Supervisors of Student Employees

Resources for supervisors of student employees. Email studentemployment@stkate.edu with questions.

 NEW: STUDENT EMPLOYEE I-9 VERIFICATION

If HR notifies you that your student employee needs an I-9, please ensure they complete the following:

Before or on the first day of work:
 ① Ensure they completed Section 1 through HireRight

On the first day working for pay:
 ② Ensure they stop by HR (Derham 113) with the original documents used to complete Section 1.

Supervisors please ensure the Student Employment Certification reflects the student’s actual first day working for pay. Students must complete all required I-9 steps before beginning work for pay. Timecard access is typically available 3–4 business days after HR verifies the I-9 documents.

For student employee issue resolution, review the student employee handbook and contact HR at hr@stkate.edu.

Post a job description on Handshake: 

  • All open positions must be posted on our university’s job search platform, Handshake. We require posting on Handshake so that each student has an equal opportunity in applying for on campus job opportunities. 
  • To post your student employment opportunity/position on Handshake, please fill out this attached form. 
  • After you have filled out the form/submitted your job posting request, the Student Employment will post your position within the next 2-3 business days, you will get an email from studentemployment@stkate.edu confirming that your job has been posted, along with information about next steps. If you have any questions in the meantime, please reach out to us at studentemployment@stkate.edu. 

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 studentemployment@stkate.edu.

Steps to Hire

  • Once you have hired a student, contact studentemployment@stkate.edu.
  • When speaking with your student worker, ask if they have ever worked on campus in the past. If the student has never received a paycheck from the college, they 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 at US Citizenship and Immigration Services. These forms may be completed in Human Resources. 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. 

We are committed to providing a central location for students who wish to seek employment. St. Catherine University is an equal opportunity employer and we must ensure all students have the opportunity to be aware of open positions and apply for them. Departments may recruit students in other ways as a complement to Handshake. However, a student employment application should still be completed via the website in order to be considered for the position.  

Time sheets are hosted online in Banner. Time sheets are established once Human Resources receives the certification form for the position and the I-9/W-4 form for brand new student workers.

Students are paid on a biweekly basis and time sheets should be submitted the Monday following the end of the pay period. Supervisors have until the end of the following Tuesday to approve time.

If it is a new student worker, check with her to make sure they have turned in all of their paperwork (certification, I-9 and W-4). If all paperwork has been turned in, please email studentemployment@stkate.edu.

Once a student worker has terminated his/her position with your department, you should email studentemployment@stkate.edu with the student’s ID number, name, and the date of the termination. The student’s payroll record will then be closed out. 

Student work hours are set jointly by the student and supervisor based on class schedules, department needs, and (if applicable) financial aid requirements. Students are responsible for communicating availability and managing hours across all positions.

Work Hour Limits:

During the academic year:

  • Up to 20 hours per week total across all University jobs
  • International students must follow visa requirements, which may further restrict hours

During academic breaks (summer):

  • Up to 40 hours per week, as permitted
  • Eligibility and funding rules may vary depending on position type

Students with multiple jobs must ensure they stay within these limits across all departments.

Yes. Short breaks like spring break are still part of the academic year. Students may work during these breaks, and financial aid awards can usually be adjusted if additional hours are needed.

Summer is separate from the academic year. Students must meet summer eligibility requirements, such as being enrolled in summer courses or registered at least half-time for fall. Students who graduate in spring are not eligible for summer student employment.

During summer, students are subject to FICA and Medicare taxes. During the academic year, eligible students are typically exempt. Federal and state income taxes apply year-round based on W-4 status.

Students working multiple jobs must keep total hours within allowed limits across all positions.

Please email studentemployment@stkate.edu.