Student AffairsQueen’s Work Study program creates part-time experiential learning opportunities for students with financial need.
This program, which provides wage subsidies for on-campus units and non-profit organizations in Kingston, is offered jointly through Career Services and Financial Aid and Awards and is funded by Queen’s University.
These opportunities not only provide students with an important source of income, they also provide valuable experiences and opportunities for students to develop the necessary skills to succeed at Queen’s and post-graduation.
New this year!
To better support students and streamline processes for employers, the Work Study Program has implemented changes effective Fall 2025.
Please read the Employer Guide carefully prior to posting a Work Study position or hiring a student.
Click + to view details of each change.
Students are identified as “Eligible for Work Study” rather than receiving a “Work Study Entitlement.
Work Study eligible students can now earn up to $2000 per term ($4000 for the combined Fall/Winter term).
Employers receive 75% reimbursement of paid wages up to these maximums ($3000 maximum reimbursement for combined Fall/Winter term).
Wage subsidy is the same for all international and domestic students. See page 10 of the Employer Guide for details on the reimbursement calculation.
Once students receive confirmation that they are eligible for Work Study, they will remain eligible until they are no longer a full-time student.
Eligible students can apply for Summer Work Study positions as long as they remain active in a degree program at Queen’s University.
Fall/Winter roles can now start as early as August 18 to allow for early training and on-boarding of new staff, as appropriate.
The Work Study Agreement process has been streamlined and will be completed as a Qualtrics Form. View details on the Work Study Checklist below.
Queen’s Employers will receive reimbursement near the start of the work term based on the number of work hours indicated on the Agreement.
- Employers must advise the Work Study Coordinator if the student will not receive the full number of hours indicated on the Work Study Agreement. Any overpaid reimbursement must be paid back to Financial Aid & Awards.
- All employers may be subject to an audit at the end of the term. If the student has not received the full number of hours indicated on the Work Study Agreement and the Work Study Coordinator and Student Financials Team have not been notified in advance, the department may lose access to the Work Study Program and subsidy in future years.
Post your position on the Work Study job board in MyCareer
- Job postings must include:
- Job description
- Required skills or qualifications
- Application procedure (email directly or via MyCareer)
- Consider adding a requirement to provide proof of Work Study eligibility with their job application.
- If you do not already have access to MyCareer, register for a new account online
- If you don’t see the Work Study job board when you login to MyCareer, please contact wkstudy@queensu.ca
If you opted to have applications submitted through MyCareer you will receive the application package on the next business day after your job posting expires. You will not be able to see how many applications you have until after the posting closes.
Please check out our Engaging Diverse Talent webpage for best practices during the hiring process.
Before formally offering a Work Study position to the student, you should communicate to the candidate that they have been selected for the position and ask if they intend to accept it. At this step, please be clear with them about the number of expected hours and advise them that this number could change. If the student has indicated that they wish to accept the position, you can proceed with the next steps in the Work Study hiring process.
It is your responsibility to ensure the student has Work Study eligibility. You may ask your student to forward the email confirmation they received from Financial Aid and Awards as part of the application process, or when you make your verbal job offer
To work on campus in the Work Study Program, students MUST have a Social Insurance Number (SIN). International students can find out more about getting a Social Insurance Number (SIN) on the Queen's University International Centre website
Queen's Employers
Once you have confirmed the student’s Work Study eligibility, you may proceed with completing the Work Study Agreement Form.
Non-Profit Organizations
Email the Work Study Coordinator at wkstudy@queensu.ca with your organization details, your requested Work Study position, and total number of hours you intend to hire a student for. If your position is approved, you will be sent a Work Study Agreement Form for NPOs to complete. Once you select the student to hire, you can make a verbal offer to the student and complete the form.
Please review the Work Study Agreement with the student and have them sign a copy. It is the employer’s responsibility to retain a copy of the signed agreement. If audited, you will be required to submit a copy of this signed agreement with the audit form. Employers who cannot produce the required documentation during audit may be prohibited from participating in the Work Study program in the future.
The Work Study Coordinator will review your submitted Work Study Agreement to verify student eligibility and availability of funding.
You will receive an email, typically within 2 business days, with confirmation and job number. Once received, you can proceed with formal hiring of the student.
Work Study students are casual paid employees of your unit. The supervisor and timekeeper are responsible for all Human Resources tasks, including setting up payroll for the Work Study Student.
For most onboarding, supervision, and other employment related matters, please follow your normal HR procedures. If you have questions, contact your HR Advisor.
It is the supervisor's responsibility to negotiate start date and scheduling, and to ensure the student has the tools and online access required to do their job.
Queen’s University employers will receive reimbursement via journal entry to the account code provided in the Work Study Agreement. You will be reimbursed near the start of the work term based on the number of hours indicated in your signed Work Study Agreement.
If you are unable to offer the full number of hours indicated in your Work Study Agreement, you must notify the Work Study Coordinator at and the Student Financials Team as soon as possible. Any excess subsidy must be paid back.
At the end of the term, you may receive a random audit. If you are selected for an audit, you will be required to report the actual number of hours paid to the student and provide a copy of the Work Study Agreement signed by the student. To validate the number of hours paid, you will need to provide a report from PSHR showing the payment to the student over the relevant time period (F/W or Summer). If the audit indicates that the student has not received the full number of hours indicated on the Work Study Agreement, and the Work Study Coordinator has not previously been notified, your department may lose access to the Work Study Program for future years.
Please remember that work study positions are not a replacement for staff roles and responsibilities. Work Study positions should be designed to enhance the unit’s programming and to support students’ skills development in addition to their academic experiences.
A student may not commence work until a completed agreement has been confirmed by the Work Study Coordinator.
"Having work-study students contribute to our research projects has been incredibly valuable. Their fresh perspective, enthusiasm, and dedication have brought a new dynamic to our team. Not only did they contribute to the workload efficiently, but their eagerness to learn enriched the overall research experience."
Jessica Montagner-Holder
Research, Grants and Finance Manager Department of Emergency Medicine, Queen’s University
June 1 Employers can submit job postings on MyCareer for Fall/Winter term
July 15 Students can start to view fall/winter job postings on MyCareer
August 18 Earliest date students can begin their Fall Work Study position
March 15 Students can start to view summer job postings on MyCareer
April 30 Last day students can work Fall/Winter term position
May 1 Students can begin Summer Work Study position
Aug 31 Last day students can work a Summer Work Study position
- Part-time positions (approximately 7 hours per week if employed for the full term)
- Positions with a Queen’s University department/office (see note below for Queen’s University) or Local Non-Profit Organizations (see note below for Non-Profit Organizations)
Queen’s University
Work Study positions are not a replacement for staff roles and responsibilities. Work Study positions should be designed to enhance the unit’s programming and to support students’ skills development in addition to their academic experiences.
Departments wishing to hire students through the Work Study program are responsible for first ensuring these arrangements comply with all provisions of Queen’s collective agreements and HR policies. Contact your HR Advisor prior to submitting a job posting should you have any questions.
Please also note that student roles, including Graduate Teaching Assistants, Graduate Teaching Fellows, Graduate Research Assistants, and JD and MD Teaching Assistants at Queen’s are covered by the PSAC Unit 1 collective agreement. Additional information can be found on the Faculty Relations Webpage.
Non-Profit Organizations
To meet our criteria for being eligible as a Non-Profit Organization to use the Work Study program you must be able to answer yes to each of the following statements:
- Your organization is located in Kingston and surrounding area
- You have a formal workplace (not in the employer's home)
- Student will work at formal workplace under supervision
- You have a business email address
- You have a website
- You have a registered charity number
Note: If funding for Work Study positions reaches its capacity, positions for Queen’s University Departments/Offices will be prioritized.
Students that meet the following criteria are eligible for Work Study Positions:
- Current Undergraduate and Graduate students
- Must be registered in a full-time academic load for fall/winter term (9.0 credit units or higher per term) or 40% of a full course load for students with disabilities
- Domestic and International Students
- Confirmed as Eligible for Work Study from Financial Aid and Awards based on demonstrated financial need
- Eligible students will receive email notification from Financial Aid and Awards
- Students who have not received an email notification can apply online
- Once students receive confirmation that they are eligible for Work Study, they will remain eligible until they are no longer a full-time student. Eligible students can apply for Summer Work Study positions as long as they remain active in a degree program at Queen’s University.
Note: If a Work Study Student discontinues their studies at Queen’s, their Work Study position must immediately end and the Work Study Coordinator must be notified at wkstudy@queensu.ca.
Employers are reimbursed 75% of wages paid to Work Study Students up to a maximum earning of $2000 per term, or $4000 for the Fall/Winter term (maximum reimbursement of $3000 for the Fall/Winter Term).
The hourly wage for all Work Study roles starting in Fall 2025 is $17.60/hour, plus vacation pay. Vacation pay and benefits must be wholly paid by the employer.
For the 2025-26 academic term, the maximum number of paid hours covered by Work Study wage subsidy are:
- Fall/Winter Term (Aug 18 – Apr 30) – 227 hours
- Fall, Winter, or Summer Term Only – 113 hours
When you hire a Work Study student, you, as the employer, must indicate to the student approximately how many hours will be available. The Work Study Agreement must indicate the total number of weeks, and number of hours per week that the student is hired for.
If you are unable to offer the full number of hours indicated in your Work Study Agreement, you must notify the Work Study Coordinator at wkstudy@queensu.ca and the Student Financials Team (fees@queensu.ca) as soon as possible. Any overpaid reimbursement must be paid back to Financial Aid & Awards by the end of the current fiscal year.
All roles are reimbursed based on minimum wage ($17.60/hr effective Fall 2025).
Work Study eligible students can earn up to $2000 per term ($4000 for the combined Fall/Winter term). Employers receive 75% reimbursement of paid wages up to these maximums ($3000 maximum reimbursement for combined Fall/Winter term). Wage subsidy is the same for all international and domestic students.
Wage reimbursement will not exceed the hours noted in noted in the completed Work Study Agreement Form.
View the Employer Guide for more information.
All Work Study employers must complete the 2-part Experiential Learning (EL) WrapAround process with their student staff.
Adding an Experiential Learning framework to student roles is an important opportunity for students to develop essential skills and knowledge that complement their academic degrees and help prepare them to have impact in their future careers.
Visit the Experiential Learning (EL) Hub, and review the EL WrapAround information in the Employer Guide for more information.