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
Workers’ Compensation insurance if for employees (including student workers) who experience a work-related injury or illness. Both the employee and their immediate supervisor have responsibilities in the prompt and accurate reporting work related injuries or illnesses.
Do not delay seeking emergency medical attention to report an injury. Report the work-related injury/illness to your supervisor as soon as possible.
The Minnesota State workers’ compensation program uses the services of CorVel, a certified managed care plan. Any questions regarding accident reports or Worker’s Compensation should be referred to the WSU Human Resources Office.
Report the work-related injury/illness to your supervisor as soon as possible.
For a medical emergency, seek immediate care from a medical emergency provider. If the injury is critical call 911.
For a non-life-threatening injury/illness, you may call the CorVell 24/7 Work Injury Nurse Line at 844-235-2055 to speak to a registered nurse who will evaluate your injury and help connect you with the quality care you need. You may also choose to seek medical attention at Winona Health, Olmsted Medical Center, or another CorVel Network Provider within the MN Certified Managed Care Network.
Within 24 hours of the incident, complete the required forms. Not all the forms listed are required for every situation. Call Jessica Wenzel in Human Resources for assistance.
- Information and Privacy statement (PDF)
- Employee statement regarding injury/illness (PDF)
- Leave supplement form (PDF)
- Employee Information Packet (PDF)
- Student Worker Data Form
- Crash Records Request Form (PDF) – when an employee is involved in a work-related motor vehicle accident while driving their own vehicle.
If you receive treatment and have lost work time or are given work restrictions, get documentation from the treating physician. Give the documentation to the WSU Human Resources Office.
Human Resources will reach out to you regarding next steps.
As a supervisor, you are responsible for completing appropriate Workers’ Compensation paperwork with the employee and submitting the forms to Human Resources within 24 hours of the incident.
Follow the Supervisor’s Injury/Illness/Incident Reporting & Workers’ Compensation Checklist (PDF) to ensure completion off all required forms and notifications.
Additional Workers’ Compensation Resources
- Department of Labor Workers’ Compensation
- Worker’s Compensation Handbook (PDF)
- Risk Management Forms: Workers’ 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