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.
Important Dates for Fall/Winter 2014-15
1 Apr - students can submit their application for entitlement (to Student Awards)
NOW - Employers can begin posting their job opportunities for Fall/Winter term
15 Jul - postings are available online to students
2 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
5 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
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, submit void cheque (you must have a SIN to do this), 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 and 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 maximum entitlements are listed here. 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 be sent an email once your application has been reviewed. 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.
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 for 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 you have a Work Study entitlement, you signed your employment contract and have received confirmation 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. Provide your employer with a void cheque (if you have not worked for Queen’s within the past year).
4. Provide your employer with a completed TD1, both provincial and federal, which can be found on the Human Resources web site in the top right hand corner in the drop down menu titled forms.
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 are required to have a Social Insurance Number (SIN). NOTE: International students cannot apply for a SIN number until after hired by a Work Study employer.
- view instructions for requesting a SIN number (pdf, 43 kB)
- Please have your employer complete and print the contract on Queen's letterhead for you to take to Service Canada, 1300 Bath Road in the Frontenac Mall
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, responsiblities and procedures on the job and you’ll need to assist your employer in getting paid.
Understand expectations, responsibilities and procedures in Work Study positions
Review the Student Manual (.pdf, 217 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.
Alternatives—"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!
Contact agencies, profs or departments who you think might need help on a research project or office work. Tell them that you can do a certain number of hours of work for them, and that they’ll only have to pay $3.00 per hour (the Work Study program subsidizes the balance). If they agree to hire you (or if they need more information), have the employer contact email@example.com to proceed with the paperwork so you can receive your Work Study funding for the hours that you work there.
Not For Profit organizations (PDF, 12 kB) have worked with the Work Study Program in the past.
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.
For more information, please contact:
613-533-6000 ext 74044