What is a Student Employee?
Definition
The University Libraries employs an average of 300 student workers as an integral part of our team. These workers are defined as individuals who hold an appointment in a non-academic student position, undergraduate academic teaching and research assistant positions and meet the eligibility requirements. These workers are also characterized by their goal oriented, collaborative, civic-minded and multicultural backgrounds which in turn presents with new and amazing opportunities to take part in the development of the students that work with us.
Eligibility
U of M Student Employment Policy Statement
The University's administrative policy mandates the criterion surrounding student employment from registration requirements, enrollment begin/end dates to job classifications and managing performance. To determine eligibility, make sure your student meets the following criterion:
- Eligibility for Student Employment (OHR)
- Student Employment Dates (OHR FAQ)
Depending on the student and registration status, students may not be able to work before or after certain dates.
| Semester | Semester Dates | Employment Begin Date | Termination Date |
|---|---|---|---|
| Fall 2024 | 9/3/24–12/19/24 Finals week: 12/13/24–12/19/24 | 8/14/24 The first day a student can work (provided the student has sufficient credits). | 12/31/23 |
| Spring 2025 | 1/21/25–5/14/25 Finals week: 5/8/25–5/14/25 | 1/1/2025 The first day a student not registered for Fall 2023 can work (provided the student has sufficient credits for Spring 2024). | 5/19/25 |
Work-Study Awards
Work-study awards are a form of financial aid that is available to undergraduate and graduate students with financial need. Students must complete a Free Application for Federal Student Aid (FAFSA) to be considered for a work-study award. Work-study awards are included in their Financial Aid Notice. Students must accept their work study allotment via MyU: My Finances tab.
| Semester | Work-study Notes |
|---|---|
| Fall 2024 | Fall work-study runs 8/14/24–12/31/24. |
| Spring 2025 | If a student does not register for sufficient spring work-study credits and has earned more than half of their fall/spring award, the award will be reviewed by the Office of Student Finance. It is possible that some of the original work-study award could be withdrawn. Work-study runs 1/1/25–5/19/25. |
Hiring Process for New Hires
- Step 1: University Libraries primarily uses four job codes (2221, 2222, 2223 and 2226) for student employees. View sample job descriptions. Supervisors must use one of the four job codes listed when hiring their student employees.
- Step 2: Submit New Hire/Return form to your assigned drive folder (Student New Hire/Return Document)
- Supervisors must verify registration for students by requesting a copy of the student’s Fall or Spring Semester's registration (Class Schedule) - A copy of their class schedules must be included with their hire documents in the drive folder.
- The student must provide written approval to use their work study award.
- Step 3: Supervisors schedule an I9 meeting between the student and their HR Advisor five (5) days prior to their desired start date.
- Step 4: HR Advisor will move the New Hire/Return document to the Processed folder once the hire entries are made on the system.
International Student Hires
When hiring international students into your jobs follow the instructions in the International Students Guide.
Graduate Student Hires
Graduate students may be hired into the student job code series (22xx), see Hiring a Graduate Student into a Student Position. (OHR)
Student Retention Pay Increases
Retention increases occur after the student employee has worked 2 out the 3 semesters (Spring, Summer, Fall) within a year of their start date. (see Student Increase/Retention Guide)
Retention increases will be effective the first day of the new pay period following their anniversary date. Pay period schedule dates: U of MN’s pay dates.
Any increase or change in Pay Rate occurs the first day of the next new pay period. This pertains to retention as well as new lead worker pay rate changes.
Temporary & Casual Employment
All students that are transferring to TACE appointments must complete a Background Check. The following applies to all TACE hires.
- Background Checks typically take 5 working days to complete.
- The start date of the TACE appointment cannot take place until the Background Check has cleared.
- Staffing Action Form - Staffing Action Form (SAF) must be completed/submitted with:
- job description with required qualifications attached/shared in the SAF.
- signed offer letter (link will download into a Word doc) - see scenario B (third bullet)
SAFs route (are shared via Google) from Student Supervisor (initiator) to Unit Supervisor to AUL to Finance Director to HR Director and finally HR Advisor.
For more complete instructions see Temporary & Casual Employment Guide.
Posting Student Jobs
For posting student jobs on the Libraries Student jobs listing, fill out the Student Job Posting form with your full description of the job posting. Your HR Advisor will be notified of the entry that will be uploaded to the Libraries Student job opportunities listing. In the event that you do not see your job posting in 1-2 days, then reach out to your HR Advisor. Jobs are typically posted for 30 to 60 days.
Student supervisors should review all the linked documentation located here and contact their HR Advisor as to the process of posting positions, hiring student workers, student wage/retention rates and termination of appointment.
List of student supervisor documents:
Student Increase/Retention Guide
Student New Hire/Return Document
Temporary & Casual Employment Guide