Work study information for supervisors

Before the work-study term: posting and hiring

Submit a project proposal

The work study program end date for 2019/2020 is April 24, 2020.

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 May 27, 2019 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 3, 2019. Proposals not ranked will not be considered.  Proposal submissions received after the deadline date cannot be guaranteed a posting date of September 6th. Late proposal submissions will be added to the Work Study website on an ongoing basis.

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

Proposal success notification

Each department head will be notified of the number of approved positions, for the department, in August .

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 20 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.

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. Students may apply for a SIN in person at a Service Canada Centre. The Service Canada Centre in Victoria is located at 1401 Douglas Street. If the student has the right documents, they will be issued a SIN during their visit.

International students - what does the student need in order to apply for a social insurance number?
Original documents are required. Photocopies are not accepted. International students, are considered temporary residents of Canada. To qualify for a SIN, temporary residents must provide a passport and one of the following documents issued by Citizenship and Immigration Canada (CIC):

  • a valid work permit
  • valid study permit that clearly states the student 'may accept employment' or 'may work' in Canada
  • valid visitor record that clearly states the student is authorized to work in Canada

If the student wants to use their study permit to qualify for a SIN, but it does not clearly state that they "may accept employment" or "may work" in Canada, the student should contact or visit the International Student Centre.

Further information is available on the Government of Canada website.

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 20 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 required to identify and explain any policies, rules and hazards associated with the specific job before students start working.  Please have students complete the required WorkSafeBC health and safety training for the following online courses:  (1) Health & Safety Orientation; (2) Awareness and Prevention of Workplace Bullying, Harassment & Discrimination available from the University of Victoria’s Occupational Health, Safety & Environment website at:  http://www.uvic.ca/ohse/training/all-staff-faculty/index.php 

Questions?

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