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Work Study, funded by the University of Victoria, is designed to provide on campus work experience for students requiring financial assistance. Full-Time University of Victoria students who demonstrate financial need will be eligible to participate in the Work Study Program.
The objectives of the program are:
- To provide financial assistance for students who have demonstrated financial need.
- To provide students with career related job experiences wherever possible.
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, 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".
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. NB. 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 Instruction senior rate of $23.27/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, 2013.
Duration of the Work Study Program
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 Program website on the first day of classes (September 5, 2012). 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 2012/2013 is April 22, 2013.
How to Submit a Project Proposal
Each department will receive a Memo Call for Proposals via 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:
- Print a copy of this Handbook.
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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.
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Print and copy of your completed proposal for your reference.
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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 22nd 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.
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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 22nd . Proposals not ranked will not be considered.
Please contact Maria in Student Awards & Financial Aid at 8424 if you are unclear about this procedure.
Notification of Successful Proposals
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 also 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.
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.
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 & 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.
- Service Canada (applications for SIN’s can be downloaded from this site)
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.
It is important to note that 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.
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:
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Submit the completed Work Study Application to Student Awards & Financial Aid for assessment. Forms may be submitted starting August 15th of the new school year.
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Student Awards & Financial Aid calculates the students' "financial need" and indicates on student’s Authorization how many hours they may work. Students will be given further application instructions when they receive their Work Study Authorization Form.
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We advise students to allow 3 working days for processing, and 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.
Project Postings
All approved Work Study jobs will be posted to the Work Study Program website on the first day of classes (September 5, 2012) 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 3 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.
After Hiring
Ask the successful candidate for his or her Authorization and complete the shaded section. Submit the Authorization to your department head for approval. Copy the Authorization for your record and then return the completed original to our office immediately. The project posting will then be removed from the Student Awards and Financial Aid - 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 work place Occupational Health, Safety and Environment Orientation required by the University of Victoria. Supervisors are required to download the handbook from the University of Victoria’s Occupational Health, Safety and Environment website and complete it with the student.
Monitoring Hours of Work
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:
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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.
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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, 2013.
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 website.
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.
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) . Thus 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 regarding the payroll procedure, please contact Payroll at 7034.
Alternatively, 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, 2013.
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 25th is the final day of the 2012/2013 Work Study Program. Please only use this date if the student is actually working that day. If you need help filling out an Advice of Separation Form please click here.
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 shaded section 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.
Questions?
For more information, please visit our website: http://registrar.uvic.ca/safa or contact:
Debra McIldoon (phone 721-8426, email: debram@uvic.ca) or
Maria Ferreira (phone 721-8424, email: mariaf@uvic.ca)
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