Employing Students This Academic Year

Posting Your Position Online

We recommend posting position openings in PeopleAdmin. See “Using PeopleAdmin” in the Supervisor Tool Box at go/seo for instructions.

Postings will be made visible to students on September 5th. The week before classes begin and during the first two weeks of school, students that receive financial aid will have the chance to apply for posted jobs on campus. All other students must wait to begin applying until the third week of school (September 26th). The intent is to assist students awarded Federal Work Study or a College Job to obtain a job that best meets their needs. (Yes, it is okay to ask a student if they receive financial aid.) If you are rehiring a student that has worked for you previously, or for research purposes, financial aid status is not relevant.

Blue Employment Cards

Student employees MUST complete the federally required I-9 Employment Eligibility Verification form and a W-4 tax withholding form in order to work. Once these forms have been completed (this only needs to be done once) the student will receive a blue employment card indicating that they are eligible to work for the College. Blue cards, once issued, are valid until the student graduates. Students that have NOT received their blue card CANNOT work. 

Important Reminders:

  • Student employees are limited to working no more than 20 hours per week in on-campus jobs during the academic year, with the exception of full-week recesses.
  • An Electronic Personnel Action Form (EPAF) in BannerWeb needs to be completed for all students hired to work during the academic year. Even if the student worked last year – or over the summer – an EPAF still needs to be completed and submitted to our office. The Jobs Effective Date in the EPAF should be the first day that the student will begin working in the ’16-’17 AY but can be no earlier than 09/12/2016.
  • Certain positions require pre-employment screenings and/or PCI Training; this is identified within the position’s job description in PeopleAdmin. Any offers of employment for positions that require pre-employment screenings and/or PCI Training are contingent upon the successful completion of the background check and/or PCI Training. Students may NOT begin working until all required pre-employment screenings and/or trainings have been completed.
  • Supervisors are encouraged to hire only financial aid recipients until September 26th.

For more information go to: http://www.middlebury.edu/offices/business/seo/toolbox. Feel free to call x5377 or email seo@middlebury.edu with any questions!