Below are some things 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 contact SEO at x5377 or SEO@middlebury.edu.
Posting your position on the Web
Open student positions can be posted through PeopleAdmin. See Using PeopleAdmin on the left side of this page 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. If you know who will be filling the position (i.e.; a returning student employee who has already worked in the position), there is no need for you to post the position.
The week before classes begin and during the first two weeks of school, 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. All others must wait to apply until after the third week. The intent is to assist students receiving Work Study/College Job to obtain a job that best meets their needs. If you are rehiring a student that has worked for you previously, or for research purposes, financial aid status is not relevant.
Student employees MUST complete the federally required I-9 Employment Eligibility Verification Form and a W-4 tax withholding form in order to work. Once these forms have been completed (this only needs to be done once!) the student will receive a blue employment card indicating that they are eligible to work for the College. Blue cards, once issued, are valid until the student graduates. Students that have NOT received their blue card CANNOT work or be paid until their employment forms are completed.
EPAFs/Payroll Authorization Forms
An Electronic Personnel Action Form ("EPAF") must be completed for all students hired to work during the academic year. Even if the student worked last year – or over the summer – an EPAF/green card still needs to be completed and sent to our office. Note: Faculty that hire Research Assistants may submit a payroll authorization form ("green card") instead of an EPAF.
All existing student job positions can be found in PeopleAdmin's Position Management. If a position doesn't already exist a new student position can be requested using the New Student Job Request Form in the Supervisor Tool Box.
See Summer Employment on the left for details on what is needed for students hired to work during the summer.
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 BannerWeb. 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.
Note: Research has shown that students that work 10 to 12 hours per week have the highest rate of academic achievement.* We recommend that first year students start with just a few hours per week until a balance is found between employment and academic demands.
*Van de Water, G. The Effect of Part-Time Work on Academic Performance and Progress: An Examination of the Washington State Work-study Program; Astin, A.W. Student Involvement: A Developmental Theory for Higher Education.