Skip to Main Content Skip to Footer Toggle Navigation Menu

FAQs for Supervisors

For Supervisors

Supervisor FAQs

How do I post a Student Employment job?

All open positions must be posted on the Job X site so all 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 Active-Not Listed 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 posting and and click one of the following:
    • ACTIVE- NOT LISTED 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.
    • INACTIVE 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 ACTIVE-NOT LISTED. 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:
    • ACTIVE- NOT LISTED 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.
    • INACTIVE mode – Deletes all applications associated with the position.

When can I hire a no-need student?

Conditions for hiring a no-need student:

  1. Entry level positions are reserved for students with an award through September. On October 1, students without awards can begin applying for positions on campus that have not yet been filled by students with an award.
  2. Specialized roles that require a certification, prerequisite (such as having to have taken a specific course) or specialized skills may be filled by a student without an award if no student with an award is available or qualified.
    • 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.
  • When no-need students are approved for on-campus employment, they are given an earning cap corresponding to their year in school and resident status. No-need students may not work beyond these amounts.

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 Student Employment before posting. Contact the Student Employment Program Manager, 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.

How do I record sick leave for a student employee?

For information on how to record sick leave for a student please visit the sick time portion 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.

I have general inquiries, ideas or concerns about Student Employment. Whom should I contact?

Depending on your inquiry, it may be appropriate to contact the Student Employment Program Manager or the Student Employment Advisory Committee (SEAC). SEAC serves as a liaison between the Macalester Community and Employment Services, Financial Aid and Student Employment. SEAC addresses the concerns of faculty, staff and students with regard to student employment and of those who supervise student employees. The committee also serves the Student Employment Office in an advisory capacity in determining the current and future direction of student employment at Macalester College. For more information on SEAC, visit the Staff Advisory Council (SAC) Campus Committees page.