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Forms and Resource Materials

Student Employee Forms and Resources:

Employer Resources:

Employers Forms:


Student Employment Handbook

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.

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Jobnet Position Description Form

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 (pdf) for more information on how to complete this form.

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"Temp Jobs" Form

This 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.

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Quick Guide to Hiring Student Employees

Dartmouth College employers (or contracted local non-profit) are encouraged to follow this one-page Quick Start Guide (pdf). Itoutlines the steps needed to hire a Dartmouth College Student in a on-campus position.

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Recommended Student Hourly Rate Structure & Guidelines

SEO developed a "Recommended Student Hourly Rate Structure & Guidelines for Student Wage" document  (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.

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How to Process Payments to Students

This campus policy document (pdf) provides guidelines on student pay and how to process payments to students. It also defines useful terms and definitions used when compensating, awarding or reimbursing students.

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Offer Letter, Hiring Agreement & Confidentiality Agreement

Employers are encouraged to adapt the template documents below for their use.

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Student Employee Lump-Sum Questionnaire

This form (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 (pdf) will not be approved.

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Hourly Student Hiring: PA Smart Form Instruction Manual

This 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 (pdf).

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Required Paperwork for New Student Employees (Checklist)

This document (pdf) lists what forms must be completed by the employee and can be easily printed or emailed to newly-hired students.

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I-9 Form (Employment Eligibility Verification)

By federal law, all employers must verify the employment eligibility and identity of each person hired, including U.S. citizens. Therefore, every employee who has accepted an offer to work for Dartmouth College MUST:

  1. On or before your first day of work: Complete Section 1 of the Form I-9 online.
  1. On or before your third day of work: Show original documentation (no photocopies or scanned documents are accepted) to complete Section 2 of this form IN PERSON with one of the following:
    1. a Dartmouth College trained I-9 division representative
    2. the Payroll Office at 7 Lebanon Street, Suite 309 (between 10 a.m. and 3 p.m.)
    3. the Human Resources Office at 7 Lebanon Street, Suite 203 (between 8 a.m. and 5 p.m.)
    All documents will be verified electronically through the USCIS E-Verify system. Please allow up to 15 minutes for this process to take place.

Note: 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.

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Direct Deposit & Paperless Payslips (Go Green!)

All employees are strongly encouraged to "Go Paperless" and receive payslips and annual W-2 tax forms online. Instructions: Go to http://employee.dartmouth.edu & 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.

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Submit a late or corrected student employee timecard:

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.

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Top 5 Student Kronos Issues

This pdf details the most common technical issues students have when accessing Kronos and how to resolve them.

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Planning for Temporary Remote Student Employment during the Public Health Crisis

This document (pdf) provides a framework for employers who may be considering how (or if) they might temporarily adapt a student position to be completed remotely during the public health crisis. Additional information regarding student employment during the COVID-19 public health crisis is available to the Dartmouth community.

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