After Work Begins

Beginning a new job can be nerve-racking, but soon you’ll feel right at home in your new work setting at WSU.

Many supervisors have an orientation period when they train you on some of the standards and processes essential to your position. After this period, your supervisor will evaluate how you’re doing on the job. 

While we always hope things go well for all employees, supervisors do have the option of letting you go if things are not working out.

It’s very important to ask lots of questions throughout your employment if you do not understand something.

There are rules regarding working on campus that include areas like:

  • Number of hours you’re allowed to work
  • How to fill out timesheets
  • When timesheets are due
  • How much you’ll be paid
  • Expectations when you’re on the job
  • Earning and using paid sick leave

Your supervisor is the primary resource for questions or information regarding your position.

Work Conduct

All WSU student employees represent the University. We expect you to be professional while on the job, which includes showing courtesy and respect to supervisors, co-workers, visitors, and the public.

Supervisors may have additional expectations for appropriate conduct for their student employees.

The federal Family Educational Rights Privacy Act (FERPA) requires that student information be protected and kept confidential.

If through your job you gain access to information about other students, you must keep it confidential.

Sharing confidential information with others who are not authorized to receive it (outside the scope of your job duties) is a serious federal violation and could lead to your immediate dismissal and further disciplinary action.

You should not expect to study or work on homework assignments while on the job.

The term “work study” is sometimes misinterpreted to mean that students are allowed to study while on the job.

Although there may be jobs on campus that will permit you to study during slow times on shift, this is not an expectation that you should take to the work setting.

You may not use Minnesota State equipment or supplies for personal use or for class assignments. This includes using the phone, printer, photocopy machine, fax machine, scanner, computer, and the internet for non-work-related purposes.

You should wear appropriate clothing for your work environment.

Supervisors decide the appropriateness of certain clothing in their work setting and may set expectations for your attire while on the job.

Student employment is governed by Minnesota State Board Policy 1C.2 Fraudulent or Other Dishonest Acts.

A “dishonest act” is defined in this policy as “generally involving a deliberate act or failure to act with the intention of obtaining an unauthorized benefit, destruction of property, or otherwise fraudulent behavior.”

As defined in the policy, the list of “dishonest acts” includes, but is not limited to:

  • Theft or misappropriation of funds, long distance telephone services, supplies, property, computer software, intellectual property, or other resources
  • Forgery or alteration of documents
  • Unauthorized use of records or access to information systems, including unauthorized sharing of computer security clearances
  • Falsification of reports to management or external agencies
  • Authorizing or receiving compensation for hours not worked

A student employee in violation of any Minnesota State Board Policy  may be immediately dismissed.

Your supervisor is responsible for ensuring you receive comprehensive training about safety and the use of on-the-job equipment.

It is your responsibility to always work attentively and diligently and to consistently use provided equipment in an appropriate manner.

You also must report any perceived unsafe situation to your supervisor. Refer to the WSU Regulation 2-17 (PDF) Safety Manual for more information.

You should not have family or friends visit you at work unless allowed by your supervisor.

Work Schedules & Breaks

Because you’re first and foremost a student at Winona State, work shifts should be scheduled around your class times. This may mean that your work schedule changes every semester. 

In general, you should be reliable and punctual, and you should notify your supervisor in advance if you’re going to be late or miss work.

If you have on-going concerns about scheduling, talk with your supervisor about options for changing your schedule.

If you have a job that allows for telework, you must complete all work in the state of Minnesota. WSU payroll cannot accommodate withholding taxes for other states.

Limits for Work Hours

To comply with laws and regulations, students are limited in the number of hours they can work at WSU.

All hourly restrictions apply to the total number of hours you work at all jobs held at the University.

There are 2 weeks in every pay period. Each week begins on a Wednesday and ends on a Tuesday. 

“Coffee” & Meal Breaks

For every 4 consecutive hours that you work, you’re allowed to take a paid 15-minute break. 

No employee at WSU is paid for a meal break. If you continue to work while you eat a meal, you may be paid for that time as long as your work is not disrupted by the meal. 

You are not allowed to combine two 15-minute breaks to take a paid meal break. If you take a meal break, you must edit your timesheet and enter an end time for when you leave and a start time for when you return.

Sick Leave

On Jan. 1, 2024, the state of Minnesota enacted the Earned Sick and Safe Time law (PDF), which provides student employees with paid leave each year.

Snow Days & Breaks

If Winona State University is closed, students should not work as employees are not working either. If only classes are cancelled, then you may work if your supervisor permits it.

With your supervisor’s approval, you may work during significant break periods such as Thanksgiving Break, Winter Break and Spring Breaks. Supervisors are notified regarding the applicable restrictions for the number of hours you can work during these times.

Injury on the Job

Worker’s Compensation covers injuries you suffer while performing your job duties. The Worker’s Compensation Law requires you promptly file accident reports in cases of injuries suffered on the job. Fines are assessed for late reporting.  
An employee is responsible for notifying their supervisor of an injury and for assisting the supervisor in the prompt and accurate completion of an accident reporting form. 

Discuss this issue with your supervisor if you have any concerns about being injured while you’re working. 

For work-related injuries, the following steps should be taken:

  1. Report the injury to your supervisor as soon as possible. If this is a medical emergency, seek immediate care from Winona Health in Winona, Olmsted Medical Center in Rochester, or another medical emergency provider.
  2. If a non-emergency injury requires medical attention, go to Winona Health or Olmsted Medical Center. If you need first aid information, call the Worker’s Compensation Managed Care Nurse Line at 1.800.486.2913.
  3. As soon as possible after the injury occurs, your supervisor should contact Human Resources and secure the appropriate accident report forms that must be submitted to the Worker’s Compensation Division. 

Any questions regarding accident reports or Worker’s Compensation should be referred to WSU’s Human Resources Office.

Student Grievance Procedure

Every student employee should receive training and directions about duties, expectations, and responsibilities. 

As a student employee, it’s up to you to ask questions if you do not understand something about your job.

Keeping communication open and honest between you and your supervisor is key to a successful working relationship.

We encourage you to deal with conflicts with your immediate supervisor directly, to the point where you feel comfortable doing so. If you feel a term or condition of your employment has been violated, you may file a formal grievance. 

Please consult WSU Regulation 4-2 (PDF) for guidance on the grievance process.

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