Career Services

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Work Study Program

Program description

The Work Study program is offered jointly through Career Services and the Student Awards office to provide students in financial need with an opportunity to receive priority for certain part-time jobs during their academic terms. 



Work Study positions are funded by Queen’s University.  There is a Fall-Winter program as well as a Summer program. Each new academic session requires the submission of a new application for entitlement. 

Please note that you may not commence work until a confirmed and signed contract has been issued by Career Services to your employer.  ​

Important Dates for Summer 2017

Now

Students can submit their application for entitlement (to Student Awards) 

1 March

Employers can post their job opportunities for Summer term 

15 March

Postings available online to students 

1 May

Students can begin work during their Summer term (May-June, May-July, May-Aug Session) 

4 May

Deadline for Work Study applications from students to Student Awards for entitlement

13 June

Last day a Work Study employee enrolled in the Summer Term (May-June Session) can work

4 July

Students can begin work during their Summer Term (July-Aug Session)

22 July

Last day a Work Study employee enrolled in the Summer Term (May-July Session) can work

12 Aug

Last day a Work Study employee enrolled in the Summer Term (July-Aug Session) can work

31 Aug

Last day a Work Study employee enrolled in the Summer Term (May-Aug Session) can work

 

Important Dates for Fall/Winter 2016-17

Now      Students can submit their application for entitlement (to Student Awards)

15 Jul     Employers can post their job opportunities for Fall/Winter term

22 Jul     Fall/Winter job postings available online to students

1 Sep     Students can begin their Fall/Winter or Fall term only Work Study position

14 Sep   Deadline for Work Study applications from students to Student Awards for entitlement

31 Dec   Last day a Work Study employee enrolled in Fall term only can work

3 Jan      Students can begin their Winter term only Work Study position

25 Apr   Last day a Work Study employee enrolled in Fall/Winter term or Winter term only can work

Student Checklist

There’s a significant procedure to follow and lots of forms to complete. You’ll simplify things by following this list:

  • Submit application for entitlement to Student Awards
  • Receive entitlement 
  • Check MyCareer for Work Study jobs 
  • Submit applications
  • Get hired
  • Sign contract, provide Queen's Payroll Services with a completed Payroll-Deposit Authorization form (you must have a SIN to do this) and submit completed TD1 (both Provincial and Federal)
  • Report for work
  • Submit time sheets bi-weekly to your employer
  • Receive direct deposit for your pay bi-weekly (if a pay period goes by and you have not received your pay, please see your employer or contact Sheila Hutchison in Career Services)
Eligibility & Entitlements

To be eligible for a Work Study entitlement you must meet the criteria for being in financial need. You will need to have either a student loan or line of credit to show that you are extended financially. 



The rate of pay, effective September 2010, is $12.00/hour including vacation.

You may get hired for a second job IF you are hired for one in which your employer does not expect to use your full entitlement (i.e. not enough hours of work available). Just remember that you cannot exceed the total value of your entitlement, and both employers must be in agreement.  Please have your first employer contact the program coordinator with their acceptance and how many hours they are willing to give up.

How to apply for an entitlement

Complete the application that can be printed from the Student Awards website and submit it to the Office of the University Registrar, Student Awards, ground floor, Gordon Hall. 


You will receive an email from Student Awards once your application has been assessed.  Turn-around time is approximately two weeks.  You will also be able to check SOLUS for your entitlement.  If further information is required from you to accurately assess your application, you will receive an email from Student Awards.  If there are any questions about your application please contact bursary@queensu.ca

How to Apply for Jobs

Remember the eligibility and entitlement rule.  To apply for Work Study positions, students MUST FIRST receive a Work Study entitlement from Student Awards for the academic term(s) for which the job is being posted.  



Job descriptions are available on MyCareer at Career Services. Start your job search early to give yourself the greatest amount of choice. 



Please follow the "how to apply" instructions on each posting. Employers will then commence with the hiring process from their applicant pool. The department, faculty, school or organization that has posted the job is responsible for arranging interviews, selecting a candidate and making a job offer. 



If you are hired, please ensure that the employer contacts Career Services about your Work Study Employer Contract. This contract is to be completed and returned to Career Services as soon as possible. You are not on the Work Study payroll until this step is complete. 



You may begin working IF your employer has received a confirmation email from Career Services.

Accepting a Job

Congratulations on getting a job! Now, before you begin your Work Study placement, there are a few things you should do. 



1. Determine through your employer what vacation or observed holidays you are entitled to during your work term.

2. Submit your Social Insurance Number to your employer for income tax deduction purposes.

3. All SWEP and Work Study employees are categorized as hourly employees and are thus paid bi-weekly. The time sheet can be found at (http://www.queensu.ca/humanresources/forms ) titled ‘Timesheet for Casual and Bi-Weekly Paid Employees’. It is the student’s responsibility to provide Direct Deposit banking information through MyHR Self Service online services in order to receive their casual pay via electronic funds transfer. They must activate their Queen’s Employee NetID to access MyHR, if they have not already done so.   

To activate, go to https://netid.queensu.ca/activate. In Account Type menu, Select “Staff / Faculty / Student Employee”. Enter student number and date of birth. Follow the rest of the steps to activate. Note: new Queen’s Employee NetID and current Student NetID are not the same Contact Queen’s ITS at 613-533-6666 if assistance with account activation is required.

4.  Payroll Services also requires the TD1 (both provincial and federal) tax forms. They can be found at http://www.queensu.ca/financialservices/forms under Payroll - TD1, Payroll – TD1 Fed worksheet, Payroll – TD1 Prov Form and Payroll – TD1 Prov Worksheet.

Social Insurance Number (SIN#) Requirements
  • To work in the Work Study program students MUST have a Social Insurance Number
  • International students cannot apply for a SIN number until after being hired by a Work Study employer.

You’re hired—now what?

Are you an international student?  

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

Not-for-Profit Organizations

Please note that you may not commence work until a signed and confirmed contract has been issued by Career Services to your employer and no hours will be paid prior to the date the confirmed contract has been sent.

Prior to Hiring

Non-Profit Organizations must complete and submit the required information below prior to posting a Work Study job or requesting a contract:

  • Email request for a subsidized position(s) outlining the rationale for the request
  • A job description for each different position the employer wishes to hire for
  • Signed NPO Work Study Agreement (PDF, 182 kB) - to be signed once per 12 month period
  • Signed Risk Criteria Assessment (PDF, 103 kB)

Once Hired

Please forward your email and completed forms to wkstudy@queensu.ca.  Once I have received the required forms I would be happy to proceed with the request.

If you have any questions please forward them to: wkstudy@queensu.ca

Before You Begin Your Job
Before you begin your Work Study placement, there are a few things you should do. You’ll need to have a clear understanding of the expectations, responsibilities and procedures on the job and you’ll need to assist your employer in setting up a process for handing in your timesheets on a bi-weekly basis. 



Understand expectations, responsibilities and procedures in Work Study positions 



Review the Student Manual (.pdf, 257 kB) for Work Study & SWEP to learn how to make the experience a valuable one, and clarify your role with your supervisor. If you need additional assistance, contact the program coordinator Sheila Hutchison.

 

What if I Can't Find a Work Study Job?

Your Work Study entitlement doesn’t guarantee you a Work Study position. Indeed, sometimes students can’t find a job that fits their skills, or they aren’t able to apply until later in the year when many of the jobs are filled.  Don’t panic! If you’re approved for Work Study but can’t find a job posted on the Work Study list that fits you, or if you got your entitlement late, you may be able to create a Work Study job! 

Do not start work until a confirmed and signed contract has been issued by Career Services to your employer.

Contact faculties, profs or departments who you think might need help on a research project, office, or lab work. Tell them that you can do a certain number of hours of work for them, and that the end cost to them is $3.00/hour plus benefits.  The employer will be responsible for paying the student on a bi-weekly basis through the term and will then be reimbursed at the end of the term once an audit form has been completed (the Work Study program subsidizes the balance). If they agree to hire you (or if they need more information), have the employer contact wkstudy@queensu.ca for further information.

You may also contact any local non-profit organization.  These Not For Profit organizations (PDF, 174 kB) have worked with the Work Study Program in the past.

If you  have found a not-for-profit orgnaization that is interested in hiring you, it is important that the organization contact wkstudy@queensu.ca to start the process as paperwork is required from the not-for-profit organization PRIOR to a contract being prepared and confirmation given so that the student can commence work.

More ideas for finding work

Have a look at our Where to Find a Job on Campus tipsheet  (.pdf, 442 kB) for some additional ideas.  Career Services offers drop-in advising hours for additional job search advice and support.

Program contact

For more information, please contact:

wkstudy@queensu.ca 

613-533-6000 ext 74044