Career Services

Career Services

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Student holding a sign:  Hire Me!Summer Work Experience Program (SWEP)

Since 1995, the Summer Work Experience Program (SWEP) has provided Queen’s undergraduate students with an engaging, challenging and rewarding summer work experience. Funded through the undergraduate portion of the Student Assistance Levy, the program encourages creation of on-campus summer jobs that provide valuable experiences for Queen’s undergraduate students.  

Proposal Process Overview

In this process, "faculty and staff" are considered to be "employers."  

  • Proposals for SWEP positions are to be submitted to Career Services by potential employers online via MyCareer.
  • Wondering how much to budget for a SWEP hire?  Budget planning information here (PDF: 177 kB).
  • You can use this SWEP Proposal Guideline Word Template to begin preparing your proposal, and then copy and paste text into MyCareer.
  • Late proposals will not be accepted, so please refer carefully to important dates & deadlines.
  • All proposals will be reviewed and ranked by a subcommittee of the Senate Committee on Scholarships and Student Aid.
  • Proposals are ranked on a competitive basis on the merits of the submission and we do not guarantee funding or continued funding.
  • Employers will be notified on the results of the committee.  If their proposal has been approved, then Career Services will post the job on MyCareer for students to view and apply.
  • If your proposal is approved, you are responsible for the hiring process (short listing, interview) of the student.  Please note that the interview option in your applications does not work for internal employers.  Each candidate will have to be contacted individually.
  • Career Services does not pre-screen applicants. 

 

Ready to Post a Job?
If you are new to MyCareer, register for a login here.
Ready to post a job? Login here.
Make sure you have selected SWEP before you start posting
Sample Proposal A (216 kB, PDF)
Sample Proposal B (311 kB, PDF)
 
Eligibility for Students
To be eligible for SWEP, students must be currently registered in their first full-time Queen’s undergraduate degree program AND be returning to a full-time Queen’s undergraduate degree program in the fall (not graduating this year). Please note that concurrent B.Ed (Bachelor of Education) students are eligible. Students with disabilities who are registered with Queen’s Student Accessibility Services will be evaluated as equivalent to full-time as long as they are in at least a 40% academic load (6.0 credit units in each term of study) in the term prior and after the SWEP summer term.
Please note that students in the concurrent B. Ed. program ARE eligible. 
Students applying to SWEP are apprised of the eligibility requirements. However, to ensure that they are eligible, employers may wish to confirm this when arranging interviews. Then you must advise the SWEP coordinator of your wish to hire a particular candidate AND wait for confirmation of eligibility requirements before extending an offer to the student. You will need to provide the student name, student number and the job number. (See How to Hire a Student below)
Proposals

After proposals are received, they are forwarded to a subcommittee of the Senate Committee on Scholarships and Student Aid. The subcommittee ranks the proposals based on how the job enables a student to attain a better understanding of the technical and/or professional skills involved in his or her discipline, and how these skills are applied in the work world. It is important, therefore, that you provide detailed information in your proposal.

The proposals are ranked from 1 (low) to 4 (high) on two areas (see below) for a total out of 8.

Funding percentage will also be taken into consideration during the adjudication of proposals.

Each proposal is scored based on its merits according the following criteria, for a potential high score of 8:

Project Description (4 marks)

This section should provide an overview of the project, its size and scope, and should provide a layperson’s description of the project’s importance/relevance in relation to, but not limited by, academic discipline, Queen’s strategic goals, and the greater Kingston community. This section will also include the position’s required academic background, special skills required to successfully perform the position, and the technical and professional skills required for the position.

  • A brief overview and history of the project
  • A description of the role, including duties and responsibilities
  • Required qualifications, including academic, technical, and professional skills as relevant

Learning Plan (4 marks)

The Learning Plan is your opportunity to demonstrate the value of this experience for students. Learning Plans should demonstrate what students will gain from working with your unit. The strength of the Job Description will depend upon a detailed learning plan that will provide a process through which a student will enhance the skill sets already acquired through academic study and prior work experience as well as the addition of completely new skills.

Consider the following questions

  • What skills will a student be able to demonstrate and develop as a result of their SWEP experience?
  • What opportunities and/or activities will be provided to the student to allow them to develop these skills? Please list specific examples where possible.
  • What, if any, unique opportunities will the student be able to participate in?
Dates to Remember

Important Dates for SWEP Summer 2018

31 Oct 2017         Deadline for submission of SWEP job proposals from employers

11 Dec 2017          Notification to employers regarding job proposals (successful/not successful)
13 Dec 2017         SWEP Summer 2018 job postings available for students to view in MyCareer
9 Feb 2018           Deadline for students to apply to SWEP Summer 2018 job postings
12 Feb 2018          Student applications are available to employers
29 Mar 2018         Employer deadline for hiring a student and returning signed contract
1 May 2018          Beginning of Student Work Term
31 Aug 2018        End of Student Work Term
How to Hire a Student

When you are notified that your proposal is approved, you are responsible for hiring a student to fill the position. Remember, Career Services does not pre-screen applicants.

  • 1. Review applications
  • 2. Short list, then interview your candidates.
  • 3. Advise the SWEP Coordinator of your wish to hire a particular candidate. You will need to provide the student name, student number and the job number.
  • 4. Only after you receive confirmation that the student meets the eligibility requirements, can you make an offer to the student.
  • 5. Once the student has accepted the offer, you will need to advise the SWEP Coordinator so that a contract can be forwarded to you to obtain signatures.

The signed contract MUST be returned to Career Services no later than the deadline date.

Social Insurance Numbers (SIN#)

To work on campus in the Work Study Program students MUST have a Social Insurance Number (SIN).

To get a SIN number, students should go to: Queen's University International Centre website

Pay & Contracts
  • The total remuneration is set at $16.00/hour including vacation pay (effective September 2017).
  • No SWEP employee may earn more or less than this amount.
  • SWEP funds will be transferred into the employers’ accounts by Student Awards in June.
  • Employers must complete casual payroll requisition through People Soft bi-weekly and subsequent salary payments are deposited into the employee’s bank account.
  • Timekeepers are to set contract up in PeopleSoft at $15.38 per hour.
  • A SWEP self-audit form will also be forwarded to the employer for completion and return before the end of the student employment.
Employer Guide for SWEP
Download the Employer Guide (PDF, 612 kB) which contains student guidelines and procedures for starting and succeeding in a SWEP position. 
Student Guide for SWEP
In case it's helpful, the Student Manual (PDF, 257 kB) can help you learn about the details of working with a student in a SWEP position.

 

SWEP Proposal Stats (PDF, 171 kB)

FAQs
Are the jobs full time? The program does not require that employers submit only full-time positions. However, the vast majority of jobs received are for 16 weeks at 35 hours per week. A few employers offer students some flexibility in when those hours are worked.

When do the jobs begin and end? Employment can commence on or after May 1st and must terminate by August 31st. Jobs may run a maximum of 16 weeks in this 18-week window. Actual start and finish dates will depend on the needs of the employer.

Who does the hiring, and when? The department, faculty, school or organization which has had its SWEP job proposal approved hires the student. After the student application deadline, Career Services will release the applications through MyCareer for the employers to view all SWEP applications. The employer is then responsible for arranging interviews, selecting a candidate, and making the job offer (prior to offering a job you must advise the SWEP coordinator of your choice to ensure the candidate is eligible).