Kwantlen Polytechnic University Work-Study Program Procedures Manual

Kwantlen Polytechnic University
Work-Study Program
Procedures Manual
2013/2014
Table of Contents
CHAPTER 1 – GENERAL INFORMATION......................................................................................................... 3
Section 1 - Overview ................................................................................................................................. 3
Section 2 - Terms of Reference ................................................................................................................. 3
Section 3 – Guidelines Governing the Program ........................................................................................ 4
CHAPTER 2 - STUDENT ELIGIBILITY ............................................................................................................... 6
Section 1 – Citizenship .............................................................................................................................. 6
Section 2 - Financial Need ......................................................................................................................... 6
Section 3 – Residency................................................................................................................................ 7
Section 4 – Enrolment ............................................................................................................................... 7
Section 5 – Restrictions ............................................................................................................................. 8
Section 6 – Summary of Eligibility Requirements ..................................................................................... 8
CHAPTER 3 – PLACEMENTS ........................................................................................................................... 9
Section 1 – Positions ................................................................................................................................. 9
Section 2 – Hours and Duration of Work-term ......................................................................................... 9
Section 3 – Rate of Pay............................................................................................................................ 10
Section 4- Term of Employment ............................................................................................................. 10
Section 5 – Maximum Earnings ............................................................................................................... 10
Section 6- Job Posting Portal (Career Connection).................................................................................. 10
Section 7 - Interviewing and Hiring ......................................................................................................... 11
CHAPTER 4 – ADMINISTRATION.................................................................................................................. 13
Section 1 - Funding Allocations ............................................................................................................... 13
Section 2 - Funding Proposal Request .................................................................................................... 13
Section 3 - Adjudications......................................................................................................................... 14
Section 4 - Sustaining the Program ......................................................................................................... 14
CHAPTER 5 – PROJECT SUPERVISOR’S RESPONSIBILITIES ........................................................................... 15
Section 1- Securing a Student Assistant job description......................................................................... 15
Section 2 – Submitting a Proposal .......................................................................................................... 15
Section 3 – Job Posting Portal (Career Connection) ................................................................................ 16
Section 4 – Interviewing and Hiring ........................................................................................................ 16
Section 5- Student Orientation and Supervision .................................................................................... 16
Section 6- Monitoring Hours of Work and Payroll .................................................................................. 16
Section 7 - Student Evaluations .............................................................................................................. 17
APPENDIX 1 ................................................................................................................................................. 18
WORK-STUDY WORKING COMMITTEE Terms of Reference ....................................................................... 18
Name ....................................................................................................................................................... 18
Background ............................................................................................................................................. 18
Members of the Working Committee ..................................................................................................... 18
Governance ............................................................................................................................................. 18
Scope / Jurisdiction ................................................................................................................................. 19
APPENDIX 2 ................................................................................................................................................. 21
Timelines ................................................................................................................................................. 21
APPENDIX 3 ................................................................................................................................................. 23
FORMS..................................................................................................................................................... 23
FORM A ............................................................................................................................................... 23
FORM B ............................................................................................................................................... 24
FORM C ............................................................................................................................................... 25
FORM D ............................................................................................................................................... 26
SAFA/CS
28 August 2013
Work-Study Program – Procedures Manual
Chapter 1 - General Information
CHAPTER 1 – GENERAL INFORMATION
Section 1 - Overview
The Work-Study Program is a financial needs based program that is aimed at undergraduate
students.
The Work-Study Program is an excellent opportunity to earn a supplemental income while
gaining valuable experience connecting with various members of the Kwantlen community.
Recognizing that a student’s first commitment is to his/her studies, Work-Study hours are
flexible, on-campus and supervised.
Work-Study positions are only available during the Fall and Spring terms,* beginning with the
first day of classes and ending at the end of the term (e.g. 17 weeks). The value of a WorkStudy placement will vary depending on the student’s placement.
*Note: for the initial pilot program, the Work-Study will be offered in the Summer 2013 term.
Section 2 - Terms of Reference
The Work-Study Program provides part-time on campus jobs for full-time undergraduates. The
purpose is to provide financial assistance and a career-related employment experience to
students who demonstrate financial need.
The Program provides challenging work and experience for students who will work directly with
faculty members and administrative and academic units on campus. Project proposals are
submitted to Career Services for review and posting.
Project Eligibility
Projects may not include duties that supplant positions or work of on-campus BCGEU
bargaining unit employees. Proposals must include detailed description of duties, qualification
requirements, and learning outcomes. Approved projects are filled until available funding has
been fully committed to eligible Work-Study students.
Student Eligibility
To participate in this program students must demonstrate financial need (e.g. have applied and
be eligible for student loan funding – Canadian, US, or Out of Province), have a minimum
Cumulative Grade Point Average (CGPA) of 2.00, not in violation of any student conduct policies
and be registered as a full-time student at KPU (minimum 9.0 credit hours, i.e. 60% course
load). Approved Work-Study students are placed on a first-come, first-serve basis until
available funding has been fully allocated.*
*Students with a recognized permanent disability through StudentAid BC (those students who
are on student loan and/or grant funding) are eligible to participate in Work-Study at a reduced
course load, (minimum 6.0 credit hours, i.e. 40% course load).
SAFA/CS
28 August 2013
3|Page
Work-Study Program – Procedures Manual
Chapter 1 - General Information
Work-Study awards will be adjudicated by the Student Awards and Financial Assistance (SAFA)
Office and the placements will be handled by Career Services (CS).
Section 3 – Guidelines Governing the Program
Definition
Work-Study: an award based primarily on financial need to students in good academic standing.
Placed students are paid based on actual hours worked.
Guidelines
The following guidelines govern the Work-Study Program:
Work-Study is a supplemental source of funding for students in financial need
Students must have a demonstrated financial need and students must have a
Cumulative Grade Point Average (CGPA) of 2.00 to be eligible for Work-Study
Students must not be in violation of any student conduct policies within the institution,
in order to participate in the Program.
Students must be approved by the SAFA Office to be eligible for Work-Study funding.
Students must be registered at KPU in a minimum of 9.0 credits of normally graded
courses in the term of application. Challenge, audit and credit-free courses will not be
considered. Students who register in fewer than 9.0 credits, or subsequently drop
below 9.0 credit hours during the semester in which the work placement is being
conducted, shall have their appointment terminated. Students with a recognized
permanent disability (documented through StudentAid BC) are eligible to participate in
Work-Study with a reduced, 40% course load.
Students may apply or be invited to apply for Work-Study. It is the student’s
responsibility to meet applicable deadlines and supply all required documentation.
Incomplete applications will be rejected.
Work-Study awards are tenable only at Kwantlen Polytechnic University.
Work-Study awards will be paid to successful candidates as wages, based on actual
hours worked, in accordance with policies and procedures administered by the
University’s Payroll Office, along with benefits as per the BC Employment Standards Act.
Work-Study awards are tenable only for the term indicated on the notice and may not
be deferred. Students who do not register in the term for which the Work-Study is
granted forfeit the award. To be considered for Work-Study in future terms, students
must re-apply.
Work-Study students are placed on a first-come, first-serve basis until Work-Study
funding has been fully committed.
Based on available funding, an annual maximum award value may be set.
Projects may not include duties that supplant positions or work of on-campus BCGEU
bargaining unit employees.
Project proposals must provide a detailed description of duties, qualifications and
learning outcomes of applicants. Project proposals that are incomplete, require
expansion on duties, or are not acceptable within the guidelines may not be approved.
SAFA/CS
28 August 2013
4|Page
Work-Study Program – Procedures Manual
Chapter 1 - General Information
Approved projects are filled until available funding has been fully committed to eligible
Work-Study students. The University does not guarantee all Work-Study positions will
be filled.
As Work-Study is a financial needs based program, international students are not
eligible to apply for the Program.
SAFA/CS
28 August 2013
5|Page
Work-Study Program – Procedures Manual
Chapter 2 - Student Eligibility
CHAPTER 2 - STUDENT ELIGIBILITY
Section 1 – Citizenship
Guideline
In order to be eligible for Work-Study, a student must be a Canadian Citizen or a Permanent
Resident (Landed Immigrant). Students living in Canada on temporary visas are not eligible to
participate and cannot apply until permanent resident status is obtained.
Purpose
To ensure that students applying for Work-Study are Canadian Citizens or Permanent Residents
(Landed Immigrants).
Procedure
In order to participate in the Work-Study Program, a student must be a Canadian Citizen or a
Permanent Resident as of the first day of classes.
In all cases where a student indicates Permanent Resident status (Landed Immigrant), an
IMM1000 form must be made available to the institution for review. The IMM1000 form may
be retained at the institution, but must be available if requested by the Student Awards and
Financial Assistance (SAFA) Office.
Students must supply their Social Insurance Number with their application. Social Insurance
Numbers which start with 1, 2, 3, 4, 5, 6 or 7 indicate Canadian Citizens or those who have
Landed Immigrant status. Students with Social Insurance Numbers starting with 9 are
temporary numbers and students are ineligible for assistance through the Work-Study Program
until they have received a valid Social Insurance Number.
Note – Once successfully implemented for a period of time within the University (e.g. one
academic year), the Program will then expand and include those students who have
demonstrated financial need through the Online Work-Study Application and not necessarily
applied for student loan funding. International students are not eligible to apply.
Section 2 - Financial Need
Guideline
Eligible students must demonstrate financial need.
Purpose
Eligibility for participation in the Work-Study Program is based on financial need. Priority will be
given to students who are receiving student loan funding, (through StudentAid BC or other
provincial/federal student loans programs) (see Phase I below), followed by those with need
who may have been recognized by other means (i.e. Online Work-Study Application) (see Phase
II below).
SAFA/CS
28 August 2013
6|Page
Work-Study Program – Procedures Manual
Chapter 2 - Student Eligibility
Procedure
Phase I - Students on Student Loans
Students must demonstrate financial need by first completing an online student loan
application at StudentAid BC (or other type of loan application for those students who are
receiving US or Out of Province loans) . Once the student’s application has been deemed
eligible for funding by the Student Awards and Financial Assistance Office (SAFA), they are
considered eligible to participate in the Work-Study Program.
Phase II - Students who are not on Student Loans (after the Program has been running
successfully for a period of time – e.g. one academic year)
Students who are not on student loan funding are still eligible to participate in the WorkStudy Program if all of the following other requirements are met: residency, citizenship and
financial need.
Students complete the Online Work-Study Application which is reviewed by the Student
Awards and Financial Assistance Office who will determine eligibility for participation in the
Program.
Section 3 – Residency
Guideline
Students applying for participation in the Work-Study Program must qualify for British Columbia
residency status under StudentAid BC Program criteria.
Purpose
To limit funding assistance to students who are residents of British Columbia.
Procedure
Students wishing to participate in the Work-Study Program must meet StudentAid BC residency
criteria: residing in BC for 12 full months, excluding months of full-time post-secondary study.
Section 4 – Enrolment
Guideline
Students who are enrolled full-time and in good standing with the University are eligible to
participate.
Purpose
To ensure that those students who meet the enrolment requirements are eligible to apply and
participate in the Program.
Procedure
Students must be enrolled in full-time studies (i.e. minimum 9 credits at the undergraduate
level) in order to be eligible to participate in the Work-Study Program. Students must have a
Cumulative Grade Point Average (CGPA) of 2.0 in order to be eligible for the Program.
SAFA/CS
28 August 2013
7|Page
Work-Study Program – Procedures Manual
Chapter 2 - Student Eligibility
Section 5 – Restrictions
Guideline
A student who is not in good scholastic standing with the University (minimum Cumulative
Grade Point Average (CGPA) of 2.0) will not be eligible to participate in the Work-Study
Program until the student has re-established their eligibility under Kwantlen criteria (deemed to
be in good standing). Students who are in violation of any student conduct policies within the
University will also not be able to participate in the Program.
Purpose
To ensure that students who have defaulted or are not in good standing do not receive further
financial assistance until the terms for reinstatement have been met.
Procedure
The Student Awards and Financial Assistance Office will verify that those students who are
receiving student loan funding are not in default or received an over-award of any previous
student loan funding. All students’ records will be verified to ensure that they are in good
scholastic and conduct standing with the Office of the Registrar.
Inquiries on restrictions may be directed to the Student Awards and Financial Assistance Office.
Once eligibility is determined, students will receive an email form the Student Awards and
Financial Assistance Office informing them that they are eligible to apply for jobs that are
posted on the Career Connection website. Career Services will be copied on this email, so that
they can activate the student’s account to gain access to the site.
Section 6 – Summary of Eligibility Requirements
To qualify and maintain eligibility for a Work-Study placement a student must:
1. Be enrolled in a minimum of 9.0 credit hours in undergraduate studies.*
2. Have a minimum Cumulative Grade Point Average (CGPA) of 2.00.
3. Have applied for and be eligible to receive government student loan funding,
(BC/Canada Student Loan, US Student Loan, Out of Province Student Loan), OR
4. Have demonstrated financial need via the Online Work-Study Application (once this
option is available).
* Students with a recognized permanent disability through StudentAid BC (those students who are on
student loan and/or grant funding) are eligible to participate in Work-Study at a reduced course load,
(minimum 6.0 credit hours, i.e. 40% course load).
SAFA/CS
28 August 2013
8|Page
Work-Study Program – Procedures Manual
Chapter 3 - Placements
CHAPTER 3 – PLACEMENTS
Section 1 – Positions
Guideline
Positions must meet criteria set out by Work-Study committee members, Kwantlen Human
Resource Services and the BCGEU Collective Agreement.
Purpose
To ensure that all programs and departments are given an equal opportunity to obtain a WorkStudy student and that the positions fall correctly under the BCGEU Collective Agreement.
Procedure
All programs and departments at Kwantlen are permitted to put projects forward for WorkStudy.
Criteria for submission include:
• Ability to provide indication that the student’s role does not include more than 25% of
principal duties of any bargaining unit employee, per the BCGEU Collective Agreement.
• Ability to demonstrate a high level of learning outcomes for the student.
• Department has not received funding for a Work-Study student from the previous term.
• Roles that are based on special projects will be given priority over general office duties.
A Job Description will be drafted by the Project Supervisor based on the information provided
in the proposal with the help of the Career Services Office. After the job posting is created it will
be sent to Human Resource Services and the BCGEU for approval.
Section 2 – Hours and Duration of Work-term
Guidelines
Students will be permitted to work up to 15 hours per week (as per Policy G.16 – Employment /
Students and for a maximum total of 17 weeks).
Purpose
To maintain the Agreement with the BCGEU
Procedure
Hours of work will be tracked using a Kwantlen timesheet signed by the Project Supervisor and
submitted to the Student Awards and Financial Assistance Office for verification.
1. Student submits completed timesheet to Project Supervisor (or designate)
2. Project Supervisor verifies and signs timesheet
3. Timesheet is submitted to the Student Awards and Financial Assistance Office:
by scanning and emailing to [email protected]
via fax, 604-599-2012, OR
in person to room Surrey Main 1822 (SAFA Office)
SAFA/CS
28 August 2013
9|Page
Work-Study Program – Procedures Manual
Chapter 3 - Placements
Section 3 – Rate of Pay
Guidelines
Student shall be paid, as of June 1, 2013:
(a) Base rate- $10.25 per hour
(b) Plus 4% of regular earnings in lieu of vacation.
Purpose
To provide financial compensation to students for their work.
Procedure
Project Supervisor to indicate on the Contract of Employment form when submitted to Human
Resource Services.
Section 4- Term of Employment
Guidelines
Work-Study students will be considered Auxiliary employees and shall be terminated for just
cause upon completion of the term of employment and shall not retain seniority.
Purpose
To comply with the BCGEU Collective Agreement on student employment.
Procedure
An Employee Transfer Form (ETF) must be completed at the end of the Work-Study term which
will signal the completion of the work term. If a student leaves the position before the dates
arranged on the original ETF, a new ETF will need to be submitted to Human Resource Services
with these changes. Any unused work hours will not be rolled over to another work term.
Instead, the Career Services Office will try to place another Work-Study student into the
position to complete the work term.
Section 5 – Maximum Earnings
The maximum earnings a student can receive in one term is:
(Base rate per hour x 15 hours/week x 17 weeks).
Section 6- Job Posting Portal (Career Connection)
Guidelines
Job Descriptions will be posted by Career Services on the Career Connection portal for students
to apply.
SAFA/CS
28 August 2013
10 | P a g e
Work-Study Program – Procedures Manual
Chapter 3 - Placements
Purpose
To allow fair access for Work-Study students to view postings and ensure that the postings are
properly maintained and managed.
Procedure
All approved and granted Work-Study postings will be posted for Work-Study student access on
the Career Connection site and will remain posted for either 30 days or until the position has
been filled, whichever comes first.
Postings will open up in August for the first work-term and December for the second workterm. Students who qualify for Work-Study will be notified of the posting periods for which
they are eligible.
Section 7 - Interviewing and Hiring
Guidelines:
Project Supervisors who are listed on the Work-Study proposal will be responsible for
maintaining contact with Career Services and Human Resource Services to arrange resume
submissions, interviewing and hiring.
Purpose:
To ensure that all policies are abided by and that Work-Study students will have equal and fair
opportunities for employment.
Procedure:
Listed below are the steps in the process:
(Please note that the Career Service Office can help facilitate the process upon request).
1. Approved Job Description is posted on Career Connection and eligible Work-Study
students are able to view positions
2. Work-Study students apply by uploading a cover letter and resume directly on the
Career Connection system
3. The Project Supervisor will receive a package of eligible Work-Study applications from
Career Services upon posting close. This will be sent as one document by email.
4. Project Supervisors are then to arrange interviews with the selected candidates. It is the
Project Supervisor’s responsibility to contact both successful and unsuccessful interview
candidates.
SAFA/CS
28 August 2013
11 | P a g e
Work-Study Program – Procedures Manual
Chapter 3 - Placements
5. After a Work-Study student is selected, the Project Supervisor must contact Career
Services to obtain a Hiring Package with all the relevant documents that need to be
filled out to initiate employment.
Once these forms are filled out please send back to Career Services where it will then be
sent to Human Resources
6. It is the Project Supervisor’s responsibility to work with the Work-Study student and
agree upon a specific start date/time.
For further information on the Work-Study process such as Monitoring the Work-Study Student, and the
Work-Study Student Evaluation, see Chapter 5 – Project Supervisor’s Responsibilities.
SAFA/CS
28 August 2013
12 | P a g e
Work-Study Program – Procedures Manual
Chapter 4 - Administration
CHAPTER 4 – ADMINISTRATION
Section 1 - Funding Allocations
The Work-Study Program is financially supported by the University through its yearly allocation towards
scholarships, bursaries and awards via the Student Awards and Financial Assistance Office. The amount
of the allocation is to be determined by the Associate Registrar, Student Financial Services, in
consultation with the Vice-Provost, Students.
In order to sustain the Program, a two-tiered funding model has been set in place. See Section 4 for
details.
Section 2 - Funding Proposal Request
Each Project Supervisor interested in hiring a Work-Study Student must complete a Funding Proposal
Request Form and the Participation Agreement and submit both documents to Career Services. Each
Proposal is then reviewed and ranked by the Work-Study Working Committee (WSWC). The ranking of
the Funding Request From is as follows:
The total ranking score is out of 25 points and each section represents a portion of the total score.
General Information
Applicants who have applied for Work-Study funding, or who have applied but did not receive a grant,
will be given preference over those who have received funding in the past.
Section Points: _____/5
Work-Study Placement Duties and Responsibilities
A. Duties and Responsibilities
Positions that focus on projects supporting the goals of the Department, Faculty and/or Institution, and
support Kwantlen’s Vision 2018 Strategic Plan (www.kpu.ca/president/strategicplanning) will be given
preference.
Section A Points: _____/10
B. Learning Outcomes
Positions that provide the opportunity for students to work towards clearly defined learning outcomes
and develop core competencies or skills will be given preference.
Section B Points: _____/10
Examples of Student Core Competencies include but are not limited to:
Flexibility and Adaptability
Critical Thinking and Learning
Decision Making and Problem Solving
Communication
Individual Excellence
Teamwork and Leadership
Building and Sustaining Community
Global Awareness
SAFA/CS
28 August 2013
13 | P a g e
Work-Study Program – Procedures Manual
Chapter 4 - Administration
Section 3 - Adjudications
After all Funding Proposal Requests have been reviewed and ranked by the Work-Study Working
Committee (WSWC), each Department or Faculty will be notified by email by the Chair of the WSWC on
the status of their application.
The WSWC will adjudicate the selection of proposals in a fair process that will aim to support as many
Departments and Faculties as possible.
For those applications that have been approved, the Project Supervisor will be responsible to work with
Career Services and the Human Resources Consultant to begin the hiring process. See Chapter 5 for
more details.
Applicants who have not been approved are welcome to submit another proposal at the next available
call-out. See Appendix 2 – Timelines for details.
Section 4 - Sustaining the Program
For the initial year of the program, the Student Awards and Financial Assistance Office will supply
financial support to run the program.
Beginning in the second year, each Project Supervisor receiving funding for a Work-Study placement will
be required to contribute a portion (i.e. a set percentage) of the student’s gross earnings back into the
Fund in order to help sustain the program.
Example: Work-Study student earns $2000.00 in Term A:
SAFA Office pays the Work-Study Student their base salary (e.g. $2000.00)
Project Supervisor contributes 10%* of student’s salary (e.g. $200.00) into the Fund to help
support administration costs to run the Program
*Subject to change
SAFA/CS
28 August 2013
14 | P a g e
Work-Study Program – Procedures Manual
Chapter 5 – Project Supervisor’s Responsibilities
CHAPTER 5 – PROJECT SUPERVISOR’S RESPONSIBILITIES
Section 1- Securing a Student Assistant job description
Guidelines:
Project Supervisors will be required to prepare or edit an existing Student Assistant job description and
have it approved by the BCGEU before they are able to apply for funding. Student Assistant job
descriptions are considered to be the same as Work-Study positions as per identical criteria set out by
Letter of Understanding #3 in the BCGEU Collective Agreement and KPU policy G.16.
Purpose:
Having an approved Student Assistant job description in place at time of Work-Study Funding
Application submission will ensure hiring deadlines are met and the Work Study Approval Committee
can make an informed decision.
Procedure:
Project Supervisors may contact their KPU Human Resources Consultant to locate existing approved
Student Assistant Job Descriptions. If there is not a position in place, or if it does not match the specific
qualifications or duties required, the Project Supervisors can create a new position using the Student
Assistant Job Description template. After the template has been filled out, the Project Supervisors can
then submit it to their HR consultant who will seek approval from the BCGEU. Project Supervisors are
asked not to directly contact the BCGEU Union.
Section 2 – Submitting a Proposal
Guidelines:
Project Supervisors will have the option of applying for either a September to December workterm or a January to April work-term. Departments and Faculties will not be able to receive
Work-Study students for consecutive terms and must re-apply each term. Proposals will be
granted based on the following criteria outlined in Chapter 1, Section 3.
Positions not filled by either October 1 for the first work-term or February 1 for the second work-term
will be cancelled and may be subject to not being reposted at a later date..
Purpose:
To guarantee that all Departments and Faculties have an equal and fair opportunity to be
granted a Work-Study position.
Procedure:
Call out for proposals will happen twice (2) annually and be announced on [email protected]
Departments and Faculties will have the opportunity to submit a proposal by using the Funding
Request Proposal Form found on the Career Services website (KPU.ca/careers) (See Appendix
3). If there is more than one proposal per department, the Department Head will be required to
rank the proposals in priority order. Multiple proposals from one department not ranked will
not be taken into consideration. Funding Proposals must also have an approved Student
SAFA/CS
28 August 2013
15 | P a g e
Work-Study Program – Procedures Manual
Chapter 5 – Project Supervisor’s Responsibilities
Assistant job description attached to be considered. Completed proposals can be sent by the
defined deadlines via email to [email protected]
Section 3 – Job Posting Portal (Career Connection)
See Chapter 3 - Placements, Section 6
Section 4 – Interviewing and Hiring
See Chapter 3 - Placements, Section 7
Section 5- Student Orientation and Supervision
Guidelines:
It is strongly suggested that Project Supervisors provide new Work-Study hires with an orientation at the
beginning of the work term.
Purpose:
Orientation will ensure that employment conditions and expectations by both Supervisors and WorkStudy students are consistent. Conditions and expectations may include but are not limited to topics
such as; vacation time, job requirements, flexibility with scheduling, internal or external commitments,
and general office protocol. The Work-Study student is to be treated as a regular employee with no
special conditions. Additional resources on new hire orientation can be found here:
http://www.kwantlen.ca/hr/joining.html
Procedure:
It is recommended that the Project Supervisor review the Job Description , clearly define office
expectations and draft a schedule upon hire directly with the student.
Section 6- Monitoring Hours of Work and Payroll
Guidelines:
To monitor the student’s hours of work and approve bi-weekly time sheets.
Purpose:
To monitor the number of hours the Work-Study student works in order to make sure it falls within the
limits outlined in Policy G.16 Employment / Students of 15 hours per week, and to also ensure the
student is being compensated accordingly.
Procedure:
It is the responsibility of the Project Supervisor to monitor the student’s hours of work and approve biweekly time sheets for the student by the deadlines set by the Payroll Office. Please do note
accumulate time sheets and submit for retroactive pay. Supervisors are also required to retain a copy
of all Work-Study time sheet submissions to Payroll. A template for time sheets can be found here:
http://www.kwantlen.ca/finance/payroll/forms_timesheets.html.
It is important to note that Work-Study students must not exceed more than 15 hours of work per week
and are not permitted to work more than 17 weeks in duration, per term.
SAFA/CS
28 August 2013
16 | P a g e
Work-Study Program – Procedures Manual
Chapter 5 – Project Supervisor’s Responsibilities
Section 7 - Student Evaluations
Guidelines:
Project Supervisor will be responsible for evaluating the Work-Study student’s progress at the end of the
term.
Purpose:
The feedback and evaluation of their performance will help the student reflect on their experience and
allow them to improve their skills for future career endeavours.
Procedure:
The initial Employment Contract will have the actual dates of the Work-Study. Upon the student’s last
week of work, the Project Supervisor will notify the Career Services Office by emailing: [email protected]
and the Work-Study Student Evaluation Form (see Appendix 3) will be sent back to the Project
Supervisor to complete.
Upon completion, the Work-Study Student Evaluation Form will be sent back to the Surrey Career
Service’s Office through intercampus mail to be held on the student’s file. It is the responsibility of the
Project Supervisor to discuss the review with the student at a mutually convenient time.
SAFA/CS
28 August 2013
17 | P a g e
Work-Study Program – Policy and Procedures Manual
Appendix 1
APPENDIX 1
WORK-STUDY WORKING COMMITTEE
Terms of Reference
Name
Work-Study Working Committee, Kwantlen Polytechnic University
Background
The Work-Study Working Committee (WSWC) is responsible for the design, promotion,
implementation, and administration of the Work-Study Program at the University. The
Program is designed to provide students the opportunity to participate in meaningful and
useful work experiences in the University, and by doing so, also supplement their financial
resources.
Members of the Working Committee
Committee members are represented by various departments: Student Awards and
Financial Assistance (SAFA), Career Services (CS), Human Resource Services (HR), Payroll,
and Finance. Each department will have a minimum of one member on the Committee. A
Chair will be elected by the Committee members. The Chair is a one-year position that may
be renewed annually should the Committee members so choose to re-elect the current
incumbent.
In addition, the Working Committee will seek guidance and consultation with the ViceProvost, Students on unique and delicate matters relating to the administration of the
Program.
The Committee members, under the direction of the Vice-Provost, Students, will have the
final decision-making authority regarding the administration of the Program – providing
that it falls within the policies and guidelines of the University and according to the Terms of
Reference herein laid out.
Governance
All decisions need to be reached by majority vote within the Committee. Members of the
Committee must not participate in any discussions where they may be in a real or perceived
conflict of interest relating to the student applicants of the Program.
SAFA/CS
28 August 2013
18 | P a g e
Work-Study Program – Policy and Procedures Manual
Appendix 1
Scope / Jurisdiction
The roles and responsibilities of this Committee shall be restricted to making decisions only
on the administration of the Work-Study Program itself while taking into careful
consideration other policies, regulations, Acts, Collective Agreements etc. that affect the
management of the Program.
A. Committee Member’s Responsibilities
1.
2.
3.
4.
5.
Attend and participate at meetings where possible.
Read all materials distributed.
Promote the Work-Study Program.
Represent department in decision-making activities.
Report back to individual department.
B. Chair’s Responsibilities
1.
2.
3.
4.
5.
Convene all meetings of the Work-Study Working Committee.
Sign-off on Working Committee decisions.
Liaise with other Faculties and Department Chairs promoting the Program.
Liaise with Vice-Provost, Students on the progress of the Program.
Report back to the Committee.
C. Career Services Office Responsibilities
1. Receive and review all Project Funding Proposal Requests for completeness.
2. Liaise with Human Resource Services on the development of Job Descriptions and
ETFs
3. Maintain online web portal for posting jobs.
4. Provide ongoing support to Project Supervisors
5. Receive all Work-Study Student Evaluation forms.
6. Prepare promotional materials and advertise program to the University.
7. Report back to the Committee.
D. Student Awards and Financial Assistance Office Responsibilities
1. Maintain online web portal for students to apply for eligibility to the Program.
2. Ensure that all student applicants meet eligibility criteria to participate in the
Program (i.e. demonstrated financial need, CCPA).
3. Ensure applicants submit all relevant documentation required.
4. Maintain a master list of all applicants (eligible and non-eligible).
5. Liaise with Career Services providing information on eligible students.
6. Maintain Work-Study Budget and report semi-annually to Vice-Provost, Students
and Committee members.
7. Prepare promotional materials and advertise program to the University.
8. Verify and submit all student timesheets to the Payroll Office.
9. Prepare all year-end reporting documentation, in consultation with the Finance
Office.
SAFA/CS
28 August 2013
19 | P a g e
Work-Study Program – Policy and Procedures Manual
Appendix 1
E. Human Resource Services Office Responsibilities
1. Ensure that all Job Descriptions are in accordance with BCGEU Collective Agreement
requirements and any Letters of Understanding.
2. Liaise with the Payroll Office on all required hiring documentation for students.
3. Provide support to Committee with regard to their field of expertise.
F. Payroll Office Responsibilities
1. Review all submitted timesheets.
2. Process all payments (i.e. cheques to students).
3. Provide support to the Committee with regard to their field of expertise.
G. Finance Office Responsibilities
1. Issue all T4s for eligible student Work-Study recipients.
2. Liaise with Student Awards and Financial Assistance Office on the funding allocation
year-end reporting requirements.
3. Provide support to the Committee with regard to their field of expertise.
Selections Committee (a Sub-Committee of the Work-Study Working Committee):
The Selections Committee will be responsible to review all Funding Request Applications that
are submitted each term. The Committee will be made up of the following members:
2 SAFA Representatives
2 Career Services Representatives
1 Student Representative
Governance
All decisions need to be made by majority vote within the Selections Committee. Members of
the Committee must not participate in discussions where they may be in a real or perceived
conflict of interest relating to the Funding Proposal Application being reviewed. A grading rubric
will be used to determine eligible applications.
SAFA/CS
28 August 2013
20 | P a g e
Work-Study Program – Policy and Procedures Manual
Appendix 2
APPENDIX 2
Timelines
Fall Timeline (for placements beginning in September)
Date
March thru May
Action
Call out to Project Supervisors requesting proposals
Office Responsible
Career Services
End of May
Deadline for Project Supervisors to apply for Sept
Work-Study
Project Supervisors
Early May
Committee meets to decide who receives the grant(s) Work-Study
Working
Committee
(WSWC)
Mid May
Project Supervisors are notified that they are able to
receive a Work-Study student and Job Description is
drafted
Career Services
Mid May
Job Postings sent to BCGEU for approval and, once
approved, are posted on Career Connection
BCGEU/
Career Services
Early June to MidJuly
Students apply online to demonstrate financial need.
Once approved, student lists are sent to Career
Services (ongoing weekly). Career Services gives
students access to system and sends them
instructions (ongoing).
SAFA/
Career Services –
ongoing weekly
Early June to MidJuly
“Approved” Students apply to jobs on Career
Connection (45 days)
Students
Mid July
Deadline for students to apply for financial aid
SAFA
Mid July
Career Connection Postings Close
Career Services
Mid July through
to End of Aug
Interviews conducted by Project Supervisors
Project Supervisors
Sept
Work-Study placements begin
Students/
Project Supervisors
SAFA/CS
28 August 2013
21 | P a g e
Work-Study Program – Policy and Procedures Manual
Appendix 2
Spring Timeline (for placements beginning in January)
Date
August thru Sept
Action
Call out to Project Supervisors requesting proposals
Office Responsible
Career Service
End of Sept
Deadline for Project Supervisors to apply for WorkStudy
Project Supervisors
Early October
Committee meets to decide who receives the grant(s) Work-Study Working
Committee (WSWC)
Early October
Project Supervisors are notified that they are able to
receive a Work-Study student and Job Description is
drafted
Career Services
Ongoing October
Job Postings sent to BCGEU for approval and, once
approved, are posted on Career Connection
BCGEU/
Career Services
Early October to
Mid-November
Students to apply online to demonstrate financial
need. Once approved, student lists are sent to Career
Services (ongoing weekly). Career Services gives
students access to system and sends them
instructions (ongoing).
SAFA/
Career Services –
ongoing weekly
Mid October to
End of November
“Approved” Students apply to jobs on Career
Connection (45 days)
Students
Mid November
Deadline for students to apply for financial aid
SAFA
End of November
Career Connection Postings Close
Career Services
December
Interviews conducted by Project Supervisors
Project Supervisors
January
Work-Study placements begin
Students/Project
Supervisors
SAFA/CS
28 August 2013
22 | P a g e
Work-Study Program – Policy and Procedures Manual
Appendix 3
APPENDIX 3
FORMS
FORM A
SAFA/CS
28 August 2013
23 | P a g e
Work-Study Program – Policy and Procedures Manual
Appendix 3
FORM B
SAFA/CS
28 August 2013
24 | P a g e
Work-Study Program – Policy and Procedures Manual
Appendix 3
FORM C
SAFA/CS
28 August 2013
25 | P a g e
Work-Study Program – Policy and Procedures Manual
Appendix 3
FORM D
SAFA/CS
28 August 2013
26 | P a g e