Who Can Work?
All students are eligible for all on campus jobs, regardless of their financial status. The week before fall classes begin and during the first two weeks of school, students that receive financial aid will have the opportunity to apply for posted jobs on campus. All other students must wait to begin applying until after the third week. Financial aid status is not relevant when rehiring students or hiring students for research assistant positions. International students (non-resident aliens) may work only on campus. Off-campus work study positions are available only to U.S. citizens on financial aid with a work study component.
What are the required forms for employment?
All students are required to complete the federally mandated I-9 Employment Eligibility Verification form and a W-4 federal tax withholding form in the Student Employment Office. These forms must be completed before the student is eligible to work. Some International students will complete an 8233 form through the Windstar FNIS online program.
Click here to see a complete list of acceptable documents (mandated by the Department of Homeland Security) necessary to complete the I-9 form. Please make sure to bring these original, unexpired documents with you when you come to the Student Employment Office.
How do I find a job?
It is the student's responsibility to secure a job. All available on and off campus jobs are posted online. See 'Find A Job' to the left of this page to see what is currently available. It's not uncommon for students to inquire at SEO about other positions that are not online. Please note that SEO posts all of the open positions that we are aware of. However, students may inquire with a specific department, staff member, or faculty member if there is a position they are interested in that is not posted. It may be that the position isn't currently open but will be at some point in the future.
The week before fall classes begin and during the first two weeks of school, students that receive financial aid will have the opportunity to apply for posted jobs on campus. All other students must wait to begin applying to on campus jobs until after the third week. Students may apply to off camopus positions at any time. The website will be updated throughout the academic year and will advertise jobs on campus and off campus. All students are eligible for on campus jobs. International students (non-resident aliens) may work only on campus. Off-campus work study positions are available only to U.S. citizens on financial aid with a work study component. Hiring practices vary (interviews, applications, etc.), and are at the discretion of the supervisor.
Can I apply for more than one job?
Yes. Apply for jobs that interest you and for which you are qualified. Make sure you are fully aware of what will be required of you including duties and schedules. You should not accept a job and then quit because you get a “better offer.”
What Are Work-Study Jobs?
The Federal Work-Study Program (FWSP) was developed by the federal government to help students with financial needs pay for their educational expenses. The work-study program consists of part-time employment during the academic year. As part of the Federal Work-Study Program, the government subsidizes a certain percent of the student’s wages and the department or organization is responsible for paying the remainder. Awarded as a part of the financial aid package, work-study awards are dispensed by the Student Financial Services Office per semester. Students who accept this award utilize it through off or on campus employment. Students may apply for on campus positions throughout the year. The week before fall classes begin and during the first two weeks of school, students that receive financial aid will have the opportunity to apply for posted jobs on campus. All other students must wait to begin applying until after the third week. Financial aid status is not relevant when rehiring students or hiring students for research assistant positions. Students are paid directly for hours worked through their work-study positions.
Examples of off campus work-study agencies include the Middlebury Municipal Offices, local day care centers, the Counseling Service of Addison County, as well as local public and private schools. Financial aid recipients are not required to earn the entire job component of their financial aid package. However, the money allocated through this portion of a package will not be provided by any other college source. If a student anticipates earning a lot more than the work component of his or her financial aid package, it is recommended that the student contact the Student Financial Services Office to make them aware of the situation and to learn how this may affect the amount of aid which they receive.
I have work study and am arriving in February. Is there any special consideration given at that time of the year?
No. The week before fall classes begin and during the first two weeks of school, students that receive financial aid will have the opportunity to apply for posted jobs on campus. All other students must wait to begin applying until after the third week. If a position is posted in January or February, anyone can apply for it.
I have work study. Am I guaranteed a job?
No. We do not guarantee employment to anyone.
I don’t have financial aid. Does this mean I can’t apply for jobs during the first couple weeks of class?
Yes. Only students that have financial aid can apply during the first 3 weeks (the week before fall classes begin and the first two weeks of classes). You can apply any time after the third week ends (Sunday). There will still be jobs available and some positions aren’t even posted that early.
When and Where Can International Students Work?
Most International students are eligible to work on campus during the academic year as well as during vacation periods. To work off campus, international students (non-resident aliens) must request permission from the Department of Home Land Security. If you are interested in obtaining off campus work permission, please contact the International Student & Scholar Services at x5858. International students must also be aware of limits set by treaty exemptions. Some countries will penalize student who go over the maximum amount earned. Non-resident aliens may not work more than a total of 20 hours per week while school is in session. During the summer and specific holiday breaks,* the maximum for international students is 40 hours per week.
*Generally, winter, February and spring breaks are the only breaks for which this applies.
I've been hired! Now what?
You must complete the federally manadated I-9 Employment Eligibility Verification form and W-4 Tax withholding form at the Student Employment Office. Once these forms have been completed you will receive a blue employment card indicating that you are eligible to work on campus. Your supervisor will need to complete and submit a Payroll Authorization Form ("green card") to Student Employment. Please note that without a blue card you CANNOT work or be paid.
All Student employees are limited to working no more than 20 hours per week in on campus jobs during the academic year. The only exception is when there is a full week when school is not in session. Specifically, February recess, Spring recess, and full weeks of December recess. During these time periods only, students can work up to 40 hours per week.
What is a Payroll Authorization Form ("green card")?
Once a student has been hired to work during the academic year, a Payroll Authorization Form ("green card") must be completed by the supervisor and submitted to the Student Employment Office for each student working in an ongoing capacity. Once the form is received, the information is entered into Banner, and the job will appear on the student's time entry BannerWeb page. Green cards are available in the Student Employment Office or can be sent via inter-campus mail upon request.
Students hired for temporary (one-time only) positions would need to complete a temporary pay card. This card is signed by the student and hiring supervisor and submitted to student employment for payment.
For both types of cards we typically request 2-3 business days for processing.
How many hours may students work?
All student employees are limited to working no more than 20 hours per week in on campus jobs during the academic year (this includes exam periods). The only exception is when there is a full week when school is not in session. Specifically: February recess, Spring recess, and full weeks of December recess. During these time periods only, students can work up to 40 hours per week. We recommend starting with just a few hours per week until a balance is found between employment and academic demands.
Securing a part-time job on campus affords the student the opportunity to acquire and enhance certain workplace skills, knowledge, and abilities that are transferable and can be the foundation for building a resume. In addition to these benefits, students who work 10 to 20 hours per week have the highest rate of academic achievement. U.S. News and World Report, April 2006
How are students paid?
Once the I-9 and W-4 Forms are completed and the Payroll Authorization Form ("green card")submitted, a student is ready to report their hours worked. Most positions on campus use the BannerWeb Time Entry method to report hours. Instructions on how to access and enter time on BannerWeb can be obtained through LIS or SEO. The College payroll is on a bi-weekly pay cycle. Remember: do not submit your hours until the entire two-week pay period is completed. Once your hours have been submitted, you cannot enter more hours or make changes. If you have prematurely submitted your hours and your supervisor has not yet approved them, contact your supervisor and s/he can return your time sheet for correction. You must submit your hours by the Monday following the end of the pay period so that your supervisor can approve your hours by the deadeline - noon on Tuesday. If you are unsure of the pay period parameters, check the Pay Calendar (see "Getting Paid" to the left of this page). If you have completed your employment forms, submitted your green card and still cannot access timesheets, call the Student Employment Office at x5377 for help.
Please keep in mind that it typically takes 2-3 business days to process green cards.
When and how are paychecks received?
Paychecks are issued on a bi-weekly basis. Students will receive their paychecks or pay stubs (if they have direct deposit) in their campus mailboxes on the Friday afternoon of pay weeks. For a schedule of pay dates, please see the Payroll Calendar on this site.
Where can checks be cashed?
Students may cash checks at most of the banks downtown by showing their college ID, or students with National Bank of Middlebury accounts may deposit them at the ATM in McCullough.
Students may also choose to have their pay checks directly deposited into any U.S. bank account. To sign up for direct deposit click here, or complete a student direct deposit form in the Student Employment Office. You must attach a document issued from your bank with your account number and the banks routing number printed in it. Examples of such documentation are: a voided check (a check with the word "Void" handwritten across it), or the paper card the bank gave you when you opened the account.
What is a W-2 Wage and Tax Statement?
A W-2 is a form that employers prepare for their employees that show the wages paid and taxes withheld during the year.
Do Students Receive W-2 Statements?
W-2 statements are mailed the end of January each year by the Payroll Office. Students have the opportunity to sign up to receive this statement electronically. If they do not sign up to receive the statement electronically it will be mailed to them. For Non U.S. Citizens their W-2 will be mailed to their campus mail box. W-2 statements for U.S. Citizens will be mailed to their home address. Additionally, students can view and print off their statement by logging into their BannerWeb account and selecting the 'Employee' tab. From there select 'Tax Forms'.
Each student is responsible for following local, state and federal tax guidelines as per their own particular circumstances. The Student Employment Office does not offer tax assistance.
What is the Sexual Harassment Policy?
Please refer to the Middlebury College "Anti-Harassment/Discrimination Policy" located in the College handbook.
What is the Student Absentee Policy?
Students are responsible for speaking with their supervisors about any absence prior to missing their scheduled shift. If a shift is inadvertently missed without prior notice, students should contact their supervisors immediately. Provided the supervisor/department has made clear its absentee policy, missing shifts can be grounds for termination of employment.
Please review the Progressive Discipline section of the Student Employee handbook.
What is Termination of Employment?
A student may leave any position without consequence, provided that two weeks notice is given.
There are several situations that can result in involuntary termination.
Please review the Progressive Discipline section of the Student Employee handbook.
Can a student position be removed from Banner Web?
Yes. If a student is no longer working in a particular job, the supervisor should contact Student Employment requesting to terminate the position for that student in Banner. Please indicate the last day of work and whether the termination was voluntary or involuntary. Make sure that all hours have been paid out to the student employee before sending the termination request. The student will still be able to view the position on their BannerWeb Time Entry page, but will no longer have the ability to enter and submit hours. All academic year positions are terminated annually at the end of the summer.
Whom Should I Contact With Questions?
Any questions or concerns that you may have concerning student employment issues should initially be addressed to the Student Employment Office. This office consists of trained student staff, as well as a staff Student Employment Coordinator. Feel free to stop by between 10 a.m. and 5 p.m., Monday through Friday, email SEO@middlebury.edu or call x5377. We should be able to help you or, at the very least, refer you to someone else who can!
How do I get a job reference for work after I graduate?
In order for any supervisor that you had as a student employee at the College to release information on you regarding your employment you will need to complete the Information Release and Waiver Agreement.
Once complete, submit to the Student Employment Office to be kept it on file. It's also recommended that your supervisor retain a copy. Without completion of this form no one from the College will be able to release any information on your work except the title you held and your dates of employment.