Rehiring Student Employees
A student employee is considered a rehire if they are returning to the same position that they have worked in during the most recent academic year or summer.
Steps to Rehire a Student Employee
- Review the list of students who have worked in the past year on the Student Rehire List.
- You may sort the spreadsheet by manager name, student name, or position code using the arrows in each column.
- When filtering, please choose, “See Just Mine”, and clear all filters before exiting.
- Once you have identified your students, open the “Rehire Form”. Please note that the form will need to be completed for each student, if you have 10 or more students to rehire at once, please email staffingservices@middlebury.edu.
- Select the category “Student Employee” and select “Next”.
- Enter the data in the required fields.
- The assignment number should be copied and pasted into the form from the Student Rehire List. The assignment number can be found in column “B” which is highlighted green. Please ensure you are pasting in the correct assignment number, if you do not, your student will not be rehired. Please only enter one assignment number in this field. If more than one is entered, it will fail.
- The start date must be a future Monday. If you are completing the form after 12:00 PM EST on a Friday, the start date will need to be a week from the following Monday. For example, if you were completing the form after 12:00 PM EST on Friday, June 28th, the start date must be Monday, July 8th. Students are not permitted to begin work before this start date.
- Please enter any additional notes in the “Additional Hiring Notes” field.
- Once all data is entered, select “Submit”.
- A few minutes after submitting the form, you will receive a confirmation email that includes the name of the student you rehired. Please review this to ensure the information looks correct. If something is incorrect, please email staffingservices@middlebury.edu.
- Within 24-48 hours the student will receive an email confirmation of their hire along with information about their start date and hourly wage. The manager listed will also receive a confirmation email with this information. This confirmation indicates that we have received the data and it is being processed in Oracle.
Student Rehire Process Resources
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Rehire Request Form
Use this form to request a student rehire.
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Student Employee Rehire List
This is a list of students who have worked in the past academic year and/or summer.
Frequently Asked Questions
Q Why do I see students who graduated on the Student Rehire List?
We pull data from a few points in time to create a comprehensive list of students who worked in the past academic year and summer. Because we look to the past the list will include students who have since graduated. No need to alert us.
Q The manager listed for the position I am hiring for is incorrect.
The data on the Student Rehire List may be outdated because we are looking at a point in time in the past. When completing the rehire form, please be sure to list the updated manager and it will be correct in Oracle.
Q If I fill out the rehire form, do I need to hire the student in Workable too?
No, rehires should only go through the rehire form. Please let your rehired students know that they do not need to apply in Workable if they are returning to the same position. If they do apply in Workable but you have already submitted the rehire form, please leave them in the “Applied” stage to avoid duplicating their record in Oracle.
Q I have a student I want to hire for a different position in my department, can I use the rehire form to hire them?
No, the rehire form should only be used for students returning to the exact same position. If they are returning to a different position or a higher-level position, please have them apply via Workable.
Q Do rehires need to complete the I-9 again?
No, if we have a valid I-9 on file for the student, they will not need to complete it again. If an updated I-9 is needed, the student will be contacted by the HR operations team.