Frequently Asked Questions

GMHEC offers a great knowledge base about Oracle. On this page, you’ll find instructions, with screenshots, on how to:

Add an important document
Add a photo
Change your name
Update my gender, race, ethnicity, and marital status
Change your email, phone number, or address
Access your W-2 or update your W-4
View your payslips and update Direct Deposit information
Change beneficiaries or update your retirement contribution
Manage time cards
Request time off

Email our Payroll team at payroll@gmhec.org or call 802-443-2100.

Contact your Benefits Team at GMHEC. Email benefits@gmhec.org or call 802-443-5485.

Visit the GMHEC Knowledge Base.  Scroll down to How do I update my retirement contribution for instructions.

Email benefits@gmhec.org or call 802-443-5485 to speak with Kelley or another member of your Benefits Team who can support you.

Reach out to your HR Business Partner who is here to support you at every stage. No question is too big or too small.

Email HR@middlebury.edu and our team will get it to the right place.

Email HR@middlebury.edu. This email is checked often by HR staff who can answer your question or point you in the right direction.

All job openings are listed here at: https://apply.workable.com/middleburycollege/?lng=en

In order to complete your onboarding, you must do the following: 

• Review Welcome Email. Expect an email titled, “Onboarding Next Steps” from Oracle (egqw.fa.sender@workflow.mail.us2.cloud.oracle.com).
• Activate your Middlebury Email account. Expect an email titled, “Welcome to Middlebury – Account Activation Information Enclosed” to the email address used on your application.
• Activate Middlebury Multi-Factor Authentication. Instructions are available here.
• Log into Oracle HCM and begin your Onboarding Journey. HCM is our HR Information System, used for storing employment info, processing payroll, etc. Please read this before logging into Oracle to avoid locking your account! Once logged into Oracle, you will see “Journeys” on the home page under the “Me” tab. More information about onboarding tasks may be found here. Please note that some tasks will not be available until your first day of employment.
• Complete your I-9 form before the end of your third day.

Form I‑9 is a federal requirement used to verify your identity and authorization to work in the United States.

To complete it, log in to Oracle and begin your Onboarding Journey. The first task includes a link to HireRight, where you will fill out Form I‑9.

You must complete the form within three days of starting work. If it is not finished on time, you will receive a stop‑work order and must pause all work until both Sections 1 and 2 are completed.

Staff and Faculty can use the link below to register your vehicle for parking on campus. Call Public Safety for help at 802-433-5133.

Register your Vehicle for a Parking Permit

Use this form below to submit your photo for your Middlebury College employee ID card and ensure that the photo submitted meets all the requirements at the top of the form. Contact middphotos@middlebury.edu regarding any questions on your ID card or this process.  

ID Card Photo Submission Form

For information on how to access Oracle, please visit our General Navigation webpage.

Middlebury pays it’s employees on a bi-weekly basis. To find exact dates on when you will receive your paycheck, please visit our Pay Calendars webpage.

• Pay slips for pay dates 1/10/25 - 3/21/25 are available in Oracle Document Records. You will need to remove the “Payroll Excluded” filter to see your pay slips. Document Records can be accessed from the Personal Information app on the home page.
• Pay slips for pay dates 4/4/25 or later will be available in My Payslips. From the home screen, click the “Pay” app, then “My Payslips.” These will also be available in Document Records (see above).

For information on how to submit your resignation, please see our Leaving Middlebury webpage.

For information on how to submit your retirement, please see our Retiring From Middlebury webpage.

For information on how to enter your time in Oracle, please visit our Time Entry webpage.

If you make an error in your time card, simply open the time card and correct the mistake.

You can correct/edit any time card from a pay period within the last 28 days, even if it has already been approved and gone through payroll. Simply log into Oracle and click the time card you wish to edit. Make the necessary changes and re-submit the time card to your supervisor for review/approval. If you are owed any hours or adjustments, they will be processed in the subsequent paycheck(s).

Please notify your manager if you are correcting an existing time card. They will need to approve or re-approve it in a timely manner, in order to prevent issues with payroll.

To add a comment, open the time card and right click on the relevant box/cell, then select “Add Comment” from the drop-down menu. Type your comment, then click Save in the bottom right corner.

For information on how to submit an absence and how to view your absence balance, please visit our Absence Management webpage.

If you receive multiple notifications to approve a timecard, this is usually because the employee has multiple assignments. You will continue to receive approval notifications until all managers have approved the timecard. You do not need to approve it more than once.

Yes, managers must enter separate delegates for each category of transaction being delegated.

When an staff member notifies their supervisor that they plan to leave their employment at Middlebury, the supervisor should enter the resignation into Oracle HCM.

See Staff Resignations for more information and a checklist of actions for managers.

Once a timecard has been submitted, you can approve the timecard in either your bell notifications within Oracle or by clicking on “Access this task in the workspace application” in your email notification, which will take you to the in-app notification.

Yes, a manager can delegate approvals by category of transaction.

• Navigate to the home screen, Me tab, and click the “Roles and Delegations” app.
• Scroll to the bottom and expand the “Approval Delegations” section.
• Click the “+ Add” button to add a delegate.
• Name the delegation under “Rule Name.” Give it a meaningful name, e.g. time approval for March vacation.
• Choose a start date (this is required), and an end date if applicable.
• Choose the category of approval.
• Enter the name of the employee to whom you want to delegate in the “Delegate To” box. Make sure you select the correct Business title if they have multiple positions.
• Click “Save” and repeat the process as needed for any other delegations.

No. Positions in Monterey and in Washington D.C. have a geographical difference added to them.

Compensation is based upon the CA or VT structure depending upon the location of where the role needs to occur and which school/department the work is based out of. 

Generally, all positions will be treated the same regardless of funding source. 

Yes. The market accounts for inflation generally and we are basing our ranges on the market data. We are not explicitly tying the rates to inflation trends but they do impact the market data.

Discretionary additions may allow staff to go beyond the percentiles associated with leading. Keep in mind that annual market checks will be completed so those amounts are likely to change over time.

In order to manage any compensation system there needs to be definitions of full time. Given Middlebury’s long history and the addition of the Middlebury Institute, we have three types of work arrangements. The base line definition of full time impacts schedules, CTO accruals and ultimately the calculation of budgets and pay. However, on an individual employee level the differences are not significant because everything is ultimately built on an hourly foundation and is consistent by work group. Let’s start with MIIS, all work relationships there are based on a 7.5 hours day/1950 hours per year full time definition. So if a .5 FTE salary is stated for a MIIS employee it is based on half of the total hours of 1950. In Vermont we have two different definitions, 2080 hours per year (8 hours per day) for areas that have operations beyond normal business hours such as dining, facilities and public safety, and 2015 annually (7.75 hours per day) for administrative areas.

Grades are included in job descriptions. See Searching for Active Job Descriptions which will provide a link and login information for CompAnalyst, our public job description library. 

The following list of institutions have an operating expense of $140M - $560M, student enrollment of 2500 - 8000, a private independent and private religious affiliation and is in the Northeast (ME, VT, NH, MA, RI, CT, NY, NJ, PA, DE, MD and DC):

The following list of institutions have an operating expense of $140M - $560M, student enrollment of 2500 - 8000, a private independent and private religious affiliation and are in the nation:

Base compensation is important, we all know that. 

But, there is so much more to it! We should be celebrating the small and the big things because we know that people want and need to feel valued, appreciated and seen in their jobs. We have lots of tools for this—from a quick email or thank you chat, to using our emerging rewards and recognition programs, to investing time, energy and resources into development conversations and professional growth.​

You can reach out to your supervisor or HR Business Partner, or contact Jenna Quenneville, Total Rewards and Analytics Manager, at Jenna@middlebury.edu.

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.

If you need resume support, you may contact the Center for Careers and Internships or schedule an appointment with a CCI advisor or utilize their daily PCA Quick Question hours.

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.

Once a student is hired, they will receive a confirmation with next steps. 

If a student has never worked for Middlebury they MUST complete the federally required I9 within 3 days.

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

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.

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.

Guidance can be found on the Getting Paid section of HR’s Student Employment website.

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.

Tax documents are available from ADP.  You can find the vendor on your Apps dashboard.

Each student is responsible for following local, state and federal tax guidelines as per their own particular circumstances. HR is not able to advise on your taxes.

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.

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.

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