For Students

How do first-year work-study eligible students apply for an on-campus job?
How do second, third and fourth year 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 or more on-campus jobs?
When will I get paid?
What are the pay rates for student employees?

How many hours should I be working each week to earn my entire work 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 upload a resume when applying for a job online?
How do I apply for an off-campus, work-study job?
How do I submit a time sheet online?
How do I record hours worked using Stromberg time clock?
How do I swipe the time clock if I have more than one Stromberg position?
What to do when you forget to submit a Time Sheet or hours from a previous pay period (HPP).
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 form?

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

  • Prior to the start of the fall term, work-study eligible, first-year students are sent an email with a link to the Application for Student Employment Form to complete and submit online.
  • Supervisors work with the Student Employment Office reviewing applications and select students by matching their department's needs and openings with the student's skills, abilities, and experiences.
  • Because returning students are hired first, most first-year students are not able to work in their preferred job and are placed instead with the departments who hire the largest number of students, namely Facilities Services, Café Mac, Athletics and the Library.
  • Check out the First-Year Student Employment Checklist for deadlines and forms.

How do second, third and fourth year work-study eligible students apply for an on-campus job?

  • After the first year of employment, students are responsible for finding their own job placements using find a job online search.
  • Every spring, students are able to participate in a job search. This self-placement process informally continues up to late summer.
  • Even those students who wish to remain in their present positions should reapply and be re-hired each year.
  • Even when students are planning to be off campus during the spring term, they are able to apply and be hired for jobs for the next academic year in exactly the same manner as those students who are on campus using the online job search tool.

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 Manager at  right away. 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 or more on-campus jobs?
Yes, returning students may split their work-study award between two or more on-campus jobs based on the criteria listed below. Criteria for a split work-study award:

  • Mutually agreed upon by both the supervisor and the student, and the Student Employment Award Release Form (PDF) must be signed by both parties,
  • Understand that the supervisor is not required to release the student, and in many cases may not be able to release them.
  • Understand that the supervisor may require the student to find a replacement before agreeing to release the student.
  • Understand that once your supervisor agrees to release part of your award to another department you are agreeing to work fewer hours in your original job in relationship to the amount of award released.

If for any reason 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 Manager. Otherwise, first-year students are asked to remain in their assigned position for the entire first semester. First-year students may split their work-study award second semester based on the criteria above.

When will I get paid?
Students employees follow the bi-weekly payroll calendar, the same pay schedule as non-exempt Macalester staff.

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

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 as of the last payroll processed by the college appears.
  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?
Should you want to have your earnings applied to your student account instead of receiving your pay directly, do the following:

  1. Download and complete the Student Employment Check Authorization Form (PDF).
  2. Bring the completed form to Student Accounts for processing.
  3. Contact Student Accounts at with questions.

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 need to know your bank or financial institution's Routing Transit Number (RTN) and your account number to do so. Direct deposit is optional, but highly recommended by the Payroll Office. Visit here for step-by-step

How do I upload a resume when applying for a job online?
You may add a resume in either Word, PDF, or txtfile format to your application.

  1. Go to Find a Job.
  2. Use Quick Search or Advanced Search to locate a job.
  3. A list of jobs matching your search appears. If you want to change the list, click Run a New Search.
  4. Click the Job Title to view details.
  5. To apply, Click here to apply for this job.
  6. Apply to Job page appears. Complete the questions on the application.
  7. Scroll down the page to Add a resume to your application. Click Browse to select the file on your computer. You may add a Word, PDF or text file.
  8. Click Submit Application. You may skip the resume load by directly clicking Submit Application.
  9. Congratulations! Your application has been submitted message appears. Click Student Employment Home to continue without printing or click View Printable Version and click Print this Window.

How do I apply for an off-campus, work-study job?
Students may earn their financial aid awards (work-study) while working at a local nonprofit organization or elementary schools. Federal guidelines restrict placements to non-profit, non-partisan, and non-religious organizations. Application and deadlines are published by the Civic Engagement Center, Off-Campus Student Employment Program.

How do I submit a time sheet online?
Time sheets can be submitted online from 1600grand. For log in instructions, what to do when you forget to submit a time sheet, and more, check out the Time Sheet Guide for Student Employees (gdoc).

How do I record hours worked using Stromberg time clock?
Student employees who work for departments using Stromberg time clock can have their hours worked automatically recorded by swiping in and out with their Macalester ID. For swiping in and out instructions, Check out the Stromberg Time Clock Guide for Student Employees (gdoc).

How do I swipe the time clock if I have more than one Stromberg position?
Follow the steps to swipe the time clock when you have more than one Stromberg position (gdoc).

What to do when you forget to submit a Time Sheet or hours from a previous pay period (HPP).

  1. Go to 1600grand.macalester.edu and log in > Employment/My Job tab > Time Reporting channel  > Time Sheet.
  2. Under the Earnings column, locate the Hours from Previous Pay Period row.
    ""
  3. Locate the column that corresponds to the day of the week you worked in a previous pay period. Click Enter Hours. Time In and Out screen appears.
    ""
  4. Enter the time in and time out. Click Next Day, Previous Day or Time Sheet as needed. Click Save
    ""
  5. Click Comments. In the Enter or Edit Comment section, type the date you worked in the previous pay period, and the corresponding time in and time out. Repeat for each date.
    ""
  6. Click Save.
  7. Hours from Previous Pay Period will not be paid unless all steps above are completed.
  8. Click Submit for Approval.

Are there employment opportunities for students who do not have a work-study award?
Yes, under certain conditions. 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 financial aid students available to fill the position.
  2. Jobs which any student can be easily trained to perform are graded Tier I and are intended for financial aid students 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. All no-need students who are hired for a Tier I position will only be assigned to the position for the remainder of the semester in which they were hired. At the end of the semester, the job must be re-posted and, if possible, filled by a financial aid student for the following semester.
  5. 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 financial aid student based on the fact that they have a known need.
    • 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.

Are there employment opportunities during the summer for students?

  • The Summer Employment Program is administered by the Student Employment Office for the months of June, July and August.
  • Employment may be full-time or part-time.
  • 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 form?
Reference the List of Acceptable Documents (PDF). Either one document from List A or one document from List B and C combined are needed to validate the I-9 form. Documents must be originals and unexpired. No one is allowed to start working until their I-9 form has been validated with the Student Employment Office.

For Supervisors

What are the start and end dates for Student Employment?
How do I post a Student Employment job?
How to 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?
What needs to be on a timecard for a student to get paid for hours from a previous pay period (HPP)?
When a student’s time card is filled out incorrectly, how can it be corrected?
What documents can students use to validate an I-9 form?
How many hours a week should my student be working?
What form do I use to process a student promotion in my department?

What are the start and end dates for Student Employment?

ACADEMIC YEAR 2016-2017

  • Academic Year: August 31, 2016 - May 8, 2017  (29 weeks)
  • Fall Semester: August 31, 2016 - December 16, 2016 (15 weeks)
  • January Employment: December 17, 2016 - January 18, 2017
  • Spring Semester:  January 19, 2017 - May 8, 2017 (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 financial aid students available to fill the position.
  2. Jobs which any student can be easily trained to perform are graded Tier I and are intended for financial aid students 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. All no-need students who are hired for a Tier I position will only be assigned to the position for the remainder of the semester in which they were hired. At the end of the semester, the job must be re-posted and, if possible, filled by a financial aid student for the following semester.
  5. 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 financial aid student based on the fact that they have a known need
  6. 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?

  • When a student does not have a student employment award, you will need to complete a Request for Student Employment Work Authorization Form (DOC).
  • Students cannot start working until the request has been approved in the Student Employment Office.
  • Once approved, before starting work, the student must completed new hire paperwork in the Student Employment Office, to include an I-9 form to validate their ability to work in the United States. Refer to the List of Acceptable Documents (PDF).

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 Manager before posting. Contact the Student Employment Manager, Peggy Mereness, 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 and hours; which means you are decreasing the amount of hours a student can work in your department.
  2. Deny the request when the current position requires the full work-study award.
  3. Deny the request for a split an award and release the full award which would allow you to hire another student for this position.

What needs to be on a timecard for a student to get paid for hours from a previous pay period (HPP)?
To receive pay in a current pay period’s paycheck from a previous one, the hours must be entered in two locations.

  1. Hours from Previous Pay Period AND
  2. Comments: list each date and time in and time out

To enter the hours from a previous pay period (HPP), do the following:

  1. Go to 1600grand.macalester.edu and log in > Employment/My Job tab > Time Reporting channel  > Time Sheet.
  2. Under the Earnings column, locate the Hours from Previous Pay Period row.
    ""
  3. Locate the column that corresponds to the day of the week you worked in a previous pay period. Click Enter Hours. Time In and Out screen appears.
    ""
  4. Enter the time in and time out. Click Next DayPrevious Day or Time Sheet as needed. Click Save
    ""
  5. Click Comments. In the Enter or Edit Comment section, type the date you worked in the previous pay period, and the corresponding time in and time out. Repeat for each date.
    ""
  6. Click Save.
  7. Hours from Previous Pay Period will not be paid unless all steps above are completed.
  8. Click Submit for Approval.

When a student’s time card is filled out incorrectly, how can it be corrected?

  1. Click the Return for correction button on the student time card to send it back to the student for correction.
  2. Send an email to the student letting them know what needs to be fixed and the submission deadline for Payroll.

What documents can students use to validate an I-9 form?
Refer to the List of Acceptable Documents (PDF). Either one document from List A or one document from List B and C combined are needed to validate the I-9 form.  Document must be originals and unexpired. No one is allowed to start working until their I-9 form has been validated with the Student Employment Office.

How many hours a week should my student 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. This 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, signed by both the student employee and the supervisor.  This promotion must be for an approved position with a job description on file in the Student Employment Office, and the position must be approved for said pay rate.