Student Forms

Student Forms Checklist

The Student Employment Forms Checklist is a helpful resource for Student Supervisors. You can use it to ensure that all employment forms are submitted in a timely manner. This document includes an actual checklist of the forms as well as the forms themselves (I-9, W4, Direct Deposit, Payroll Deduction Authorization).

I-9 Form

Federal law mandates that student employees complete an I-9 Form (Employment Eligibility Verification) within 3 days of starting work. Student Employees must complete section 1 on or before their first day of work. Authorized Representatives must complete section 2 with in 3 days of their start date. To complete the I-9 Form, student employees must provide proof of their eligibility to work in the United States with original documents, no photocopies, from the list of acceptable documents.

Please send students to the Office of People and Culture to complete their I-9 Form or to someone on this list of authorized personnel. Supervisors are responsible for ensuring that student employees have submitted a completed I-9 Form to the Office of People and Culture.

W-4 Form

Student employees must complete both the Federal and State W-4 Forms when they are first hired to work at Bethel. The completed State W-4 Form and Federal W-4 Form should be submitted to the Business Office.

Offer Letter

The Minnesota Wage Theft Law requires that employers send ALL employees an offer letter for each job they have as well as if there are any significant changes to their job. This Offer letter requires a response. For each job, you, the student, will be sent an email from student employment that has your offer letter attached. To respond to the offer letter, you must follow the directions in the email and click the link. The link will take you to a screen showing you all of the job offers you need to respond to. You will need to accept or decline each job. You must click on the job, and then it will allow you to proceed to either accept or decline the job. Once you have accepted the position, it will send you a Signature Confirmation email indicating that you have "electronically signed" your offer letter. Reasons you may decline this email is if some of the information in the offer letter is incorrect and needs fixing or if you no longer intend to take the job. Use Directions to Accept or Decline your Student Employment Job Offer for further guidance.

Student Payroll Deduction Authorization Form

Students should complete the Student Payroll Deduction Authorization Form (PDF Form: Click Here) if they would like a certain amount of their paycheck to be applied directly to their student account.

Criminal Background Checks

Only student employees who work in dorms have to successfully complete a Criminal Background Check before they start working. The hired student must authorize the background check by completing the Authorization for Background Check Form, which will be emailed to the supervisor upon request. Email student-employment@bethel.edu to request an authorization form. Authorization forms completed and signed by the student should be delivered to the People and Culture Office for processing.

Family Educational Rights and Privacy Act (FERPA)

Due to the nature of your student workers' employment, you may require your student employees to sign a confidentiality agreement. In this statement, employees agree that they understand the requirements specified by FERPA and will maintain confidentiality of all education records for which they have access. The Family Educational Rights and Privacy Act (FERPA) is a federal law enacted that guarantees the confidentiality of a student's records. Students should view the complete FERPA policy and complete the mandatory FERPA training before they sign the confidentiality form.

Supervisors, download a confidentiality form, and have your students complete and sign. You are responsible for keeping these forms.