Frequently Asked Questions

Transcripts are issued by the National Student Clearinghouse at the written request of the student or alumnus. The National Student Clearinghouse allows you to track the progress of your transcript order and receive updates via text if you would like. The only way to receive a secure, certified electronic version of your transcript is to use this service.  

Visit the Clearinghouse to order your transcript online.

The Free Application for Federal Student Aid (FAFSA) should be completed by April 1. Complete the Renewal FAFSA at https://studentaid.gov/h/apply-for-aid/fafsa.

Complete the entire student section and, if dependent, parent section of the form. Both the student and, if dependent, the parent must electronically sign the FAFSA before submission.  

For more information, please visit the Renew Your Financial Aid section of this website.

We recommend that you receive your refund via Electronic Funds Transfer, for your own peace of mind and to support Champlain's sustainability initiatives. Electronic refunds are directly deposited to your bank account and an email notification is sent to the student when the refund has been released. Please see our refunds page for more information.

Beginning the third Friday of each semester, students who receive financial aid that overpays their student account statement will receive a refund after their enrollment is confirmed. Students enrolled in electronic refunds will receive an email notification.

If a student is not enrolled in electronic refunds, a check will be issued and will be available for pickup at Compass Student Services. Checks not picked up by the following Monday will be mailed to the local address of the student, if on file, or the home address (unless it is a refund to the parent on a PLUS loan overpayment).

Study abroad students must also complete enrollment verification through the Office of International Education before a refund check can be mailed to the home address.

Payments can be made:

• Online through TouchNet, our payment system
• By bringing cash or a check in person to Compass Student Services, Perry Hall, Room 174. The maximum cash payment that we can receive is $500 per day
• By sending a check to:

Champlain College
Office of Student Accounts
163 South Willard Street
PO Box 670
Burlington, VT 05402-0670

We cannot accept payment over the phone.

Review these instructions before proceeding to the deposit page.

• Enter the student or employee's full name and nine-digit student/employee ID number, which begins with 82-. (Do not use a social security number.) Review and agree to Terms and Conditions
• Click on "Continue to Payment Page for Cash & Retail Flex" and select amounts for Cash Card and/or Retail Flex.
• Complete payment information to process your payment.
• A $20 minimum deposit is required; the maximum deposit is $500 per day.
• Flex is non-refundable and expires at the end of the academic year.
• Cash Card is refundable when a student/employee departs from Champlain College (less a $10 processing fee).

You may deposit funds securely online to your Cash Card or Retail Flex account 24 hours a day. Please allow one business day for web deposits to be updated to your account. Deposits on Fridays will be updated by Monday evening.

You can login to your Champlain Cash Card account to check for Cash Card, Retail Flex and Commuter or Employee Meal Plan Balances.

To purchase an Employee Dining Plan, visit Compass Student Services or learn more here.

Transcripts are issued by the National Student Clearinghouse at the written request of the student or alumnus. The National Student Clearinghouse allows you to track the progress of your transcript order and receive updates via text if you would like. The only way to receive a secure, certified electronic version of your transcript is to use this service.  

Visit the Clearinghouse to order your transcript online.

You can obtain your student ID number via Self Service

• Log into "Self Service"
• Click on the person icon on the top right corner
• Click on "User Profile"
• View your student ID # under your name

Students Requesting Legal Name Change

Students who wish to change their legal name must complete the Legal Name Change form and attach supporting documentation. Please submit in person, by mail, or via fax to the address below:

Compass Student Services
Champlain College
PO Box 670
Burlington, VT 05402-0670
Fax: 802.860.2762

Students Requesting Chosen Name Change

Champlain College recognizes that transgender, non-binary, and/or gender-nonconforming students may not use the name that they were assigned at birth, as it does not reflect their identity. We also recognize that, for a variety of reasons, students may not wish to go through a legal name change or may be in the middle of doing so but don't want to use their dead name in class and on campus in the meantime. To accommodate this, the College has staff in place to assist students who wish to update their email addresses, academic class listings, and ID cards with their chosen name.

To inquire or begin the process of updating an email address, academic class listing, and ID card, please complete the Chosen Name Request Form.

Students wishing to learn more about the specific scope of this option before completing the form should contact Lisa Mazzariello at mazzariello@champlain.edu, located in IDX Student Life Center 315.

Change of Address or Phone Number

Current students: Please complete the Address Change Request Form. You will be asked to sign in to your Champlain College account.

Alumni: Change your address or phone number by completing the form on this page.

The Free Application for Federal Student Aid (FAFSA) should be completed by April 1. Complete the Renewal FAFSA at https://studentaid.gov/h/apply-for-aid/fafsa.

Complete the entire student section and, if dependent, parent section of the form. Both the student and, if dependent, parent must electronically sign the FAFSA before submission.  

For more information, please visit the Renew Your Financial Aid section of this website.

Federal work-study is a type of financial aid awarded to students who have documented financial need and meet certain eligibility requirements. The program provides part-time jobs that allow students who qualify to earn money to help pay educational expenses.

Work-study is a time to build skills for the future and enables you to begin or add to your resumé. Sometimes students think the term work-study means they will be able to study and be paid. This is a misconception! Work-study is a real job, and the requirements are the same as they would be for any part-time job you might work.

The College encourages community service work and on-campus work related to the student's course of study when possible. Champlain students generally work 5 to 10 hours per week. Students are not required to earn the total amount of the award but cannot earn more than the awarded amount.

• Additional financial resource while in school
• Valuable work experience for your resumé
• May help to reduce your need for student loans
• Opportunity to network with professionals
• Opportunity to sample different career choices
• Valuable and practical career-related experiences
• Opportunity to enhance your fundamental work skills
• Sense of community and involvement with Champlain

To be considered for work-study, submit the Free Application for Federal Student Aid (FAFSA) and make sure to include the Champlain College School Code: 003684. Work-study awards are determined by need, enrollment status and the availability of funds at the College.

The amount of each student's award varies up to a maximum award of $3,000 and is printed on your financial aid award letter. You can also view your award in Web Advisor.

A work-study award is not reflected on your bill because earnings are paid directly to you every two weeks based on the hours you work. The awarded amount should not be considered when calculating your balance due.

Work-study awards may be modified or cancelled if your financial need changes. This could occur if adjustments to income are made on the FAFSA, additional scholarships and grants are received, or when you and your family decide it is necessary to take out additional loans thereby reducing or eliminating need.

Champlain College does not place students into jobs. Instead, we emphasize career preparation. The College considers searching and securing a work-study position an important step toward career success. Each student must actively search and apply for available positions. 

Handshake is the College's online job search system. You will find Handshake on the Career Collaborative web page. The site is updated throughout the year as jobs are filled and new positions are created.

The Career Collaborative team creates a Handshake account for incoming and new transfer students entering in the fall in mid-August and will send a message with your username and further instructions. Please do not register for a new account. If you have questions, email careercollaborative@champlain.edu or call 802.860.2720.

A work-study award does not guarantee employment, so it is in your best interest to apply early for all jobs for which you qualify. Career Collaborative sponsors a Job Fair on the first day of classes—it is a very well attended event, and you should plan to be there if possible.

If you need assistance searching for a job, contact Career Collaborative at careercollaborative@champlain.edu or call 802.860.2720.

• New/incoming students should watch their Champlain College MyMail accounts for an email from Handshake. You can expect this email mid-August; it will include your Handshake username and a link to set your password. 
• Returning students should already have Handshake accounts. If you need help accessing your account, please contact Career Collaborative.
• All students should visit our Federal Work-Study Page for a step-by-step process.

The Job Fair is a great opportunity for you to meet many of the supervisors searching for student employees. Career Collaborative sponsors the Job Fair at the beginning of the fall semester, generally the first day of classes.

Watch your email for date, time and location or check Champlain's website. Dress to impress, and bring copies of your resumé if you have one. Many hiring supervisors from both on- and off-campus offices attend the Job Fair in order to meet with and discuss opportunities with interested applicants.

Please search Handshake in advance to review posted positions. Treat this event as a job interview and dress accordingly.

Although the ideal situation would be for all students to be hired into a position directly related to their major, it should not be the expectation (especially for incoming students), as many positions are general entry-level employment.

A variety of community service jobs are available through the work-study program. The College partners with specific local nonprofit organizations, which provide an enriching experience for both you and our partners.

Please keep in mind when working with our off-campus partners that you represent the College, and our expectation is that you will be especially careful about timeliness, attendance and your work ethic. These positions are great resumé builders when you are reliable and work with enthusiasm.

The pay rate for community service jobs with our partners is $12 per hour. Visit Handshake to search for opportunities at our Community Partner organizations.

Champlain's Community Partners

• Burlington School District
  
  • Edmunds Elementary and Middle schools
  • Champlain Elementary School
• City of Burlington
• COTS
• DREAM
• Greater Burlington YMCA
• King Street Center
• Peace and Justice Center

As a work-study student at Champlain College or one of its nonprofit campus partners, you must:

• Provide the required ID for completion of the federal I-9 form prior to your first day of work.
• Complete all onboarding forms and processes prior to your first day of work.
• Begin working only after you receive the Student Can Begin Working confirmation email from Workday.
• Accurately fill out time entry at the end of each shift worked.
• Perform your duties conscientiously and responsibly.
• Arrive at your position on time and contact your supervisor in advance when you need to be out sick.
• Talk to your supervisor in advance when exams and projects may interfere with your work schedule.
• Monitor your work-study award against earnings to ensure you do not exceed your award amount.
• Comply with your supervisor's office policies, the rules and regulations in this Student Guide, and the College's Policies and Standard of Conduct.

It is important for students to understand that if found guilty of fraudulent activity within the work-study program, they will be subject to disciplinary action, which could include the following based on the individual case:

• Loss of work-study eligibility for the remainder of time at Champlain College.
• Dismissal from the College.
• Legal prosecution.

After being interviewed and offered a position:

• Your supervisor enters your personal information into Workday.
• The Work-Study Program Manager verifies the information; if approved,
• Payroll assigns a Pay Group.
• You receive an email with a link to onboarding. 

Workday is the College's hiring and time-entry system. This is where you complete your onboarding.

Onboarding is an electronic process of completing your employment documents within Workday.

For new student employees, this includes: W-4; I-9; Student Employee Agreement; Harassment Training; Confidentiality Statement; photo upload (optional); and Direct Deposit Form (optional).  

Returning students will have fewer forms to complete!

All forms and processes in onboarding must be completed prior to your first day of work. You will receive an email from noreplychamplainworkday@champlain.edu once your supervisor has hired you into Workday. This email contains your link to your onboarding session. New students receive a temporary password. Once your account is established, you will log in with your Champlain network username and password.

Yes, onboarding is required each year at the time you are hired. However, the I-9 is completed only once.

• Personal contact information
• Emergency contacts
• Number of allowances you will claim on your federal W-4
• ID for completion of the federal I-9
• Photo for uploading (optional)
• Direct deposit bank information (optional)

All first-time employees of the College must bring specific ID to Compass Student Services on the first floor of Perry Hall once all online forms in onboarding have been completed.  

** Do not miss this step! **

Once you have completed the online portion of the I-9, you still have one more step that must be done:

• Bring your ID (list of eligible ID can be found at champlain.edu/i-9) to Compass on the first floor of Perry Hall.
• You may not begin working you receive the email stating that You Can Begin Working.

The following is an example of what the email will look like:

The federal I-9 form is required by the federal government to establish both identity and employment authorization. New student employees must present specific original ID for the completion of the federal I-9.  

• List of eligible ID can be found at champlain.edu/i-9. Please note that all documents must be originals. No copies or faxes can be accepted.  
• Gather the required documents before leaving home so that you will have the ID necessary with you on campus.
• After you are hired and the online portion of onboarding is completed, bring the required ID to Compass on the first floor of Perry Hall.
• No student may begin working until I-9 ID has been verified by Compass.

The federal government requires original ID for completion of the I-9. It is not a College policy and therefore cannot be waived or modified. All ID must be original. No copies or faxes can be accepted.

Yes.  To be eligible for work-study you will need to:

• File your FAFSA at fafsa.ed.gov
• Check your financial aid award letter or WebAdvisor once you are awarded to see if you are work-study eligible.
• Students returning to previous year's job:
  • Watch for email over the summer from Workday (no-replychamplainworkday@champlain.edu) and complete your onboarding to finalize the rehiring process.  Contact your supervisor if you do not receive an onboarding email.  
  • If you have not worked for the College within the past 365 days, bring eligible ID for federal I-9 form completion to campus.  
• Returning student employees looking for a new job:
  • Start searching JobSpot beginning mid-August. For help with this process, go to this page.
  • Apply for all jobs for which you qualify.
• All returning student employees:
  • Once hired, watch for email from Workday (no-replychamplainworkday@champlain.edu) and complete your onboarding.  
  • You must complete onboarding every year and for each job you are hired into, but fewer forms are required after one session is completed.
  • Watch for the email from Workday (no-replychamplainworkday@champlain.edu) stating that you can begin working.
  • Do not start to work prior to receiving the Student Can Begin Working email.  Here is an example of the email:

• Contact your supervisor if you do not receive the Student Can Begin Working email within three business days of your hire.

• Log into Workday.  
• Enter your hours at the end of each shift.  
• Do not enter hours prior to completion of your shift.
• Do not enter hours days later.  
• Federal regulations are very strict regarding work-study time tracking.  
  • No student may be paid for holidays or sick time. At no time may a student work during scheduled class time, even when a class is cancelled or gets out early. Workday makes it easy for you to enter your exact time in and out. Do not round your time entry. Be sure to enter accurate hours worked.
• You should never wait to enter time because you are having trouble getting into Workday. Always get help immediately by first talking to your supervisor. If the issue remains unresolved, contact Jackie Greer at 802.864.5431 or at jgreer@champlain.edu. Never accumulate hours beyond a pay period. Always resolve the issue immediately. Accumulating hours could mean that you will go over your award amount, and this could be a serious issue for you and your supervisor.  
• You will need to submit your time entry to your supervisor at the end of each week. Reminders to do this are sent to your MyMail account as long as you have entered time during the pay period. 

Supervisors receive an auto-generated email from Workday when you submit your hours. Your supervisor will review the time entered and, if correct, submit it to Payroll. If there is an error in the recorded time, your supervisor will either send the file back to you for correction or update the information. In this case, an email will be sent to you informing you of the revision.

Workday locks down at noon on each payroll deadline. If you forget to submit your hours by the deadline listed on the Payroll Schedule, you will not be able to go into Workday to add missed hours or to submit what you have already entered until after the upcoming pay day. This is because payroll is being processed, and the system does not allow changes during processing.

Late submission of time entry means you will not be paid in the current pay period and will have to wait for the next pay period in two weeks. Always monitor the Pay Schedule to assure you are paid on time.

You may work during College breaks if your supervisor approves it and you have funds remaining to be earned. If you are unsure of whether you have funds remaining, contact Jackie Greer at jgreer@champlain.edu. During breaks, you may work up to 37.5 hours per week if your supervisor authorizes it.

Students are not allowed to work during scheduled class time even if the class is cancelled or is let out early.

You are entitled to a paid 15-minute break after four consecutive hours of work. This break cannot be added to a meal break or taken at the beginning or end of a shift. Break time may not be accumulated. If you work more than six consecutive hours in a day, you are entitled to a 30-minute meal break that is unpaid.

You may not earn over your fall semester work-study in the fall semester. If you do not use all of your fall eligibility within the fall semester, the remaining portion may be carried over and used in the spring.

Students who are studying abroad are not eligible for work-study in the semester they are abroad. Use of the entire award in one semester must be approved in advance by the Office of Financial Aid. Not all students have the financial eligibility to do this.

Payments can be made:

• Online via touchnet
• By bringing cash or a check in person to Compass Student Services, Perry Hall, Room 174
• By sending a check to:
  • Compass Student Services
    163 South Willard Street
    PO Box 670
    Burlington, VT 05402-0670

We cannot accept payment over the phone.

We recommend that you receive your refund via Electronic Funds Transfer, for your own peace of mind and to support Champlain's sustainability initiatives. Electronic refunds are directly deposited to your bank account and an email notification is sent to the student when the refund has been released. Please see our refunds page for more information. 

Beginning the third Friday of each semester, students who receive financial aid that overpays their student account statement will receive a refund after their enrollment is confirmed. Students enrolled in electronic refunds will receive an email notification. If a student is not enrolled in electronic refunds, a check will be issued and mailed to the student's address on file.

Study abroad students must also complete enrollment verification through the Office of International Education before a refund check can be mailed to the home address. 

Addresses can be updated online. If a student is not yet enrolled in electronic refunds to directly deposit to their bank account, a refund check is mailed to the local address during the academic year. We recommend electronic check refunds to avoid mailing delays. 

Statements are not mailed but may be printed from our TouchNet billing system. Students may allow others to view and/or pay bills online by registering them online as an authorized user. Please visit our View & Pay My Bill page for information on how to do this.

Please see billing dates below. 

Yes! Champlain College offers interest-free, monthly payment plans for students to cover the cost of tuition, room, board, and other fees each semester. To enroll in a payment plan, log into your online student account. Students and Authorized Users can set up payment plans in touchnet® (accessed through WebAdvisor) can access using this link: https://secure.touchnet.net/C20538_tsa/web/login.jsp

Full-time, traditional undergraduate students may complete an online waiver form on our Health Insurance page.

For students entering August 2022, the waiver is available June 15 and must be completed by August 1.

If not waived by August 1, the student will be enrolled in the health plan, and be charged an estimated fee of $2300 for the academic year.

Students enrolled for the Fall and Spring semesters must annually waive the Student Health Insurance by August 1. Please visit Student Health Insurance for more information.

Students who have been awarded Title IV Federal Student Aid (Federal Direct, Perkins, or PLUS Loans and Pell and SEOG Grants) and will have a credit balance on their account are eligible to request book advances. These advances may be used at the Champlain College bookstore to purchase books and/or supplies. The College has the right to make the final determination of the amount that is available for the student.

Please contact Compass Student Services by visiting 174 Perry Hall, emailing compass@champlain.edu or calling 802.992.1474.

Eligible students who fail to take advantage of this opportunity will be deemed as opting out of this option for the semester.

Review these instructions before proceeding to the deposit page.

• Enter the student's full name and nine-digit student/employee ID number, which begins with 82-. (Do not use a social security number.) Review and agree to Terms and Conditions.
• Click on "Continue to Payment Page for Cash & Retail Flex" and select amounts for Cash Card and/or Retail Flex.
• Complete payment information to process your payment.
• A $20 minimum deposit is required; the maximum deposit is $500 per day.
• Flex is non-refundable and expires at the end of the academic year.
• Cash Card is refundable when a student/employee departs from Champlain College (less a $10 processing fee).

You may deposit funds securely online to your Cash Card or Retail Flex account 24 hours a day. Please allow one business day for web deposits to be updated to your account—deposits on Fridays will be updated by Monday evening.

You can login to your Champlain Cash Card account to check for Cash Card, Retail Flex and Commuter or Employee Meal Plan Balances.

To purchase an Employee Dining Plan, visit Compass Student Services or learn more here.

Visit our Accommodations Services website for complete information about requesting accommodations.

The Accommodations Services website page also has a complete FAQ section devoted to their services.