The student employment handbook is designed to provide all student employees and their supervisors with clear, concise, and accessible information about employment at Middlebury College.
Throughout the handbook are links to specific College policies, procedures or related information.
This document is intended solely to provide guidance on the mutual expectations shared by Middlebury and its employees. It is not an employment contract and does not create any type of contractual obligations. Neither the employee nor Middlebury is bound to continue the employment relationship if either, at any time, chooses to end it.
Middlebury reserves the right to change, revise, or eliminate any of the policies described herein. The only recognized deviations from stated policies are those authorized and signed by the president of Middlebury.
While the Student Employee Handbook provides much detail, it does not cover every permutation of every situation. Questions about the information should be directed to the Student Employment Office at ext. 5377.
COVID Safety Training
If you will be working on site; Office, classroom, retail location, service area, mail room, recycling center, athletics building, lab etc.
Provides student employees with information as to what to expect and where to get information about working safely on campus during the first phase of the Vermont campus reopening in a 3-part video format
Evaluating Job Performance
Student Employment encourages annual performance reviews of all student employees. These meetings allow students and supervisors to establish performance expectations and goals for the future and to review previously communicated performance expectations and development plans. The process also establishes the link between job performance and student learning outcomes.
- The supervisor notifies the student employee of the upcoming evaluation. The employee should review his/her job description and complete a self-evaluation of his/her job performance. The supervisor reviews the employee job description, completes the written evaluation and schedules a review meeting with the employee.
- At the review meeting, the supervisor and student employee go over their written evaluation and outline ways to improve performance. Jointly, they agree on the employee’s development plan, with the goals and steps for enhancing performance. This is the time to review and update the job description.
- Following the review meeting both employee and supervisor sign the evaluation. The signature indicates that the meeting occurred. The employee must be shown all changes or additions to the form and have an opportunity to comment on them.
- The materials are sent to the Student Employment Office for review of content and procedure. Completed materials remain in Student Employment and are available to student employees and their supervisors.
Payroll and Reporting Time
All employees of the College are paid every other Friday on a bi-weekly pay period basis. If a payday falls on a holiday, employees will receive paychecks on the last working day of the week. The pay period begins on Monday and ends on the following second Sunday.
All time must be submitted by 3 p.m. on Monday, or earlier if requested by the supervisor, following the close of the pay period in order to be included in the next paycheck. If you feel your check may be inaccurate, first verify that your time was submitted accurately and on time. Issues regarding rate of pay, title of position, taxes, or direct deposit should be directed to the Student Employment Office.
Reporting time accurately is critical. It is the responsibility of the student employee to report his/her time, and the responsibility of the supervisor to verify and approve the time. Falsification of a time record is a terminable offense as is the knowing approval of a false time card/sheet.
Problem Solving Procedure
Middlebury strives to maintain effective employer-employee and employee-employee relations within the context of the at-will employment relationship. Middlebury seeks to promote open communication between its employees with appropriate involvement of campus resources as necessary to facilitate a resolution of employee concerns. Employees are encouraged to bring concerns directly to the attention of their immediate supervisor or, if uncomfortable in doing so, to their second level manager, the Student Employment Office, or their residential life dean.
If a situation warrants corrective action, the disciplinary actions applied may include a verbal warning, a written warning, and/or termination from employment. Every action need not be taken in each case, and depending upon the relevant circumstances, Middlebury may take any disciplinary action, including immediate termination, at any time. Relevant circumstances may include the seriousness or severity of the individual employee’s deficiencies in performance and/or conduct, prior performance and conduct, and management’s assessment of appropriate factors identified during the investigation. Middlebury reserves the right to terminate the at-will employment of any employee at any time, with or without cause or notice.
Progressive Discipline Procedures
- The supervisor notifies the student employee of the issues with his/her performance and/or conduct.
- The employee must be provided with specific examples of the issue(s).
- The employee must have the opportunity to respond to the issue(s) raised.
- The supervisor must make concrete recommendations for improvement to the employee.
- The supervisor must emphasize in a constructive manner the College’s expectation that the employee will resolve the issue(s).
- The supervisor must inform the employee of the possibility of further action if satisfactory improvement is not made.
- The supervisor must document the discussion with the employee, including date, issue, and recommendations made.
- The supervisor determines (a) that a problem previously discussed with an employee has not been corrected or is becoming * more serious, or (b) that other disciplinary problems with the same employee have arisen.
- The written warning must be in the written form from the immediate supervisor to the student employee.
- The warning must identify the performance and/or conduct issues, provide examples, describe the College’s expectations and recommendations for improvement, and inform the employee of the possible consequences if satisfactory improvement is not demonstrated (further disciplinary action up to, and including termination).
- The written warning must be reviewed with the employee during a face-to-face meeting with the supervisor.
- The student employee must have the opportunity to respond to the issues raised, make suggestions, and request the supervisor’s assistance.
- The student employee and supervisor sign the document to acknowledge receipt and understanding of the warning. The employee must be given a copy.
- The original signed warning must be sent to student employment.
- The circumstances of the termination decision are fully documented.
- A personal meeting should be held with the employee to inform him/her of the termination and to explain the circumstances.
- Prior to the termination meeting, the coordinator of Student Employment or a member of Human Resources should review the documentation.
- A copy of the documented termination decision should be sent to the Student Employment Office.