Resources for Student Employee Supervisors
Be an effective supervisor with resources for managing student employees, approving timesheets, and reporting workplace injuries.
As a supervisor, you can provide not only the opportunity for student employees to earn money, but you also offer experiences and transferable skills they may use in their personal or professional lives beyond WSU.
Student employees provide a ton of support to departments across WSU.
Learn how to advertise open positions and hire student employees.
A student’s I-9 form (Employment Eligibility Verification) must be completed in person prior to working their first shift.
Students who are hired for a telework position still need to come to campus in person to complete hiring documents (I-9, W-4, and W4MN). Telework positions are only available for those completing the telework in Minnesota.
Being a leader for student employees is an important responsibility.
Find resources for supervising student employees day-to-day.
Sometimes, a student employee isn’t a great fit for the role or team.
Learn how to provide coaching to improve performance and the processes for terminating employment.
Approve Student Timesheets
At the end of each pay period, supervisors must ensure that hours submitted on a timesheet accurately reflect the time worked by the student. It is best practice to have student employees enter their time on a daily basis to ensure hours are logged correctly.
Approve Student TimesheetsReporting Injury on the Job
Injuries sustained by a student employee while they perform their job duties are covered by Worker’s Compensation. The student must be in employment status (hired) at the time of the injury.
A student employee is responsible for notifying their supervisor of an injury and for helping to complete the reporting form quickly and accurately.
Injury reports must be filed within 24 hours. Fines are assessed for late reporting.
Do not delay seeking emergency medical attention to report an injury. Get immediate care from Winona Health or Olmsted Medical Center.
How to Report Work-Related Injuries
Any serious injuries should be verbally reported to the Human Resources Office immediately.
- The student employee should report the injury to their supervisor or designated alternate staff member right away
- 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.
- The supervisor should contact Human Resources as soon as possible to get the accident report forms for Worker’s Compensation
Contact the Human Resources Office with any questions about accident reports or Worker’s Compensation.
Forms & Resources
- Coaching and Corrective Action Form (PDF) – This form outlines steps to take with a student employee to improve their performance
- Earned Sick & Safe Time Notice (PDF) – This state law went into effect Jan. 1, 2024
- Example Application Form (PDF) – This form provides an example application that a supervisor may ask students to complete when applying for a student employment position
- Example Evaluation Form (PDF) – Use this template when conducting a student employee performance review
- Example Interview Form (PDF) – Use these sample questions when interviewing candidates for a student position
- FICA Withholding Form (PDF) – Complete this form for any student who will be working a routine schedule of more than 60 hours per pay period
- Student Worker Resources Request – Submit this form to grant a student worker access to certain resources, such as a shared mailbox
- Supervisor Guide (PDF) – This document provides instructions for using the electronic applications for hiring students and approving timesheets
- Reg 2-17, Safety Manual (PDF) – Information and instructions on safety in carrying out work assignments
- Reg 4-1, Student Employment (PDF) – Details about eligibility requirements, funding and general policies for all student employees including work-study, student help and graduate assistants.
- Reg 4-2, Student Grievance (PDF) – The procedure used if a student employee wishes to file an official grievance against a supervisor
- Policy 1B.3, Sexual Violence – All forms of sexual violence are prohibited at WSU and remedial action will be taken for violators of this policy
- Policy 1C.2, Fraudulent or Other Dishonest Acts – Fraudulent and other dishonest acts are not tolerated at WSU and employees must comply with the State Code of Ethics
- Policy 4.10.1, Nepotism – Minnesota State’s policy against nepotism seeks to eliminate real or apparent conflict of interest when members of the same household or family are employed by Winona State University