Supervisor Handbook

Table of Contents












Revised 11/26/08


The mission of the College of Saint Benedict's and Saint John’s University's Student Employment Program is to provide financial assistance to students of the colleges through employment opportunities. The program fosters leadership development, substantive employment opportunities, transferable life skills, and personal and professional development for student employees.

Because the program is designed for students who need employment to assist in financing their college costs, preference is given to students with the greatest financial need. Students must be enrolled as degree-seeking at the College of Saint Benedict (CSB), Saint John's University (SJU) or Saint John's School of Theology (SOT) in order to be eligible for student employment.

The Student Employment Programs have the following objectives:

  1. To provide a broad range of job opportunities which provide leadership, transferable life skills, and personal growth for student employees.
  2. To provide students with employment opportunities in jobs that are vital to the operation of the colleges.
  3. To foster student professional development through a variety of employment experiences.

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Awarding of Work

Based on information in the CSB/SJU financial aid application, incoming students are given work awards as part of their financial aid package. Generally, the work award size is 5-6 hours per week or 10-12 hours per week. Due to the large number of students who want to work on campus, incoming students who decline their work award will only be eligible for “waiting list” jobs the following year.

Returning student work awards are determined by the size of the departmental contract with students for the academic year and individual student eligibility. Generally, work awards are for 5-6 hours per week, 8-9 hours per week, or 10-12 hours per week.

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Earning Complete Work Award

Fulfillment of work awards depend on students’ willingness and availability to work. The work award reflects the potential earnings and only hours actually worked will be paid. A reduction in hours worked will reduce the earned amount of students’ work awards. When hiring students, it is expected that departments will provide sufficient hours for students to make their full work award for which they have been hired. Example departments hiring students for 10-12 hours per week must provide the opportunity for students to work 10-12 hours per week.

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Work Waiting List

Students who were not awarded a work award (or students who declined their work award) may choose to have their name placed on the waiting list for jobs. They are then eligible for jobs that are open to the waiting list displayed on the student employment jobs website: Jobs will be opened up to the work waiting list after all first years have had sufficient time to find a job or if first year students are not qualified for certain the positions.

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Calculation and Renewal of Work Awards

Information from the completed and approved Notification of Hiring (NOH) form is used to calculate the work award. Work awards for the academic year are calculated as follows:

32 weeks multiplied by rate of pay multiplied by number of hours worked per week

In the spring, returning students will complete NOH forms for the subsequent academic year. Supervisor approved NOH forms must be submitted to the student employment office in early April for students to receive work awards for the following academic year. If students do not select positions in the spring of the year, their work award will not be included in their financial aid award.

Work awards are not automatically renewed for subsequent years, as eligibility is based on continued financial eligibility, past job performance at CSB and SJU, and the submission of approved NOH forms. Students must be employed in regular positions each year to be eligible to look for employment or be hired in the subsequent fall term.

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Extension of Work Awards

Extensions of work awards can only be authorized by the CSB/SJU Student Employment Office. Extensions would only be granted in the following circumstances:

  • Additional student assistance is needed in the department and all other students are receiving hours adequate to make their work award.
  • The student for whom the extension is requested has financial eligibility within his/her overall financial aid package.
  • The department has adequate funds in its student employment budget to cover the extension.

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Job Descriptions

It is important to maintain current job descriptions for student positions. The job description must also be on file with the CSB/SJU Student Employment Office (SE Office). The SE Office utilizes a variable wage structure to determine hourly wages for positions based on the job description on file in the office.

All job descriptions are reviewed by the CSB/SJU Student Employment Variable Wage Committee. The committee is comprised of supervisors from various departments. The committee meets quarterly to review new job descriptions and to discuss issues relative to student wages.

Specific criteria are used in determining the wage level for each position. Job descriptions should include the following information:

  • Job Title
  • Department/Agency Name
  • Function/Description of the Position (include skills and experience student employee will gain from the position; equipment used; level of responsibility within the department)
  • Duties & Responsibilities (include percentage of time for each responsibility; operation of equipment; use of chemicals; lifting, supervisory duties; training/evaluating co-workers or students)
  • Minimum qualifications to perform the duties of the position (general and specific; experience; education; submit to background check; licensure)
  • Work Schedule
  • Contact Person

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Job Postings

Job openings on either campus and at approved community service agencies must be posted with the SE Office on the student employment jobs website, A user name and password are required to access job postings. To ensure equal opportunity for all eligible students to apply, all open positions must be posted on the SEJOBS website for a minimum of one week. Summer, waiting list, and off-campus positions are available for all CSB and SJU students to review and do not require a username or password.

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The application provides a consistent method for the supervisor to review all interested applicants and for the student to provide an initial overview of her/his skills and abilities. Applications should include:

  • Basic information (name, address, phone number, work award they currently hold, availability to work)
  • Skill-based questions to determine suitability for position. These should be based on skills/qualities needed to complete duties of the job and indicate the applicant’s motivation and interest in the position.
  • Prior work history (employer, dates of employment, supervisor’s name & phone number, job title and responsibilities). This may also include volunteer positions or involvement.
  • Disclaimer and Applicant Signature (or electronic approval)

Many departments utilize applications specific to their area. Some departments request a resume and cover letter from student applicants. The resume allows the supervisor to review the applicant’s strengths, relevant skills/activities, and is a good format to use for positions that require substantial responsibility. Departments are also encouraged to develop and utilize on-line application forms. Whether the department uses an application or resume format, the application procedure must be consistent for all applicants.

Applications may only include information as it pertains to the job description. Applications may not include questions pertaining to age, gender, religious affiliation, ethnicity, sexual orientation, marital status, transportation, GPA, class status, or extra curricular activities.

The SE Office recommends that supervisors acknowledge the receipt of all applications.

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Interviews are a significant part of a hiring decision. The interview is used to determine if the applicant’s skills, abilities and interests are a good match for the position. It is also an opportunity for the supervisor to gain information not provided in the application or resume.

Interview questions should be open-ended (questions which require more than a "yes" or "no" answer) and will provide the applicant an opportunity to talk about her/himself. A good interview will be approximately 80/20, with the applicant talking about 80% of the time and the interviewer talking approximately 20% of the time. All interviewing questions must relate to the job description and cannot pertain to age, gender, religious affiliation, ethnicity, sexual orientation, marital status, transportation, GPA, class status, or extra curricular activities.

It is important to communicate with all applicants before, during, and after the interview process. If you have decided not to interview a particular applicant, notify the student that they are no longer being considered for the position. The same is true for interviewed applicants who were not hired.

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Eligible Students

Eligible returning CSB and SJU students are authorized to look for jobs during spring semester for the following academic year. An eligible student is one who has worked during the academic year prior to the subsequent fall. Students are generally eligible for the same number of hours for the next academic term as they were eligible for during the qualifying academic year.

CSB and SJU first year and transfer students with work awards receive hiring information in June. The application and interview process occurs during the summer prior to the academic year. Only approved students are eligible to be hired (unless your position has been opened to the waiting list) – check the approved lists on the SE website in the supervisor section.

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Notification of Hiring (NOH) Form

When hiring an eligible student, counsel the student to submit the electronic NOH form (available on the SE website in the forms section). Supervisors must approve the position when the student submits the form for approval. Because the student’s wage is determined by the position and job description, it is important to accurately list the position in which the student is hired under "job title" on the NOH form.

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Studying Abroad

  • Spring - Students planning on studying abroad spring semester will need to complete a Notification of Hiring (NOH) form for the subsequent year prior to the spring departure date.
  • Fall - Students planning on studying abroad fall semester are encouraged to complete a NOH form for spring semester prior to the fall departure date.

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Working More Than One Job

Students may work more than one job through the CSB/SJU Student Employment Program provided that the total number of hours between the positions does not exceed her/his total work award. Example: If the student’s work award is 10-12 hours per week, he/she may work two positions at 5-6 hours per week. Students should coordinate their work schedules with both supervisors to ensure they do not exceed their overall work award.

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Resident Assistants

Students hired as Resident Assistants at the College of Saint Benedict, Saint John’s University, Saint John’s Preparatory School or the School of Theology are not eligible for additional student employment positions.

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Volunteering in a Department

Students who earn their total work award are not allowed by law to volunteer in a position that normally receives monetary compensation.

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Working for a Relative

A student employee is not allowed to be directly or effectively supervised by a member of her/his immediate family. An immediate family member is defined, inclusively, as: spouse, parent, child, grandchild, grandparent, brother, sister, stepparent, stepchild, mother in-law, father in-law, son in-law, daughter in-law, brother in-law and sister in-law.

The student employment office does not recommend the hiring of students in a department or agency where a parent or close relative is employed.

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International Students

International students on an F-1 visa enrolled at CSB/SJU for a full course of study and making satisfactory academic progress are eligible to work on campus.

F-1 Visa Restrictions:

Students may only work

  • in campus positions
  • 20 hours per week during periods of enrollment (CSB/SJU limit academic positions to 10-12 hours per week)
  • 40 hours per week during periods of non-enrollment (summer and academic breaks)

Failure to comply with F-1 visa restrictions and CSB/SJU institutional policies could result in immediate dismissal from campus positions or more seriously, sanctions by the United States Citizenship and Immigrations Services (USCIS). Additional information concerning F-1 employment regulations may be obtained by contacting the CSB/SJU International Student Office.

International students who do not possess a valid U.S. social security number must apply for and receive a social security card.

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Payroll Forms

Students will complete and sign their personnel forms in the Student Employment/Financial Aid office on either campus. Personnel forms include, but are not limited to:

  • Notification of Hiring (NOH) Form
  • Student Employment Contract
  • I-9 Employment Eligibility Form and supporting documents
  • W-4 Form (Internal Revenue Service)
  • Direct Deposit Form
  • Criminal Background Check (for applicable positions)
  • Billing Account Deduction Form (optional)
  • MN Reciprocity Exemption/Affidavit of Residency (optional for North Dakota and Michigan residents)

All forms are available on the CSB/SJU Student Employment website in the forms section: Forms must be completed and returned to the CSB/SJU Student Employment Office within three (3) days of hire. Students will not be set up in the payroll system until all forms are completed and returned to the SE Office.

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Criminal Background Checks

Positions that require student employees to provide care, treatment, education, training, instruction, or recreation to children or vulnerable adults, or that issue student employees master keys or allow them unsupervised access to occupied residential areas, will require the completion of a criminal background check prior to the beginning of employment. Employment is contingent on the completion of a criminal background check. The cost is paid by the hiring department.

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Web-Time Entry/Timecards

Departments at CSB/SJU/SOT are required to use Web-time on Banner Self Service for recording time. Directions for web-time are available on the SE website in the web time section: Departments using punch clocks and departments expressing undue hardship are exempt from this requirement.

For departments using timecards, the timecards are sent to department supervisors each month. Timecards must be completed and both student employees and supervisors must sign the time card in ink. Timecards will not be processed without signatures. Any forgery of supervisor signatures by a student will result in immediate dismissal.

Original timecards with signatures will be used for payment of earnings. Earnings will not be paid from a FAX.

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Recording Hours (Timecards or Web-time):

  • The exact number of hours students worked for the day should be recorded on the timecard. Students should not "lump" hours together (i.e., if a timecard is late, total hours for the previous timecard should not be listed on one day). Padding of hours on student timecards will result in immediate dismissal of the student.
  • If web-time hours are not submitted to supervisors within 1 day of the due date, a late timesheet form will need to be submitted.
  • Hours should be rounded to the nearest quarter hour and entered in decimal form on the timecard. Examples: One hour and 15 minutes = 1.25 hours, 1½ hours =1.50, and 1¾ hours =1.75.

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Approving Web-time Hours

Supervisors have 4 days to approve students’ web-time hours each month. If the supervisor is unable to approve a student’s web-time (or submit timecards) on the due date, arrangements should be made for another authorized staff person, who is able to verify the hours worked, to approve time or sign the timecard in the supervisor’s absence. At no time is a student authorized to sign for payment of hours. (See web-time procedure for setting up a proxy in the web-time section of the SE website:

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Payroll Schedule

Timecards/web-time hours are due every two weeks, and will be paid every two weeks.  The full payroll schedule is available on the student employment website.  It is the students’ responsibility to submit their web-time hours on the timesheet due date. For departments using paper timecards, the department usually turns in the timecards for student employees. All payroll forms and employment contracts must be completed before any payment of earnings will be processed.

Late time cards will not be processed until the following month.

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Earnings and Taxes

All positions are paid according to the CSB/SJU variable wage scale based on criteria in job descriptions. Students should ask their supervisors for information on their particular wage rate.

All earnings are subject to statutory state and federal income tax regulations. Students working on campus and enrolled at least half-time during the academic year are exempt from Social Security and Medicare taxes. Exception: students hired under the Community Service program may be subject to the Social Security and Medicare taxes year round.

Summer earnings are subject to FICA/Medicare tax. The student will pay the employee share of 7.65% and the department is charged the employer share of 7.65%. International students are not subject to FICA/Medicare taxes.

Gross earnings are applied to students work awards and net earnings are paid to the students. The maximum gross amount students may earn for the academic year is based on their work award. Students are not eligible to volunteer in a position after their work award is completed.

Earnings will be directly deposited in students’ off-campus bank accounts. Students who would like some or all of their earnings deposited in their campus billing account need to complete a “Billing Deduction Form”.

Student pay statements may be viewed on the Banner Self-Service website in “Employee Information.” Work award information can also be viewed on Banner Self-Service in the “Financial Aid” section.

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Though not generally permitted, it is recognized that there may be circumstances that call for overtime. Overtime is paid at time and one half of employees’ regular rate of pay. The weekly pay period is Sunday through Saturday. Overtime is calculated when a student works more than forty (40) hours in one week. If a student is working in two departments, the department causing the overtime will be charged for the overtime expense.

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Sick Leave (as of January 1, 2024)

Student employees are covered by Minnesota’s earned sick and safe time law (ESST), which requires employers to provide paid leave to employees who work in the state.  An employee is anyone who works at least 80 hours in a year for an employer in Minnesota.  Student employees will accrue one hour of sick and safe time for every 30 hours worked, with the ability to accumulate at least up to 48 hours of sick and safe time each year with a maximum accrual of 80 hours. 

 Accumulated sick leave may be used to account for absences from work due to:

  1.  the employee’s mental or physical illness, treatment or preventive care;
  2. a family member’s* mental or physical illness, treatment or preventive care;
  3. absence due to domestic abuse, sexual assault or stalking of the employee or a family member;
  4. closure of the employee’s workplace due to weather or public emergency or closure of a family member’s school or care facility due to weather or public emergency; and
  5. when determined by a health authority or health care professional that the employee or a family member is at risk of infecting others with a communicable disease.

 *Family member is defined in Minn. Stat. § 181.9445 subd. 7

 A student employee is responsible to notify their supervisor when using sick leave.  If a student employee plans to use earned sick leave for an appointment, preventative care, or another permissible reason they know of in advance, employee should inform their supervisor.  If day of, notification is required 30 minutes prior to the start of the shift or as soon as possible. 

 Sick leave should be reported using the appropriate earn code on the student’s timesheet in Banner employee self-service.

 Sick leave is paid at the employee’s regular rate of pay.  No overdraft of sick is permitted.  If the employee lacks accumulated sick leave hours to cover the absence, the absence will be unpaid.  Sick leave is not paid out upon separation of employment. 

Department Reports

Supervisors should run a department report each month (usually available on the student pay date). The report is available on the SE website in the supervisor section. The report will only include students who report directly to the supervisor running the report. If your department needs a report with all students in a particular area, please request this report from the SE Office. Supervisors are responsible for reviewing the information on the department report and to monitor the work award earnings for all students reporting to them.

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Student employment budgets for non-auxiliary departments are determined by the CSB/SJU Student Employment Office. Budgets are based on:

  • Previous department spending levels
  • Utilization percentage of approved student positions
  • Available funds each fiscal year
  • Number of positions approved for each department

Contact the Director of Student Employment for information regarding budgets.

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Supervisor Expectations

Supervisors are expected to:

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Job Problems

Problems with students’ job performance should be discussed with students. If the situation cannot be resolved at this level, contact the CSB/SJU Student Employment Office.

The CSB/SJU Student Employment Office serves as an advocate for student employees and employing departments. Issues of concern (i.e. discrimination, sexual harassment) should be reported to the CSB/SJU Student Employment Office immediately.

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Injuries on the Job

Students must report all injuries and accidents immediately to their supervisor. Failure to follow this procedure could jeopardize the student’s rights to Worker's Compensation.

Supervisors need to complete an “Accident Report” form, available in either Human Resource Office. Accident report forms may also be accessed at the Human Resources Office web site: The accident report must be returned to the Human Resource Office within 24 hours of reported injury. If medical care is necessary, the Human Resource Office will refer the student to the network provider that has been selected for an initial evaluation.

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Dress Code for Student Employees

Students are expected to be appropriately attired for the position they hold. Some departments (i.e. CSB and SJU Dining Services) may have a specific dress code to follow. There are some established dress code guidelines that all student employees must follow:

  • Shoes must be worn at all times
  • Students must wear shirts (including those working in grounds, paint shop, and physical plant)
  • No bathing suits, tube tops, or halter tops
  • If the department allows shorts, they should be of appropriate length

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Work Breaks

A fifteen (15) minute break is allowed during each four (4) hour work period. Each break is to be preceded and followed by an extended period of work. Break times may not be saved to be used at another time. Example: If a student works 4 hours, he/she is entitled to a 15 minute break after approximately 2 hours of work.

A meal break of ½ hour (without pay) is added to each eight hour work period. Example: If a student works from 8:00 A.M. to 4:30 P.M., ½ hour of this time is for a lunch break. Student employees will be paid for 8 hours of work. Unpaid lunch periods may not be waived and added on as additional payable hours.

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Students are required to maintain the CSB/SJU confidentiality policy (see complete statement in the College/University Policy Statement Section of this handbook).

If a student shares confidential information with any unauthorized person he/she will be immediately dismissed from his/her job.

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Performing Duties Unrelated to Job Description

Student employees may not perform work unrelated to their job description. Examples include: typing personal correspondence, working on projects for a supervisor’s non-college business, running personal errands, babysitting, checking personal e-mail, conducting personal Internet searches. This policy does not include the hiring of student services outside of the work environment and paid for with personal funds (i.e., babysitting).

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Use of Office Equipment on the Job

Use of office equipment and supplies for personal use (i.e., computers, telephone, paper, stamps, envelopes, etc.) is not allowed during work time or after hours. Office supplies and equipment are to be used for the sole purpose of completing the assigned tasks of the student’s position.

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Use of Electronic Mail (E-Mail)

Students may not access their personal e-mail accounts while on paid work time. Use of department e-mail accounts is limited to work related duties. Additional information on institutional use of e-mail may be found at:

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Jury Duty

The College of Saint Benedict and Saint John’s University support student civic involvement. If a student is summoned for jury duty and is required to report for duty, a leave of absence will be provided for the time actually served during the regularly scheduled hours. The student’s schedule may be altered at the supervisor’s discretion to accommodate the conflict between jury duty and the student’s regular work shift.

During the summer, if a student is hired to work full-time (40 hours per week), the student will receive his/her regular hourly rate of pay minus the amount of money received for jury duty. At the end of the jury duty, the student must obtain a copy of the days served from the county. The monetary compensation from the county must be submitted to the CSB/SJU Student Employment Office. Hours served should be recorded as "Jury Duty" on the student’s time card. If a student is hired to work less than full-time (less than 40 hours per week) in the summer, s/he does not receive her/his regular hourly rate of pay to serve on jury duty. Work schedules may be altered to accommodate the student’s absence and the time missed to serve on jury.

During the academic year, students hired to work part-time (less than 40 hours per week) do not receive their regular hourly rate of pay to serve on jury duty. Work schedules may be altered to accommodate the student’s absence and to assist him/her in fulfilling his work award hours for the time missed to serve on jury.

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Departments are expected to have orientation and training for all student employees. The orientation session should include: departmental policies, staff introductions, departmental tours, safety information, and scheduling. There is a time set aside for first-year students during their orientation week to meet with departments to become familiar with procedures and responsibilities, and another time to meet with student employment staff to complete necessary paperwork and to review the student employment handbook.

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Training should include specific training for the particular job (i.e. telephone etiquette for a position where the employee will be answering the telephone.) Training should also include clear and written job expectations. Student employees need to be aware of the requirements for the position.

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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.

Each student’s job performance will be evaluated at least once per year; many departments evaluate students each semester. The evaluation will be based on dependability, completion of job expectations, attitude, initiative/leadership, quality of work, and other areas. The student employee and supervisor should meet to discuss the student’s job performance. A written evaluation, completed by both the student and supervisor should be forwarded to the Student Employment Office. The evaluation becomes a part of the student’s employment file.

Key Points to a Good Evaluation Session

  • Set up a date and time to meet in advance.
  • Counsel students to complete the student employee section of the evaluation (available in the forms section on the SE website).
  • Meet with student in a private and confidential location.
  • Meet in a relaxed atmosphere with no barriers in the room between the two of you.
  • Keep the evaluation relaxed and let the student do 80% of the talking.

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Student employment may be terminated for the following reasons:

  • The maximum work award has been earned. The award indicated in the student’s financial aid package represents the maximum amount the student may earn. Only the SE Office may increase work awards.
  • The student decides to quit his/her job. Students are expected to provide a two (2) week notice to their supervisor. If a two (2) week notice is not given, future employment may be jeopardized.
  • If job performance is not satisfactory. Unsatisfactory job performance may include, but is not limited to: failure to report for scheduled hours, failure to follow supervisory or departmental procedures, inability to complete job expectations, excessive absenteeism, or excessive tardiness. Sufficient warning must be given. One (1) meeting or written notice is required stating that dismissal is probable. If no improvement is shown within a reasonable time (minimum of one week), official termination will be made in writing, and a copy will be put in the student’s employment file. Dismissal from jobs may jeopardize future student employment.
  • Immediate dismissal may occur if continuation of employment would be damaging to the operation of the department or agency. Examples: insubordination, failure to follow departmental policies, inappropriate conduct, or refusal to comply with directives of superiors or violation of known and acknowledged company rules. Dismissal requires written notice to the student with a copy for the student’s student employment file.
  • Immediate dismissal will occur for gross misconduct. Examples of gross misconduct include: assault and battery, an immoral act, malicious destruction of property, theft of money or property, falsification of records or drinking on the job. Dismissal for gross misconduct will have a minimum penalty of the loss of student employment eligibility for one semester. Dismissal requires written notice to the student with a copy for the student’s student employment file.

If the student feels his/her dismissal is unjustified, he/she should contact the CSB/SJU Student Employment Office to discuss the situation.

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Off campus job opportunities for all CSB and SJU students are posted on the CSB/SJU Student Employment Jobs website in the "off campus" job section.  Employers in the local area are encouraged to list their job openings with the colleges. These positions are open to all CSB and SJU students. Students may contact potential employers directly and are hired directly by the off-campus employer.

The Student Employment Office is unable to research the integrity of each organization that lists job openings with the offices. Therefore, students are urged to undertake this responsibility for themselves. Students should exercise caution and discretion when contacting or applying for a position with off-campus employers. They should not go to a residential address to apply for a job by themselves or put themselves in a vulnerable situation. Even the best job opportunity is not worth jeopardizing personal safety.

The CSB/SJU Student Employment Office does not endorse nor is responsible for off-campus employment postings.

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To be considered for an on-campus summer job, a student must be enrolled as a full time student at CSB/SJU/SOT in the previous spring semester or in the subsequent fall semester. A limited number of positions are available.

  • Summer positions are posted on the CSB/SJU student employment jobs website at: under “summer”. Positions are usually filled by early May.
  • Summer Housing: both campuses have very reasonably priced summer housing for students. Contact the Housing Office at each institution for more information regarding summer housing. (CSB: 320-363-5580 or SJU: 320-363-2735).
  • If a student is hired in the summer, she/he may not automatically be eligible for academic hiring. Only returning students or first year/transfer students with work awards are eligible to be hired during the academic year.
  • For students working on campus in the summer, there are no work awards. The one exception is students employed through the Federal Work Study Community Service Program (FWSCS). For all non-FWSCS students, earnings are independent of a student’s academic financial aid.

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Affirmative Action/Equal Employment Opportunity Statement

The College of Saint Benedict & Order of Saint Benedict

Affirmative Action means not only to be free of discrimination in employment practices, but also to make a good faith effort to employ qualified women and minorities, and based on this, the College of Saint Benedict and the Order of Saint Benedict are committed to providing equal opportunity to all employees and applicants for employment in accordance with all applicable Equal Employment Opportunity/Affirmative Action laws, directives and regulations of federal, state and local governing bodies or agencies and specifically with Minnesota Statutes Section 363.

For specific information regarding the Affirmative Action/Equal Employment Opportunity policy for the Order of Saint Benedict (St. John’s University) or the College of Saint Benedict, contact the Associate Director of Human Resources in the CSB/SJU Human Resources Office.

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Joint Human Rights Policy

The College of Saint Benedict & Order of Saint Benedict

The College of Saint Benedict and the Order of Saint Benedict, Inc., Collegeville, are committed to creating and maintaining an environment in which all members of the community are aware of and respect the rights and human dignity of every other member. Therefore, we will investigate and promptly seek the equitable resolution of allegations of discrimination relating to race, religion, color, national origin/ethnicity, sex, sexual orientation, age, marital status, or disability.

Sexual harassment or other forms of harassment based on race, religion, color, national origin/ethnicity, sex, sexual orientation, age, marital status, or disability are reprehensible, are antithetical to the mission of these institutions, and will not be tolerated. In institutions such as ours, which espouse Catholic and Benedictine values, every community member's awareness of and respect for the rights and human dignity of every other member undergird community life.  Attitudes of condescension, hostility, stereotyping, and other forms of bigotry and intolerance weaken the health of the community. Furthermore, discrimination and harassment compromise the integrity of a liberal arts education because they make the learning, residential, and working environments hostile, intimidating, and offensive; they destroy opportunities to develop strong positive self-concepts and the sense of self-confidence which is essential to living out the ideals of a liberal education.  In addition, persons who harass others compromise their own integrity and credibility. Consequently, neither the College of Saint Benedict nor the Order of Saint Benedict, Inc., Collegeville, will knowingly permit the violation of this policy.

For specific information regarding the Joint Human Rights Policy Affirmative for the Order of Saint Benedict (St. John’s University) or the College of Saint Benedict, contact the Associate Director of Human Resources in the CSB/SJU Human Resources Office.

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Joint Sexual Assault Policy

The College of Saint Benedict & Order of Saint Benedict

The College of Saint Benedict and the Order of Saint Benedict, Inc., Collegeville, are committed to maintaining an environment which is free from the physical and emotional threat of sexual assault. For purposes of this policy, sexual assault is defined as sexual contact or penetration without consent. These institutions will investigate and promptly seek the equitable resolution of all allegations of sexual assault.

In institutions such as ours, which espouse Catholic and Benedictine values, every community member's awareness of and respect for the rights and human dignity of every other member undergirds community life. These values demand that we strive to create an environment where the sacredness of each person is honored. Sexually assault conduct violates the sacredness of the person, weakens the health of the community, and is antithetical to the mission of these institutions. Therefore, we will not tolerate sexual assault in any form.

For information regarding the Joint Sexual Assault Policy or to obtain a complete copy of the complaint procedures, contact the Associate Director of Human Resources in the CSB/SJU Human Resources Office.

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Drug Free Work Place Policies

The Order of Saint Benedict

The Order of Saint Benedict will comply with the Drug Free Workplace Act. This compliance requires that the Order maintain a drug free work environment. To maintain this environment, the Order prohibits the unlawful manufacture, distribution, dispensation, possession or use of a controlled substance in the workplace or while acting as representatives of the Order while off-campus.

College of Saint Benedict

As a member of the College of Saint Benedict community, all must take an active stance in the prevention and elimination of unlawful use of illicit drugs and abuse of alcohol. As employees, a condition of employment includes reporting to work in an appropriate mental and physical condition.

It is the intent and obligation to provide a drug-free, healthful, safe and secure campus environment. The College recognizes chemical dependency as an illness and major health problem. The College also recognizes abusers of illicit drugs and alcohol to be potential health, safety and security problems. Employees needing help in dealing with such problems are encouraged to use the Employee Assistance Program, health insurance plan, or counseling services at CSB/SJU (student employees) as appropriate.

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Confidentiality Statement – Student Records

All employees of the College of Saint Benedict and Saint John's University (administrative, academic faculty, staff, and student employees) are required to abide by the policies governing review and release of student education records.  The Family Education Rights and Privacy Act (FERPA) of 1974 mandates that information contained in a student's education records must be kept confidential.

Please be aware that Confidential Information includes:

  1. Student's Class Schedule
  2. On-track Reports
  3. Academic Transcripts
  4. Grade/GPA Information
  5. Social Security Number - may not be given out or posted in any manner

Confidential Information should be given to students in person, with proper identification, or via their individual email accounts. Confidential information should not be given over the phone.

Confidential Information should not be given to the parents of any student unless the Registrar’s Office verifies that they claim the son or daughter as a dependent according to the IRS tax laws. This includes the student's schedule of classes.

A complete policy statement on the CSB/SJU implementation of FERPA guidelines can be found in the Registrar's Office. In part, the policy states that officials of the University may be given access to student education records on a "need to know" basis and that such access must be limited to job-related, legitimate educational interests. The information contained in a student's education record may not be released to a third party without the written consent of the student. The only exception would be directory information defined by FERPA as the student's name, address, telephone number, dates of attendance, class, date of birth, major field of study, participation in officially-recognized activities and sports, degrees conferred, and the most recent previous educational institution attended.

Inappropriate use or misuse of student records is a violation of CSB/SJU Statutes and could result in civil and/or criminal prosecution. Contact the Registrar's Office with any questions.

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New Hire Reporting

The Personal Responsibility and Work Opportunity Reconciliation Act of 1996 (PRWORA) requires information on all newly hired employees to be reported to a designated state agency. Minnesota statute 256.998 requires all Minnesota employers to report all new hires to the Minnesota New Hire Reporting Center (MNHRC). Student employees' name, permanent address, social security number, and date of birth will be provided to the MNHRC as required by law. Failure to agree to the terms of the Act and statute could result in revocation of the student's offer of employment.

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The Occupational Safety and Health Administration (OSHA) requires employers to conduct safety training in a number of areas in an effort to ensure a safe environment for all employees (including part-time and student employees). In order to comply with OSHA regulations and the College of St. Benedict and St. John’s University safety policies, employees must receive orientation training before being assigned to a task that would put them at risk. The following is a list of required training:

Employee Right-To-Know (MN Chapter 5206): For employees who are routinely exposed to hazardous substances, harmful physical agents, and infectious agents. Orientation and annual refresher training required.


Hazardous substance - a chemical or substance, or mixture of chemicals or substances which is either toxic or highly toxic, an irritant, corrosive, a strong oxidizer, a strong sensitizer, combustible, flammable or otherwise may cause substantial acute or chronic personal injury or illness during or as a direct result of any reasonable exposure. This does NOT include products intended for personal consumption by employees in the workplace or consumer products packaged for distribution to, and used by, the general public, including any product used by an employer or the employer’s employees in the same form.

Harmful physical agent - heat, noise, ionizing radiation, and non-ionizing radiation.

Infectious agent - a communicable bacterium, rickettsia, parasites, virus, or fungus that is determined to cause substantial acute or chronic illness or permanent disability as a foreseeable and direct result or any routine exposure to the infectious agent. Infectious agents that are present in human blood and can cause disease are also called bloodborne pathogens and are also addressed by CSB and SJU Bloodborne Pathogens Policy.

Bloodborne Pathogens (1910.130): for employees whose jobs require tasks which routinely involve a potential for mucous membrane or skin contact with blood, body fluids or tissues (class 1) and whose jobs normally do not involve exposure to blood, body fluids or tissues, but may require performing unplanned class 1 tasks (class 2). Class 1 and class 2 employees are defined in the Bloodborne Pathogens Exposure Control Manual (located in the department or the Safety Office). Orientation and annual refresher is training required.

Lockout/Tag out (1910.147): for authorized and affected employees who are involved in the service or maintenance on equipment or machinery. Orientation training is required. Refresher training is only required in specific instances - see the Lockout/Tag out Policy.

Confined Space Entry (1910.146): for employees who are assigned to work in confined spaces as defined by OSHA. Training must occur before an employee begins work in a confined space.

Respiratory Protection (1910.134): for employees who are required to wear a respirator to protect their health on the job. Orientation and annual refresher training is required.

Emergency Procedures: all employees need to know what steps to take in an emergency (fire, tornado etc.) and what the evacuation plan is. Orientation and annual refresher training is required.

OSHA also requires that employers conduct training for recognized hazards under the "General Duty Clause." Therefore, CSB and SJU may require training in the areas of back safety, ergonomics, and other areas deemed necessary.

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