For Students

How do first-year work-study eligible students apply for an on-campus job?
How do returning work-study eligible students apply for an on-campus job?
What should I do if I haven't been hired by the start of the semester?
May I split my work-study award between two on-campus jobs?
When will I get paid?
What are the pay rates for student employees?

What are Student Employment award amounts?

How many hours should I be working each week to earn my entire award?
Where can I view my award balance?
How can my earnings be applied to my student account?
How do I sign up for direct deposit?
How do I apply for an off-campus, work-study job?
How do I track hours worked?
Are there employment opportunities for students who do not have a work-study award?
Are there employment opportunities during the summer for students?
What documents can be used to validate an I-9?

For Supervisors

What are the start and end dates for Student Employment?
How do I post a Student Employment job?
How do I unpublish a job posting?
When can I hire a no-need student?
How do I hire a no-need student or a student without a work-study award?
What do I need to do to create a new Student Employment position in my department?
What are my options when a student requests to split their work-study award?
How do I use TimeClock Plus?
What documents can students use to validate a Form I-9?
How many hours a week should my student be working?
What form do I use to process a student promotion in my department?

Student FAQs

How do first-year work-study eligible students apply for an on-campus job?

  • In mid-May, first-year students who have received a student employment award through Financial Aid are given access to Macalester's online job postings.
  • Students apply for positions or opt to be placed in a position on campus.
  • While there are a variety of positions, some departments hire a larger number of first year students than others. First year students should consider applying to work in these departments: Facilities, Cafe Mac, Athletics and ITS.
  • Check out the First-Year Student page for deadlines and forms.

How do returning work-study eligible students apply for an on-campus job?

  • Returning students are responsible for finding their own positions using the online job search.
  • Every Spring, students are able to participate in a job search and should have a position finalized before classes end in May.
  • Even those students who wish to remain in their present positions should re-apply and be re-hired each year.

What should I do if I haven't been hired by the start of the semester?
If you have work-study as part of your financial aid package but are unable to find a job on campus by the start of the semester, contact the Student Employment Program Coordinator at . You may also contact the Financial Aid Office about the possibility of replacing some or all of your year's work award with a loan.

May I split my work-study award between two on-campus jobs?
Yes, returning students may split their work-study award between two on-campus jobs by having both supervisors sign an Award Release Form (PDF). Students must monitor hours in both positions to ensure they do not exceed their total award amount. Some positions require student to utilize their full award, therefore a supervisor may not agree to a release. 

If a first-year student’s schedule does not permit them to work all their hours in one department, they may split their work-study award for those unfilled hours to work in another department. These situations must be reviewed and pre-approved by the Student Employment Program Coordinator. Otherwise, first-year students must remain in their position for the entire first semester.

When will I get paid?
Students employees follow the bi-weekly payroll calendar.

What are the pay rates for student employees?
There is a three-tier pay system for student academic jobs. The tier classification is included on all academic job titles.

Tier 1: $9.50
Tier 2: $9.75
Tier 3: $10.00

What are Student Employment award amounts?

Work-study award amounts by class year, US and International students for academic year 2017-2018

Class Year US Students International Students
1st Year $2,400 $2,600
2nd Year $2,500 $2,700
3rd Year $2,600 $2,800
4th Year $2,800 $3,000

How many hours should I be working each week to earn my entire work award?
On average students should be working somewhere between 8 and 11 hours per week based on their work-study award and the rate of pay for their position. Review the Hourly Calculation Chart to approximate how many hours per week you may work during the academic year. Locate your award amount from the top row and your hourly rate from the left column. The intersection of these two data indicates how many approximate hours per week you may work during the academic year. This calculation is based on 29 weeks per academic year. For example: If your award is $2,400 and is paid $9.50 per hour, then you may work up to 8.71 hours per week.

Working more than what is listed below will result in reaching the max earnings faster. Once awards have been used students may not continue work.

Hourly Calculation Chart, based on academic year 2017-2018 award

Hourly Rate $2,400 $2,500  $2,600 $2,700 $2,800 $3,000
$9.50   8.71   9.07    9.44   9.80 10.16 10.89
$9.75   8.49   8.84    9.20   9.55   9.90 10.61
$10.00   8.28   8.62    8.97   9.31   9.66 10.34

Where can I view my award balance?
View your work-study award balance on 1600grand.

  1. Go to 1600grand.macalester.edu and log in.
  2. Click Student Life.
  3. Locate the Student Work/Study Balance channel.
  4. Your work-study balance is as of the last payroll processed.
  5. Award balances are not available on the Student Life tab for no-need student employees.  No-need student award balances are sent to supervisors biweekly on the Student Work/Study Award Tracking report.

How can my earnings be applied to my student account?
You may have your earnings applied to your student account instead of receiving your pay directly by completing the Student Employment Check Authorization Form (PDF).

How do I sign up for direct deposit?
Sign up for direct deposit online via 1600grand.macalester.edu and your paycheck will be deposited directly into your bank account. You will need to know your bank or financial institution's Routing Transit Number (RTN) and your account number.

How do I apply for an off-campus, work-study job?
Students may apply to earn their student employment award while working at a local nonprofit organization or elementary schools. For more information, visit the Off-Campus Student Employment Program.

How do I track my hours worked?
Student employees track time as it is worked via 1600grand or a physical timeclock. Your supervisor will notify you of your method of tracking time. For log in instructions, what to do when you forget to clock in or out, and more, check out the Time Reporting section of the Payroll website.

Are there employment opportunities for students who do not have a work-study award?
Potentially. The Program is designed for students who need employment to assist in financing college costs. Therefore, students with student employment awards are given the priority on all on-campus positions. Students without awards may seek out remaining positions on campus. However, hiring of no-need students may be delayed or denied in order to allow for available positions to be filled by students with a student employment award. When no-need students are approved for on-campus employment, they are given an earning cap corresponding to the above chart

Are there employment opportunities during the summer for students?

Yes! There are many positions for students during the summer. Summer positions range from temporary, part-time and full-time. Students (domestic and international) are able to work up to, but not over, 40 hours a week during the summer. Macalester students are eligible for summer employment the summer after their first year through the summer after graduating. 

To view summer employment opportunities, go to Find A Job > Find a Job > Quick Search > Summer Job.

What documents can be used to validate an I-9?
Reference the List of Acceptable Documents. Either one document from List A or one document from each List B and C are needed to validate Form I-9. Documents must be originals and not expired. No one is allowed to start working until their I-9 has been validated with the Student Employment Office.

Supervisor FAQs

What are the start and end dates for Student Employment?

ACADEMIC YEAR 2017-2018

  • Academic Year: September 3, 2017 - May 7, 2018  (29 weeks)
  • Fall Semester: September 3, 2017 - December 20, 2017 (15 weeks)
  • January Employment: December 21, 2017 - January 17, 2018
  • Spring Semester:  January 18, 2018 - May 7, 2018 (14 weeks)

How do I post a Student Employment job?
All open positions must be posted on the Job X site so all financial aid students have an equal opportunity to apply and be considered for employment.

  1. To create a new position, contact Student Employment.  To post an existing job, go to JobX Supervisor Login.
  2. Update any job posting details including the job description and qualifications for the position you are posting/re-posting. Job postings must be in REVIEW mode to make any changes.
  3. Submit the job posting for approval.
  4. Once approved by the Student Employment Office, students may apply for the job online using the JobX online application form you have created.
  5. Review submitted applications and select students whom you feel meet the job requirements. You may also interview the student candidates.
  6. Complete the hiring process online for those students you decide to hire.
  7. Once the total number of available positions have been filled, the job posting will automatically be removed from the JobX online search.
  8. Send an email to applicants not selected thanking them for applying
  9. To unpublish the job manually, go to Manage Job and select the job postingand and click one of the following:
    • REVIEW mode - Un-publishes the job posting so students can no longer find it on the web, but supervisors can view the applications for future review and use.
    • STORAGE mode - Deletes all applications associated with the position

How to unpublish a job posting
Once all of available positions have been filled, the job post will automatically be moved from LISTED to REVIEW. To unpublish the job manually:

  1. Go to JobX Supervisor Login.
  2. To to Manage Job and select the job posting
  3. Select one of the following:
    • REVIEW mode - Un-publishes the job posting so students can no longer find it on the web, but supervisors can view the applications for future review and use.
    • STORAGE mode - Deletes all applications associated with the position.

When can I hire a no-need student?
For a Tier 1 position, the first possible hire date for no-need students is:

  1. Fall semester: October 1st
  2. Spring semester: third week of classes

Conditions for hiring a no-need student:

  1. Positions must have been posted for a minimum of one week prior to hiring, and there must be no students with work-study available to fill the position.
  2. Jobs which any student can be easily trained to perform are graded Tier I and are intended for students with work-study only.
  3. No-need students cannot be hired for Tier 1 positions until October 1st of fall semester or until the third week of classes of spring semester, but there must be no financial aid students available to fill the position.
  4. The waiting period does not apply for Tier II and Tier III positions which require a higher or specific skill level. However, given equally qualified candidates, the position should always go to the student with work-study.
  5. An example of an approved no-need position is a preceptor. A preceptor has to have taken and received a specific grade in the course they are precepting, and must also carry a specific GPA. Therefore this type of position could be filled by either a financial aid or no-need student.

How do I hire a no-need student or a student without a work-study award?

  • Students without a work-study award can be hired through JobX. Please note, hiring of no-need students may be delayed or denied in order to allow for open positions to be filled by students with a work-study award.
  • Students cannot start work until the request has been approved in the Student Employment Office.

What do I need to do to create a new Student Employment position in my department?
Any new Student Employment positions need to be approved by the Student Employment Program Coordinator before posting. Contact the Student Employment Program Coordinator, Nachelle Kaughman, at to get started.

What are my options when a student requests to split their work-study award?

  1. Agree to release a certain amount of the award; which means you are decreasing the amount of hours a student can work in your department.
  2. Deny the request if the current position requires the full work-study award.
  3. Deny the request to split an award and release the full award which would allow you to hire another student for this position.

How do I use TimeClock Plus?
For information on TimeClock Plus please visit the Time Reporting  section of the Payroll website.

What documents can students use to validate an I-9 form?
Refer to the List of Acceptable Documents. Either one document from List A or one document from each List B and C combined are needed to validate the I-9. Documents must be originals and not expired. No one is allowed to start working until their I-9 has been validated with the Student Employment Office.

How many hours a week should my student employee be working?
On average students should be working somewhere between 8 to 11 hours per week based on their work-study award and the rate of pay for their position. The hourly calculation chart displays this information for the various pay rates and award amounts.

Hourly Calculation Chart, based on academic year 2017-2018 award
Hourly Rate $2,400  $2,500 $2,600 $2,700 $2,800 $3,000
$9.50   8.71   9.07     9.44   9.80 10.16 10.89
$9.75   8.49   8.84     9.20   9.55   9.90 10.61
$10.00   8.28   8.62     8.97   9.31   9.66 10.34

What form do I use to process a student promotion in my department?
Complete the Student Employment Pay Rate Change (PDF) and return it to Student Employment.