UVic work study program

Work-study
Work study positions are a great way to learn something new.

The work study program is funded by the university's Student Awards and Financial Aid (SAFA) department. The program's objective is to provide additional financial assistance through on-campus part-time employment opportunities for students with documented financial need.

Eligible students may hold one work study position at a time and work up to a maximum of 340 hours. SAFA will provide a maximum of $11.00 per hour for wages.

The 2014/2015 work study program runs September 3, 2014 to April 22, 2015.

Applications and timesheets
  • Work-study application (available August 15)
  • Timesheet - standard
  • Timesheet - CUPE positions

There is no guarantee of job placement due to limited positions. Students may be hired and work in only one position at a time. Jobs under the program are administered according to internal policies and procedures established by the University of Victoria.

More information:

Student eligibility

Students wishing to be considered for a work study position must meet the eligibility requirements.

Work study participants must:

  • be full-time students
    • undergraduate students: 4.5 units for credit in each term
    • students with a permanent disability: 3.0 units for credit in each term
    • graduate students: as defined by Graduate Admissions and Records
  • not drop below full-time status at any time between September and April
  • have financial need

As eligibility is based on demonstrated financial need, students must:

  • Complete a work study application 
  • Submit the completed application to Student Awards & Financial Aid for assessment anytime after August 15.
  • Return to Student Awards & Financial Aid after three business days with photo identification for the decision on eligibility.

If you are eligible:

  1. You will receive a work study authorization form - your ticket to participating in the program. Students assessed with less than 20 hours of eligibility will not receive an authorization form.
  2. You will view the work study job positions. It is recommended that prospective applicants wait until they have worked out their timetable for the year before applying for a work study position. The final decision on hiring will be made by the project supervisor.

*Important note - A Social Insurance Number is required to participate in the work study program.

All students must have a valid Social Insurance Number before commencing work in a work study position. Please contact Service Canada for information and application procedures.

Positions that qualify for work study

Traditionally, positions that included any type of clerical duties would be classified as CUPE and therefore were not eligible. These positions are now permitted as long as they provide career-related employment experience that will be mutually beneficial to students and to UVic.

Postings must indicate which group each position falls into, e.g. "CUPE" or "Other." Positions that fall within the scope of CUPE 951 include office, technical and child care duties as their primary focus. Examples of typical duties may include:

  • Office: secretarial, clerical, library - inputting and formatting manuals, reports, documents or correspondence, data entry, reception, cataloguing and shelving materials, ordering supplies, etc.
  • Technical: building, repair and maintenance of University technical equipment or computers.
  • Child Care: working with children in programs run by UVic’s Child Care Services.

Rates of pay

The program will pay $11.00 per hour. If any position is deemed to be CUPE, the wage will be $11.58 per hour. Note: Students filling these positions will be assessed CUPE union dues of 2.29% of salary. These students will also pay a one-time CUPE initiation fee of $10.00.

Please see the UVic Accounting site for payroll deadlines for all Group 2 employees including work study students.

Due to the nature of payroll processing – this schedule must be strictly followed. Late submission of timesheets will result in the delay of payment until the next pay period.

Note: The work study program operates from September 3, 2014 to April 22, 2015 only. Final payroll requisitions must be received by Payroll before 4:30 pm on the payroll deadline immediately following April 22, 2015.

General work study information

Work study, funded by the university, is designed to provide on-campus work experience for students requiring financial assistance.

Full-time UVic students who demonstrate financial need will be eligible to participate in the work study program.

For questions and more information:

Forms

Duration

Supervisors have the option of submitting proposals for one term only, either beginning in first term (September-December) or in second term (January-April). Projects may also be submitted for the entire winter session (September-April).

All approved work study jobs will be posted to the work study posting website on the first day of classes (September 3, 2014). First term positions not filled by the end of October are subject to cancellation.  Second term positions not filled by the end of February are subject to cancellation.

The work study program end date for 2014/2015 is April 22, 2015.

Rates of pay

The program will pay $11.00 per hour. If any position is deemed to be CUPE, the wage will be $11.58 per hour. Note: students filling these positions will be assessed CUPE union dues of 2.29% of salary. These students will also pay a one-time CUPE initiation fee of $10.00.

Please note that positions requiring skills and experience at the graduate level must be paid at the specialist instructional senior rate, as follows:

  • $24.21/hour

For payroll deadlines for all Group 2 employees (including work study students), please visit the UVic Accounting website.

Due to the nature of payroll processing – this schedule must be strictly followed. Late submission of payroll time sheets will result in the delay of payment until the next pay period.

The work study program operates from September to April only. Final payroll requisitions must be received by Payroll before 4:30 pm on the payroll deadline immediately following April 22, 2015.

Qualifying positions

Traditionally, positions that included any type of clerical duties would be classified as CUPE and therefore were not eligible. These positions are now permitted as long as they provide career-related employment experience that will be mutually beneficial to students and to UVic.

Postings must indicate which group each position falls into, e.g. "CUPE" or "Other." Positions that fall within the scope of CUPE 951 include office, technical and child care duties as their primary focus. Examples of typical duties may include:

  • Office: secretarial, clerical, library - inputting and formatting manuals, reports, documents or correspondence, data entry, reception, cataloguing and shelving materials, ordering supplies, etc.
  • Technical: building, repair and maintenance of University technical equipment or computers.
  • Child Care: working with children in programs run by UVic’s Child Care Services.

Before the work-study term: posting and hiring

Does the position qualify for work study?

Traditionally, positions that included any type of clerical duties would be classified as CUPE and therefore not eligible. These positions are now permitted as long as they provide career-related employment experience that will be mutually beneficial to students and to UVic.

Postings must indicate which group each position falls into, for example "CUPE" or "other."

Positions that fall within the scope of CUPE 951 include office, technical and child care duties as their primary focus. Examples of typical duties may include:

  • Office: secretarial, clerical, library - inputting and formatting manuals, reports, documents or correspondence, data entry, reception, cataloguing and shelving materials, ordering supplies, etc.
  • Technical: building, repair and maintenance of University technical equipment or computers. 
  • Child care: working with children in programs run by the Child Care Services.

Positions that do not include any of the duties listed above as primary aspects of the position are to be considered "other."

What is the duration of the term?

Supervisors have the option of submitting proposals for one term only, either beginning in first term (September-December) or in second term (January-April). Projects may also be submitted for the entire winter session (September-April)

All approved work study jobs will be posted to the work study posting website on the first day of classes (September 3, 2014).

First term positions not filled by the end of October are subject to cancellation. Second term positions not filled by the end of February are subject to cancellation.

The work study program end date for 2014/2015 is April 22, 2015.

Submit a project proposal

Each department will receive a call for proposals memo by email and/or campus mail. Two forms, the Work Study Program Posting Form and Contract for Work Study Project Supervisors must be completed for each job you would like to supervise.

Here's how to proceed:

  1. Go through the "before," "during" and "after" steps required for hiring a work study student.
  2. The work study project proposals are submitted via email. We recommend that you print out the step-by-step guide to assist in completing this form.
  3. Print and copy of your completed proposal for your reference.
  4. Print and complete a contract for work study project supervisors and give it, along with a copy of your proposal, to your department head, to prioritize, prior to the June 20 deadline. Please note that only one contract need be submitted for multiple project proposals, provided each proposal has the same supervisor and departmental/research account number to charge-back in case of overages.
  5. Each department head will prioritize the departmental proposals submitted and rank them on the work study proposal priority list to be submitted with the contracts to our office by June 20. Proposals not ranked will not be considered.

Please contact Maria in Student Awards and Financial Aid at local 8424 if you are unclear about this procedure.

Proposal success notification

In August each department head will be notified of the number of approved positions in the department.

The funding allocation is based on available funding, student enrolment base and the department’s historical usage of funds.

Cautions:

  • There is no guarantee that all project proposals submitted will be approved for funding.
  • No position vital to a department or project should rely on these funds.
  • There is no guarantee that an eligible, qualified student will apply for your project or will work the full number of hours authorized.
  • If a student leaves the position for whatever reason, a replacement cannot be guaranteed.

Project gets posted

All approved work study jobs will be posted to the work study posting website and will remain posted for the duration of the program. Positions not filled by the end of February are subject to cancellation.

Projects that have been partially filled will remain posted, provided there is a balance of at least 25 hours, unless Student Awards & Financial Aid is notified otherwise.

Projects can be shared, either simultaneously or consecutively, by a maximum of three students.

Interviewing and hiring

Students possessing a work study authorization contact the project supervisor indicated on the project posting.

Supervisors are responsible for the hiring, orientation and supervision of their employees as well as monitoring their hours of work.

Please note that the number of hours any student is authorized to work may vary, since the hours are dependent on the student's financial need.

If you have any questions about selecting from among qualified applicants, please contact Human Resources for assistance. It is the supervisor's responsibility to contact both successful and unsuccessful interview candidates.

Student eligibility

Work study participants must be full-time students with financial need. For undergraduate students, registration in at least 4.5 units for credit in each term constitutes full-time status for the purpose of this program. Duplicate and mutually exclusive courses do not count.

Graduate students must meet the criteria for full time registration as detailed on the Graduate Admissions and Records website.

If a student falls below the full-time status (60% course load) they are no longer eligible for the work study program.

Note: students may not hold more than one work study position at a time.

Hiring an international student

International students registered full-time in a UVic degree, diploma or certificate program are entitled to work on-campus if they have a valid study permit. On-campus employment is defined as employment with facilities owned, leased or rented by UVic.

Their study permit must contain wording authorizing on-campus employment. If their permit does not contain this wording, the student should take it to the Canada Immigration Office at 816 Government St, Victoria, BC to have it annotated correctly. 

When a UVic department hires an international student who meets the above criteria, the student will need to be issued a Social Insurance Number (if they do not already have one).

Human Resources and Skill Development (HRSD) Canada now requires a valid study permit OR work permit AND a letter of contract offering employment to the student and the acceptance by the student of the offer. Both the student and the appropriate university official must sign the letter. A copy of this contract can be obtained from the Student Awards and Financial Aid Office.

The student must then take their study permit, the signed contract letter and SIN application to an HRSD office in Victoria for processing. Victoria branch of HRSD Canada is located at 595 Pandora Ave. in downtown Victoria. Their phone number is 250-220-3111.

Note: as of April 2004 all Social Insurance Numbers issued to international students begin with a “9” and have an expiry date. For further information on SIN requirements contact UVic Human Resources at local 8123.

After hiring

  1. Ask the successful candidate for their authorization and complete the portion indicated.
  2. Submit the authorization to your department head for approval.
  3. Copy the authorization for your records and then return the completed original to our office immediately.
  4. The project posting will then be removed from the work study website. If the position has only been partially filled, and there are at least 25 hours remaining, the position will remain posted for the balance of hours unless we are otherwise instructed.

It is unfair to students, and a cause of great frustration and disappointment, to continue advertising jobs which have already been filled. Please advise us promptly when positions are filled by returning the completed work study authorization form as soon as possible.

Supervisors are responsible for completing the workplace Occupational Health, Safety and Environment Orientation required by the University of Victoria. Supervisors are required to download the handbook from Occupational Health, Safety and Environment and complete it with the student.

During the work-study term: hours and payroll

Notify Student Awards and Financial Aid that the position has been filled

It's unfair to students, and a cause of great frustration and disappointment, to continue advertising jobs which have already been filled.

Please advise us promptly when positions are filled by returning the completed work study authorization form as soon as possible.

Monitor work hours

Please monitor the student's hours of work. Supervisors are required to retain a copy of all work study time sheet submissions to payroll.

Note that there are two separate allocations of hours:

  1. Hours allocated to the project (project hours), of which you are notified when the projects are approved in August. The combination of any or all students employed in any position may not exceed the number of position hours allocated.
  2. Hours allocated to the student (student hours), based on the student's financial need. A student may not work more hours than this allocation.

Final payroll requisitions must be received by Payroll by 4:30 pm on the payroll deadline immediately following April 22, 2015.

Payroll

Complete the payroll time sheet for work study, copy for your records and submit to payroll according to the pay period schedule. For payroll deadlines for all Group 2 employees (including Work Study students), please visit the UVic Accounting site.

This schedule must be strictly followed due to the nature of payroll processing. Late submission of timesheets will result in the delay of payment until the next pay period.

Please do not accumulate time sheets and submit for retroactive pay beyond the previous two weeks. The account number (#10000 81151) is pre-printed on the time sheet.

If you are topping up the pay rate, due to graduate or CUPE classification, the top-up rate must be listed on a separate line of that same time sheet with your account number on that line.

ALL CUPE positions require a "T" in the position box, and a sub-code of 6404 to correctly assess union dues, and an earnings code of 021 (so that these earnings are identified as top-up not additional hours). Students in CUPE positions will have two lines for each EI week listed.

The students' paycheques will be sent to your department on pay days. Please record the students' employee number which appears on the cheque list for use on future payroll time sheets. If you have any questions, please contact payroll at 7034.

Students may request direct deposit by filling in the direct deposit authorization form available on the HRIS/Payroll website under HRIS/Payroll Forms .

The work study program operates from September to April only. Final payroll requisitions must be received by Payroll before 4:30 pm on the payroll deadline immediately following April 22, 2015.

After the work-study term: project hours and separation forms

Completion of project hours

Complete and submit an advice of separation to Student Awards & Financial Aid as soon as the student's last working day is known.

Note: It is important to use the exact last working day in order for payroll to generate an accurate record of employment. April 22nd is the final day of the 2014/2015 work study program. Please only use this date if the student is actually working that day.

Advice of separation form tips

These instructions are specific to the work study program.

What? An advice of separation is a form that details an employee’s last day of work under the work study program. Once a student completes the hours, or leaves the work study position, the supervisor MUST complete an advice of separation.

When? An advice of separation MUST be completed as soon as the employee’s last working day is known. Payroll/HRIS is looking for the actual last day worked, not the last day of the work study program. Please do not use the last day of the program unless the student really is working that day.

Why? By law, the university must issue a record of employment to all individuals who leave its employment. Without this record, the individual cannot apply for employment insurance benefits. The payroll section issues the record only when this advice of separation is received. In addition, if the work study program is ever audited, Student Awards and Financial Aid is required to prove the proper termination of positions. An unsuccessful audit would result in the cancellation of the work study program.

Who? Any supervisor who has hired a student for a work study position must complete an advice of separation for that student when the student completes the hours or leaves the position. Another staff member in the department may complete the form, but the supervisor and/or department head must sign it. Ultimately the supervisor who hired the student who must ensure the advice of separation is completed.

Where? Advice of separation forms are available from Payroll/HRIS. Once an advice of separation form is completed for the work study program, it should be sent to Student Awards and Financial Aid – not Human Resources. SAFA will then forward the forms to Payroll/HRIS once we have processed our part.

How? Download the advice of separation form from the Payroll/HRIS site. The link is available under HRIS Banner Forms. 

Filling in the form

Employee’s Full Name – please ensure this is the same name that has been submitted on the payroll timesheets. Also please make sure that you spell both the first and last name correctly.

Position Number – this can be filled out with the work study position number (e.g. for Social Work it would be WS-SOCW-01) or work study or an X.

Department – full name of the department is helpful.

Occupation – work study or the work study position title (e.g. research assistant).

Employee Number – the same as the student number.

Last Day Worked – this is the real last day worked, not the last day of the work study program. Please do not put down the last day of the program unless the student really is working that day.

Reason for Separation – the code for students in the work study program is almost always (A) unless there have been extremely unusual circumstances. Please do not put (K) unless there are extenuating circumstances.

Last Day Paid – this does not apply to students in the work study program so please leave blank.

Forwarding Address – Payroll does not require this information but departments may wish to consult with the student about where to forward paycheques once the student is finished the position. Payroll will continue to send the cheques to the department who hired the student even after the last day worked.

Entitlements taken calendar year to date - the work study program does not have vacation days or sick leave so please leave these boxes blank or write in "not applicable."

Date – this is the date the advice of separation is signed by the department head and/or supervisor.

Department Head Signature – this should be the same department head that ranked and approved the work study proposals at the beginning of the year.

Copies – Please keep a copy for your records. The original should be sent to Student Awards and Financial Aid (SAFA). SAFA will process the form and forward the appropriate copies to Payroll/HRIS.   

Unused project hours

If a student leaves the position before the project hours are used, you may hire a replacement, following the same eligibility rules and procedures as you did in the initial hiring.

Send your replacement student's completed authorization along with an advice of separation for your former employee to our office. If you are unable to find a replacement immediately, the position may be posted again (for a maximum of eight weeks) by calling Maria at 8424. We will only post projects with a minimum 25 hours available.

Should you wish to rehire a student who has already completed a work study position and has remaining eligible hours, please contact Maria in Student Awards & Financial Aid. She will prepare a new authorization form for the balance of the student's available hours.

Please complete the project supervisor portion of the new work study authorization form and submit the authorization to your department head for approval. Copy and return the completed form to our office immediately.

Call for project proposals 2014/15 work study program

These part-time jobs are spread throughout the campus, providing opportunities for departments to gain student expertise and assistance, and providing students with much-needed earnings and experience. Preference will be given to project proposals providing students with direct academic experience.

Work study proposals with clerical, technical or child care duties as the primary focus of the job will be considered CUPE 951 positions. Students hired into these positions will be assessed union dues. Work study positions may not displace regular institutional employees.

Departments will receive a work study call for proposals memo via campus mail. This memo includes all links to information necessary to participate in the program. Department secretaries, chairs, directors and heads are asked to forward the memo to all interested parties within their department.

Questions?

For more information, please contact:
Debra McIldoon (250-721-8426 or )
Maria Ferreira (250-721-8424 or )

Program details

Department Heads must prioritize the department's proposals and list them in rank order on the proposal priority list. Please contact Maria at 8424 and provide your fax number if you have any difficulty opening this document. We must receive this information at Student Awards and Financial Aid by June 20. Early submissions are always welcome.

  • Work Study guidelines for project supervisors: under "supervisor information" outlines everything supervisors need to know about the Work Study program.
  • Work Study Program proposal posting procedures: submitted via email and hard copy by potential supervisors before June 20 to Student Awards & Financial Aid

As part of the ranking procedure, department heads must confirm which group each position falls into, e.g. "CUPE" or "Other". Positions that fall within the scope of CUPE 951 include office, technical and child care duties as their PRIMARY focus. Examples of typical duties may include:

  • Office: secretarial, clerical, library - inputting and formatting manuals, reports, documents or correspondence, data entry, reception, cataloguing and shelving materials, ordering supplies, etc. 
  • Technical: building, repair and maintenance of University technical equipment or computers. 
  • Child Care: working with children in programs run by UVic Child Care Services.

Positions that do not include any of the duties listed above as primary aspects of the position are classified as "Other".

The proposal priority list, together with a completed contract for each proposal, must be received by Student Awards & Financial Aid by June 20.

If multiple positions are requested with the same account number as a "charge-back" account, only one contract per supervisor need be completed.

Although anyone with access to the department's code can input a position, only those positions the department head or designate has listed on the departmental proposal priority list will be considered.

Once all submissions have been vetted, and all departments have been allocated a level of funding, we will advise each department head of the status of their department's requests by memo via campus mail.

Positions approved for funding will go live on the Student Awards and Financial Aid, Work Study website, on September 3. Supervisors may advertise approved postings on their department website as well.

Student eligibility

Work Study participants must be full-time students with financial need. For undergraduate students, registration in at least 4.5 units for credit in each term constitutes full-time status for the purpose of this program. Graduate students must meet the UVic criteria for full time registration detailed in the UVic Calendar.

Note: a valid social insurance number is required to participate in the program.

All students must have a valid social insurance number before commencing work in a work-study position. Please contact Human Resources and Skills Development Canada for information and application procedures.

Student application process

Students wishing to be considered for a Work Study position must meet the eligibility requirements. As eligibility is based on demonstrated financial need, students must:

  • Complete a work-study application which can be printed in PDF format from the Student Awards and Financial Aid website.
  • Submit the completed work-study application to Student Awards & Financial Aid for assessment.
  • Student Awards & Financial Aid calculates the student's "financial need" and indicates on their authorization how many hours they may work. Students are provided with further application instructions when they receive their work-study authorization form.
  • We advise students to allow 3 working days for processing, and ask that they return to Student Awards & Financial Aid with photo identification to find out if they are eligible to participate in the work-study program.

Please note that students may not hold more than one work-study position concurrently.