I have a student that will be performing work outside of Vermont that will be paid by Middlebury. Do I need to do anything in preparation for this?
Yes. If the student will be working in the U.S. you will need to notify the Student Employment Office of where the work will be taking place. There may be additional tax forms that the student will need to complete.
We do not generally permit students to work outside of the U.S. due to immigration, tax, wage and hour law, and risk management issues. The few exceptions are typically Research Assistants that are performing work that cannot be done in the U.S. Please see the Global Operations Committee's website (go/global) for further information.
What is a Temp Card?
A Temp Card is a method for generating payment for work that occurs once (like hanging up posters for the Spring Symposium). Temp Cards do not allow for hours to be tracked for federal work study, hours on Temp Cards do not towards the annual wage increase, and they can be inefficient by nature of their being paper. For these reasons, work that is on-going, even if irregular or for short periods of time only, should be tracked via time sheets in BannerWeb.
Temp Cards are available at the Student Employment Office and must be submitted back to SEO for processing. A staff or faculty member's signed authorization is required in order for a Temp Card to be processed.
Payments generated from Temp Cards are issued during the regular payroll process. It generally takes 2-3 business days to process a Temp Card so cards received on or after the Thursday before a pay period ends will be processed for the following pay period.
Can I provide a reference for a student employee?
In order for any supervisor at the College to release information on a student regarding their employment the student will need to complete the Information Release and Waiver Agreement.
Once complete, this form is submitted to the Student Employment Office where it is kept on file. It's also recommended that the supervisor retain a copy. Without completion of this form no one from the College will be able to release any information on a student employee except the title(s) that they held and their dates of employment.
If you receive a request to verify employment and do not have an appropriately signed Information Release and Waiver Agreement from the student please forward the request to the Student Employment Office.
I received funding which includes hours for a Research Assistant; what do I need to do?
Within about a week of the Dean of Faculty and Research's email notfiying you that you are a recipient of funding you should receive another email from the Student Employment Office. (If you do not receive this email within the aforementioned time frame please contact SEO.) This email will provide the information necessary for you to complete either a Payroll Authorization Form (“green card”) or EPAF for any student hired as your research assistant and getting paid out of that specific fund. Green cards are available in the Student Employment Office or can be sent via campus mail upon request. Only once the green card or EPAF has been submitted to, and processed by, SEO will the student receive access to timesheets in order to be paid. To determine if you student is eligible to work see Employing a MiddKid.
Please note that you will only receive one email from SEO when the funding is first granted. We ask that you keep these emails so that you have this information for subsequent academic years.
How do I create a new student position?
Complete the "New Student Job Request Form". You will receive an email once the position has been created.
How do I let students know that I'm hiring?
See "Using PeopleAdmin" to post your opening.
I've hired a student. Now what?
First, please remember that a student is only eligible to work if they have received their "blue card" at SEO. (See Employing a MiddKid on the left of this page for more information on this.)
For any student that is hired to work in an on-going capacity during the academic year please complete and submit either a "Green Card" or an "EPAF". SEO is in the process of rolling out a new process in BannerWeb called an Electronic Personnel Action Form ("EPAF") that gives supervisors the ability to hire or re-hire students electronically. At this time, not all departments have received training on this new process (if you're interested please contact SEO). If you haven't received the training yet please continue to submit Green Cards. Green cards are available at SEO.
For any student that is hired to work during the summer please work with your student to complete and submit a Summer Student Employment & Housing Agreement. This form can be found under Summer Employment on the left of this page.
For any student that is hired to work one time only (i.e.; DJ'ing an event, driving a College van for a trip) please complete and submit a "Temp Card". Temp cards are available at SEO.
Is there a limit to the number of hours a student can work?
Yes, all Student Employees are limited to working no more than 20 hours per week in all 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.
How do I get a colleague set up as my time approval proxy?
How do I hire a Student Van Driver?
Students that are being paid by Middlebury to drive should do so using a College owned or rented vehicle; personal vehicles should not be used.
Staff or Faculty supervisors that need to hire a Student Van Driver (students who have 7 and 15 passenger van licenses) should email the information in bold below, and any additional information, to email@example.com. Student Employment will send a message on the supervisor's behalf to the students who have a van driver’s license. The email that SEO sends will instruct interested students to contact the supervisor.
Student Van Drivers are paid at the Level B rate. The supervisor will need to complete and submit a temporary pay card to SEO in order for payment to be issued to the student (only a staff or faculty member may sign off on the Temp Card). There is a place on the temp card to enter the hiring department's index.
Date of Requested Service:
Contact Phone #:
Describe type of service needed:
How do I hire a Student Crowd Manager?
Staff or Faculty supervisors that need to hire a Student Crowd Manager (for events that will have 50 or more attendees) should email the information below, and any additional information, to firstname.lastname@example.org. Student Employment will send a message on the supervisor's behalf to the students who have been certified as Crowd Managers for events on campus. The email that SEO sends will instruct interested students to contact the supervisor.
Please note that Student Crowd Managers are paid at the Level C rate. The supervisor will need to complete and submit a temporary pay card to SEO in order for payment to be issued to the student (only a staff or faculty member may sign off on the Temp Card). There is a place on the temp card to enter the hiring department's index.
Name of Event:
Date of Event:
Department hosting the event: