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: 175 kB).
- 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?
Eligibility For Students
To be eligible to apply for SWEP positions, students MUST be currently
registered in a 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 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)
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 layman’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.
Job Description (4 marks)
This section should include the position’s required academic background, special skills required to successfully perform the position, and the technical and professional skills acquired through the position. 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. The learning plan may consist of structured or less structured activities.
Note: Summer jobs created for SWEP must not displace existing employees.
Sample Proposal A (.pdf, 140 kB)
Sample Proposal B (.pdf, 94 kB)
Important Dates for SWEP Summer 2015
Deadline for submission of SWEP job proposals from employers
Notification to employers regarding Job Proposals
SWEP Summer 2015 job postings available to view in MyCareer
Deadline for students to apply to SWEP Summer 2015 job postings
Student applications are available to employers
Employer deadline for hiring a student and returning signed contract
Beginning of Student Work Term
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
Hiring an international student To work on campus in the SWEP program, students are required to have a Social Insurance Number (SIN). NOTE: International students cannot apply for a SIN number until after hired by a SWEP employer.
View instructions for requesting a SIN number (.pdf, 43 kB)
Please complete and print the contract on Queen’s letterhead and take to Service Canada, 1300 Bath Road in the Frontenac Mall.
Log-in and Password You must have a MyCareer log-in and password. If you do not already have one you can request one on the Career Services Portal Employer Login page.
Pay & Contracts The total remuneration is set at $14.00/hour including vacation pay . 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.
A SWEP self-audit form will also be forwarded to the employer for completion and return before the end of the student employment.
Student Manual for SWEP
Download the Student Manual (.pdf, 317 kB) which contains student guidelines and procedures for starting and succeeding in a SWEP position.
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).