COVID-19: Essential Information
What is VEST and how do students earn it?

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.

In a rare situation a student might earn VEST if they average 18 or more work hours a week.

VEST Information Sheet

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?

For any student that is hired to work in an ongoing capacity during the academic year, please complete and submit the applicable Hiring Proposal via PeopleAdmin.  The Hiring Proposal collects the necessary information that HR needs to set up the employment position in Oracle.

Students who are new employees of the College will be emailed an invitation to the I9 once the Hiring Proposal is processed and will complete their required tax documents via Oracle.  Students who do not complete their I9 within 3 days of begining employment will be issued a stop work order.

For any student that is hired to work during the summer,and will be remote within the United States, you will also recieve a remote work agreement to authorize.

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 the electronic form for "One Time Student Employees".

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 access your private posting link via People Admin.  Faculty may send this link to their pending research assistant.  The student will then supply the required information for the supervisor to submit a Hiring Proposal to SEO for processing. Only once the Hiring Proposal has been submitted to and processed by SEO will the student receive access to timecards in order to be paid.  For more information on using People Admin click here.

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 find the Position Number of an existing student position?

Position numbers of student positions can be found in multiple places.

If your position is currently posted you can find the number directly on the posting within PeopleAdmin.  Student Position numbers always start with 9.  Position number and classification number are the same thing.

If your position is not posted you can find the position number in the Positon Management section of PeopleAdmin by searching the title under student classifications.

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 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 complete the request form found here.

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 student temporary employee pay form to SEO in order for payment to be issued to the student (only a staff or faculty member may sign off on the form). This form will require an EDORDA for wage charges.

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 complete the request form found here.

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 student temporary employee pay form to SEO in order for payment to be issued to the student (only a staff or faculty member may sign off on the form). This form will require an EDORDA for wage charges.

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 count toward the annual wage increase, and they can be inefficient by nature of their being paper. For these reasons, work that is ongoing, even if irregular or for short periods of time only, should be tracked via time sheets in Oracle.

Temp Cards are available online and must be submitted back to SEO for processing. A staff or faculty member's 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.

What's the pay rate for a student who performed work that was one-time?

To ensure that students are being paid consistently for performing similar work across campus, we offer the following recommendations:

Crowd Managers - Paid at the Level C Base Rate

Van Drivers - Paid at the Level B Base Rate

DJs/Musicians - $25 per hour (per musician)

Photographers - Paid via the Student Wage Scale based upon criteria identified in the Wage Level Definitions

Videographers - Paid via the Student Wage Scale based upon criteria identified in the Wage Level Definitions

Can I hire a Middlebury student that is abroad?

We do not generally engage 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 doing work that cannot be done in the U.S.

Since work is considered performed where the employee is physically located, the student would need work authorization for the country where they are studying. If they do not have this, they cannot work. If they do have work authorization, we would need to check the other aforementioned issues to see if the work can be approved.

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.

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.