offers information, resources, and the tools you need to be successful in your role as a student employee.

Submitting a Student Employment Form

Log into Murphy Online:

  • Click "Student Services"
  • Click "Student Employment"
  • Click "Student Employment Form"
  • Select the term in which you are being hired (e.g. Fall 2013)
    • Click "Enter Another Employment Position" if you submitted a student employment form in the past
  • Select "Supervisor"
  • Select "Hiring Department"
  • Submit form electronically to your supervisor for approval

Paperwork and Getting Paid

All new student employees, or returning student employees who have not worked on campus in the last 12 months, need to complete new hire paperwork.  New hire paperwork must be completed in the Human Resources Department on or before your first day of work.  The Human Resources Department is located in Aquinas Hall, room 217.  Office hours are Monday through Friday, 8:00 a.m. to 4:30 p.m. 

A student may not work or be paid until all the following are completed:

  • The Form I-9 is an authorization form completed to show proof that you are eligible to work in the United States.
    • To complete this form you will need to show proof of identification and work authorization by providing acceptable documents.  See the List of Acceptable Documents for Form I-9.  All documents must be unexpired and an original or certified copy.  Photo copies and expired documents cannot be accepted.
    • The employment verification documents required for international students vary depending on visa status.  International students should contact the Human Resources Department for a complete list of acceptable documents.
  • The Privileged Access and Confidentiality Agreement (PACA) all employees must read and sign.
  • The W-4 is a form completed for tax purposes

Frequently Asked Questions:

How do I apply for a student employment job?

You can view and apply to on-campus employment opportunities from our employment opportunities website.

If you have not applied before, you will need to create an application and upload your resume and cover letter for the position(s) you are applying to.

If you have applied before, log into the employment opportunities website using the same user name and password you used the last time you applied.  (If you do not remember your username and password, contact Human Resources).  Once logged in, you can update your application and attach it to a new job posting.

Who is eligible for student employment?

UST degree seeking students at the undergraduate, graduate and doctorate levels.

Must be actively enrolled in a course for credit or satisfy one of the following:

  • Freshman students who are registered for courses and have paid their deposit may work the summer prior to their first semester.
  • Students starting class in the Spring term can work during the J-term as long as they are registered for Spring term classes.
  • Students graduating in May can work through the summer semester
  • Students graduating in the Fall can work through the last day of J-term finals.

Students graduating in J-term cannot work past the last day of J-term finals.

Exchange students from other ACTC colleges are not eligible for student employment.

If a student drops all their courses they are not eligible for student employment.

Graduate students who are working on comprehensive exams and/or their thesis and not taking courses for credit are not eligible for student employment.

Does federal or state work study guarantee me a job?

A federal or state work-study award does not guarantee a job and students are not assigned jobs.  UST students apply through the student employment application process to obtain a job.

Can I work on campus without a financial aid award?

Yes.  Financial aid is not a requirement for working on campus.

How do I find a job?

You can view and apply to on-campus employment opportunities from our website.

I can't find a job, what should I do?

It is important to apply to as many jobs as possible and remain flexible when deciding what jobs to apply for.

Student employment opportunities are posted on a daily basis so it is important to check the employment opportunities website frequently.

Be sure your resume is up to date; the career development center is available to assist you with your resume or cover letter.

What paperwork is required to start working?

If this is your first job at UST or it has been over a year since you last worked at UST, you must complete a Form I-9, Form W-4, and Privileged Access Confidentiality Agreement (PACA) in the Human Resources Office.

  • Before you begin working, the Form I-9 must be completed with a member of the HR Department, located on the St. Paul campus in Aquinas Hall room 217.

Certain positions may require a background check authorization form.

International students should contact International Student Services after they accept a job offer to make sure they have met all the requirements for employment.

What is the Form I-9?

The Employment Eligibility Verification Form I-9 is a U.S. Citizenship and Immigration Services form.  It is used by an employer to verify an employee's identity and to establish that the worker is eligible to accept employment in the United States.

How do I complete my Form I-9?

Your Form I-9 must be completed in the Human Resources department, located on the St. Paul campus in Aquinas Hall room 217.

To complete this form you will need to show proof of identification and work authorization by providing acceptable documents.  See the List of Acceptable Documents for Form I-9.

  • All documents must be unexpired and an original or certified copy.  Photo copies and expired documents cannot be accepted.

The employment verification documents required for international students vary depending on visa status.  International students should contact Human Resources for a complete list of acceptable documents.

What kinds of jobs are available?

There are a large variety of jobs available both on campus and off; some include:

  • Food Services
  • Tutors
  • Desk Attendants
  • Faculty Support
  • Photographers
  • Department Assistants
  • Tour Guides
  • Public Safety
  • Anderson Athletic Center
  • Anderson Student Center
  • Libraries
  • Athletics

I was expecting more of a variety of jobs to choose from, are there other employment opportunities?

Student employment opportunities are posted on a daily basis, so check the employment opportunities website frequently.

If you are unable to find a job through the student employment program, the Career Development Center posts off-campus employment opportunities.  You can also visit the TommieCareers portal to search for off-campus employment opportunities.

What are the pay rates?

Student employment pay rates vary per hour based on several factors including the type of work, education, and experience.

How flexible is student employment with my class schedule?

Student supervisors understand that education comes first and try to accommodate the demands of coursework whenever possible.  It is important to share your work availability and your class schedule with your supervisor so they can plan accordingly.  It is also important to give your supervisor as much notice as possible if you need to miss work.

What are the benefits to working on campus?

FICA tax exemption - students classified as half-time or more are exempt from FICA tax while working on campus.

Flexibility - supervisors at UST understand that your first priority is your education.

Convenience.

Learning experience.

Financial aid (refer to the Financial Aid Guide for eligibility).

How do I know if I am hired?

You should receive a verbal job offer including instructions to complete your new hire paperwork in Human Resources (if you have not already done so).  You can also contact the supervisor for the position and ask them.

How many hours can I work?

International students may work up to 20 hours per week during the academic year and up to 40 hours per week when not enrolled in courses, during the summer, or breaks.

It is recommended that non-international students work no more than 20 hours per week while enrolled in classes; however, they may work up to 40 hours per week throughout the year.

Related Links

Take Action

Resources

Contact Us, Location & Hours

Human Resources Department
Aquinas Hall, Room 217
Phone:  651-962-6510
Fax:  651-962-6905
stu_employ@stthomas.edu

Main Office Hours
Monday - Friday 8:00am - 4:30pm
Closed Holidays