Community Partners Guide

Employers must be a federal, state, or local public agencies or certain private nonprofit or for-profit organizations. Off-campus FWS jobs with federal, state, or local public agencies or private nonprofit organizations must be in the public interest. Off-campus FWS jobs with private, for-profit organizations must be academically relevant to the maximum extent possible.

Structure of the program:

• • Cost sharing of student compensation – 75% St. Olaf College / 25% Community Partner; 100% St. Olaf College for all tutor positions.

• • Billing – Community Partners are invoiced at the end of each academic semester

• • Rate of Pay – $15.00/hr (2025-26) is the standard. Higher rates may be available depending on whether the position is also hired directly by the partner and job type.

• • Supervisory – Organization has sole discretion of employment terms related to the scope of work.  Organization approves the timecard for student employees.

Orientation and onboarding

• How will you orient students to your organization/community? What should students know about your organization/community before engaging with you?
• How is the culture of your organization similar to or different from what you know about the culture of St. Olaf? How could that help or hinder this partnership?
• What is your and your organization’s preferred communication method, and how is that shared with students to participate in?

Ongoing Supervision

• How much will students need supervision to complete this work? Who will supervise students?
• What does co-education mean to you? How could you see your organization as a co-educator of St. Olaf students?

Prioritizing Projects

• Do you have specific projects in mind that this partnership could work on? Or do you anticipate building a project around a combination of students’ needs and your organization’s needs?
• How might you allow room for students to direct the work they are they doing (if/when appropriate)?

Organizations who wish to participate may contact the Svoboda Center (civic-engage@stolaf.edu) to determine eligibility, needs, and ability to post additional positions.

We will provide details of the program and expectations for both all entities.  If all things are in order, an agreement will be established and signed by representative of St. Olaf College and the Organization. This agreement must be signed and on file with St. Olaf before jobs will be posted per federal regulations.

1.  Create a Job Description

• Work with the ACE office to create a job description for new positions or to update existing job descriptions:
  • Job Description template
  • Guide to writing student job descriptions

2. Job POSTINGs

• The ACE office will post jobs on the partners’ behalf on the Student Employment job board.
• For equitable hiring and compliance purposes, new vacancies or created jobs must be posted on the job board for all students to see.

3. Review Applications

• Applicants are cross-checked to determine that they meet eligibility requirements.
• Applications are forwarded onto the partner, and students undergo the organization’s hiring and selection process as appropriate.
  • Sample interview questions

4. Extend a Job Offer

• Supervisors alert the ACE office about which students they will be hiring.
• A job offer will be made to the selected candidate. If a student is eligible for hire, an accepted job offer will generate a timecard for the respective position. Note: this process can take between 5-10 business days.
• A STUDENT MAY NOT BEGIN WITHOUT AN ACCEPTED JOB OFFER AND TIME CARD.
• In order for the entire hiring process to be satisfied, a student requires a work award and required employment paperwork.
• Selected students reports to work once we confirm all employment documentations are in order.

A Svoboda Center staff member will check in with you;

• at the beginning of the academic year (August) to gather information on your organization’s opportunities for student engagement in the coming year; 
• at the midpoint of the semester (middle of October and middle of March);
• in January to beginning planning for the following academic year
• and at the end of the academic year (May).
• You will be given the opportunity to reflect on the partnership and express your concerns and/or successes.

• During a specific project or program, your organization’s communication with students will be determined on an individual basis.
• Feel free to contact St. Olaf at any time if you have questions, comments, or critiques regarding your organization’s partnership with St. Olaf.
• You can stop by the Svoboda Center (3rd floor of Tomson Hall within the Smith Center for Global Engagement suite) on St. Olaf’s campus, or you can always reach a staff member by phone or email.
• Let us know what communication methods you prefer and how to best reach you.