Supervisor Resources

• University of Minnesota Employee Engagement Survey Resources for Supervisors

• Learn About Employee Engagement

• • • Policy Summary and Reporting Procedures/ Resources

    • University Discrimination Policy

• • • Accommodations

    • FMLA Overview

    • Reporting Workers' Compensation Related Injuries

    • First Report of Injury

    • Student Emergency Procedures

• Approving Absences

• HRMS Training Page: Absence Management

• Approving Time

• HRMS Training Page: Time Management

• Leaves of Absence for Supervisors

• Family and Medical Leave (FMLA)

• Reporting Time

• Submitting Overtime

• Comp Time and Overtime

• Approving Overtime and Approving Overtime as Comp Time Video

Onboarding Guide for Supervisors
Review this guide for steps and resources to set up your new employee for success, as well as best practices for onboarding remotely.

New Employee Checklist
For administrator/manager to complete with employee. Maintain a signed copy of the document on file within the department.

OHR Resources

Overview

• Addressing Performance Issues, Managing and Evaluating Performance, Coaching and Feedback

• Supervisor Training: Evaluating Performance

Goal Setting

• Introductory Video

• Quick Guide to Goal Setting

• Supervisor Training: Goal Setting

• UMN Leadership Competencies

Conducting Meaningful, Ongoing Check-ins

• Supervisor Training: Conducting Ongoing Check-ins

• Introductory Video

• Quick Guide to Ongoing Check-ins

• Ongoing Check-in Template

Conducting Probationary Reviews

• Probationary Review Information for Supervisors

Transportation Safety

The UMN Transportation Safety page is a good resource for all of your transportation safety needs. All of the resources the U offers is found on this page along with more information about each program that they offer for safety. More information about the UMN Transportation Safety services can be found here.

Safe U Alerts

Safe U Alerts are designed to help keep students, employees, and other members of the University up to date on the safety and on-campus emergencies that include fire, severe weather, bomb threats, major crime, riot, or accident. Situation updates will be posted on the Public Safety “Safety Notifications” webpage. Instructions for how to set up Safe-U alerts are found on the here under “Safe U Alerts”

624-Walk

The 624-WALK service allows you to call 612-624-WALK and a uniformed University Security Officer will meet you and walk you to and from any campus location and nearby neighborhoods. This service is really easy to use and convenient for all members of UMN. This service is available year round and can be used at any time in the day. More information can be found here.

Rave Guardian Campus Safety Program

The Rave Guardian Campus Safety Program is an app that you can download onto your mobile device that will provide a virtual escort to assist you while walking. When setting up the account, you can put individuals that you would want to be notified in cases of emergency. These individuals would be notified if you do not make it to your set destination in the amount of time that you had set. This service allows you to add “Social Guardians” that can track your location while you are walking to your set destination. More information can be found here.

Gopher Chauffeur

Gopher Chauffeur is a student-employee run transportation service that provides students with free rides home during the set hours of operation. This service is available every night during the Fall and Spring semesters. Hours of operation depend on the day and can be found on their website or their app. This service allows you to request a ride through the app and the next available van will pick you up and drop you off at your set drop off location. More information can be found here. 

Emergency Call Tower Locations

Linked here is a map of the UMN-TC campus where they have marked exterior lighting as well as emergency call phones. The yellow lights are the exterior lighting around the campus. The lighter blue lights are the interior emergency call phones (found in the Gopher Way tunnels). The darker blue dots are the exterior emergency call phones.

Self-Paced Selecting Talent Certificate

As a manager, hiring a new team member is one of your most important responsibilities, and doing this well is critical for building your team. Whether you are in the process of hiring, just hired, or only thinking about it, sign up for the University of Minnesota Selecting Talent Certificate to proactively learn about making data-driven, intentional, and inclusive hiring decisions. 

• Employee Wellbeing Page

• Leadership Insights

Student employment is a form of financial support while students pursue their education. Hiring student workers can benefit both the University and students. From a manager’s perspective, hiring a student comes with many advantages, including:

• A cost-effective workforce, which includes access to work-study funding

• A willingness of student workers to perform a wide variety of tasks, which can free full-time staff for other duties

• Flexibility: Student workers can vary the hours they work each week, handle seasonal workloads, and work non-routine hours

• The ability of student staff to understand the needs and viewpoints of other students, helping student customers feel more comfortable, and letting the full-time staff know about issues from the student point of view

• Bringing energy, enthusiasm, and the ability to offer new ideas and perspectives to the workplace

Students are a core part of our mission at the University. Campus employment offers exceptional advantages for them as well, such as:

• Income to support the costs of education

• Invaluable workplace skills, habits, and references

• The convenience of working without leaving campus

• Consideration for jobs that are 29 hours per week or less

Student Needs

Student workers are a valued employee group. They need: 

1. Flexibility: Student workers are valuable to units because of their flexibility to do a variety of tasks and work a variety of hours. However, supervisors should be aware that student schedules may change each semester, and they may need time off during exam and break times. Talking with students about their work hours and job expectations is important to their success.

2. Training on basic job skills: Student workers may come to the job with excellent computer or technical skills, but they may not have experience in formal work settings. Supervisors should help shape positive workplace behaviors by spending time emphasizing basic workplace habits such as arriving on time, arranging for time off, and following unit and department work rules.

University supervisors overwhelmingly agree that student workers are a valuable part of the University workplace.

Hiring Student Workers

Which students can I hire?

All students are eligible for campus jobs if they meet these minimum credits:

Minimum Credits Required to Hold a Student Job

• Student Status: Fall/Spring

• Student Status: Summer Session

*As a reminder, students who worked on campus during spring semester and intend to register for fall semester do not need to register for summer to hold a student employment position. 

Hiring Graduate Students

If you are hiring graduate students into a student employment position, consider how many hours they will be working. If they routinely work more than 14 hours a week or more than 67 days in a calendar year, they must be hired into the equivalent Labor-Represented classification (the classification is based on the type of work performed) and paid at the appropriate Labor-Represented pay rate. For more help on this subject, refer to Hiring a Graduate Student into a Student Position.

The hiring process

To recruit a student for a campus job, follow the steps below. If you have any questions about the hiring process, contact your unit’s HR lead.

1. Take some time to evaluate the job duties of the position and the needs of your unit.

2. Follow the steps on the Hiring an Employee Page. Add the new student position to your unit’s organizational chart to show how the position fits in your department’s structure. As you create the position, you should also decide how the job should be classified (see the chart in the Deciding Student Job Classifications section below).

3. Screen and select candidates. Once you have reviewed the applications in the system, contact potential candidates and ask the following questions:

• Are you a registered U of M student?

• Do you meet the credit requirements to hold a student position?

• Do you have work-study? (if required for the position)

• When are you available to work?

5. Interview candidates. You may conduct interviews over the phone or in person. You do not have to interview every applicant. Be sure to explain the specific duties and scheduling requirements of the job.  

6. Offer the job. When you have verified the student is enrolled with the required number of credits, make the job offer. Be sure to ask if the student has a work-study award. 

7.Work Study. If you hire a student with work-study funds, please let HR know to apply those fund by following the process outilned on our Work Study Page.

Once a student is hired, you should also monitor the Student Registration Report (UMPYR037-Dept. Student Not Registered, available in EDMS for those with payroll functions) to make sure the student remains eligible for student employment, and the Work-Study Reports (available in UM Reports, subcategory Work-Study-Employed Students with Unused Work-Study Awards) to determine if the student has used his or her work-study award in full. (Contact your HR lead if you need help accessing either report.)

8. Provide orientation and training. See Supervising Students section below.

9. Provide continuing feedback. See Evaluating Students section below.

Deciding Student Job Classifications

Before you create the online job posting, determine the position’s job classification. Student job classifications fall under six broad categories. In addition, we strongly encourage using working titles for student workers as an important way to differentiate the type of work they perform. 

Visit the Hiring and Managing Student Workers site find the primary work responsibilities under Deciding Student Job Classifications that most closely match the position’s main focus or most important job responsibilities. Assign the corresponding job classification in the left-hand column.

When Will Students be Available to Work?

Some students may not be eligible to work before or after certain dates because of their registration status. See the chart in the "When Can I Start Working?" on this FAQ page for students.

• If a student is not enrolled with the minimum number of credits in the previous term, but they do have credits now, the chart shows the first date they can work in the Employment Begin Date column.

• If a student is not enrolled with the minimum number of credits for the upcoming term, the charts shows the date employment must end in the Termination Date column.

• Students who worked on campus during spring semester and intend to register for fall semester do not need to register for summer.

What is Work Study?

Work-study is a state- and federally funded program that supports part-time employment for students who need help to meet the costs of attending college. The work-study program is part of a financial aid package for eligible students. Work-study funding will provide 70% reimbursement of a student’s hourly pay rate. Departmental funds provide the other 30%. Work dates are determined by the work-study award period and registration status of the student. We recommend asking the student during the interview process whether she or he has work-study funds available. Make sure the student understands that the funds will be used once the student is hired. As part of the appointment setup, make sure to complete the Work-Study Placement panel in PeopleSoft. If you have questions, please contact Student Employment at 612-624-8647.

For more information about the work-study program and awards, see Employer's Guide to Student Employment and Work-Study.

For More Information on Managing Student Workers and Supervising Students please visit the Hiring and Managing Student Workers site.