19 Mar     Students can submit their application for eligibility to participate and amount of entitlement (to Student Awards)

Now         Employers can post their job opportunities for Summer term

14 Mar     Summer job postings available online to students

1 May       Students can begin their Summer term 

31 May     Deadline for Work Study applications from students to Student Awards for eligibility to participate in Work Study Program and amount of entitlement

31 Aug     Last day a Work Study employee enrolled in Summer term can work

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

Now        Employers can post their job opportunities for Fall/Winter term

13 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

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

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

• Register for login here (if you are new to MyCareer)
• Ready to post a job?  Login to post a job here
• Make sure you have selected Work Study before you start posting

Note: Although you are faculty or staff at the University, for the purposes of hiring through Work Study, you are the "Employer"

Job descriptions are to be posted online through MyCareer, unless employers have a particular student in mind.

Students MUST first receive an entitlement or bursary from Student Awards to be able to be considered for Work Study positions. 

The job posting must describe the application procedure and requirements; all Work Study applicants must apply as instructed on the job posting.

Departments wishing to hire students through the work study program are responsible for first ensuring that the work being performed is not covered by any collective agreement or other policy.

Employers will review applications then commence with the hiring process from their applicant pool.

The department, faculty, school or organization which has posted the job is responsible for verifying eligibility of the candidates, arranging interviews, selecting a candidate, and making a job offer. 

1. Download the contract, complete and return the contract, with all signatures, for review to the Work Study Coordinator electronically.
2. The contract is not yet considered valid and the student cannot commence work.
3. The Work Study Coordinator will verify the information, provide the job number and confirm with you via email. You will receive electronically the stamped contract which will indicate that it has been confirmed. The turnaround time for confirmation is 48 hours.

Is there a deadline for submitting my job?  

No, you can submit your job and hire a Work Study employee throughout the Fall/Winter or Summer terms (although it is not recommended to post near the end of the term when this phase of the program is wrapping up and getting ready to start the new phase).  See contract and instructions under "Work Study Contracts".

As a Work Study employer there are two (2) options for hiring a Work Study employee:

Option 1 Post your Work Study job on MyCareer

Choose this option if you do not have a student in mind for this position. Posting a job on MyCareer will enable you to collect resumes from students whose Work Study application have been approved (therefore they have an entitlement).

It is your responsibility to confirm with the student that they have received an entitlement from Student Awards.


In MyCareer, go to " Jobs" and click "Work Study" 

*If Work Study is not visible, please contact the Work Study Coordinator to update/confirm your permissions.

Option 2 Hire directly—do not post your Work Study job online

Choose this option if you have a student in mind for the position or if you are approached by a student expressing an interest in working for you or your department/non-profit organization AND who has had his/her application approved (therefore they have an entitlement) 

1. Once your contract has been confirmed, it will be forwarded to Student Awards.
2. You will receive a Self-Audit Form from Student Awards towards the end of the academic session.
3. Once the Self-Audit Form has been completed and returned, you will receive a journal entry to the account code you provided.

PLEASE READ Contract Instructions  (PDF, 188 kB) 

Fall/Winter Contract (Fillable Form) (PDF, 91 kB) 

Summer Contract (Fillable Form) (PDF, 91 kB)

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

Prior to Hiring

Prior to posting your Work Study job or preparing a contract for you I will require the following:

• Email request for a subsidized position(s) outlining the situation for your request
• A job description for each different position you wish 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)

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

International students cannot apply for a SIN until after being hired by a Work Study employer.

• To get a SIN number, students should seek direction at:  Queen's University International Centre website
• Service Canada is at 1300 Bath Road in the Frontenac Mall

The rate of pay is $14.60/hour including vacation pay. If employees work more hours than their entitlements allow, it is the employer’s responsibility to pay the full cost of that portion of the salary and benefits that exceeds the employees’ entitlements.

The Work Study subsidy only applies to students who have received an entitlement by Student Awards.

To be eligible for a Work Study entitlement, students must meet the criteria for being in financial need.   

To ensure fairness for all students working under the program and to ensure a wide range of opportunities for students across the university, the rate of pay is $14.60/hour for all work study positions.  The $14.60/hour standard rate of pay is not negotiable between individual employers and their respective work study applicants.

 

Student Entitlement Breakdown

Entitlement Total Hours Hrs (entitlement divided by hourly pay)

$3,000      205

$2,000      136 

$1,500      102 

$1,000      68

$750         51

Pay & Eligibility/Entitlements 

The Work Study Program pays 75% of the employee’s hourly wage ($14.60/hour including vacation pay). As the employer you are expected to pay 25% or $3.65 an hour, plus all benefits. 

The Work Study subsidy does not cover the employer’s regulated deductions, i.e. Canada Pension Plan (CPP), Employment Insurance (EI), Employment Health Tax (EHT), or Worker’s Compensation (WSIB). 

As an employer, do I have to provide all of the hours that the student is entitled to? 

No. You may hire the student for a part of his/her entitlement. 

For example, if the student has an entitlement for 205 hours and you have work for only 50 hours, you can hire the student for the 50 hours. A student is permitted to accept more than one job as long as the combined total hours associated with all of the Work Study jobs do not exceed the amount specified of the entitlement. Please be sure to clearly communicate to the student how many hours you are prepared to offer him/her at the time you hire. 

 

Please note that the following Queen’s Policy applies to Work Study students and should be used where applicable. If you have questions please contact Human Resources ext 32070. 



The Employment Standards Act, 2000 (ESA) and its regulations came into force September 4, 2001. They replace the Employment Standards Act R.S.O. 1990, c.E. 14 (the old ESA). However, the new ESA governs employment standards entitlements arising after September 4, 2001. There are only a few changes which impact on our policies at Queen’s University. The following is a description of the one area which results in a change to a Queen’s policy for casuals and student employees. 



Public Holidays 

Most employees are entitled to take the following ten public holidays off with public holiday pay: New Year’s Day, Family Day, Good Friday, Victoria Day, Canada Day, Civic Holiday, Labour Day, Thanksgiving Day, Christmas Day, December 26 (Boxing Day) 



Qualifying for Public Holiday Entitlements 



Generally, employees qualify for public holiday entitlements unless they fail, without reasonable cause, to work: 

• Their entire regularly-scheduled shift before or after the public holiday; or 

• Their entire shift on the public holiday if they agreed or were required to work that day. 



Public holiday pay is an amount equal to an employee’s regular wages ($) earned in the four work weeks prior to the public holiday divided by 20. 



Employees who qualify for public holiday entitlements can be full-time, part-time, permanent or on a limited-term contract. They can also be students. It does not matter how recently they were hired or how many days they worked before the public holiday. 



Employees not Eligible for Paid Public Holidays 



Some employees are not eligible for public holiday entitlements because public holiday provisions under the Employment Standards Act, 2000 do not apply to certain jobs. These employees include: 



• Professionals such as lawyers, doctors, teachers, architects, chiropodists, chiropractors, dentists, massage therapists, optometrists, pharmacists, professional engineers, physiotherapists, psychologists, public accountants, surveyors, veterinarians and those covered under the Drugless Practitioners Act 

• Students in training for any of the professions listed above 

• Students who instruct or supervise children or who work at a children’s camp or recreational program operated by a charitable organization 





 

 

Employer Manual 2018-2019(PDF, 957 kB)

 

Download the Student Manual 2018-2019 (PDF, 335 kB) which contains student guidelines and procedures for starting and succeeding in a Work Study position.