COVID-19: Essential Information

Supervisor Tool Box

Below are some basic details you’ll need to know when employing a student. We encourage you to explore this website; it's a great resource! If you need clarification or have questions, please call SEO at x5377 or email SEO@middlebury.edu

Use the links to the left to navigate within the Supervisor Tool Box.

IMPORTANT - PeopleAdmin, our posting and applicant tracking system, must be used to process all hires (this includes new hires and students that wish to be rehired each academic year). 

If the position that you are hiring for already exists, please navigate to the 'Posting your position on the Web' section below for instructions on how to post your postion in PeopleAdmin.

If you are a new supervisor and would like to request the creation of a new student position, please navigate to the "New Student Job Request Form".  Once SEO has completed your request you will be emailed a confirmation that includes next steps.  The creation process can take up to two weeks depending on the workload of all coordinating departments.

Posting your position on the Web

Open student positions are posted in PeopleAdmin. See Using PeopleAdmin for instructions. If the position that you are looking to post is not listed we will need to create a new student position. New student positions can be requested using the New Student Job Request Form in the Supervisor Tool Box.

 Students that have received Work Study or a College Job as part of their financial aid will have the chance to apply for posted jobs on campus. 

Required Hiring Proposal 

This is a required action to hire a student.

Please complete these steps in PeopleAdmin as soon as you are ready to hire a student applicant. If a Hiring Proposal is submitted for a student who does not have a Blue Card they will receive an invitation from HireRight to complete their I9. The student must complete the I9 within three days of beginning employment.  Tax documents and other onboarding requirements will be provide via Oracle Onboarding.

Employment Eligibility

Student employees MUST complete the federally required I-9 Employment Eligibility Verification Form  in order to work. Hiring proposal submissions will be used to identify students who need to complete federally required documents.  Students will recive electronic invitations to complete their I9. Students can not begin work before the Hiring Porposal submission and must complete the I9 within three days of their start date.

Hour Limitations

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.

Approving Time Sheets

Students hired to work, in an on-going capacity, submit their hours bi-weekly via Oracle. Supervisors must review and approve these hours in order for the student to receive compensation. See Approving Time Sheets on the left side of this page for instructions.