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Student Employment Handbook Winona State University

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Student Employment Handbook Winona State University Powered By Docstoc
					     Student Employment
          Handbook



             Winona State University

This handbook is provided as a comprehensive guide for students and
supervisors regarding all aspects of student employment at Winona State
University. It is recommended that the handbook be reviewed with new
employees at the time of hire and used as a reference tool throughout the
student’s employment.


If you click on any of the headings within the Table of Contents, the cursor will
jump to that section of the handbook. I have added jumpmarks throughout the
document that will take you back to the Table of Contents.


If you would like to offer feedback, of any kind, in regard to the content of this
handbook (e.g., Something missing? Need more detail? Something is unclear?
etc.), please feel welcome to send comments and/or ideas to the Student Payroll
Office, Maxwell 206, 507-457-5065.
                                      Table of Contents
STUDENTS ..................................................................................................... 5
Types of Student Employment ______________________________________________________________ 5
  Work Study Program _____________________________________________________________________ 5
  Student Help Program ____________________________________________________________________ 5
  Graduate Assistant Program _______________________________________________________________ 5

Equal Employment Opportunity ____________________________________________________________ 5

Eligibility for Employment _________________________________________________________________ 6
   Enrollment Requirements _________________________________________________________________ 6

Finding Job Openings _____________________________________________________________________ 6

Job Interview ____________________________________________________________________________ 7

Becoming Authorized to Begin Work_________________________________________________________ 8
  Required Paperwork _____________________________________________________________________ 8
  Work Authorization Form _________________________________________________________________ 8
  Form I-9 (Employment Eligibility Verification) ________________________________________________ 8
  W-4 Form (Employee’s Withholding Allowance Certificate) ______________________________________ 8
  FICA and Medicare Withholding ___________________________________________________________ 9
  MW-R (Reciprocity Exemption/Affidavit of Residency) _________________________________________ 9

For International Students Only_____________________________________________________________ 9

Additional Hiring Notes ___________________________________________________________________ 10
  Direct Deposit _________________________________________________________________________ 10
  Pay Stubs _____________________________________________________________________________ 11

Work Schedule __________________________________________________________________________ 11
 Restrictions on Hours____________________________________________________________________ 11
 Scheduling Hours_______________________________________________________________________ 11
 Breaks _______________________________________________________________________________ 11
 Holidays/Snow Days ____________________________________________________________________ 12

Payroll _________________________________________________________________________________ 12
  Rate of Pay ____________________________________________________________________________ 12
  Schedule ______________________________________________________________________________ 12
  Time Sheets ___________________________________________________________________________ 12

Expectations on the Job ___________________________________________________________________ 13
  Conduct ______________________________________________________________________________ 13
  Termination ___________________________________________________________________________ 13
  Dress Code ____________________________________________________________________________ 13
  Confidentiality _________________________________________________________________________ 13
  Safety ________________________________________________________________________________ 13
  Fraud ________________________________________________________________________________ 14
  Grievance _____________________________________________________________________________ 14
  Worker’s Compensation Law _____________________________________________________________ 14
  Sexual Harassment______________________________________________________________________ 14

Additional Employment Information ________________________________________________________ 15
  Filing Income Tax Forms and the W-2 ______________________________________________________ 15
  Unemployment after you leave WSU _______________________________________________________ 15


SUPERVISORS ............................................................................................ 16
Budget _________________________________________________________________________________ 16
  Work Study ___________________________________________________________________________ 16
  Student Help __________________________________________________________________________ 16
  Graduate Assistant ______________________________________________________________________ 16

Eligibility _______________________________________________________________________________ 17
   Work Study ___________________________________________________________________________ 17
   Student Help __________________________________________________________________________ 17
   Graduate Assistant ______________________________________________________________________ 18
   Concurrent Employment _________________________________________________________________ 18

Hiring _________________________________________________________________________________ 19
  Nepotism _____________________________________________________________________________ 19
  Advertising your Job Openings ____________________________________________________________ 19
  Application Form _______________________________________________________________________ 19

Hiring-Paperwork _______________________________________________________________________ 20
  For American students ___________________________________________________________________ 20
  For International students ________________________________________________________________ 20

Completing the Forms ____________________________________________________________________ 21
  Work Authorization _____________________________________________________________________ 21
  Form I-9 ______________________________________________________________________________ 22
  W-4 Form_____________________________________________________________________________ 22
  MW-R Form __________________________________________________________________________ 23

Additional Hiring Items ___________________________________________________________________ 23
  Direct Deposit _________________________________________________________________________ 23
  Paystubs for Student Employees ___________________________________________________________ 23

Retention Schedule for Student Employment Forms ___________________________________________ 23

Social Security Tax for Student Employees ___________________________________________________ 24

Training and Supervising Students _________________________________________________________ 24

Orienting the New Employee ______________________________________________________________ 25

Managing Payroll Functions _______________________________________________________________ 26
 Pay Rate ______________________________________________________________________________ 26
 Enrollment Requirements ________________________________________________________________ 26
 Lump Sum Payment Option ______________________________________________________________ 26
 Maximum Hours Limits__________________________________________________________________ 27
 Additional Hours Restrictions for Work Study Employees _______________________________________ 27
 Additional Hours Restrictions for International Student Employees ________________________________ 27
 Time Sheets ___________________________________________________________________________ 28

Evaluating Student Employees _____________________________________________________________ 28

Coaching and Corrective Action____________________________________________________________ 29

Grievance Procedure _____________________________________________________________________ 30
Injury on the Job ________________________________________________________________________ 30
  Worker’s Compensation _________________________________________________________________ 30

Contact List_____________________________________________________________________________ 31

WSU Regulations & MnSCU Policies _______________________________________________________ 31


FORMS & HANDOUTS ............................................................................. 32
  Coaching and Corrective Action Form ______________________________________________________ 32
  Direct Deposit Handout __________________________________________________________________ 33
  FICA Tax Form ________________________________________________________________________ 34
  Interview Form ________________________________________________________________________ 35
  Job Application Form ___________________________________________________________________ 36
  Job Posting ____________________________________________________________________________ 37
  Overpay Authorization Form ______________________________________________________________ 38
  Payroll Schedule 2012-13 ________________________________________________________________ 39
  Performance Review for Student Employee __________________________________________________ 40
  Reference Check Questions _______________________________________________________________ 41
  Request to Create a Lump Sum Position _____________________________________________________ 42
  Student Employment Sites ________________________________________________________________ 43
  Time Sheets ___________________________________________________________________________ 44
  W-4 Form_____________________________________________________________________________ 44
  Form I-9 ______________________________________________________________________________ 44
  Work Authorization Form ________________________________________________________________ 44
Students
On-campus employment provides students with opportunities to earn money to fund their education-related
expenses and enhance their academic experience by applying practical learning on the job in a supportive and
challenging setting. Our student employees play integral roles in many departments on campus. In return for
their service and assistance, student employees
     gain valuable work experience;
     meet and make contacts with other students, faculty, university staff, and the public;
     learn skills and perform work that may relate to future career plans;
     earn a competitive salary rate;
     have flexibility in the scheduling of work hours; and
     save the added cost of commuting to and from a workplace



Types of Student Employment
Winona State offers three different types of student employment on campus: “work study” positions, student
help positions, and graduate assistantships.


Work Study Program
The work study program is a Financial-Aid based program and provides funding for students, who are eligible,
to work and earn a specified amount of money based on their individual financial need. Students receive
notification from the Financial Aid Office regarding their work study eligibility. International students
are not eligible for the work study program. There are approximately 95 departments on campus and,
currently, three agencies off-campus, which are able to hire work study student employees.


Student Help Program
The student help program is funded by individual departments on campus. All students are eligible for
student help positions. There are approximately 90 departments on campus that employ students for a wide
variety of positions including clerical, receptionist, security, child care, tutoring, lifeguarding, refereeing,
ushering, grounds keeping, maintenance, computer technology, etc.

Many departments on campus employ both work study and student help workers.


Graduate Assistant Program
The graduate assistant program provides approximately 50 positions that are available to students who are
admitted to a bona fide graduate degree program at the University. Specific requirements and hiring procedures
are followed in regard to these positions. Students interested in this program should contact the Graduate
Studies Office for further information.



Equal Employment Opportunity
WSU is an equal opportunity educator and employer. The Equal Employment Opportunity Law prohibits
discrimination on the basis of race, religion, color, national or ethnic origin, age, sex (including sexual
harassment), sexual orientations, marital status, citizenship status, disability, genetic predisposition or carrier
status, or status in the uniformed services of the United States (including veteran status).
                                                                                                 Back to Table of Contents
Eligibility for Employment

Enrollment Requirements
To be employed at the University, an individual must be in student status, in other words, must be enrolled in a
specific number of credits to qualify. The specific number of credits that you must take in order to work on
campus varies depending on the semester, the program which funds your employment, and your ethnic origin.
Below are the specific requirements for student employment at Winona State.

During fall and spring semesters, student employees must be enrolled in classes as follows:

        Undergraduate students:
               Domestic*        6 credits
               International 12 credits

        Graduate students:
               Domestic           3 credits
               International      6 credits

*Refers to students who are citizens of the United States. This would include international students whose
status has changed to permanent residents.

If you drop credits and fall below these minimum requirements, you immediately become ineligible to
work.

During the summer:

        Work Study employees must be enrolled in at least 6 credits.
        Student Help employees are not required to be enrolled but must be pre-registered for fall semester.
        New freshmen or transfer students must be pre-registered for fall semester.

If it is your final semester at the university, prior to graduation, an exception can be made in regard to the
enrollment requirement. The student payroll office must be notified in this case.

Students who are dropped due to non-payment and are no longer in student status are not eligible for student
employment.

Students who are attending classes at WSU but are not currently seeking a degree from WSU, must be
enrolled for at least six credits (if an undergraduate student) or three credits (if a graduate student) during each
semester in which they wish to be employed.

Once a student has graduated and is no longer pursuing another degree or major at WSU, s/he is no longer
eligible for student employment.

                                                                                                 Back to Table of Contents




Finding Job Openings
The job market at the University is competitive. Individuals should be prepared to “put their best foot forward”
when searching for a job at the University. You should think about your skills, interests, class load, and
schedule when you are considering employment. “Check out” the University catalog and website to learn more
about the variety of departments and programs on campus. The availability of positions varies throughout the
year, with greater opportunities at the start of each semester.
The WSU Career Services Office provides an online job posting site. Students use an “EZlink Account” and
are able to view all job openings that have been posted by supervisors. Instructions and further information are
available on the Career Services website at:

        http://www.winona.edu/career.

Applicants should pay particular attention to any details listed for particular job openings. Supervisors may
specify requirements for a position or steps that you must take in order to apply. Your application may not be
considered if instructions are not following in regard to the application process.

Not all campus positions are posted on the Career Services website. If there is a particular department for which
you would like to make an inquiry about a potential job, feel free to call the department or stop in and make an
inquiry in person. It’s a good idea to have a resume, prepared ahead of time, to leave with a potential employer.
Some departments take applications and keep them on file for future consideration even if a current opening
does not exist. At the end of this handbook is a list of Departments on campus that have hired student
employees in the past.

If you need help creating a resume, the Career Services Office is always ready and willing to help students with
this task. Their website also offers a section called “Resume Basics.” Students are welcomed to contact their
office for further information.

Quick Resume Tips:
    Keep the resume to one page in length.
    List work experience that is relevant to the type of job for which you are applying.
    Work experience and education should be listed in chronological order, with the most recent experience
       listed first.
    Do not lie, exaggerate, or stretch the truth.



Job Interview
If you are given an opportunity to interview for a position, there are some things to keep in mind when going to
an interview:

       If you have not already provided the potential employer with a resume, take one with you to the
        interview. You may be asked to complete a Job Application, and the resume may help you remember
        details that you are asked to provide.
       Take your class schedule with you; your employer will want to know when you are available to work.
       Be honest with your future employer; do not make promises you do not intend to keep. For example, if
        the job requires you to work over breaks or the summer, do not indicate a willingness to do this if it is
        not really your intention to be there during those times.
       Dress appropriately for the interview. Appropriate clothing supports your image as a person who is
        taking the interview seriously and suggests that you may be a person who will take your job seriously.
        Dress conservatively and avoid these interview attire “don’ts”: heavy makeup, revealing clothing,
        visible piercings, clingy tops, wrinkled clothing, short skirts, hair in your face, etc. Don’t interview with
        gum in your mouth!
       Do not bring a friend to the interview with you.
       Turn your cell phone off during the interview.
       Be prepared to say positive things about your skills and abilities, and don’t be afraid to talk about any of
        your achievements—even “ordinary” achievements show good performance and career values.
       Respond to questions and back up your answers with specific examples, if possible.
       Know ahead of time why you want the job for which you are interviewing.
       It s a very nice gesture to write a thank-you note to the interviewer within a day of the interview.

For additional interviewing tips, consult the web. There are many wonderful sites out there that provide lots of
hints and recommendations to help you be successful in this endeavor.
                                                                                                 Back to Table of Contents


Becoming Authorized to Begin Work

Required Paperwork
Once you have been selected to fill a position on campus, there are several documents that must be
completed before you may begin working. Your supervisor should direct you in regard to where you must go
to acquire the necessary forms.

If you have been a previous employee on campus (not including employment with Chartwell’s), the only form
that must be completed to “hire” you for a position is the Work Authorization Form.


Work Authorization Form
This form “authorizes” you to work for one particular department on campus. If you have two jobs on campus,
for example, two authorizations must be completed, and so on.

This form also authorizes you to work for a specified period of time. Both you and your supervisor should note
the “end date” of employment that is indicated on the authorization. Once this end date has passed, you are no
longer authorized to work for that department and will be removed from the payroll system.


                           A NEW employee, who has never worked at WSU before,
                                must also complete the following two forms.

                           International student employees must meet different requirements;
                      see the special section below for “NEW International Student Employees.”




Form I-9 (Employment Eligibility Verification)
The Federal I-9 Form must be completed by all NEW employees on or before the first day of work.

When you complete the Form I-9, it will be necessary to show the employer original identification documents
that prove your eligibility to work in the U.S. If you do not have these documents in Winona, arrangements
must be made to have them sent here. Photocopies and faxes of any identification are not acceptable.

Acceptable forms of identification for completion of the I-9 include:

        A passport OR
        A driver’s license or Warrior ID AND an original social security card OR
        A driver’s license or Warrior ID AND a certified copy of a birth certificate

If you do not have this documentation, the form cannot be completed; and you may not begin working.

Please note, you would only need to have one of the following three documents: passport, original social
security card, or a certified copy of your birth certificate. The safest one to send in the mail is probably the birth
certificate. Most students have a driver’s license or WSU ID in Winona; so the difficult document to produce is
the social security card, birth certificate, or passport.


W-4 Form (Employee’s Withholding Allowance Certificate)
This is a federal form and determines how much tax is withheld from the student’s paychecks.
If you have never completed a W-4 Form before or if you are not sure how to complete this form, you should
get advice from a family member. All of your income is taxable, including work study earnings. The amount of
tax taken out of the paychecks is dependent on the number of “allowances” that you claim in Box 5 on the W-4
form. The “basic” instructions regarding the form are:

       The lower the number you put in Box 5, the greater the amount of tax that will be taken out of your
        paychecks. For example, a zero (0) in box 5 will result in more taxes being taken out than a one (1), and
        so on.
       If you do not want any tax taken out of your paychecks, do not write anything in Boxes 5 or 6, and print
        the word “exempt” in Box 7.
       Under no circumstances can you complete both Boxes 5 and 7; if you do this, the form will be returned
        to you to be re-done.


FICA and Medicare Withholding
In most cases, Social Security and Medicare taxes are not withheld from student employees’ wages during fall
and spring semesters. Because the University 1) requires student employees to be enrolled for the number of
credits that equate to “half-time” and 2) stipulates that students may not work more than 60 hours per pay
period, they are exempt from tax withholding for social security and Medicare during fall and spring semesters.

In the summer, when student employees are not required to be enrolled and are allowed to work up to 40 hours
per week (80 hours per pay period), the following applies:

        FICA & Medicare taxes will be withheld under the following conditions:

             Student employee is not enrolled for at least 3 credits.
             Student employee is enrolled for at least 3 credits BUT is working more than 60 hours per pay
              period.


MW-R (Reciprocity Exemption/Affidavit of Residency)
This is a Minnesota Dept. of Revenue form that verifies the student’s permanent state of residency for state tax
withholding purposes. Only students from North Dakota or Michigan, who return to their permanent
residence at least once per month, are eligible to complete this form. Please go to the Student Payroll Office
for more information if you feel you are qualified.

                                                                                             Back to Table of Contents




For International Students Only
If you have been a previous employee on campus (not including employment with Chartwell’s), the only form
that must be completed to “hire” you for a position is the Work Authorization Form.

If you have never worked for WSU before, then the following applies…

                        NEW International Student Employees must apply for
                      a Social Security Card and complete additional paperwork
                               before they can begin working on campus.

     Social Security Card

        As is true for American students, you must have a social security number (SSN) in order to
        work on campus. The university may admit you without a social security number; but if you
        wish to work on campus, you must apply for and receive a valid SSN from the Social Security
        Administration. Steps:
             Find a job on campus
             Complete a Student Help Authorization Form with your supervisor
             Take the form to the Student Payroll Office (Maxwell 206)

        A letter will be prepared for you in the Student Payroll Office, confirming your employment at
        the University. You must take the letter to the Social Security Office and apply for a social
        security card. You will get directions from the Student Payroll Office. The local Social
        Security Office is located at 53 East Third Street (in downtown Winona).

        Before issuing a SSN, the Social Security Administration will verify your F1 status with U.S.
        Immigration. In order to give Immigration time to process the records, a new student should
        wait at least 10 days after entering the U.S. before applying for a social security number.

        You must also complete a series of forms in the Student Payroll Office before you may
        begin working. You will need to bring your passport and I-20 to Student Payroll for
        verification and documentation.

     Tax Residency Form

        This form determines when the student’s status will change for tax withholding. It is based on
        how long the student has been in the U.S. with an F-1 or J-1 visa.

     W-4 Forms

        International students must complete two W-4 forms, one for the State of Minnesota and one for
        the Federal government.

     I-9 Form

        This form is completed in the Student Payroll Office because different identification is required
        for Section 2 of the form for international students as compared to American students.

       Form 8233

        This form is only completed if you are from a country that has established a treaty with the
        United States that allows their residents to work in the U.S. and be exempt from tax withholding
        for a portion of their earnings.
                                                                                             Back to Table of Contents




Additional Hiring Notes
Direct Deposit
Student employees must have their payroll checks directly deposited into a bank account. Direct deposit
information must be submitted prior to the student beginning employment. If you have already submitted
direct deposit information for any type of Financial Aid payment or refund, the same account will be used for
student payroll payments. Only one bank account can be used for direct deposit of all funds payable to the
student.

If you need to change your direct deposit information, simply go back into the website and click on Student
Employment and then Direct Deposit Setup. One of your options will be to Change the information.

NOTE: You will need your bank routing number and your personal account number. You can find this
information on the bottom of your checks (if you are using a checking account).
    1. From WSU homepage: Click on Resources and then “Find a Course.” Login
    2. Select “Student Employment” from the left-hand menu.
    3. Select Direct Deposit and follow on-screen instructions

                                           Enter Direct Deposit Here

Pay Stubs
All pay stubs are available to student employees online:

    1. From WSU homepage: Click on Resources and then “Find a Course.” Login
    2. Select “Student Employment” from the left-hand menu.
    3. Select “Earnings.”

                                               Find Paystubs Here



Work Schedule
Restrictions on Hours
During fall and spring semesters, the following restrictions apply:

       Domestic student employees: Limited to no more than 30 hours per week (60 hrs/pay period—inclusive
        of all positions on campus, including Chartwells)
       International student employees: Limited to no more than 20 hours per week (40 hrs/pay period—
        inclusive of all positions on campus, including Chartwells)

During the summer, all students are restricted to work no more than 40 hours per week (80 hrs per pay period).
Students are not eligible to work overtime or be paid overtime.

During ALL times, students may not exceed 40 hours in one work week (Wednesday through Tuesday).


Scheduling Hours
Some student employment positions may require that specific hours be left free on a student’s class schedule.
Accommodating the department’s needs may not always be possible; in this case, the student may have to
consider employment in another area. Scheduling conflicts should be worked out with the immediate
supervisor.

Student employees are expected to be reliable, punctual, and dependable in regard to attendance and should
notify their supervisors, in advance, if circumstances cause them to be late or to miss work. Excessive
absenteeism and tardiness may result in disciplinary action and possible termination.

Work hours should be scheduled around your classes and will be reevaluated each semester. Bring conflicts to
the attention of your supervisor ahead of time so see if the work schedule may be altered.


Breaks
Within each four (4) consecutive hours worked, students are allowed to take a reasonable, paid break (15
minutes is appropriate).

No employee is allowed to be paid for the time taken for a meal break. If you continue to work while eating a
meal, you may be compensated as long as work was not disrupted for the meal. Even though you are allowed
15-minute break periods, you are not allowed to combine “breaks” in order to take an hour-long meal break. If
you take a meal break, you must sign out (clock out) when you leave for your meal break and sign back in
(clock in) when you return.
Holidays/Snow Days
Student employees may be required to work on scheduled holidays or snow days if the nature of their
employment requires that they do so, e.g., security, child care center, working at an athletic event, etc. Students
are not eligible to receive overtime, or time and a half, for hours worked on a holiday.

If the university closes due to inclement weather, student employees may only be compensated for hours
actually worked.

Payroll
Rate of Pay
Student employees earn the minimum wage set by Winona State University. Your supervisor should discuss the
pay rate with you at the time you are hired. There are several student help positions on campus that offer higher
rates of pay due to the specific nature of the job or special skills or abilities that are required for the position.


Schedule
Student employees are paid on a bi-weekly (every other week) Payroll Schedule. The payroll period is two
weeks in length and begins on a Wednesday and ends on a Tuesday. Payroll is processed during the week that
time sheets are submitted, and students are paid the following week on Friday.


Time Sheets
All student employees must submit time sheets in order to be paid. If you are working for a department that
utilizes paper time sheets, your supervisor should have blank forms, or they are available from the Warrior Hub.
If you are working in a department that is utilizing electronic time sheets, you will not have access to the time
sheet until your hiring paperwork is completed and submitted to Student Payroll and entered into the payroll
system. The online time sheet will be available to you on the web, and your supervisor will provide training
regarding how to access and use it.

As the university gradually moves to utilizing electronic time sheets campus-wide, all student employees should
develop the habit of “signing in and out” every time they work. Students are strongly discouraged from
completing their entire time sheet at the beginning or at the end of the pay period. Both choices result in
frequent errors.

Students are also required to indicate “am” and “pm” on paper time sheets. If you are using an electronic time
sheet, the computer will “clock” the exact time that you begin and end work. When you sign in or out for a
shift, please round the time that you record to the nearest quarter hour. It is much too difficult to manually audit
total, daily hours on paper time sheets if we have to calculate to the minute in each case.

Paper time sheets must be signed by your supervisor and be submitted to the Warrior Hub on the last day of the
pay period. Students who use electronic time sheets must submit them by the end of the work day on the last
Tuesday of the pay period. Supervisors have the discretion of requiring that time sheets be submitted earlier.

Time sheets submitted late may be held and processed the following pay period, at the discretion of the Student
Payroll Office.

                                                                                                Back to Table of Contents
Expectations on the Job
Conduct
As an employee at Winona State University, you are a representative of the University. It is expected that you
will conduct yourself in a professional manner while on the job. This includes showing courtesy and respect to
supervisors, co-workers, and the public.

You should not expect to study or work on classroom assignments while on the job. The term “work study” is
occasionally misinterpreted to mean that students are allowed to study “on the job.” Although there may be
jobs on campus that permit employees to study if there is no other work to be done, this is certainly not an
expectation that any student should take to the work setting.

You may not use State equipment or supplies for personal use or for classroom assignments. This includes
using the phone, printer, photocopy machine, FAX, computers, and accessing the Internet for non work-related
purposes.

You should not have family or friends visit you at work unless allowed by your supervisor.

“The University’s Student Conduct Code is designed to promote attitudes conducive to learning, hold students
accountable for violating University standards, and protect the due process rights of those charged with Student
Conduct Code violations. All students are expected to comply with the Student Conduct Code. The University
has an obligation to investigate conduct that interferes with the rights of others, threatens University property, or
interferes with the University’s educational mission. The University also supports local, state, and federal
laws.” The provisions of the Winona State University Student Conduct Policy apply to students who are serving
as employees of the University.


Termination
If a student employee feels s/he must terminate employment for any reason, it is expected that the employee will
give the supervisor at least a two-week notice. Most supervisors rely heavily on the assistance of student
employees and expect the courtesy of an appropriate notice if the student is intending to leave the position.


Dress Code
It is expected that student employees will wear appropriate clothing for the work environment in which they are
employed. Individual supervisors have discretion in regard to appropriateness of certain attire in the workplace
and may specify expectations for attire while on the job.


Confidentiality
The federal Family Educational Rights Privacy Act (FERPA) requires that student information be protected and
kept confidential. If you gain access, through your job, to information about other students, you MUST keep it
confidential. Sharing confidential information with others, who are not authorized to receive it (outside the
scope of your job duties), is a serious federal violation and is cause for immediate dismissal and could lead to
further disciplinary action.


Safety
 It is the supervisor’s responsibility to ensure that comprehensive training is provided to all student employees in
regard to safety and the use of equipment on the job. It is the employee’s responsibility to work attentively and
diligently at all times, consistently using the training and equipment provided in an appropriate manner.
Additionally, employees must report any perceived unsafe situation to the supervisor. Please refer to the
Winona State University Regulation 2-17, Safety Manual.
Fraud
In regard to fraud, student employment is governed by MnSCU Board Policy 1C.2, Fraudulent or Other
Dishonest Acts.

A “dishonest act” is defined in this policy as “generally involving a deliberate act or failure to act with the
intention of obtaining an unauthorized benefit, destruction of property or otherwise fraudulent behavior.” As
defined in the policy, the list of “dishonest acts” includes, but is not limited to:
     Theft or misappropriation of funds, long distance telephone services, supplies, property, computer
        software, intellectual property, or other resources;
     Forgery or alteration of documents;
     Unauthorized use of records or access to information systems, including unauthorized sharing of
        computer security clearances;
     Falsification of reports to management or external agencies;
     Authorizing or receiving compensation for hours not worked.

A student employee in violation of any MnSCU board policy is subject to immediate dismissal.

                                                                                               Back to Table of Contents



Grievance
Student employees may file a grievance if they feel a term or condition of their employment has been violated.
Students are encouraged to deal with conflicts with the supervisor directly, to the point with which they are
comfortable. If the conflict is not resolved within the department, the student has the right to file a grievance
and should consult Regulation 4-2, Student Grievance Procedure.


Worker’s Compensation Law
Injuries sustained by a student employee in the performance of his/her duties are covered by Worker’s
Compensation. The Worker’s Compensation Law requires the prompt filing of accident reports in cases of
injuries suffered on the job. Fines are assessed for late reporting. Please discuss this issue with your supervisor
if you have any concerns about being injured while you are working.

An employee is responsible for notifying his/her supervisor of an injury and for assisting the supervisor in the
prompt and accurate completion of an accident reporting form. DO NOT DELAY SEEKING EMERGENCY
MEDICAL ATTENTION IN ORDER TO REPORT AN INJURY.

For work-related injuries, the following steps should be taken:

    1. Report the injury to your supervisor as soon as possible. If this is a medical emergency, seek immediate
       care from Winona Health or Olmsted Medical Center.
    2. If the injury requires medical attention, go to Winona Health in Winona or Olmsted Medical Center in
       Rochester. If you need first aid information, call the Worker’s Compensation Managed Care Nurseline
       at 1-800-486-2913.
    3. As soon as possible after the injury occurs, the supervisor should contact Human Resources and secure
       the appropriate accident report forms that must be submitted to the Worker’s Compensation Division.

Any questions regarding accident reports or Worker’s Compensation should be referred to the University
Human Resources Office.


Sexual Harassment
Please see MnSCU Policy 1B.1, which covers sexual harassment and discrimination.
Additional Employment Information
Filing Income Tax Forms and the W-2
The W-2 Form is a Wage and Tax Statement and is provided by the employer to the employee during the month
of January, for the prior calendar year.

W-2 forms for student employees are NOT available online. Rather, they are sent to the student’s permanent
address on record in the Student Record System. The forms are printed in St. Paul and mailed to students from
there. W-2 forms for international students are mailed to the student’s current local address. It’s important that
you complete a “Change of Address” form at the local Post Office, if you move, in order to provide a
forwarding order for first class mail.

Everyone who works in the United States must file income tax forms for each calendar year for which
they were employed. The forms must be completed and filed for both the state in which the individual is a
permanent resident and the federal government. For international students, they must file a form for the State of
Minnesota and for the Federal Government. The deadline for filing each year is April 15.

By January 31, employers must mail W-2 forms to anyone who worked for them the prior calendar year. When
you receive the W-2, you may prepare and file income tax forms. Not all individuals will necessarily receive
their W-2’s by January 31, but they must be postmarked by that date.

NOTE: If you need to change an address for a W-2 mailing, you must do so before the middle of December in
the prior year.

If you do not receive your W-2 form by the second week of February, you may request a duplicate form from
the Student Payroll Office.


Unemployment after you leave WSU
Student employees are not eligible to receive unemployment benefits after leaving employment at WSU.
According to Minnesota Statutes (Section 268.035), in regard to unemployment, “Noncovered employment”
includes “employment for a school, college, or university by a student who is enrolled and is regularly attending
classes at the school, college, or university.” See the following site for further information:
https://www.revisor.mn.gov/statutes/?id=268&view=chapter&year=2009&keyword_type=all&keyword=unemp
loyment+noncovered+employment#stat.268.001
Supervisors
The official University document that defines policy and guidelines for student employment is Regulation 4-1.

Budget
The first priority is to know how much money is available within the budget for the purpose of hiring student
employees, taking into consideration such things as: the number of students needed, skills required, how much
the students will be paid, and the timeframe over which they will work.

Work Study
The Work Study program is funded by Federal and State allocations, given to the university annually,
to hire students who qualify for the program.

Historically, the University has allocated work study budgets to over 90 departments on campus. These budgets
are called “base” work study budgets and are reallocated each academic year. The Financial Aid Office reviews
how budgets have been utilized over recent years and determines whether base budget amounts need to be
changed or not. The Student Payroll Office notifies supervisors in the spring/summer about the amount of work
study budget they will have available for the following academic year.

Work study budgets are not part of operating budgets and do not appear anywhere within the MnSCU
accounting system. The funds to support these budgets come from Federal and State grants.

Since 2006-07, the university has funded additional work study budget through a program called the Innovation
Work Study Program. Faculty and staff are given the opportunity to submit requests for special work study
funding, which is to be used to provide meaningful employment opportunities to work study students who
qualify. The positions are created for one year and may be renewed in subsequent years.

Student Help
The Student Help program is funded by department operating budgets.

The supervisor/department should carefully consider the needs of the department and the total operating budget
before a determination is made in regard to hiring student employees.

To determine a student employment budget amount, consider

       How many hours per week do you feel you need help?
       How many employees are needed to meet the needs within the department?
       What rate of pay will the employee/s receive?
       Do you need help throughout the entire fiscal year or only during peak times?

Graduate Assistant
The Graduate Assistant program is funded by the Graduate Studies Program and/or department
operating budgets.

The University has a Graduate Studies Program, which funds approximately 40 graduate assistant positions on
campus. Specific departments are allocated budget, from this funding source, to hire the Graduate Assistants.
The budget is transferred from the Graduate Studies Program to the Departments each academic year to cover
student stipends and tuition waivers.

A department may opt to fund a graduate assistantship position from its own operating budget as long as all of
the criteria are met in regard to supervision of the student.

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Eligibility
What criteria determine who may be employed on campus?

Work Study
Students receive notification from the Financial Aid Office in regard to what types of aid they are eligible to
receive each academic year. If they are given a “work study award,” as part of their aid package, they are then
eligible to secure a work study position on campus. The amount of the student’s award is determined by the
Financial Aid Office and can vary from student to student. A student has to re-apply each year for Financial Aid
and may or may not receive work study as part of their award each year.

Students may receive an award for fall only, spring only, or for the entire academic year. Summer awards are
separate and never made in conjunction with any other semester. The student may only work within the
timeframe stipulated by the Financial Aid Office, on the Work Authorization Form, for the term/s for which the
student received an award.

If a student receives an academic year award (fall and spring), the award may be earned over the entire academic
year and is not tracked by semester. If a supervisor schedules the student to work more hours per week than is
recommended or schedules hours over break periods, the student’s award may “run out” before the end of the
academic year. Supervisors are cautioned to not allow work study students, who have received academic year
awards, to earn the entire award before the end of fall semester. If this occurs and the student does not return to
school spring semester, it results in an over-award and creates an audit liability for the University.

The departments which have work study budget will create work study student employment positions to utilize
this budget. Students will not only have to have a work study award but will also have to meet the qualifications
of the specific work study job for which they are applying.

To be employed in the work study program, students must be enrolled for at least six (6) credits if they are
undergraduate students or three (3) credits if they are graduate students during each semester in which they wish
to work (including summer). If a student withdraws from any classes which result in total credits falling below
half-time, s/he becomes ineligible to continue working.


Student Help
Student help positions are open to all students on campus. Each department specifies the amount of money they
wish to spend on student employment and stipulates the qualifications that are required for each position they
wish to fill.

 To be employed in the student help program, students must be enrolled for at least six (6) credits if they are
undergraduate students or three (3) credits if they are graduate students during fall and/or spring semesters. If a
student withdraws from any classes which result in total credits falling below half-time, s/he becomes ineligible
to continue working.

International students on an F-1 Visa must be enrolled for a full course of study (twelve credits) in order to be
eligible for student employment during fall and spring semesters.

Students who are dropped due to non-payment and are no longer in student status are not eligible for student
employment.

Once a student has graduated and is no longer pursuing another degree or major at WSU, s/he is no longer
eligible for student employment.

In the summer, current students are not required to be registered for classes but must be pre-registered for the
following fall semester. A student who is not seeking a degree from Winona State University must be enrolled
in at least six (6) credits, if an undergraduate, or three (3) credits, if a graduate student, in order to work on
campus.
New students, beginning their study in fall semester, are allowed to work during the summer just prior to fall as
long as they are pre-registered for fall classes.

Graduate Assistant
To qualify for a graduate assistantship, a student must be admitted to a bona fide graduate degree program for
the purpose of earning a Master’s, Specialist, or Doctoral degree. Graduate assistants must be registered for at
least three (3) credits during each term of the assistantship. Additionally, a GPA of 3.0 or better must be
maintained throughout the term of appointment. Termination of the assistantship will occur at the end of the
semester where the GPA falls below 3.0.

A Graduate Assistant may not be employed as a student help, work study, or other WSU classification during
the period of the assistantship. Any exception must be authorized by the Director of Graduate Studies prior to
the student acquiring an additional position.

More details regarding the Graduate Assistant Program can be found at:

        http://www.winona.edu/graduatestudy/GradAssistGuide.html


Concurrent Employment
A question often comes up regarding whether students can hold multiple jobs on campus. The
following guidelines apply:

       Students who are granted a work study award may not split the award between two different
        departments and work concurrently for two departments in the work study program. A student
        may earn part of his/her award in one department, terminate that position, and then be
        subsequently hired in a different department for the remainder of the award.

       Students may concurrently hold a work study position AND a student help position. Students
        may also hold multiple student help positions.

       All student employees (all categories) must work within the maximum hours guidelines (see
        Maximum Hours Limits) including all positions on campus. If a student is working for a “lump
        sum” payment, the hours that s/he is working must be counted when determining total hours
        worked for a particular pay period.

       Students may NOT take work from one position and complete it while working at a second
        position and count the same hour on two different time sheets. This constitutes “double
        dipping” and is forbidden by law.

       A graduate assistant may not assume another position on campus without prior, written
        approval from the Director of Graduate Studies. Additionally, the graduate assistantship is
        either full-time (20 hours per week) or part-time (10 hours per week); and these hours are
        “counted” when determining compliance with the maximum hours regulation.


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Hiring
Nepotism
The WSU Student Employment program must adhere to the MnSCU Policy that has been established in regard
to nepotism: MnSCU Policy 4.10.1 Nepotism

The policy prohibits individuals from hiring and supervising members of the same family or household. As
defined in the policy “’family or household member’ means the employee’s spouse, child or stepchild, ward of
the employee or employee’s spouse, parents of the employee or employee’s spouse, brother or sister of the
employee or employee’s spouse, grandparent or grandchild of the employee or employee’s spouse, nephew or
niece of the employee or employee’s spouse, brother-in-law or sister-in-law of the employee or employee’s
spouse, or other members of the employee’s household whether or not related by blood or marriage.”

The policy further stipulates the following in regard to exceptions: “In exceptional circumstances, a direct
supervisory relationship may exist between employees who are family or household members. Such
circumstances may be necessitated by factors such as the unique qualifications or responsibilities of the
individuals involved or the lack of other available appropriate supervisory personnel. Any exception must be
approved by the president or chancellor, and all employment decisions affecting the subordinate employee,
such as selection, hiring, discipline, investigation, performance review, compensation, or furlough, must be
assigned to other supervisory personnel.”


Advertising your Job Openings
Winona State University promotes equal employment opportunity throughout its organization. In order to
comply with this philosophy, all supervisors are encouraged to use methods to advertise positions in such a way
as to provide all students the opportunity to see and apply for all positions open on campus.

The Career Services Office at WSU provides a service where supervisors can post their job openings online and
students may access a listing of on-campus openings at any given time. The program is called Student2Work.
Students create an “EZLink” account with Career Services, and can use the site to view on-campus and off-
campus jobs, internships, and permanent positions upon graduation.

Using the site to post job openings is very easy.

            Simply go to this website: www.winona.edu/career

            Click on the Faculty and Staff link

            Click on the “Student2Work Job Posting” link on the left-hand side, complete the online form and
                submit it electronically to Career Services.


Once your position has been filled, notify the Career Services Office (#5878) to discontinue your advertisement.


Application Form
You may require that a student complete an application form so that you can acquire specific information to help
make your hiring decisions. This information can be used to compare applicants’ qualifications, experience,
availability, etc. Attached is a sample Application Form. You would design the questions to best fit the job
requirements unique to your position.

Interviewing Student Employees
It benefits the supervisor and the potential employee to discuss the following during an interview:

       Review student’s resume or job application
       Discuss candidate’s past work/volunteer experience
       Describe the job duties and expectations
       Explain any experience or skills that are needed to perform the job
       Discuss start date, work hours, pay rate, student’s schedule
       Briefly talk about how training will be provided
       Describe most important employment policies, e.g., confidentiality, dress code, etc.
       Review relevant parts of Student Employment Handbook
       Tell candidate the expected date by which a hiring decision will be made

It is highly recommended that the potential employee be required to submit a resume. This, along with the
interview, provides a great experience for the student. If you wish to use an Interview Form, a sample is
attached.

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Hiring-Paperwork
Students who have acquired a job on campus must complete documents that will “authorize” them to begin
working and place them on the payroll system to get paid. Below is the list of documents that must be
completed at the time of hire.

                                               PLEASE NOTE
                                For ANY student (American or International)
                       who has already worked on campus (not including Chartwell’s),
                        the only form that is required is a Work Authorization Form.

But, if the student is a NEW employee, the following forms are required:


For American students

       Work Authorization – Required (WSU form that “authorizes” the individual to work)
       Form I-9 – Required (Federal employment eligibility form)
       W-4 Form – Required (for tax withholding)
       MW-R – Optional (complete only if resident of Michigan or North Dakota)
       Direct Deposit – Required (not a form, but a mandatory process)

       The Work Study Authorization Form must be picked up, by each individual student, from the Warrior
        Hub in Maxwell Hall. At the time the form is picked up, the Warrior Hub staff will indicate on the form
        the amount of the work study award the student has been allotted. The student must complete the form
        with his/her supervisor. If the student is a NEW hire, s/he will also be given a packet of additional
        forms that must be completed.

       The Student Help Authorization Forms are also available from the Warrior Hub, but do NOT have to
        be distributed on a student-by-student basis. Supervisors may keep a supply of these forms in their
        offices. Additionally, there are Student Help Employment packets available that are to be used to hire
        NEW employees (students who have never worked for WSU before). These packets also contain a
        Direct Deposit handout, a Form I-9, and a W-4 form.

For International students

     Must acquire a social security card (see below*)
     Work Authorization – Required (completed with supervisor)

        The following four forms are completed by the student in the Student Payroll Office.
     Form I-9 – Required
     W-4 Forms – Required (two: one for state withholding, one for federal withholding)
     Tax Residency Form – Required
     Form 8233 (Tax Treaty Form – only if applicable)
     Direct Deposit – Required (not a form, but a mandatory process)

        *International students, who have never worked in the U.S., must obtain a social security card when
        they get a job on campus. The Student Payroll Office provides the student with a letter that s/he will
        take to the Social Security Administration to apply for a social security number.

Specific steps when hiring a NEW international student:

1) If student does NOT have a social security card:

     Student must be hired for a position;
     The supervisor must complete and submit a Work Authorization Form (this verifies, for Student Payroll,
      that the student has, in fact, gotten a job);
     The student must meet with Student Payroll Staff to complete additional documents;
     Supervisor will be notified that student has completed all paperwork and may begin working.

2) If student DOES have a social security card, but has not worked for WSU before:

     Student must be hired for a position;
     The supervisor must complete and submit a Work Authorization Form (this verifies, for Student Payroll,
      that the student has, in fact, gotten a job);
     The student must meet with Student Payroll Staff to complete additional documents (NOTE: student
      must bring the following documents to this meeting: passport, I-20, social security card, bank
      checkbook or savings passbook
     Supervisor will be notified that student has completed all paperwork and may begin working.

                                                                                              Back to Table of Contents




Completing the Forms
Work Authorization
There are two types of Work Authorization forms: Student Help and Work Study. Each form hires the student
for only that particular program. If a supervisor wishes to hire a student to work for both programs
concurrently, then two forms must be completed for the student. The Work Authorization Form is NOT
available online nor is it part of this handbook.

The Authorization Form is initiated by the supervisor when a student is hired for a position. The completion and
submission of this form to the Student Payroll Office is a mandatory step that results in the student being
“authorized” to work. A student should not begin working until this form has been completed and
submitted.

For work study positions, a new authorization is required at the beginning of each academic year and at the
beginning of each summer.

Supervisor must determine and indicate:
    the amount of their work study budget they are committing to the particular employee
    the reporting cost center (this is the cost center to which the work study budget has been “assigned”)
    dates of employment are pre-set by the Financial Aid Office
    job title and job description

For student help positions, a new authorization is required for each different position the student holds on
campus.
Supervisor must determine and indicate:
    cost center/s from which student will be paid
    hourly pay rate
    dates of employment *
    job title
    job description

*Student help authorizations must be renewed each year. Typically, the end date of employment cannot extend
beyond the last day of spring term, and a new authorization must be completed at that time, for the summer
and/or next academic year.


Form I-9
This federal form is required by the Department of Homeland Security, U.S. Citizenship and Immigration
Services; and all NEW employees must complete it at the time of hire. If supervisors are using the electronic
Work Authorization Form, they must send NEW student employees to the Warrior Hub to complete the I-9
Form.

The student must show identification that will proves his/her eligibility to work in the U.S. The student must
present original documents – not photocopies. Some acceptable forms of identification for completion of the I-9
include:

        A passport OR
        A driver’s license or Warrior ID AND a social security card OR
        A driver’s license or Warrior ID AND a certified copy of a birth certificate

You can find the I-9 form on the Homeland Security website, if you wish to review the entire document.

After the student has completed Section 1, review to make sure all spaces have been completed and that the
student has signed the form.

The student must show you original documents as defined above—photocopied or faxed documents are not
acceptable.

The supervisor must complete all of Section 2. View the documents that the student has provided and record
relevant information in the spaces provided. On each line below Lists A, B and/or C, write the information as
indicated in the column on the far left-hand side of the form (under List A). Complete the signature section of
the form within Section 2.

Section 3 does not need to be completed.


W-4 Form
This form determines the number of allowances (exemptions) the student wishes to claim for tax withholding
purposes. This affects how much income tax is withheld from each of the student’s paychecks.

The IRS creates a new form each calendar year. Please make sure you are using a current W-4 Form. If
supervisors are using the electronic Work Authorization, they must send NEW employees to the Warrior Hub
(Winona) or the Campus Services Office (Rochester) to complete a W-4 Form.

Supervisors may not advise students in regard to the number of withholding allowances the student should claim
in Box 5. You may convey that the lower the number of allowances the student writes in Box 5, the greater the
amount of tax that will be withheld. If students do not know how to complete a W-4, they should contact a
family member for help.
Supervisors should review the W-4 and make sure all spaces are completed below the dotted line. If a student
has done any of the following in Boxes 5, 6 or 7 on the form, it makes it invalid and the form must be re-done:

        scratched something out to make a correction
        used liquid or paper white-out to make a correction
        filled in both boxes 5 and 7

International students must complete the W-4 form in the Student Payroll Office.


MW-R Form
 This is a reciprocity form that allows the employer to withhold income tax for the employee’s own state of
residency rather than for the State of Minnesota – only available to students from North Dakota or Michigan,
who go home to their permanent residence at least once per month. The reciprocity is valid for one calendar
year, and the form must be resubmitted each new year before the end of February. The qualified student should
go to the Student Payroll Office to complete the form.

  Students may begin working only after all required hiring documentation has been completed
               and successfully entered into ISRS by the Student Payroll Office.
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Additional Hiring Items
Students submit direct deposit information and access their paystubs using Student eServices on the web. The
easiest way for students to find this is to click on “Find a Course” from the WSU Homepage under Resources.

Direct Deposit
All student employees are required to use the direct deposit method for receiving their pay. If your employees
are asking about this process, you may print a copy of the Direct Deposit Handout and give it to them.

    1.   Student must login to Student eServices
    2.   Click on Student Employment in the left-hand column
    3.   Click on Direct Deposit link under Student Employment Options
    4.   Follow on-screen instructions

Paystubs for Student Employees
    1. Student must login to Student eServices
    2. Click on Student Employment in the left-hand column
    3. Click on “Earnings


Retention Schedule for Student Employment Forms
Supervisors are encouraged to keep careful records of hours submitted by their employees. It is important to
verify that your budget has been appropriately charged for hours approved by you for processing. Regarding
hiring documents, e.g. application forms, resumes, authorization forms, etc., supervisors may keep copies for as
long as they wish—there is no mandatory retention schedule for supervisors.

The Student Employment Office will retain all relevant payroll records and forms for no fewer than seven years.
A supervisor may want to retain records for students if they feel they may be asked to serve as a reference in the
future.
Social Security Tax for Student Employees
In determining withholding of FICA (Social Security and Medicare taxes), the federal government looks at
whether an individual is more of a student or an employee at any given time during the year/semester. The
factors that establish this are:

       For how many credits is the student enrolled?
       How many hours does the student work per week?

During the academic year, student employees at Winona State are prohibited from working more than 30 hours
per week (60 hours per pay period) AND they must be enrolled in a number of credits that equates to half-time
status (6 for undergraduate students and 3 for graduate students). If a student meets these requirements, s/he
does not pay FICA tax. Therefore, we typically do not withhold any Social Security or Medicare taxes from
students’ paychecks during fall and spring semesters. Additionally, because the winter break is less than 5
weeks long, we also do not have to withhold FICA over that break.

During the summer, student employees at Winona State are not required to be enrolled (they do have to be pre-
registered for fall semester) AND they are allowed to work up to 40 hours per week (80 hours per pay period).
This results in a majority of the student employees in the summer becoming subject to FICA withholding. The
guideline for summer employment is:

       If a student is NOT enrolled in any credits, s/he will pay FICA.

       If a student IS enrolled for at least 3 credits in the summer AND is working more than 60 hours per
        pay period, s/he will pay FICA.

       The only situation in which a student would NOT pay FICA, in the summer, is if s/he is enrolled for at
        least 3 credits AND is working fewer than 61 hours per pay period, throughout the entire summer.

The Student Payroll Office must make the determination for whether each student is subject to FICA or not
based on the above criteria. Therefore, supervisors are required, in the summer, to complete a FICA Tax
Form for any employee they project will be working more than 60 hours per pay period in the summer.
This puts the burden of responsibility for determining proper FICA withholding on the Student Payroll Office
and not on individual supervisors.

FICA withholding cannot be turned off and on throughout the summer. Once it has been projected that a student
will work more than 60 hours/pay period, FICA will be withheld for the entire timeframe over which this work
schedule is projected; it is not based on actual number of hours worked each pay period.

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Training and Supervising Students
The best supervisors treat their student employees as individuals and understand that they have other interests
and responsibilities. They make the work of the student seem interesting, significant, and worthwhile to both
the supervisor and the student.

A good supervisor must have many talents. To assist supervisors of student employees, the “Journal of Student
Employment,” National Association of Student Employment Administrators, Winter, 1995, provides the
following guidelines:

    1. Be an example. Model strong work habits through efficient and dedicated work practices. Let your
       own approach to daily work be an example from which students can learn.
    2. Be flexible. Understand that student employees are students first, and employees second. Though it is
       important to have high standards on the job, it is also important to be flexible to accommodate academic
       obligations.
    3. Communicate expectations. Communicate the job standards and expectations to your student employee.
       One cannot assume that these are self-evident to the student, even though they may seem obvious to
       you.
    4. Give feedback frequently. Provide consistent and appropriate feedback to your student employees.
       They, like all employees, benefit from feedback on job performance, providing it is communicated with
       a positive spirit.
    5. Be fair. Supervisors who are too lenient are not doing students any favors. Campus jobs are “real jobs.”
       Treat student employees as you, yourself, would like to be treated in any given situation.
    6. Train, train, train! Take time to train your students in important skills, attitudes, and habits, such as
       perseverance, time management, phone skills, qualify service practices, and handling difficult situations.
       This is the “common sense” from which success is made.
    7. Give recognition. When you see a student “going the extra mile” or doing a good job, acknowledge
       this.
    8. Share a vision. Inform your student employees how their work fits into a larger purpose of the
       department and the institution. Purposeful work is meaningful work.
    9. Be an educator. To the degree that we each contribute to the lives of others, we are all educators. How
       can you contribute to the education of your student employees?

Orienting the New Employee
Take the time to orientate the new employee to the department, job functions, departmental policies, work
schedule, specific position, and expectations:

     Introduce the new employee to everyone in the immediate office or work area.

     Instruct your employees regarding how to record hours on a time sheet, convey deadlines for submission
      of time sheets, and tell them when they will be paid. Provide them with a current copy of the Student
      Payroll Schedule.

     Make sure the employee understands: Who is the student’s direct supervisor? To whom should s/he
      direct problems or questions? Who should the student contact in case of absence or change in work
      schedule? Who can sign the student’s time sheet in the absence of the immediate supervisor?

     Explain to the new employee what the department does and its role at the University. Share how the
      student’s role will contribute to the work that is done.

     Thoroughly review job duties and responsibilities. Include your expectations and those of the
      department (dress code, telephone etiquette, customer service, etc.). This would also be the time to
      discuss whether personal cells phones can be used, acceptable use of any office equipment (computers,
      copy machines, etc.), visits from friends, etc. Misunderstandings can be avoided by making these
      expectations very clear. You may wish to create an agreement, for the student to sign, that states the
      expectations and responsibilities inherent in the position.

     Develop a work schedule based on the department’s needs and the student’s availability.

     Emphasize the importance of safety in the workplace.

     Stress the importance of confidentiality of records and files, system access, and security procedures.

     Provide the Student Employment Handbook as a guideline for your student employee/s.

     Share with the student what will happen if s/he is not performing as expected.

                                                                                            Back to Table of Contents
Managing Payroll Functions
                         Supervisors may not allow students to begin working until
              all required hiring documentation has been completed and submitted to payroll.

Supervisors must keep track of details in regard to employees: who has been hired, dates of employment, pay
rates, etc. It is the supervisor’s responsibility to ensure that paperwork is in place for the entire timeframe over
which they wish the student to be employed. The student may not continue working beyond the end date of the
authorization.


Pay Rate
Student employees are paid the minimum hourly rate as determined by the University. Higher rates of pay may
be given for positions that require a high level of responsibility or a specialized skill.

If you wish to pay a student help employee an hourly rate which is greater than the University minimum wage,
you must complete an Overpay Authorization Form which must be signed by the individual in charge of the
budget for the cost center from which the student is paid. A new rate of pay can only be effective on the begin
date of any pay period; a pay raise cannot be implemented within any pay period.

Work study employees may only receive a higher rate of pay if the department is willing to pay the difference in
the pay rate from their operating budget. For example, if you wish to pay a work study student $9.00 per hour
and minimum wage is $8.40, the difference in pay ($.60) will have to come from departmental operating
budgets through the student help program. If a supervisor wishes to do this, s/he must complete a Student Help
Authorization (in addition to the Work Study Authorization) AND an Overpay Authorization Form. The
Student Payroll Office must be notified and the supervisor must work with Student Payroll to determine how
hours are to be submitted for this exception.

Keep a record of the students who are on overpay in your department and their hourly rates of pay. When you
complete subsequent work authorization forms for these students, you must put the higher rate of pay on the
form or it will be missed in student payroll.


Enrollment Requirements
See section entitled “Eligibility.”


Lump Sum Payment Option
For most on-campus positions, it is preferable that students be paid on an hourly basis. This ensures that
students are paid in an equitable way for positions across campus. Occasionally, a supervisor may wish to
compensate a student for a particular task or project for which it would be unnecessarily difficult to track hours,
e.g., serving as an officer for the Student Senate, various positions for the Winonan, RA stipends, orientation
leaders, etc.

If a supervisor wishes to pay a lump sum payment, s/he must complete a Request to Create a Lump Sum
Position. On this form, supervisors must name and describe the position and provide justification as to why an
employee for this particular position must be compensated with a lump sum payment rather than with hours
recorded on a time sheet. It is expected that the supervisor will indicated approximately how many hours it will
take for the student to complete the project. The supervisor will determine over what timeframe the payment/s
shall be made. A lump sum can be spread out over multiple pay periods.

                                                                                                Back to Table of Contents
Maximum Hours Limits
Fall and Spring Semesters: Student employees (American) may not work more than 30 (thirty) hours per
week, or 60 (sixty) hours per pay period, inclusive of all positions* held at the University (including
Chartwell’s). Additional restrictions apply for work study and international students - see below.

*Students may be employed as both work study and student help at the same time. Their work study hours are
restricted as defined below; however, the overall maximum is 60 (sixty) hours per pay period. Example: If a
student had a work study position for which s/he is working 8 hours per week (16 per pay period), this would
allow the student to work an additional 22 hours per week (44 hours per pay period) on the student help
program.

Summer: Student employees may not work more than 40 (forty) hours per week inclusive of all positions held
at the University (including Chartwell’s).

During significant breaks (Thanksgiving, winter break, and spring break), the Student Payroll Office will notify
all supervisors regarding the maximum hours each pay period. Hours will be prorated because students are
allowed to work additional hours when classes are not in session during significant breaks. Hours are not
prorated for a single day that classes are not in session.

At ALL times, students may not exceed 40 hours in any one work week (Wednesday through Tuesday).


Additional Hours Restrictions for Work Study Employees
Work study employees are limited regarding how much they can earn over the term of their employment and
how many hours they may work each week. A work study “award” allows for an average number of hours to be
worked each week in the semester(s) during which classes are held. When the award amounts are calculated,
significant breaks are not included. However, work study employees may work during the breaks as long as
supervisors realize that it will affect how quickly the award amount will be “used up.”

Please note: Work study award amounts are divided between fall and spring semesters by the Financial Aid
Office. However, when the authorization is entered in payroll, the entire award amount may be earned over the
entire timeframe for which the student is hired. For example, if a student is given $1,000 for fall and $1,000 for
spring, the student may earn the $2,000 over fall and spring. If s/he earns $800 in the fall, s/he would have
$1,200 left to earn in the spring. Award amounts are not “tracked” by semester during the academic year.

NOTE: Have a conversation with your work study employees in the fall. If a student has been given an award
for the entire academic year, BUT it is not his/her intention to attend WSU in the spring semester, the student
may not earn more than the fall award amount during fall semester! Student payroll should be notified and the
student’s authorization should be changed to fall only.

Summer work study awards are always separate from fall and spring awards. A student may never be hired on
the work study program for “spring and summer” or “summer and fall.”


Additional Hours Restrictions for International Student Employees
International student employees are allowed to work only 20 hours per week (40 hours per pay period) during
fall and/or spring semester. During significant breaks, hours are also prorated for international students, and
supervisors are notified of the maximum hours allowed per pay period. In the summer, international students
may work a maximum of 40 hours per week (80 hours per pay period).



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Time Sheets
Student employees use the same Payroll Schedule as full-time staff employees. Please make sure a payroll
schedule is available to all student employees in your department.

       Supervisors must ensure that student employees are entering their time, on a daily basis, to time
        sheets. If students are using electronic time sheets, students must clock in and out each time they work.
        If students are using paper time sheets, they must enter their in and out times each time they report to
        work and must indicate a.m. or p.m. on all times entered. When students sign in or out for a shift, we
        ask they they round the recorded time to the nearest quarter hour. It is much too difficult to manually
        audit total, daily hours on paper time sheets if we have to calculate to the minute in each case.

       Supervisors must ensure that hours recorded and submitted on a time sheet accurately reflect the
        time actually worked by the student. If any kind of fraud is suspected, the supervisor must discuss
        this with the student immediately. “Holding back” hours because a student has exceeded the maximum
        number of hours in a particular pay period is not permitted. If a student worked the hours during the
        timeframe being reported; those hours must be submitted at the end of the pay period. Additionally,
        inflating the number of hours worked to “use up” work study is considered to be a misuse of
        federal/state work study funds.
                                                                                                           cont.
       At the end of each pay period, supervisors must collect time sheets, review for accuracy, sign, and
        submit to payroll for processing. If a student has worked during the pay period but has not completed
        his/her time sheet, the supervisor must follow up with the student and obtain the time sheet.

       If a supervisor is responsible for supervising students for multiple cost centers, the supervisor must
        ensure that the appropriate cost center is specified on each time sheet.

       Supervisors must have a “back-up” person designated, who can complete the time sheet in the
        supervisor’s absence. This must be communicated to student employees so they know to whom they
        can go for a signature on a time sheet when the supervisor is not there.

Evaluating Student Employees
Performance evaluations provide both the supervisor and the student with the opportunity to discuss concerns
relevant to the assigned work and working conditions. On the most basic level, performance evaluations focus
on performance problems and workable solutions. Performance evaluations also open the lines of
communication between a supervisor and an employee, work to eliminate the “surprise” factor of future
concerns or changes, and promote the discussion of long-term plans and expectations. Additionally,
performance evaluations prepare the student for the reality of the working world outside the University. It is
suggested that student performance be evaluated on a regular basis. A sample Evaluation Form is provided.

You may want to consider hiring a new employee for a probationary period (whatever the supervisor feels is
sufficient time for the employee to learn the job and demonstrate that s/he can meet expectations). Let the
employee know that s/he will be reviewed after this period.

Keep the following in mind when giving a performance evaluation:
    Be positive. Start on a positive note. What is the employee doing well? Tell the student what you like
       about his/her work; then explain the area that needs improvement.
    Be constructive and specific. What are the actual examples of poor performance? What should be
       done in the future to improve?
    Maintain privacy. Criticism should never be made within earshot of others.
    Accountability is important. Students usually know when they need criticism. If you fail to react to
       unacceptable work, you may lose the respect of the student involved as well as that of other workers in
       the department.
        Be sensitive. Differences in abilities and aptitudes should be taken into consideration for each
         individual evaluation. The long-term goal of student evaluation is to assist the student in his/her
         development and to enhance the dimensions of the work experience.


                                                                                               Back to Table of Contents



Coaching and Corrective Action
The University does not “contract” with student employees for a specified period of time, nor are the terms of
student employment governed by a collective bargaining agreement. Supervisors are strongly encouraged to
follow a discipline/dismissal procedure in the event an employee is not meeting job expectations.

Good coaching is essential for effective corrective counseling. Corrective counseling can consist of oral and
written warnings designed to change the behavior of an employee who has not performed assigned tasks or
adhered to an expected code of conduct. Warnings are a necessary first step to remove the employee from an
environment where there is no chance for success or where the student employee’s presence can seriously
damage or disrupt the operations of the department. Once these procedures are followed, there will, hopefully,
be an improvement in the situation. If, however, the problem continues to be unresolved, it may be necessary to
take further action such as suspension or termination of the employee. Always document any corrective action
you take (verbal coaching or written warnings) by summarizing what was said, improvements suggested, and
date of correction. Please see the sample of a Coaching and Corrective Action Form, which may help facilitate
and document the procedure of informing a student when work habits must be improved.

The following examples are reasons for corrective counseling, warning, or termination but do not attempt to
encompass all potential situations:

        Employee not showing up for scheduled shift with no prior notice.
        Inability to perform the job to the supervisor’s standards.
        Repeated tardiness.
        Theft of office equipment or supplies.
        Using university long distance code to make personal calls.
        Discourteous (attitude) to fellow staff and public.
        Falsification of his/her time sheet.
        Improper use of University equipment (e.g., making personal copies using departmental copy card)

Things to consider when determining the right step in a progressive counseling system:

        Severity of the incident/effect on the organization.
        Strength of communication with student employee.
        Employee’s overall work record (performance and length of service).
        Evidence and reliability of witness.
        Precedent and consistency.

Documentation of corrective counseling should include:

    1.   Details of the infraction, including dates, locations, and witnesses (if applicable).
    2.   Specific policy violated (if applicable).
    3.   Effect on the organization or department.
    4.   Reference to previous reports, corrective counseling, or patterns of unproductive behavior/performance.
    5.   Time and place of meeting and parties present when counseling was given.
    6.   Content of meeting and student employee’s reaction.
    7.   Consequences/plan of action (including expected standards of performance/conduct and next step).

Recommended Three-Step Termination Process:
    1. Verbal warning to student.
    2. If no change, written warning to student with a copy for the student and a copy for the department.
    3. If no change, written termination, with a copy sent to the Student Payroll Office and a copy for the
       department.

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Grievance Procedure
A “grievance” is a complaint brought by a student employee who feels that s/he has been unfairly treated as it
relates to his/her employment. Refer to WSU Regulation 4-2. No retaliation of any kind shall be taken against a
student for participating in a complaint or grievance. Performance evaluation discussions are recommended to
help avoid situations that may lead to the filing of a grievance.



Injury on the Job
Worker’s Compensation
Injuries sustained by a student employee in the performance of his/her duties are covered by Worker’s
Compensation. The Worker’s Compensation Law requires the prompt filing of accident reports in cases of
injuries suffered on the job. Fines are assessed for late reporting.

An employee is responsible for notifying his/her supervisor of an injury and for assisting the supervisor in the
prompt and accurate completion of the reporting form. Forms are available in the University Human Resources
Office or on the Human Resources website at: http://www.winona.edu/humanresources/10399.asp. DO NOT
DELAY SEEKING EMERGENCY MEDICAL ATTENTION IN ORDER TO REPORT AN INJURY. Any
serious injuries should be verbally reported to the Human Resources Office immediately. Injury reports must be
filed within 48 hours.

For work-related injuries, the following steps should be taken:

    1. The student employee should report the injury to his/her supervisor as soon as possible. The supervisor
       should tell you who you should contact if the supervisor is not available. If this is a medical emergency,
       seek immediate care from Winona Health or Olmsted Medical Center.
    2. If the injury requires medical attention, go to Winona Health in Winona or Olmsted Medical Center in
       Rochester. If first aid information is needed, call the Worker’s Compensation Managed Care Nurseline
       at 1-800-486-2913.
    3. As soon as possible after the injury occurs, the supervisor should contact Human Resources and secure
       the appropriate accident report forms that must be submitted to the Worker’s Compensation Division.
       The Human Resources Office will provide assistance in completing the forms, if necessary.

Any questions regarding accident reports or Worker’s Compensation should be referred to the Human Resources
Office.
Contact List
    Affirmative Action               Robin Delong
                                     Somsen 202
                                     507-457-2415
                                     rdelong@winona.edu

    Career Services                  Maxwell 314
                                     507-457-5878
                                     career@winona.edu

    Financial Aid                    Maxwell, Warrior Hub
                                     507-457-5090
                                     financialaid@winona.edu

    Graduate Studies                 Pat Cichosz
                                     Somsen 106
                                     507-457-5038
                                     pcichosz@winona.edu

    Safety                           Erin Paulson
                                     Somsen 107D
                                     507-457-5082
                                     epaulson@winona.edu

    Student Life &                   Kryzsko Commons 130
      Development                    507-457-5300
                                     mhaupt@winona.edu

    Student Payroll                  Kathy Mahlke
                                     Maxwell 206
                                     507-457-5065
                                     kmahlke@winona.edu

    Worker’s Compensation            Sandy Reed
    Human Resources                  Somsen 114
                                     507-457-5006
                                     sreed@winona.edu



WSU Regulations & MnSCU Policies
    Student Conduct Code
    Regulation 2-17, Safety Manual
    Regulation 3-10, Procedure for Hiring Graduate Assistants
    Regulation 4-1, Student Employment
    Regulation 4-2, Student Grievance Procedure
    MnSCU Policy 1B.3, Sexual Violence Policy
    MnSCU Policy 4.10.1, Nepotism
    MnSCU Board Policy 1C.2, Fraudulent or Other Dishonest Acts
                                                                  Back to Table of Contents
Forms & Handouts
Coaching and Corrective Action Form

Employee Name ________________________________________                                       Date ___________________


Type of Warning issued:               Counseling              Written             Final

Policy Violation or Performance Issue
(Describe the policy that was violated, including date and time; or describe the standard of performance that has not been met.)




Conduct that was observed and/or substantiated:




Below are areas of your performance/conduct which need to improve to satisfactory level or better. Included are
also suggestions for improvement or immediate action that needs to take place.




List all previous warning(s):

Date: ____________________                      Type of warning: ____________________

____________________________ __________________________________                                              _____________
Employee Signature                              Supervisor Signature                                         Date




Date: ____________________                      Type of warning: ____________________

____________________________ __________________________________                                              _____________
Employee Signature                              Supervisor Signature                                         Date




Date: ____________________                      Type of warning: ____________________

____________________________ __________________________________                                              _____________
Employee Signature                              Supervisor Signature                                         Date

                                                                                                                  Back to Table of Contents
Direct Deposit Handout



      Student employees must use direct deposit for their payroll checks.
                        Direct Deposit information must be submitted
                         prior to the student beginning employment.

If you have already submitted direct deposit information for Financial Aid, your paychecks will automatically go
into the account you have set up. Only one bank account can be used for direct deposit for all of the funds
payable to a student.

             *NOTE: You will need your bank routing number and your personal account number.
         You can find this information on the bottom of your checks (if you are using a checking account).




 (Or to change previous direct deposit information)


    1.   You must login to Student eServices
    2.   From WSU home page: click on Resources and then Find a Course
    3.   Login with the same username and password that you use when you register for courses
    4.   Click on Student Employment in the left-hand column
    5.   Click on Direct Deposit link under Student Employment Options
    6.   Follow on-screen instructions




    1. You must login to Student eServices – (same instructions as steps 1-3 above)
    2. Click on Student Employment in the left-hand column
    3. Click on “Earnings”




                                                                                             Back to Table of Contents
FICA Tax Form
                     Student Employee FICA* Tax Withholding Form
This form must be completed for each student who will be working a normal schedule** of more than 30
hours per week. The supervisor is responsible for completing the form at the time of hire and delivering
it to the university Student Payroll Office.

This form must be completed by all supervisors of a student who has multiple jobs on campus and is
planning to work a normal work schedule of more than 30 hours per week. Talk to your student
employees about this and find out if they have other job/s on campus. In this case, each department will
be charged a prorated amount of FICA tax.

      *Social Security and Medicare taxes

      **If a student worker will only, on a rare occasion, work more than 30 hours per week, this would not be considered a
      “normal work schedule.” For example, if a student must work extra hours for a given pay period because another student
      worker is sick or some other unforeseen event occurs, that would not be considered a “normal work schedule” of more than
      30 hours. If this happens, please notify the student payroll office that this is a one-time occurrence.

                                                                          ***
Please complete all of the following information:

Indicate the time frame over which this student will have a normal work schedule of more than 30 hours per week (60 hours
per pay period):


 Begin Date: ______________________                               End Date: _______________________
                                                                                  Valid only during the summer.

      NOTE: FICA will be withheld from this student’s pay (and a matching percent [7.65%] charged to your cost
      center) until after the pay period in which this end date occurs. Please make this date as accurate as possible and
      only for the time frame for which the student will work >30 hrs/per week.



Student’s Name:______________________________________________________________________
                   Last Name                            First Name


Tech ID # _________________________


Department:_____________________________________                                          Cost Center Number: _________________


Supervisor’s Name (please print): ___________________________________

Approval Signature (person in charge of budget): _______________________________________

                                                    Date Signed: __________________

 IMPORTANT NOTE: Please contact the Student Payroll office if the circumstances of this individual’s employment
change or if you have any questions regarding this form.


The information collected on this form will be used by hiring departments, business and human resources to determine tax liability and to comply with
United States tax laws and may be made available to other government officials as authorized by law.

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Interview Form
                                            Sample Interview Questions


Applicant: __________________________________                            Date: _______________

Interviewer: _________________________________


Tell us about yourself.




What interests you about this position?




What skills and qualities do you possess?




If we were to ask someone who you have worked with in a team setting, how would they describe you?




Providing great guest service is key in the role of a summer conference staff member. Tell us about a time when
you provided great guest service.




Tell us about something you are very proud of.




Give an example of when you had to work with someone who was difficult to get along with. How/why was this
person difficult? How did you handle it?




What aspect of your past employments did you enjoy the most?




Do you have any questions for us?



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Job Application Form
                              APPLICATION FOR STUDENT EMPLOYMENT


Name: __________________________________________                         Student ID #: _____________________
             Last                                  First

Local Address: ________________________________________                       Phone #: _____________________

Email address: _____________________________________

Year in school:             Freshman            Sophomore            Junior         Senior


Number of hours available to work per week: _________

If you currently have other employment (on- or off-campus), how many hours per week do you work? ________

Please describe your past work experience/s (include the name of your employer, your job title, dates of
employment, and your responsibilities).




Please describe your skills/education/training that qualify you to fill this position.




Please list the computer software programs you have worked with and describe how you have used them.




Please tell me your reasons for applying for this particular job.




What do you think makes someone a good employee?




Any additional information (professional/educational/work-related) you would like to provide about yourself?




References (name, phone number, and relationship must be included):

    1. ___________________________________________________________________________________

    2. ___________________________________________________________________________________

    3. ___________________________________________________________________________________
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Job Posting
Elements to include:

       Job Title
       Wage
       Hours
        Indicate the approximate number of hours per week.
        If the hours are negotiable, please indicate within what time range hours may be negotiated.
        Is the job for the academic year only? Break periods? Summer?
       Basic Job Duties
       Minimum Qualifications
       How Should Students Apply?
        Apply in person? Provide building and room # and times available.
        Apply via email? Provide email address.
        Apply by phone? Provide phone number.
       Resume required?
       Job Application Form required?

Example of a Job Posting:

  The Center for English as a Second Language (CESL) is looking for a student worker to fill an Office Assistant
  position. The person selected may provide administrative support to the CESL Business Office and works under the
  supervision of the Business Manager, Sr., Administrative Assistant and/or the Office Assistant, Sr. On occasion, other
  staff or faculty members may require support.
  Total number of hours to be worked per week will be between 15-20 hours per week, Monday to Friday. CESL
  operates its programs year-round, so there may be the possibility for additional hours during normal UA closure
  periods.

  The successful applicant will demonstrate the following qualities:
  • An interest in and respect for the unique multicultural environment in CESL
  • Knowledge of Microsoft Office, Web browsers, UA Net ID, Access
  • Detail-oriented
  • The ability to work independently given departmental policies and guidelines
  • Have excellent written and oral communication skills
  • Integrity, punctuality and dependability

  Job duties include:
  • Various account reconciliations
  • Maintenance of Express Mailing log
  • Photocopying and collating documents
  • Preparation of Student Certificates
  • Data entry
  • Shredding
  • Filing of accounting records and student documents
  • Establishing new employee files and filing of personnel and payroll documents
  • Printing and folding brochures, applications and assembling documents
  • Assist with walk-ins and answer phones as needed
  • Make deliveries around campus
  • Scan student records
  • Assist in maintaining bulletin boards and help with posters and flyers

  Advanced knowledge of a foreign language is a plus (preferably Spanish), as well as experience working with foreign
  students.

  Please complete the Student Worker Application and turn it into CESL, Room 100 (Business Office).


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Overpay Authorization Form

   In order for a student to be paid an hourly rate above minimum wage, the Student Payroll Office must receive
   written authorization signed by the individual in charge of the budget (this may not, in all cases, be the
   supervisor).


If you wish to pay a student higher than minimum wage, please complete all of the information below and return
this form to Kathy Mahlke, Student Payroll (Maxwell 206).



Student’s Name:                                                                                   Tech I.D. Number:

_____________________________________________________________________                             ___________________________
Last                             First                  Middle Initial

NOTE: If more than one student will be receiving a higher rate of pay for the same cost center, with the same effective date,
you may attach a blank sheet listing the students’ names and ID numbers, in lieu of completing a separate form for each
student.

Hourly rate of pay:                  Effective:

$__________________                  _____________________________________________
                                     Use the begin date of a pay period (see payroll schedule).



Department Name:                                                     Cost Center Number:

________________________________________________                     _________________________________________




Supervisor’s Signature _____________________________________________________                      Date _______________


Approval Signature _________________________________________________________                      Date _______________
                           Signature of individual in charge of the budget.

Both signatures are required.




Payroll Office Use Only:

   ___ Entered in MnSCU:           ____________________              By: ________________         Date:___________________
                                        Authorization #




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Payroll Schedule 2012-13
    Paper time sheets are due in the Warrior Hub by 10:00 a.m. on the end date of each pay period.

                       Payroll is processed for electronic time sheets at 2:00 p.m.
                on the Wednesday immediately following the end date of each pay period.

                           PAYROLL PERIOD
      Payroll
      Number           BEGIN DATE           *END DATE                        PAY DATE   TERM

       01              06-20-12             07-03-12                         07-13-12   2013-1
       02              07-04-12             07-17-12                         07-27-12   2013-1
       03              07-18-12             07-31-12                         08-10-12   2013-1
       04              08-01-12             08-14-12                         08-24-12   2013-1
                       (Summer Session ends Friday, August 3.)


       05              08-15-12             08-28-12                         09-07-12   2013-3
                       (Fall semester classes begin Monday, August 27.)

       06              08-29-12             09-11-12                         09-21-12   2013-3
       07              09-12-12             09-25-12                         10-05-12   2013-3
       08              09-26-12             10-09-12                         10-19-12   2013-3
       09              10-10-12             10-23-12                         11-02-12   2013-3
       10              10-24-12             11-06-12                         11-16-12   2013-3
       11              11-07-12             11-20-12                         11-30-12   2013-3
       12              11-21-12             12-04-12                         12-14-12   2013-3
       13              12-05-12             12-18-12                         12-28-12   2013-3
                       (Fall commencement is Friday, December 14.)


       14              12-19-12             01-01-13                         01-11-13   2013-3

       15              01-02-13             01-15-13                         01-25-13   2013-5
                       (Spring semester classes begin Monday, January 14.)

       16              01-16-13             01-29-13                         02-08-13   2013-5
       17              01-30-13             02-12-13                         02-22-13   2013-5
       18              02-13-13             02-26-13                         03-08-13   2013-5
       19              02-27-13             03-12-13                         03-22-13   2013-5
       20              03-13-13             03-26-13                         04-05-13   2013-5
                       Spring break: 3/18 – 3/22

       21              03-27-13             04-09-13                         04-19-13   2013-5
       22              04-10-13             04-23-13                         05-03-13   2013-5
       23              04-24-13             05-07-13                         05-17-13   2013-5
                       (Spring commencement is Friday, May 10.)

       24              05-08-13             05-21-13                         05-31-13   2014-1
       25              05-22-13             06-04-13                         06-14-13   2014-1
       26              06-05-13             06-18-13                         06-28-13   2014-1


                                                                                                 Back to Table of Contents
Performance Review for Student Employee

The performance evaluation is an integral part of every employment position. When thoughtful time is invested in the
process, evaluations are a valuable tool: 1) in developing the student employee, 2) for the supervisor to provide and receive
feedback, and 3) to assist in strengthening the employment environment. Employers have performance expectations that
need to be met by their employees. By utilizing performance evaluations, students gain an understanding and exposure to
what will be expected in the work place after college.

Please share the evaluation with your student employee, requesting him/her to complete it first. Schedule a time when you
may meet together to review and discuss the evaluation.

Name of Employee: ______________________________ Evaluation Period: _______________________
         Due to diversity in employment opportunities, all characteristics may not apply to each student. Please rate the
         student employee’s performance in the areas listed, using the rating scale below. NOTE: There is a section for both
         the employee and the supervisor to provide a rating.

EE: Exceeds Expectations OE: Often Exceeds Expectations ME: Meets Expectations NI: Needs Improvement NA: Not
applicable

                                                                                                               Employee        Supervisor
                                                                                                                Rating           Rating

 Quality of Work (ability to satisfactorily perform job duties following specified procedures)

 Quantify of Work (volume of work done in specified time following specified standards)

 Job Knowledge (familiarity with procedurs of job)

 Reliability/Dependability (ability to get things done, conscientious, punctual, and notifies supervisor
 ahead of time if needs to be absent)

 Communication (written/verbal, interpersonal skills, positive interactions with co-workers, supervisor,
 campus community, and guests)

 Initiative/Leadership (takes on additional responsibilities; displays leadership and ownership in the
 position; provides input to department procedures, as appropriate; exercises discretion in duties)

 Professionalism (conducts him/herself in a dignified, businesslike manner, neatly groomed, dresses
 appropriately for position)

 Team Work (ability to work with others cooperatively and harmoniously)


General comments (include areas of strength and those needing improvement): ___________________________________________
______________________________________________________________________________________________________________
______________________________________________________________________________________________________________
__________________________________________________________________________________________


Employee’s Comments: ______________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Employee Signature: __________________________________ Date: ________________________

Supervisor Signature: _________________________________                           Date: ________________________

Signature indicates that the employee has reviewed and discussed the evaluation with the supervisor.
                                                                                                                  Back to Table of Contents
Reference Check Questions


My name is __________________ and I work in the ____________________Department at Winona
State University. I would like to ask you some questions about _______________________, who has
applied for a student employment position at WSU. Is this a good time to speak with you?

Applicant Name           _________________________________
Employment Dates         _________________________________
Person Contacted         _________________________________
Title                    _________________________________
Company                  _________________________________

1. What duties were performed while employed?




2. How would you describe his/her work performance?




3. How well did s/he work with peers and supervisor(s)?




4. What are his/her strengths and weaknesses?




5. Would you comment on his/her:

        a. Attendance ________________________________________________________
        b. Dependability/Reliability _____________________________________________
        c. Overall Attitude ____________________________________________________
        d. Initiative __________________________________________________________

6. Would you re-employ? If no, why not?




7. Is there anything else of significance you feel we should know?



                                                                                     Back to Table of Contents
Request to Create a Lump Sum Position
              This form is to be used by a supervisor who wishes to create a student employee position that
                              is to be compensated with a lump sum payment (or payments).

NOTE: This form does not replace the Student Help Authorization Form, which is still required to hire the
employee.


Department Name: ________________________________________                      Cost Center: ____________________


                                           Position Information

Position Title: __________________________________________________________________________
             NOTE: Please use this Position Title on the student’s Authorization Form and Time Sheet.

Required skills for this position:

__________________________________________________________________________________
__________________________________________________________________________________

Description of the work that will be performed:

__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________

Justification for paying in the form of a lump sum:

__________________________________________________________________________________
__________________________________________________________________________________


Estimated amount of time needed to complete project (total number of hours): __________________________


                                            Compensation Information


Total compensation for the position: $_________________
Indicate when you expect payment/s to be made: __________________________________________________
  (NOTE: Student may never be pre-paid—payment/s must follow completion of assignment or portion of assignment.)

A time sheet is still required to generate a payment after the assignment, or a portion of the assignment,
has been completed. Each time sheet must include the position title as provided on this form, the
timeframe for which the student is being paid, and the lump sum payment amount.


I understand that the employee/s in this position will work independently, following routine guidelines provided
by supervisor.

__________________________________________________________________________________
Supervisor Name (please print)                      Signature                           Phone                 Date
   Student Employment Sites
   *Indicates department that also has ability to hire work study

President’s Office - Somsen 201
                                                                    Student Life & Development cont.
Athletics (Mens’ & Women’s)* - Memorial 102                           Off-Campus sites:
Athletic Services - Wabasha Hall† 220                                  Rochester Center Technical College* - Rochester Ctr
                                                                       Winona Public Library* - 151 W. 5th St.
Academic Affairs, Vice President* - Somsen 211                         Winona YMCA* - 207 Winona St
 Technical Support Center* - Somsen 111                                Reading Tutor Program (Winona Area Public Schools)* -
 Technical Support Ctr (Rochester)* - Goddard Library Bldg 118               Maxwell 206
 Classroom Support* - Maxwell 130
 Teaching, Learning & Technology Services - Maxwell 130              Chartwell’s Dining Service – Kryzsko Commons
 Infrastructure Services* - Somsen 111
                                                                    College of Business, Dean* - Somsen 309
 International/Domestic Studies                                      Accounting* - Somsen 323
   International Student Services* - Kryzsko 128                     Business Administration* - Somsen 324
   Dean, International Studies - Maxwell 105                         Economics/Finance* - Somsen 319
                                                                     Marketing* - Somsen 109
 Library* - Krueger Library                                         College of Education, Dean* - Gildemeister 103
                                                                     Child Care Center* - Wabasha Hall†
 Research, Assessment, & Graduate Studies                            Counselor Educ/Educ Leadership* - Gildemeister 132
  Grants &Sponsored Research* - Maxwell 161                          Education* - Gildemeister 152
  Institutional Research/Assessment* - Maxwell 130                   Physical Educ & Sport Science* - Memorial 122
  Graduate Studies - Somsen 106B                                     Recreation Tourism & Therapeutic Rec* – Memorial 122
                                                                     Special Education* - Gildemeister 221
 Rochester Center & Outreach                                         Student Teaching* - Gildemeister 110
  Conferencing* - Tau Center
  Outreach & Continuing Education - Somsen 106                      College of Liberal Arts, Dean* - Minne 206
  Rochester Center* - SS 127                                         Art* - Watkins 204
                                                                     Arts Administrator - PAC 146
Advancement, Vice President* - Somsen 204                            Communication Studies* - PAC 215
 Alumni Relations* - Somsen 206                                      English* - Minne 302
 Development* - Somsen 204                                           Geography* - Minne 228
 Print Shop - Somsen 112                                             Global Studies & World Languages* - Minne 122
 Publications - Somsen 209                                           History* - Minne 212
 University Communication * - Somsen 210                             KQAL Radio* - Phelps 130
 WSU Retiree Center - Alumni House                                   Mass Communication* - Phelps 126
Finance & Administrative Services, Vice President                    Music* - PAC 146
  Affirmative Action* - Somsen 202                                   Philosophy* - Minne 329
  Human Resources* - Somsen 114                                      Political Science* - Minne 120
  Building & Grounds Maintenance - Service Bldg.                     Print Media Lab* - Phelps 111
  Business Office* - Somsen 205                                      Psychology* - Phelps 231
  Campus Card Office – Maxwell 227                                   Residential College - Lourdes Hall
  Student Accounts Office – Maxwell 225                              Social Work/Sociology* - Minne 228
  Mailroom* - Service Bldg.                                          Stage Management* - PAC 132
  Facilities Office* - Service Bldg.                                 Theater/Dance* - PAC 215
 Parking - Maxwell 233                                               Women & Gender Studies* - Minne 326
  Security - Sheehan Lobby                                          College of Nursing & Health Science, Dean* - Stark 301
Student Life & Development,                                          Hlth, Exercise, & Rehabilitative Science* - Maxwell 362
  Vice President* - Kryzsko 130                                      Master’s Nursing Program (Rochester)* - East Hall 129
  Admissions* - Maxwell 106                                          Nursing* - Stark 303
  Advising & Retention* - Maxwell 308                                Nursing (Rochester)* - Health Science Bldg 101
  Career Services* - Maxwell 311                                    College of Science & Engineering, Dean* - Stark 201
  Counseling Center* - IWC 222                                       Biology Lab* - SLC 277
  Inclusion & Diversity* - Kryzsko 121                               Chemistry Lab* - SLC 391
  Financial Aid* - Warrior Hub                                       Computer Science* - Watkins 103
  Fitness Center* - IWC 1st Floor                                    Engineering* - Stark 203
  Health Services* - IWC 222                                         Composite Materials Technology Ctr - Stark 203
  Intramurals - IWC 108                                              Geoscience* - SLC 166
  Registrars* - Warrior Hub                                          Math & Statistics* - Gildemeister 322
  Residence Halls - Kryzsko 130                                      Physics* - Pasteur 120
  Student Resource Center - Kryzsko Lower Level
  Student Senate - Kryzsko Lower Level                              †Wabasha Hall = 101 E. Wabasha St.
  Student Support Services* - Krueger Library
  Student Union - Kryzsko Lower Level                               PAC = Performing Arts Center
  WINGS (Winona Graduate Skills)* - Maxwell 311                     SLC = Science Lab Center
                                                                    IWC = Integrated Wellness Center
Time Sheets
Not available online; obtain from Student Payroll Office, Maxwell 206
Will be sent upon request: kmahlke@winona.edu, extension 5065


W-4 Form
Not available online; obtain from Student Payroll Office, Maxwell 206
Will be sent upon request: kmahlke@winona.edu, extension 5065


Form I-9
This form can be found within the document: I-9


Work Authorization Form
Not available online; obtain from Student Payroll Office, Maxwell 206
Will be sent upon request: kmahlke@winona.edu, extension 5065

				
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