Student Supervisor FAQs

Human Resources wants to thank you for participating in the on-campus student employment program.

We want your experience with this program to be positive and rewarding.

Contact Student Employment Specialist, Mary Ruce, at 651-962-6517 with any questions.

I want to hire a student. Where do I start?

Who is eligible to work on-campus?

  • St. Thomas degree-seeking students at the undergraduate, graduate, and doctorate levels may be eligible for student employment.
  • Students must be actively enrolled at least part-time in courses for credit (part time for undergraduate students = 6 credits; graduate students = 3 credits) 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 Spring term may work during J-Term as long as they are registered for Spring term classes.
    • Students graduating in May can work through the Summer term.
    • Students graduating in Fall can work through the last day of J-term finals.

Who is not eligible to work on-campus?

  • Students graduating in J-term cannot work past the last day of J-term finals.
  • International students who graduate in May are not eligible to work past the last day of the term (per immigration regulations).
  • Exchange students from other ACTC colleges are not eligible for student employment.
  • If a student drops all of their courses they are not eligible for student employment.
  • Graduate students working on comprehensive exams and/or their thesis and not taking courses for credit are not eligible for student employment.

My student is no longer eligible for student employment. What can I do?

  • We encourage you to hire a replacement student and plan for an overlap period for training.
  • Your department can look into hiring that individual as a temporary employee.  However, any hiring stipulations currently affecting the University of St. Thomas will apply.  Contact your Talent Management Specialist for more information.

How many hours a week can my student work?

  • International students may work up to a combined 20 hours per week during the academic year and up to 40 hours per week when not enrolled in courses, during the summer, holidays and vacation periods if registered for the next academic semester.
  • 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.
  • Overtime pay will apply if your student is working more than 40 hours a week.  Some students work more than one job on-campus.  Hours worked at multiple positions are combined and overtime is applied as applicable.

How do I determine how much to pay my student employee?

  • On-campus student pay rates are based on the duties, expectations, and qualifications of the position. 
  • Please review the Guide to Student Pay Rates to determine the appropriate job level and corresponding pay rate for your student employee.
  • The pay levels listed in the Guide to Student Pay Rates have been established to provide equitable pay rates across all university departments.

Does it matter if my student has work-study?

  • No.  You are welcome to hire the most qualified candidate for the position.
  • If you have questions about federal or state work-study, please contact the Financial Aid Office.

     

How do I post a job?

  • In order to reach as many students as possible you are encouraged to post all student employment opportunities via the Talent Management System (TMS).
  • Log into the Talent Management System (TMS) using your St. Thomas username and password.  If you are unable to log-in, contact Human Resources at x26510 to obtain access.
  • Create a job using the instructions in the Creating a Student Employment Requisition and Submitting it for Approval.
  • Once submitted, your job will be reviewed by Human Resources.  If no additional information is required, the job will be posted within 2 business days at which time you will receive an email notification and a link to the job posting on the Jobs at St. Thomas website.

After I submit my job, how long until it is posted?

  • Once submitted, your job will be reviewed by Human Resources.  If no additional information is required, the job will be posted within 2 business days at which time you will receive an email notification and a link to the job posting on the Jobs at St. Thomas website.

I have a good pool of candidates and would like my student job removed from the website but I still need access to the applicant information.

  • Contact Human Resources at x26510 to request that your job posting be removed from the website but kept open in order to continue with the interview and selection process.

How long can I leave my student job posting on the website?

  • The minimum requirement for student jobs is 5 business days, however, positions can be posted/open until filled.
  • Positions that are “Open Until Filled” are subject to being closed and reposted with the start of a new term.

Once I have made my hire(s), how do I close my student job in TMS?

  • Update the status of ALL applicants in TMS (Ex. “Offer Accepted” or “Reviewed: Not Selected”).
  • Once the status of all your applicants is updated, contact Human Resources at x26510 and they will remove your job from the website and close it in TMS.

I’ve extended an offer to a student. Now what?

  • Request to be set up as a supervisor in Murphy Online in order to approve Student Employment Forms.  Contact the Student Employment Specialist (651-962-6517) with the following information:
    • Your St. Thomas ID#
    • Position Title for student job
    • Index Code
    • Title to identify Index Code
    • Grid Code and Pay Rate (Review the Guide to Student Pay Rates)
  • If the student has not worked on campus within the last year, he/she must visit Human Resources in AQU 217 to fill out an I-9 and other new hire paperwork.  They will be required to provide acceptable documentation in order to verify their I-9.
  • If the student has worked on-campus within the last year (or once he/she has completed the new hire paperwork) the student must submit a Student Employment Form (SEF) via Murphy Online.
  • The supervisor will receive an email notification indicating that the SEF is waiting for approval in Murphy Online.
    • If you don’t see the appropriate index, position title, or pay rate to approve the forms, please contact HR to have your profile updated prior to approving the forms.
  • After approving the SEF, you will receive a confirmation email.  Review the confirmation email to confirm the student may begin working.
    • In some cases, the student may not begin working until successful results of a background screen are received by HR.
  • Students typically gain access to Workforce, the timekeeping system, within 24 hours of an approved SEF.  If forms are approved on Friday, then access will generally be granted on Monday (mid-morning).

What is the purpose of a Student Employment Form?

  • A Student Employment Form (SEF) determines a student’s eligibility for student employment. 
  • If a position requires a background check, the SEF notifies Human Resources to check if there is a background check on file for the student or if one needs to be initiated.
  • A SEF creates a job in Banner and then a timesheet in Workforce.  This allows the student to get paid.

My student employee is trying to submit a Student Employment Form and can’t find my name.

  • All supervisors must be manually set up in Murphy Online as a student supervisor.
  • Contact the Student Employment Specialist (651-962-6517) with the following information:
    • Your St. Thomas ID#
    • Position Title for student job
    • Index Code
    • Title to identify Index Code
    • Grid Code and Pay Rate (Review Guide to Student Pay Rates)
    • Does the position require a background check? (Ex. Contact with minors, access to residence halls, requires driving a car, truck or van)

Does my student employee have to submit another Student Employment Form?

  • Student Employment Forms (SEF) create a NEW job in the system.  SEFs submitted during the academic year are valid through the end of the Spring semester even if the student doesn’t work during J-Term. 
  • Ex. If a student works as a barista at the Brady Coffee Cart fall semester, he/she does NOT have to submit another Student Employment Form in the spring to continue working as a barista at Brady Coffee Cart.
  • Ex.  If a student works as a server at The Loft fall semester, then begins working as a server at the Pit Stop in the Spring, he/she will have to submit a NEW Student Employment Form for the NEW job.
  • DO NOT submit another SEF to make changes to your student’s existing job such as an increase in pay rate or change in supervisor.  All changes should be requested by submitting a Change Request Form.

When will my student employee have access to a timesheet?

  • Students typically gain access to their timesheet either the day after their supervisor approves their Student Employment Form (SEF) or their 1st Work Date as indicated on their SEF, whichever is later.
  • In some cases, the student may not begin working until a background screen is completed and approved by Human Resources.

What do I do if there is a problem with my student employee’s hours/timesheet?

  • If your student employee has had access to a timesheet for their job but there is now an issue = contact Payroll at Payroll@stthomas.edu.  Payroll manages the Workforce timekeeping system.
  • If your student employee does not have a timesheet = contact Human Resources at 651-962-6510 or stu_employ@stthomas.edu.  It is likely that the student never submitted a Student Employment Form which creates the job and a timesheet in the system.

How do I increase my student employee’s pay rate?

  • Contact the Student Employment Specialist (651-962-6517) for details.
  • In general, student pay rates should be based on the duties of the position.  If a pay rate increase is being requested, it should be a result of an increase in job duties.
  • When a pay increase is deemed appropriate, supervisors must submit a Change Request Form to HR.

My student is being paid out of the wrong index. What do I do?

  • Submit a Change Request Form.  Be sure to complete the “Current Information” column and then provide the correct index code in the “New Information” column as well as an Effective Date.  Submit the form to Human Resources, stu_employ@stthomas.edu.

What do I do when my student employee leaves their job?

  • If a student leaves his/her job before the end of the academic year (or more than 2 weeks prior to the end of the summer term), submit a Change Request Form to Human Resources in AQU 217 or stu_employ@stthomas.edu to terminate the job.

My student employee never completed a Student Employment Form. How will they get paid?