Forms & Resources
Student Employee Forms and Resources
- Planning for Remote Student Employment
- Student Employment Handbook
- Interview Planning Resources
- Quick-Start Guide to Hiring Student Employees
- Supervision Tips and Resources
- Recommended Student Hourly Rate Structure & Guidelines
- Student Employee Training Checklist
- How to Process Payments to Students
- Hourly Student Hiring: PA Smart Form Instruction Manual, Requesting Access, and PASF log-in link
- Jobnet position description search tool (must have current jobnet number to use)
- Jobnet Form (Dartmouth employment position description form)
- TempJobs Form (non-Dartmouth employment posting form)
- New Student Employee Checklist
- Offer Letter, Hiring Agreement & Confidentiality Agreement
- Student Employee Lump-Sum Questionnaire
The Student Employment Handbook (pdf) contains detailed information regarding Student Employment polices and guidelines including: student work eligibility, student pay, supervisor and employee responsibilities, how to find a job, student hiring, and time entry. Employees and employers are expected to read and abide by the expectations in the handbook.
College and approved off-campus Federal Work-Study employers should download and complete this two-page form (pdf, 163KB) for each new student position that will be paid by Dartmouth College. After completing the form, save a copy for your records and then email it directly to our office as an attachment using the button at the bottom of the second page. Please review the Supervisor-Specific Information section in our Student Employment Handbook for more information on how to complete this form.
The Temp Jobs form (MS Word, 75KB) should be utilized by any individual wishing to hire a student and pay them directly, not using any college funds. The completed form should be returned via email to Student.Employment.Office@dartmouth.edu for posting out to students via our "Temp Jobs" Listserv. Please note, the Student Employment Office acts only as a referral service and makes no particular recommendations regarding potential employers or employees. Neither Dartmouth College nor the Student Employment Office makes any representation or guarantee whatsoever about any position listed through the SEO-TEMPJOBS list, nor does Dartmouth College or the Student Employment Office assume any responsibility for safety, wages, working conditions, or any other aspect of off-campus employment.
Dartmouth College employers (or contracted local non-profit) are encouraged to follow this one-page Quick Start Guide (pdf). It outlines the steps needed to hire a Dartmouth College Student in a on-campus position.
This online form must be completed by a student employee who has offered a position to work remotely (outside of the local area). The following requirements must be met BEFORE an employer may hire a student to work remotely:
The Student Employee must:
- be an active Dartmouth College student (not withdrawn from the institution), and
- be living within the United States (US) throughout the entirety of their remote employment this term, and
- be fully authorized to work for Dartmouth College in the US as determined by the completion of a Form I-9, and
- complete the online Student Employee Telecommuting Agreement (employer will receive email from SEO confirming that this has been completed), and
- be supervised by a Dartmouth College staff or faculty, and
- accurately records their work hours each workday within the Kronos system
If these criteria are met: The employer may hire the student employee using the standard PASF hourly-student hiring process after receiving an emailed copy of the completed agreement employment details entered by the student employee in the online telecommuting agreement.
The SEO developed the "Recommended Student Hourly Rate Structure & Guidelines for Student Wage" (PDF) as a tool for employers striving to set a fair and equitable student wage. It also offers suggestions for differential rates, longevity and merit increases.
Employers may also find this 2% wage increase increment worksheet (excel) helpful.
Dartmouth College faculty and staff should use the guidelines on student pay and how to process payments to students. Employers should review it carefully to determine which method of student payment is appropriate. The page also defines useful terms and definitions used when compensating, awarding or reimbursing students.
Employers are encouraged to adapt the template documents below for their use.
The Lump Sum Questionnaire (docx) is to be used to request to pay a Student employee in a Lump-Sum rather than pay them through the regular payroll. NOTE: Requests that do not meet exception guidelines outlined in the "How to Process Payments to Students" policy will not be approved.
The PA Smart Form Instruction Manual (pdf) provides instructions on how to use the Personnel Action (PA) Smart Form (PASF) to hire and terminate hourly-paid student employees. The link to access the PASF system is http://dartgo.org/pasf
If you do not yet have access to this system, please follow the "How to Request Access to the Hourly Student Hiring PA SmartForm (PASF)" instructions in the Student Employment Handbook.
By federal law, all employers must verify the employment eligibility and identity of each person hired, including U.S. citizens.
Student employees may only complete this form only after they have obtained a job; the form must be completed IN PERSON within 3 days of the start date of the job. Employees who have previously been employed on campus should already have these forms on file. Failure to complete the above steps within three days of starting work will result in suspension or termination of employment.
All employees are strongly encouraged to "Go Paperless" and receive payslips and annual W-2 tax forms online. Instructions: Go to Employee Self Service and log in. Select Student Self-Service and proceed to:
- Direct Deposit: Set up your check to be deposited directly into your personal US bank account.
- Go Paperless: Stop receiving paper in your HB. Select "No" under "Paper" for each option.
See the Setting up Direct Deposit Guide (pdf) on Payroll’s website for more information.
If a student employee discovers a mistake in their timecard or needs to revise their hours for any reason, the employee must complete a Late or Revised Student Timecard (xlsx), found on the Staff and Student Timecards Payroll website, to correct the employee hours and pay. Refer to the correct Student Pay Period Schedule to confirm which two weeks are recorded and paid together.
Changes to any past pay periods cannot be made in Kronos. Corrected timecards will be researched and processed with the next payroll when submitted by the deadline.
This Kronos Issues pdf details the most common technical issues students have when accessing Kronos and how to resolve them.
This document (pdf) provides a framework for employers who may be considering how (or if) they might adapt a student position to be completed remotely. A remote telecommuting agreement is required if a student is working outside of the local area. Working outside of the US is not allowed.