General FAQ

In a rare situation a student might earn VEST if they average 18 or more work hours a week and work for the full year.

VEST, Vermont Earned Sick Time, allows eligible employees to accrue a bank of hours that may be used as paid time off for certain health or safety needs and/or for the care of a qualifying family member.

VEST Information Sheet

International students (non-resident aliens) may work only on campus.  

Unless restricted by certain visa status, all students with an active status for the semester are eligible for jobs on campus. 

A social security number is not required in order to apply for position; however, a social security number is required to work in the United States.  Instructions on applying for a social security card and social security number can be found on the International Student and Scholar’s Services website at https://www.middlebury.edu/office/international-student-and-scholar-services/living-us/social-security-information

All students are required to complete the federally mandated I-9 Employment Eligibility Verification form via electronic invitation and a W-4 federal tax withholding form on Oracle during the employment onboarding process. These forms must be completed before the student is eligible to work. Some International students will complete an 8233 form through the Tax Office’s 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.

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. The website will be updated throughout the academic year.

The week before fall classes begin and during the first two weeks of school, students that were awarded Federal Work Study or College Job as part of their financial aid package will have the opportunity to apply for posted jobs on campus. All other students must wait to begin applying until after the third week. Students may apply to off campus positions at any time. Hiring practices vary (interviews, applications, etc.), and are at the discretion of the supervisor.

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.

At the Center for Careers and Internships. Schedule an appointment with a CCI advisor or utilize their daily PCA Quick Question hours.

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.”

Students that have been awarded a College Job or Federal Work Study are able to apply to available positions posted via Workable.

For more information visit the Student Financial Services website at: http://www.middlebury.edu/offices/support/sfs/student_employment

No, not at this time.  Fall hiring practices apply to the full academic year.

No. We do not guarantee employment to anyone.

Most International Students are eligible to work on campus during the academic year as well as during vacation periods.

Visa restrictions prohibit international students from exceeding 20 hours of work per academic calendar week.

To work off campus, international students (non-resident aliens) must request permission from the Department of Homeland Security. If you are interested in obtaining off campus work permission, please contact 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.

For more information related to work restrictions please visit the ISSS website.

Supervisors are responsible for submitting a hiring proposal via Workable for all hires.  This provides HR with the information needed to add the assignment to the student employee’s Oracle record.

Once HR receives the proposal the student will receive a confirmation with next steps.

If a student has never worked for Middlebury they will receive an electronic invite to complete the federally required I9.

See Working on Campus for the College’s policy on the number of hours that students are limited to working each week.

Yes. Middlebury has contracted with an outside vendor, CheckR, to conduct background checks for individuals who have been offered a position that is contingent upon the successful completion of a criminal background check (your supervisor will tell you if this is applicable).

Yes. Middlebury has contracted with an outside vendor, HireRight, for new employees to complete the electronic I-9 Employment Eligibility Verification form.

All student employees are limited to working no more than 20 hours per week (Monday-Sunday) 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.

Overtime may be approved in advance for short term engagements with Orientation, Reunion, SnowBowl, Admissions or other special projects.  Supervisors should contact HR and their Budget Administrator in advance.

International Students

Visa restrictions prohibit international students from exceeding 20 hours of work per academic calendar weeks.

For more information related to work restrictions please visit the ISSS website.

Securing a part-time job on campus affords students 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

Students are only eligible to work and be paid if they have completed the federally mandated employment paperwork at HR  (see Employment Eligibility for more information). Supervisors notify HR when they hire a student by submitting a Hiring Proposal in Workable. Once HR has received and processed the hire, the student will be loaded into Oracle and have access to timecards. See Getting Paid for instructions on how to access and submit time sheets in Oracle.

The College payroll is on a bi-weekly pay cycle. You must submit your hours by 3pm on the Monday following the end of the pay period (or earlier if requested by your supervisor) so that your supervisor can approve your hours by their deadline. Do not submit your hours until the entire two-week pay period is complete. If you are unsure of the pay period parameters, check the Pay Calendar (see Getting Paid). 

Please keep in mind that it typically takes 2-3 business days to process Hires. This process may take longer at the beginning of the academic year due to the high volume of students that are (re)hired.

You are able to correct or create timecards up to 14 days after the pay period ends in order to be compensated accurately. This may be necessary if you forget to enter time for a position or inaccurately recorded your previous hours. Your correction will be reflected in your next paycheck, per Middlebury payroll processing schedule. To record hours worked up to 14 days in the past in your timecard, navigate to “Existing Timecards”, select “Add”, and select the correct date in the top left corner.

If you need to create or correct a timecard for a pay period more than 14 days in the past, please complete this form.

Paychecks are issued on a bi-weekly basis. Students will receive their paychecks 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.

Students may also choose to have their pay checks directly deposited into any one U.S. bank account. Click here for instructions on setting up direct deposit.

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. Click here for instructions on setting up direct deposit.

Students should contact their Coordinator for Class Dean to have their home mailing address updated in Banner. Once your address is updated in Banner the change will flow through to Oracle. 

Student employees who are receiving compensation from the College that is not exempt from FICA taxation are eligible to join the College’s 403(b) retirement plan. See the Universal Availability Notice for additional information.

A W-2 is a form that employers prepare for their employees that show the wages paid and taxes withheld during the year.

Yes. Tax documents are available from ADP.  You can find the vendor on your Apps dashboard when you log inot Oracle cloud.

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.

Please refer to the Middlebury College “Anti-Harassment/Discrimination Policy” located in the College handbook. 

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.

Voluntary:

A student may leave any position without consequence, provided that two weeks notice is given.



Involuntary:

There are several situations that can result in involuntary termination.



Please review the Progressive Discipline section of the Student Employee handbook.

Yes. If a student is no longer working in a particular job, please contact HR so that we can update the student’s employment record. All hours must have been paid out to the student employee before the position can be terminated.

Any questions or concerns that you may have concerning student employment issues should initially be addressed to the Human Resources Office. Feel free to stop by between 8:15 a.m. and 5 p.m., Monday through Friday, email HR@middlebury.edu or call x5465. 

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 Human Resources to be kept 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(s) that you held and your dates of employment.