Student Handbook

TABLE OF CONTENTS

MISSION STATEMENT

WORKING IN A CAMPUS POSITION

GETTING PAID

ON THE JOB

PROFESSIONAL DEVELOPMENT

EVALUATION &TERMINATION

OFF-CAMPUS POSITIONS

SUMMER EMPLOYMENT

COLLEGE/UNIVERSITY POLICY STATEMENTS

SAFETY TRAINING

MISSION STATEMENT

The mission of the College of Saint Benedict's and Saint John’s University's Student Employment Program is to provide financial assistance to students of the colleges through employment opportunities. The program fosters leadership development, substantive employment opportunities, transferable life skills, and personal and professional development of student employees.

Because the program is designed for students who need employment to assist in financing their college costs, preference is given to students with the greatest financial need. Students must be enrolled as degree-seeking at the College of Saint Benedict (CSB), Saint John's University (SJU), or Saint John's School of Theology (SOT), in order to be eligible for student employment.

The Student Employment Program has the following objectives:

  1. To provide a broad range of job opportunities which provide leadership, transferable life skills and personal growth for student employees.
  2. To provide student employees with employment opportunities in jobs which are vital to the operation of the colleges.
  3. To foster student professional development through a variety of employment experiences.

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WORKING IN A CAMPUS POSITION

Work Awards

Based on information in the financial aid application, incoming students are given a work award as part of their financial aid package. Generally, the work award size is 5-6 hours per week or 10-12 hours per week. Due to the large number of students who want to work on campus, incoming students who decline their work award will only be eligible for “waiting list” jobs the following year.

Returning student work awards are determined by the size of the departmental contract with the student for the academic year and student eligibility. Generally, work awards are for 5-6 hours per week, 8-9 hours per week, or 10-12 hours per week.

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Earning a Complete Work Award

Fulfillment of work awards depends on the student’s willingness and availability to work. The work award reflects the potential earnings and only hours actually worked will be paid. A reduction in hours worked will reduce the earned amount of the student’s work award.

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Work Waiting List

Students who were not awarded a work award (or students who declined their work award) may choose to have their name placed on the waiting list for jobs. Jobs open to the waiting list are displayed on the student employment jobs website in the work waiting section: http://www.csbsju/edu/sejobs.

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Finding a Job

There are many different job opportunities in a variety of departments. All job openings on either campus and at approved community service agencies are listed with the CSB/SJU Student Employment Office on the student employment homepage: http://www.csbsju.edu/sejobs. A user name and password are required to access job postings.

Eligible returning CSB and SJU/SOT students are authorized to look for jobs for the following academic year during spring semester. An eligible student is one who has worked during the academic year prior to the subsequent fall. Students are eligible for the same number of hours for the next academic term as they were eligible for during the previous academic term. Students must complete the on-line Notification of Hiring (NOH) form in the spring of each year in order to have their work award renewed for the following academic year.

CSB and SJU first year and transfer students with work awards may apply and interview for positions beginning in the summer prior to fall semester. The incoming student link on the student employment website has more information on finding jobs: http://www.csbsju.edu/se.

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Working More Than One Job

Students may work more than one job through the CSB/SJU Student Employment Program provided that the total number of hours between the positions does not exceed the total work award. Example: If a student has a work award of 10-12 hours per week, he/she may work two positions at 5-6 hours per week.

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Studying Abroad
  • Spring -Students planning on studying abroad spring semester will need to complete a Notification of Hiring (NOH) form for the subsequent year prior to the spring departure date.
  • Fall - Students planning on studying abroad fall semester are encouraged to complete a NOH form for spring semester prior to the fall departure date.

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Resident Assistants

Students hired as Resident Assistants at the College of Saint Benedict, Saint John’s University, Saint John’s Preparatory School or the School of Theology are not eligible for additional student employment positions.

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International Students

International students on an F-1 visa enrolled at CSB/SJU for a full course of study and making satisfactory academic progress are eligible to work on campus.

F-1 Visa Restrictions:

Students may only work:

  • On campus positions
  • 20 hours per week during periods of enrollment (CSB/SJU limit academic positions to 10-12 hours per week)
  • 40 hours per week during periods of non-enrollment (summer and academic breaks)

Failure to comply with F-1 visa restrictions and CSB/SJU institutional policies could result in immediate dismissal from campus positions or, more seriously, sanctions by the United States Citizenship and Immigration Services (USCIS). Additional information concerning F-1 employment regulations may be obtained by contacting the International Student Office.

International students must have a valid U.S. Social Security number in order to work on campus.

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GETTING PAID

Payroll forms
  • Notification of Hiring (NOH) Form
  • Student Employment Contract
  • I-9 Employment Eligibility Form and supporting documents
  • W-4 Form (Internal Revenue Service)
  • Direct Deposit Form
  • Criminal Background Check (for applicable positions)
  • Billing Account Deduction Form (optional)
  • MN Reciprocity Exemption/Affidavit of Residency (optional for North Dakota and Michigan residents)

All forms are available on the CSB/SJU Student Employment website in the forms section: http://www.csbsju.edu/se. Forms must be completed and returned to the CSB/SJU Student Employment Office within three (3) days of hire. Students will not be set up in the payroll system until all forms are completed and returned to the student employment office.

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Criminal Background Checks

Positions that require student employees to provide care, treatment, education, training, instruction, or recreation to children or vulnerable adults, or that issue student employees master keys, or allow them unsupervised access to occupied residential areas, will require the completion of a criminal background check prior to the beginning of employment. Employment is contingent on the completion of a criminal background check. The cost is paid by the hiring department.

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Timecards/Web-Time Entry

Most hiring departments at CSB/SJU/SOT use web-time entry on Banner Self Service for recording time. Directions for web-time are available on the student employment website in the web-time section: http://www.csbsju.edu/se.

For departments using paper timecards, the timecards are sent to department supervisors each month. Timecards must be completed and both student employees and supervisors must sign the timecard in ink. Timecards will not be processed without signatures. Any forgery of supervisor signatures will result in immediate dismissal. Original timecards with signatures will be used for payment of earnings. Earnings will not be paid from a FAX.

Late time cards will not be processed until the following month.

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Recording Hours (Timecards or Web-time):
  • If web-time hours are not submitted to supervisors within 2 days of the due date, a paper timecard will need to be submitted the following month.
  • Hours should be rounded to the nearest quarter hour and recorded in decimal form on the timesheet. Examples: One hour and 15 minutes = 1.25 hours, 1½ hours =1.50, and 1¾ hours =1.75.

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Payroll Schedule

Timecards/web-time hours are due on the 1st of each month and students will be paid on or around the 10th of the month. It is the students’ responsibility to submit their web-time hours to their supervisors on the 1st of each month. For departments using paper timecards, the department usually turns in the timecards for student employees. All payroll forms and employment contracts must be completed before any payment of earnings will be processed.

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Earnings and Taxes

All positions are paid according to the CSB/SJU variable wage scale based on criteria in the job descriptions. Students should ask their supervisors for information on their particular wage rate.

All earnings are subject to statutory state and federal income tax regulations. Students enrolled at least half-time during the academic year are exempt from Social Security and Medicare taxes. Exception: students hired under the Community Service program may be subject to the Social Security and Medicare taxes year round.

Summer earnings are subject to Social Security/Medicare tax. The student will pay the employee share of 7.65% and the department is charged the employer share of 7.65%. International students are not subject to Social Security/Medicare taxes.

Gross earnings are applied to students’ work awards; net earnings are paid to the students. The maximum gross amount students may earn for the academic year is based on their work award. Students are not eligible to volunteer in a position after their work award is completed.

Students are paid approximately 10 days after the monthly timecard due date, provided all required employment forms are completed and on file in the CSB/SJU Student Employment Office. Earnings will be directly deposited in the students’ off-campus bank accounts. Students who would like some or all of their earnings deposited in their campus billing account need to complete a “Billing Deduction Form”.

Student pay statements are electronic and may be viewed on the Banner Self-Service website in “Employee Information.” Work award information can also be viewed on Banner Self-Service in the financial aid section.

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Payroll Advances

Advances generally are not approved during the academic year, except in emergency situations. If a student has a financial emergency, he/she should contact the student employment office. Students may request a payroll advance in the summer months by completing a mid-month payroll advance form. These forms are available online in the forms section of the CSB/SJU Student Employment website.

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The exact number of hours students worked for the day should be recorded on the timecard. Students should not "lump" hours together (i.e., if a timecard is late, total hours for the previous month should not be listed on one day). Students who pad hours on their timecard will be immediately dismissed from their position.

ON THE JOB

Job Responsibilities
  1. Attendance
    Students are expected to be reliable, punctual, and dependable in attendance. Each department has a policy regarding absences. Some departments require students to find a replacement if they are unable to work their scheduled hours. Students should notify their supervisors in advance if it is necessary to be absent from their job. Unexcused absences may jeopardize students’ jobs and future campus employment.
  2. Fulfillment of Job Requirements
    Students have a responsibility to perform the job according to the job description provided by their supervisor. Failure to meet expectations could result in the loss of the student’s job.
  3. Obligations with Hiring Department
    The work contract is for the entire academic year, unless otherwise arranged. The award indicated in the student’s financial aid represents the maximum amount he/she may earn and includes compensation from clubs or other incidental payments during the academic year from either the Order of Saint Benedict or the College of Saint Benedict. Only the Financial Aid/Student Employment Office is authorized to increase the amount of a student’s work award or rate of pay.
    Because of the time and resources invested in training employees, students are expected to remain in their position for a minimum of one semester. Students may only be released from their position mid-term at the discretion of their supervisor. If a student leaves their position mid-semester without receiving permission from their supervisor, the student will not be eligible for employment until the following semester.

    Students are responsible for working with their supervisor to monitor their work award. Fulfillment of student work awards depends on students’ willingness and availability to work. The work award reflects the potential earnings and only hours actually worked will be paid.

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Job Problems

Students having problems with their job (i.e. work schedule, job expectations, not enough hours to fulfill work award, conflicts with supervisor) should discuss their concerns with their supervisor. If the problem is not resolved after this discussion, students may contact the CSB/SJU Student Employment Office.

The CSB/SJU Student Employment Office serves as an advocate for student employees and employing departments. Issues of concern (i.e. discrimination, sexual harassment) should be reported to the student employment office immediately.

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Injuries on the Job

All injuries and accidents must be immediately reported to the student’s supervisor. Failure to follow this procedure could jeopardize the student’s rights to Worker's Compensation.

The supervisor will need to complete an “Accident Report” form, available in either Human Resource Office. Accident report forms may also be accessed at the Human Resources Office website in the miscellaneous forms section: www.csbsju.edu/humanresources. The accident report must be returned to the Human Resource Office within 24 hours of the reported injury. If medical care is necessary, the Human Resource Office will refer the student to the network provider that has been selected for an initial evaluation.

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Work Environment

The colleges have made efforts for students to remain injury free during their employment. All supervisors have been directed to instruct students in safe work practices. Safety on the job is not an option. It is required of all of employees. More complete information on mandatory safety training may be found under "Safety Training" in this employment handbook.

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Severe Weather

Seek safe shelter immediately. Any outdoor activity should stop when lightening is visible. When conditions are visible for severe weather or warning sirens are heard, go to the lowest interior areas of college buildings. The garages do not provide safe shelter; get to another building on campus.

Campus security will monitor potential weather emergencies and provide the campus with the most up to date information on any existing conditions. Student cooperation in following directions is very important for everyone’s safety.

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Driving Institutional Vehicles

Only those employees who are authorized by their supervisors and have completed the CSB/OSB defensive driving course may operate college vehicles.

The driver may be required to check the vehicle out from the physical plant office. He/She must have a valid driver's license and will be required to complete authorization forms. Vehicles are to be operated in a safe manner and in accordance with the laws of the State of Minnesota at all times. This includes the use of seat belts. Also, at no time should any passenger be allowed to extend his/her body outside of the confines of the vehicle. The safe operation of an institutional vehicle is the responsibility of the driver.

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Dress Code

Students are expected to be appropriately attired for the position they hold. Some departments (i.e. CSB Culinary Services and SJU Dining Services) may have a specific dress code to follow. Supervisors should inform students of the department dress code standards that they expect students to follow. There are some established guidelines that all student employees must follow:

  • Shoes must be worn at all times
  • Students must wear shirts (including those working in grounds, paint shop, and physical plant)
  • No bathing suits, tube tops, or halter tops
  • If the department allows shorts, they should be of appropriate length

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Work Breaks

 A fifteen (15) minute break is allowed during each four (4) hour work period. Each break is to be preceded and followed by an extended period of work. Break times may not be saved to be used at another time. Example: If a student works 4 hours, he/she is entitled to a 15 minute break after approximately 2 hours of work. 

A meal break of ½ hour (without pay) is added to each eight hour work period. Example: If a student works from 8:00 A.M. to 4:30 P.M., ½ hour of this time is for a lunch break. He/She will be paid for 8 hours of work. Unpaid lunch periods may not be waived and added on as additional payable hours.

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Confidentiality

Students are required to maintain the CSB/SJU confidentiality policy (see complete statement in the College/University Policy Statement Section of this handbook).

If a student shares confidential information with any unauthorized person he/she will be immediately dismissed from his/her job.

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Overtime

Overtime pay (over 40 hours in a week) is not allowed unless there are departmental circumstances which demand students to work overtime. If a student is working in two departments, the department asking the student to work more hours will be responsible for the overtime pay. All overtime must be approved by the supervisor. All pay over 40 hours per week will be paid at time and one half.

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Working in the Same Department as another Member of the Family

A student employee is not allowed to be directly or effectively supervised by a member of her/his immediate family. An immediate family member is defined, inclusively, as: spouse, parent, child, grandchild, grandparent, brother, sister, step-parent, step-child, mother in-law, father in-law, son in-law, daughter in-law, brother in-law and sister in-law.

The student employment office does not recommend the hiring of students in a department or agency where a parent or close relative is employed.

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Duties Unrelated to Job Description

Student employees may not perform work unrelated to their job description. Examples include: typing personal correspondence; working on projects for a supervisor’s non-college business; running personal errands; babysitting; checking personal e-mail, conducting personal Internet searches. This policy does not include the hiring of student services outside of the work environment and paid for with personal funds (i.e., babysitting).

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Use of Office Equipment on the Job

Personal use of office equipment and supplies (e.g., computers, telephone, paper, stamps, envelopes, etc.) is not allowed during work time or after hours. Office supplies and equipment are to be used for the sole purpose of completing the assigned tasks of the position.

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Use of Electronic Mail (E-Mail)

Students may not access their personal e-mail accounts while on paid work time. Use of department e-mail accounts is limited to work related duties.

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PROFESSIONAL DEVELOPMENT

Student Employment Leadership Team – Emerald Leadership Certificate

The CSB/SJU Student Employment Program promotes professional development opportunities through the Student Employment Leadership Team (SELT). The mission of the Student Employment Leadership Team is to promote a rich student employment environment that supports lifelong learning where student employees are able to develop ethical leadership that fosters service for the common good. SELT sponsors many professional development opportunities for supervisors and for students throughout the year. SELT also sponsors the Emerald Leadership Certificate through the Inspiring Leaders Certificate Program. All student employees are encouraged to earn the Emerald Leadership Certificate. In most departments, attendance at professional development events is paid time.

SELT website: http://www.csbsju.edu/selt/

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Inspiring Leaders Certificate Program

The mission of the ILCP program is to prepare students for authentic leadership roles grounded in Benedictine Values.

Certificates Offered through ILCP:

  • Bronze Life Skills Certificate*
  • Silver Practicing Leadership Certificate*
  • Gold Personal Leadership Model Certificate*
  • Opal Intercultural Competency Certificate
  • Emerald Professional Development Certificate (sponsored by SELT)
  • Ruby Leadership for the Information Age Certificate
    • *= Earned sequentially

Any Questions or comments, contact leadership@csbsju.edu or 320-363-5254.

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EVALUATION AND TERMINATION

Evaluations

Students will be evaluated at least once each year and during the summer. The evaluation will be based on students’ dependability, completion of job expectations, attitude, initiative/leadership, quality of work, and other areas. Students are expected to meet with their supervisors to discuss job performance. A written evaluation, completed by the student and his/her supervisor, will be forwarded to the student employment office. The evaluation is an important part of the employment experience and becomes a part of students’ employment files.

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Termination

Student employment may be terminated for the following reasons:

  • The maximum work award has been earned. The award indicated in the student’s financial aid package represents the maximum amount he/she may earn. Only the CSB/SJU Student Employment Office may increase the size of work awards.
  • The student decides to quit his/her job. Students are expected to provide a two (2) week notice to their supervisor. If a two (2) week notice is not given, future employment may be jeopardized.
  • If job performance is not satisfactory. Unsatisfactory job performance may include, but is not limited to: failure to report for scheduled hours, failure to follow supervisory or departmental procedures, inability to complete job expectations, excessive absenteeism, or excessive tardiness. Sufficient warning must be given to the student by the hiring department. One (1) meeting or written notice is required stating that dismissal is probable. If no improvement is shown within a reasonable time (minimum of one week) official termination will be made in writing and a copy will be put in the student’s employment file. Dismissal from a job may jeopardize future student employment.
  • Immediate dismissal may occur if continuation of employment would be damaging to the operation of the department or agency. Examples: insubordination, failure to follow departmental policies, inappropriate conduct, refusal to comply with directives of superiors, or violation of known and acknowledged company rules.
  • Immediate dismissal will occur for gross misconduct. Examples of gross misconduct include: assault and battery, an immoral act, malicious destruction of property, theft of money or property, falsification of records or drinking on the job. Dismissal for gross misconduct will have a minimum penalty of the loss of student employment eligibility for one semester. Dismissal requires written notice to the student with a copy for the student’s employment file.

If the student feels his/her dismissal is unjustified, he/she should contact the CSB/SJU Student Employment Office to discuss the situation.

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OFF-CAMPUS POSITIONS

Off campus job opportunities for all CSB and SJU students are posted on the CSB/SJU Student Employment Jobs website in the "off campus" job section. Employers in the local area are encouraged to list their job openings with the colleges. These positions are open to all CSB and SJU students. Students may contact potential employers directly and are hired directly by the off-campus employer.

The Student Employment Office is unable to research the integrity of each organization that lists job openings with the offices. Therefore, students are urged to undertake this responsibility for themselves. Students should exercise caution and discretion when contacting or applying for a position with off-campus employers. They should not go to a residential address to apply for a job by themselves or put themselves in a vulnerable situation. Even the best job opportunity is not worth jeopardizing personal safety.

The CSB/SJU Student Employment Office does not endorse nor is responsible for off-campus employment postings.

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SUMMER STUDENT EMPLOYMENT

To be considered for an on-campus summer job, a student must be enrolled as a full time student at CSB/SJU/SOT in the subsequent fall. A limited number of positions are available.

Summer positions are posted on the CSB/SJU student employment jobs website at: http://apps.csbsju.edu/sejobs/ under “Summer”. Positions are usually filled by early May.

  • Summer Housing: both campuses have very reasonably priced summer housing for students. Contact the housing office at each institution for more information regarding summer housing. (CSB: 320-363-5580 or SJU: 320-363-2735).
  • Summer student employees are not automatically eligible for academic year hiring. Only returning students or first year/transfer students with work awards are eligible to be hired during the academic year.
  • There are no work awards for students working on campus in the summer and earnings are independent of a student’s academic financial aid. The one exception is students employed through the Federal Work Study Community Service Program (FWSCS). FWSCS students do receive a work award for their summer work and the wages are considered in the student’s financial aid package for the following year.
Jury Duty during Summer Employment

A student summoned for jury duty and required to report for duty will be provided a leave of absence for the time actually served during the regularly scheduled hours. The student will receive his/her regular hourly rate of pay minus the amount of money received for jury duty. At the end of jury duty, the student must obtain a copy of the days served from the county. The monetary compensation from the county must be submitted to the CSB/SJU Student Employment Office. Students should record the hours served on their timesheet and note them as “Jury Duty” (comment section in web-time).

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COLLEGE/UNIVERSITY POLICY STATEMENTS

Affirmative Action/Equal Employment Opportunity Statement

The College of Saint Benedict & Order of Saint Benedict

Affirmative Action means not only to be free of discrimination in employment practices, but also to make a good faith effort to employ qualified women and minorities, and based on this, the College of Saint Benedict and the Order of Saint Benedict are committed to providing equal opportunity to all employees and applicants for employment in accordance with all applicable Equal Employment Opportunity/Affirmative Action laws, directives and regulations of federal, state and local governing bodies or agencies and specifically with Minnesota Statutes Section 363.

For specific information regarding the Affirmative Action/Equal Employment Opportunity policy for the Order of Saint Benedict (St. John’s University) or the College of Saint Benedict, contact the Associate Director of Human Resources in the CSB/SJU Human Resources Office.

Joint Human Rights Policy

The College of Saint Benedict & Order of Saint Benedict

The College of Saint Benedict and the Order of Saint Benedict, Inc., Collegeville, are committed to creating and maintaining an environment in which all members of the community are aware of and respect the rights and human dignity of every other member. Therefore, we will investigate and promptly seek the equitable resolution of allegations of discrimination relating to race, religion, color, national origin/ethnicity, sex, sexual orientation, age, marital status, or disability.

Sexual harassment or other forms of harassment based on race, religion, color, national origin/ethnicity, sex, sexual orientation, age, marital status, or disability are reprehensible, are antithetical to the mission of these institutions, and will not be tolerated. In institutions such as ours, which espouse Catholic and Benedictine values, every community member's awareness of and respect for the rights and human dignity of every other member undergird community life. Attitudes of condescension, hostility, stereotyping, and other forms of bigotry and intolerance weaken the health of the community. Furthermore, discrimination and harassment compromise the integrity of a liberal arts education because they make the learning, residential, and working environments hostile, intimidating, and offensive; they destroy opportunities to develop strong positive self-concepts and the sense of self-confidence which is essential to living out the ideals of a liberal education. In addition, persons who harass others compromise their own integrity and credibility. Consequently, neither the College of Saint Benedict nor the Order of Saint Benedict, Inc., Collegeville, will knowingly permit the violation of this policy.

For specific information regarding the Joint Human Rights Policy Affirmative for the Order of Saint Benedict (St. John’s University) or the College of Saint Benedict, contact the Associate Director of Human Resources in the CSB/SJU Human Resources Office.

Joint Sexual Assault Policy

The College of Saint Benedict & Order of Saint Benedict

The College of Saint Benedict and the Order of Saint Benedict, Inc., Collegeville, are committed to maintaining an environment which is free from the physical and emotional threat of sexual assault. For purposes of this policy, sexual assault is defined as sexual contact or penetration without consent. These institutions will investigate and promptly seek the equitable resolution of all allegations of sexual assault. In institutions such as ours, which espouse Catholic and Benedictine values, every community member's awareness of and respect for the rights and human dignity of every other member undergirds community life. These values demand that we strive to create an environment where the sacredness of each person is honored. Sexual assault conduct violates the sacredness of the person, weakens the health of the community, and is antithetical to the mission of these institutions. Therefore, we will not tolerate sexual assault in any form.

For information regarding the Joint Sexual Assault Policy or to obtain a complete copy of the complaint procedures, contact the Associate Director of Human Resources in the CSB/SJU Human Resources Office.

Drug Free Work Place Policies

The Order of Saint Benedict

The Order of Saint Benedict will comply with the Drug Free Workplace Act. This compliance requires that the Order maintain a drug free work environment. To maintain this environment, the Order prohibits the unlawful manufacture, distribution, dispensation, possession or use of a controlled substance in the workplace or while acting as representatives of the Order while off-campus.

College of Saint Benedict

As a member of the College of Saint Benedict community, all must take an active stance in the prevention and elimination of unlawful use of illicit drugs and abuse of alcohol. As employees, a condition of employment includes reporting to work in an appropriate mental and physical condition.

It is the intent and obligation to provide a drug-free, healthful, safe and secure campus environment. The College recognizes chemical dependency as an illness and major health problem. The College also recognizes abusers of illicit drugs and alcohol to be potential health, safety and security problems. Employees needing help in dealing with such problems are encouraged to use the Employee Assistance Program, health insurance plan, or counseling services at CSB/SJU (student employees) as appropriate.

Confidentiality Statement – Student Records

All employees of the College of Saint Benedict and Saint John's University (administrative, academic faculty, staff, and student employees) are required to abide by the policies governing review and release of student education records. The Family Education Rights and Privacy Act (FERPA) of 1974 mandates that information contained in a student's education records must be kept confidential.

Please be aware that Confidential Information includes:

  1. Student's Class Schedule
  2. Ontrack Reports
  3. Academic Transcripts
  4. Grade/GPA Information
  5. Student ID number (SSN) - may not be given out or posted in any manner

Confidential Information should be given to students in person, with proper identification, or via their individual email accounts. Confidential information should not be given over the phone.

Confidential Information should not be given to the parents of any student unless the Registrar’s Office verifies that they claim the son or daughter as a dependent according to the IRS tax laws. This includes the student's schedule of classes.

A complete policy statement on the CSB/SJU implementation of FERPA guidelines can be found in the Registrar's Office. In part, the policy states that officials of the College/ University may be given access to student education records on a "need to know" basis and that such access must be limited to job-related, legitimate educational interests. The information contained in a student's education record may not be released to a third party without the written consent of the student. The only exception would be directory information defined by FERPA as the student's name, address, telephone number, dates of attendance, class, date of birth, major field of study, participation in officially-recognized activities and sports, degrees conferred, and the most recent previous educational institution attended.

Inappropriate use or misuse of student records is a violation of CSB/SJU Statutes and could result in civil and/or criminal prosecution. Contact the Registrar's Office with any questions.

New Hire Reporting

The Personal Responsibility and Work Opportunity Reconciliation Act of 1996 (PRWORA) requires information on all newly hired employees to be reported to a designated state agency. Minnesota statute 256.998 requires all Minnesota employers to report all new hires to the Minnesota New Hire Reporting Center (MNHRC). Student employees' name, permanent address, social security number, and date of birth will be provided to the MNHRC as required by law. Failure to agree to the terms of the Act and statute could result in revocation of the student's offer of employment.

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SAFETY TRAINING

The Occupational Safety and Health Administration (OSHA) requires employers to conduct safety training in a number of areas in an effort to ensure a safe environment for all employees (including part-time and student employees). In order to comply with OSHA regulations and the College of St. Benedict and St. John’s University safety policies, employees must receive orientation training before being assigned to a task that would put them at risk. The following is a list of required training:

Employee Right-To-Know (MN Chapter 5206): For employees who are routinely exposed to hazardous substances, harmful physical agents, and infectious agents. Orientation and annual refresher training required.

Definitions:

Hazardous substance - a chemical or substance, or mixture of chemicals or substances which is either toxic or highly toxic, an irritant, corrosive, a strong oxidizer, a strong sensitizer, combustible, flammable or otherwise may cause substantial acute or chronic personal injury or illness during or as a direct result of any reasonable exposure. This does NOT include products intended for personal consumption by employees in the workplace or consumer products packaged for distribution to, and used by, the general public, including any product used by an employer or the employer’s employees in the same form.

Harmful physical agent - heat, noise, ionizing radiation, and non-ionizing radiation.

Infectious agent - a communicable bacterium, rickettsia, parasites, virus, or fungus that is determined to cause substantial acute or chronic illness or permanent disability as a foreseeable and direct result or any routine exposure to the infectious agent. Infectious agents that are present in human blood and can cause disease are also called bloodborne pathogens and are also addressed by CSB and SJU Bloodborne Pathogens Policy.

Bloodborne Pathogens (1910.130): for employees whose jobs require tasks which routinely involve a potential for mucous membrane or skin contact with blood, body fluids or tissues (class 1) and whose jobs normally do not involve exposure to blood, body fluids or tissues, but may require performing unplanned class 1 tasks (class 2). Class 1 and class 2 employees are defined in the Bloodborne Pathogens Exposure Control Manual (located in department or the Safety Office). Orientation and annual refresher training required

Lockout/Tag out (1910.147): for authorized and affected employees who are involved in the service or maintenance on equipment or machinery. Orientation training required. Refresher training only required in specific instances - see the Lockout/Tag out Policy.

Confined Space Entry (1910.146): for employees who are assigned to work in confined spaces as defined by OSHA. Training must occur before an employee begins work in a confined space.

Respiratory Protection (1910.134): for employees who are required to wear a respirator to protect their health on the job. Orientation and annual refresher training required.

Emergency Procedures: all employees need to know what steps to take in an emergency (fire, tornado etc.) and what the evacuation plan is. Orientation and annual refresher training required.

OSHA also requires that employers conduct training for recognized hazards under the "General Duty Clause." Therefore, CSB and SJU may require training in the areas of back safety, ergonomics, and other areas deemed necessary.

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