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Student Employment Forms



Jobnet Job Description Form

Download and complete this two-page form (pdf, 163KB) for each new student position that will be paid by Dartmouth College. After completing this form you can save a copy for your records and email it directly to our office as an attachment using the button at the bottom of the second page. Please review our "Employers" section for instructions on how to complete this form if you have any questions.

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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.  The completed form should be returned via email to 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 'Quick Start' Guide. It's a one-page form (pdf, 203 KB) outlines the steps needed to hire a Dartmouth College Student.

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Recommended Student Hourly Rate Structure & Guidelines

SEO developed a "Recommended Student Hourly Rate Structure & Guidelines for Student Wage" document  (PDF, 325 KB) 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. More information is available in the Employer Info section of our website.

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How to Process Payments to Students

This campus policy document 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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Student Employee Lump-Sum Questionnaire

This form 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.

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Hourly Student Hiring: PA Smart Form Instruction Manual

This manual (pdf, 1.24 MB) provides instructions on how to use the Personnel Action (PA) Smart Form (PASF) to hire and terminate hourly-paid student employees.

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Required Paperwork for New Student Employees (Checklist)

This document (pdf, 840KB) is a great handout to use when hiring student employees. It lists what forms need to 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 may result in suspension or termination of employment.

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Direct Deposit, Federal W-4 Form & 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 & log in. Select Student Self-Service and proceed to:
  • W-4 Information: Modify your Federal W-4 tax withholding information.
  • 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 FAQs & Quick Start Guide (pdf) on Payroll’s website for more information.

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Parental Permission Form and Employers' Request for Child Labor Form

New Hampshire law requires youths aged 14 or 15 are required to complete a youth work certificate. This certificate is obtain through the completion of the Employers' Request for Child Labor Form (pdf). All completed youth work certificates must be sent to the Payroll Office before employment can begin. Completed forms can be sent via campus mail to Hinman Box 6161 or via US Mail to 7 Lebanon - Suite 309, Hanover NH 03755.

Youths aged 16 or 17 years who have graduated from high school or obtained a general equivalency diploma are exempted from this rule.

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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 Student Timecard for Corrections (available on the Payroll website) to correct the employee hours and pay. Refer to the Student Pay Period Schedule (pdf) 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 (212 KB) details the most common technical issues students have when accessing Kronos and how to resolve them.

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Last Updated: 1/29/19