FAQs for Supervisors
I have a student opening in my department, how do I hire a new student?
All open positions must be posted in KatieClick.
Steps to Review Applications
- Hiring managers should review applicants with federal or state work-study funds first, although all students are encouraged to apply. International students should also be considered in the first group of applicants since they are unable to work off campus due to federal and state regulations.
- Once applications are sent to your department, you can contact those students you wish to interview. Each department is responsible for notifying KatieClick@stkate.edu.
- Contact KatieClick@stkate.edu when you are ready to have the posting removed from the bulletin board and web page.
Steps to Hire
- Once you have hired a student, contact KatieClick@stkate.edu.
- When speaking with your student worker ask if he/she has ever worked on campus in the past. If the student has never received a paycheck from the college, she will need to complete I-9 and W-4 forms prior to beginning work. The form requires verification of eligibility to work in the United States. Acceptable documents for this verification are listed onthe back of the form. These forms may be completed in Human Resources (Room 8, Derham Hall) or in Rollye Winnig's office on the Minneapolis Campus. These are the only places that are authorized to verify the necessary documents. Do not authorize this form yourself.
- A new certification must be signed each academic year even for returning students. A separate summer certification must also be signed if a student is working over the summer. A student must also sign a new certification for each position/department for which they are working. W-4 and I-9 forms only need to be completed once.
Why do I need to post my position opening with Katie Click? Can't I just find someone myself?
We are committed to providing a central location for students who wish to seek work-study employment. The College of St. Catherine is an equal opportunity employer and we must ensure all students have the opportunity to be aware of open positions and apply for them. Department may recruit students in other ways as a complement to Katie Click. However, a student employment application should still be completed via the website in order to be considered for the position.
I just hired a new student employee, how do I get a timecard for them?
- Timecards are sent to the cost center manager's mail box. An I-9 and W-4 form and a Student Employment Certification must be on file before a timecard will print for a student worker.
- Student are paid on a biweekly basis and timecards should be turned in to the payroll office or placed in the timecard box outside of the HR office by the end of the Monday following the time period on the timecard.
I'm missing a timecard for one of my student employees, what should I do?
- If it is a new student worker, check with her to make sure she has turned in all her paperwork (certification, I-9 and W-4).
- If all paperwork has been turned in or it is a long-term student, please e-mail or call the Student Employment Office.
- Timecards will not be issued after 4:30 p.m. on the Wednesday of the week timecards are due. You must report the missing timecard by that date in order to get one issued. If it is after this time, the timecard will be processed for the next pay period. This policy allows the SEO time to trouble-shoot why the timecard was not received and to issue a new one.
I'm still receiving timecards for a student employee who doesn't work for me anymore, what should I do?
Once a student worker has terminated his/her position with your department, you should call or e-mail Human Resources with the student’s ID#, name and the date of the termination.
The student’s payroll record will then be closed out. Due, however, to the way the system is programmed, one or two additional timecards may be received by your department. these can be thrown away. If you receive these additional timecards once you have contacted the SEO, this does not mean the record is still open. It simply takes the system one to two payrolls to clear out the information.
How many hours can my students work each week?
Due to federal lLaws and regulations, international students MAY NOT exceed 20 hours per week. However, all other students may work up to the number of hours per week they feel comfortable. We strongly suggest that no student work over 20 hours per week and feel that working 10-15 hours per week will help a student increase her income while not affecting academic performance.
Do breaks (J-term, spring, summer) count towards my student's financial aid award?
J-term and other short breaks, such as spring break, count toward a student's financial aid award. If students are working during these breaks, their awards can generally be increased to allow for the extra hours. Summer is considered a non-enrollment period and is not considered financial aid. However, students are required to pay taxes (FICA, Medicare, state & federal) during this time.
How do I contact the Student Employment Office?