NEW! SWEP Summer 2023 Call for Proposals
Proposal Template (PDF, 131.6 kB)
EL WrapAround Learning Reflection Form 2022-2023 (PDF, 223.6 kb)
Note for student positions:
As always, the health and safety of our student staff is paramount. Extra consideration is required by departments to ensure Work Study Student Staff feel safe at work during this period of COVID-19. Departments must apply the same considerations to student staff health and safety as you would to other staff. COVID-19 related information and resources are available on the university’s COVID Information web page and the Campus Operation Group webpage. If you have any questions about health and safety for student staff and volunteers, please contact the Department of Environmental Health & Safety at firstname.lastname@example.org or ext. 32999.
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."
- SWEP is an internal program and only open to departments and faculty members.
- 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 (PDF, 24 kB) 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.
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?
Important Dates for SWEP Summer 202331 Oct 2022 Deadline for submission of SWEP job proposals from employers
13 Dec 2022 Notification to employers regarding job proposals (successful/not successful)
15 Dec 2022 Summer 2023 job postings available for students to view in MyCareer
13 Feb 2023 Deadline for students to apply to SWEP Summer 2023 job postings
14 Feb 2023 Student applications are sent to employers
31 Mar 2023 Employer deadline for hiring a student and returning signed contract
1 May 2023 Beginning of Student Work Term period
31 Aug 2023 End of Student Work Term period
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.
To work on campus in the Work Study Program students MUST have a Social Insurance Number (SIN).
To get a SIN number, students should seek advice at: Queen's University International Centre website
- The total remuneration is set at $17.17/hour plus vacation pay (effective September 2022).
- 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.
Download the Employer Guide (PDF, 473.1 kB) which contains student guidelines and procedures for starting and succeeding in a SWEP position.
In case it's helpful, the Student Manual 2022-2023 (PDF, 335 kB) can help you learn about the details of working with a student 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).
Required Training – please have your student complete the following mandatory training
- AODA Training Suite: Education, Training and Awareness for Faculty & Staff | Accessibility Hub (queensu.ca
- Accessible Customer Service
- Access Forward: Complete all 4 modules
- Human Rights 101
- Health and Safety Awareness: https://safety.queensu.ca/training/health-and-safety-awareness-training
- Human Rights and Equity Office: https://www.queensu.ca/hreo/education - Working Together