Work-Study FAQ

Below you can find several commonly asked questions about the Work-Study program. If you can't find your question below please do not hesitate to contact your campus liaison.

FAQS
 
WORK-STUDY PROGRAM ? WHAT IS IT

What is the Work-Study Program?
How are employers notified about future Work-Study Programs?
As an interested employer, how can I be included on the Work-Study mailing list?

ELIGIBILITY
How do you determine the eligibility of a Work-Study employer?
How will I know if a student is eligible for the Work-Study program? 
Can a Work-Study student accept more than one position?

SUBMITTING OR MAKING CHANGES TO A JOB POSTING
If I listed a Work-Study opportunity last year, do I need to reapply this year?
What information do I need to include in my Work-Study proposal?
How detailed does my position description have to be?
Where and how can I find my Job Position Number?
Can I make changes to my job posting after it has been approved? If so, how?
How can I cancel/expire my job posting after I hire a student?

WORK-STUDY FUNDING
How much of the eligible student's salary is covered through the Work-Study Program?
How much of the salary is covered if I hire a President?s Scholar of Excellence Program (PSEP) student?
Am I able to top-up an eligible student's Work-Study salary so they earn more than the standard amount per hour?

EMPLOYER RESPONSIBILITIES
What are the responsibilities of a Work-Study employer?
Who interviews and hires my student(s)?

WORK-STUDY LISTINGS
How do students view and apply to Work-Study positions?
Can students from all campuses view and apply to Work-Study positions?

APPROVAL NOTIFICATIONS
Will my position be approved if I haven?t paid my employer contribution from a previous Work-Study session?
When will I receive notification that my Work-Study proposal has been approved?

PROMOTING WORK-STUDY JOBS
My position has been approved; is there a guarantee that my position will be filled by a Work-Study student?
I have not received many applications for my Work-Study position; what can I do to increase the number of applicants?
Can I post my Work-Study job on other job boards or through methods outside of CLN?

AFTER HIRING FORMS HAVE BEEN SUBMITTED
When can the student I have hired begin work? 
What happens after the completed Hiring Form is submitted?

PAYROLL AND TIMESHEETS
How do Work-Study students get set up payroll?
What is the deadline for students to submit their final timesheets to ensure they get paid?

CO-CURRICULAR RECORD (CCR)
What is a CCR?

CONTACT INFORMATION
Who do I contact if I have questions about the Work-Study Program?
 


WORK-STUDY PROGRAM ? WHAT IS IT

Q. What is the Work-Study Program?
 
A. UofTs Work-Study Program provides students with the opportunity to develop their knowledge, skills and experience through paid work on campus. Appointed Faculty and Staff are invited to submit job proposals for the Work-Study Program and by doing so they benefit from central funding, which offsets a significant portion of the salary costs (70% within the parameters of the program).

Q. How are employers notified about future Work-Study Programs?
 
A. All appointed U of T Faculty and Staff are sent an e-mail notifying them of upcoming Work-Study programs. U of T faculty and staff who are registered with the Career Learning Network are also sent reminder e-mails with program details.  To register in the Career Learning Network, please visit https://cln.utoronto.ca and register under Faculty and Staff. Information about future programs can also be found at https://cln.utoronto.ca/staff-faculty/overview/wspublic.htm
 
Q. As an interested employer, how can I be included on the Work-Study mailing list?
 
A. The list to participate is sent to those who have participated in the past and those who HRIS has identified as 100% FTE Employees. If you know of an eligible colleague (as noted in the first question) you are welcome to forward the invite to them.
 
ELIGIBILITY
 
Q. How do you determine the eligibility of a Work-Study employer?
 
A. To hire Work-Study students, an employer must be a staff appointed employee of UofT. Work-Study employers must be on-campus for the duration of the program; employers who take a leave or change their position during the program period must contact Enrolment Services to inform them of the change in circumstances.
 
PhD Candidates, post-doctoral fellows and casual staff members are NOT eligible to hire or supervise Work-Study students.  
 
Q. How will I know if a student is eligible for the Work-Study program? 

A. Students must meet the basic eligibility criteria; we suggest confirming this prior to interviewing potential candidates. Work-Study positions are available to all full-time and part-time undergraduate and graduate degree students (domestic and international). A student must be registered in at least 40% of a full course load (2.0 credits from September to April for Fall/Winter or 1.0 credits from April to August for Summer Work Study) for the program duration ? no course load averaging is permitted. Students with ROSI registration part-time status should ask their department to confirm their course load percentage.
 
Q. Can a Work-Study student accept more than one position?

A. No. Eligible Work-Study students can only accept one Work-Study position during the Work-Study program.  
 
SUBMITTING OR MAKING CHANGES TO A JOB POSTING
 
Q. If I listed a Work-Study opportunity last year, do I need to reapply this year?
 
A. Yes, returning employers must resubmit their Work-Study proposal for each program. 
However, job proposals from employers who have not paid their employer contribution (i.e., 20% of student wages) from a previous Work-Study session will not be approved until the outstanding contribution has been paid-in-full. Contact workstudy@utoronto.ca to make payment arrangements.
 
Q. What information do I need to include in my Work-Study proposal?
 
A. You must include an alternate contact who is also a U of T faculty or staff member (post-doctoral fellows, PhD candidates and casual staff members are NOT eligible), the contact information of your business/payroll officer, a job title, the number of vacancies, a complete position description and a method of application.   
 
Q. How detailed does my position description have to be?
 
A. You must include job duties and job performance expectations in your position description.
It is recommended that you outline for the students what they will gain from the experience, the expectations for their availability and what you are seeking in a candidate. Keep in mind that these opportunities must supplement the student's current field of study with relevant experience and/or provide duties (non-clerical in nature) that are useful for exploring future academic programs or career areas. This experience will be a part of a students Co-Curricular Record; for more details on the CCR, please visit, www.ccr.utoronto.ca
 
Q. Where and how can I find my Job Position Number?
 
A. Once your job has been approved, you can access it by logging into your account on CLN. When you access your job, you will notice that there is a 5 digit number in front of the job title; this is your Job Position Number (it will be the number you reference on your Hiring Form).
 
Q. Can I make changes to my job posting after it has been approved? If so, how?
 
A. Yes! Access your job posting in the same format you used to post it (through CLN) and click on the job. When you are seeing the job form, there will be a tab on the top right that says Edit Posting. From there you can make any changes. Please note that changes will need to be approved by the Career Centre. During the time you make the changes and the Career Centre views/approves them, the posting is not visible to students. Therefore it is not recommended that you make any changes late Friday or over the weekend.
 
Q. How can I cancel/expire my job posting after I hire a student?
 
A. Similar to above, access your job posting in the same format you used to post it (through CLN) and click on the job. When you see the job form, there will a tab on the top right that says Edit Posting; click on that tab and scroll to the bottom of the page. There you will see a blue button that says Expire Posting by clicking that you are removing it from student?s view. You can re-activate it, should you need to in the future.
 
WORK-STUDY FUNDING
 
Q. How much of the eligible student's salary is covered through the Work-Study Program?
 
A. The employer's contribution to the Work-Study salary costs is 30%. The remaining 70% is funded centrally.  However, if a student works over the number of maximum allotted hours, the department must repay the Work-Study program for 100% salary costs of all excess hours.
Note: If is important to remember that Work-Study pay cannot be used to cover wages paid to unionized U of T employees.
***There may be pending changes based on new proposed minimum wage requirements released by the Government of Ontario on May 30, 2017***.
 
Q. How much of the salary is covered if I hire a Presidents Scholar of Excellence Program (PSEP) student?
 
A. 100% of the salary costs are funded centrally; there is no cost to the Work-Study employer provided they are within the parameters of the program (do not exceed maximum number of hours).
 
Q. Am I able to top-up an eligible student's Work-Study salary so they earn more than the standard amount per hour?
 
A. Yes.  If your department chooses to pay the student a 'top-up' in addition to the hourly rate of $11.40, the 'top-up' amount must be entered on Additional Payments using wage type:
 
0222 - T4 Flat Amt - No Dues Gen 4% Vac ; OR 
0223 - T4 Flat Amt - No Dues No Vac 
For example, if the employee worked 48.00 hours in the month with a $2.00 top-up, then the amount on Additional Payments would be $96.00 (48.00 hours x $2.00). When using wage type 0222 or 0223, the departmental CC/CFC must be entered in the cost assignment as the 'top-up' is funded by the department.
 
In the assignment number field, a text description may be entered to identify the payment; for example, "Work-Study Top Up". If you have further questions about topping up Work-Study salary, contact AMS HELP at: http://www.hrandequity.utoronto.ca/resources/hristsc/hrispd/CEPD.htm
 
UTSC Work-Study employers should have their Work-Study student complete an additional bi-weekly or monthly timesheet (depending on how they are being paid for Work-Study) for top-up payment.  Timesheets can be picked up in the UTSC Human Resources office, room BV526E or downloaded from the UTSC HR website.
 
Note: It is important to remember that Work-Study pay cannot be used to cover wages paid to unionized U of T employees.
 
EMPLOYER RESPONSIBILITIES
 
Q. What are the responsibilities of a Work-Study employer?

A. Work-Study employers must:
  • provide appropriate training and supervision;
  • ensure student(s) have an accurate understanding of the duties, hours of work and job performance expectations when they are hired;
  • introduce the payroll officer and the alternate contact to the hired students;
  • ensure students are paid promptly for hours worked through the hiring department's payroll officer. 
Q. Who interviews and hires my student(s)?

A. You. Once the posting has been approved by the Career Centre & Enrolment Services, you take over the hiring responsibilities. You are encouraged to use best interviewing techniques and hiring practices to make your decision. Ultimately the decision is up to you, as you will be the one training and working with the student(s).
 
WORK-STUDY LISTINGS
 
Q. How do students view and apply to Work-Study positions?
 
A.  To view and apply to Work-Study positions, students must login to the Career Learning Network (CLN) at cln.utoronto.ca. From there they select 'Work-Study' and then ?Work-Study Jobs? where they will be able to browse through all available Work-Study opportunities. Students apply to positions of interest through the method of application indicated within the job posting.  
 
Q.
Can students from all campuses view and apply to Work-Study positions?
 
A. Yes, students from all campuses are able to view and apply to positions on any campus.  Program start dates vary with the date that classes start on each campus.  Should you hire a student from a different campus, his/her Work-Study start date would correspond with the first day of classes for his/her campus.
 
APPROVAL NOTIFICATIONS

 

 
A. No. Employers who have outstanding employer contributions will not have their positions approved until the outstanding contribution has been paid in full.
 
Q. When will I receive notification that my Work-Study proposal has been approved?
 
A. Approval e-mails will be sent from Enrolment Services in mid-to-late July for the Fall/Winter Work-Study Program and mid to late April for the Summer Program. However, job proposals from employers who have not paid their employer contribution (i.e., 30% of student wages) from a previous Work-Study session will not be approved until the outstanding contribution has been paid-in-full. 
 
PROMOTING WORK-STUDY JOBS

 
Q.
My position has been approved; is there a guarantee that my position will be filled by a Work-Study student?
 
A. There are no guarantees that your position will be filled by a Work-Study student; students apply to positions that interest them.   
 
Q. I have not received many applications for my Work-Study position; what can I do to increase the number of applicants?
 
A. Once your position has been approved by Enrolment Services, you are welcome to advertise your Work-Study positions outside of the Career Learning Network. You can post details on your department's website, send an e-mail out through a departmental listserv, make class announcements, post details within your office, etc.  
 
Q. Can I post my Work-Study job on other job boards or through methods outside of CLN?
 
A: Yes. You are encouraged to send out through any listservs, tell qualified students and/or post something in a high-traffic area.  Promotion on other job boards and outside of U of T is strongly discouraged.
 
AFTER HIRING FORMS HAVE BEEN SUBMITTED
 
Q. When can the student I have hired begin work? 
 
A. Once you have offered an eligible student employment, the Work-Study Hiring Form must be completed by the student, employer and the business officer.  The completed form must be delivered to Enrolment Services prior to the deadline date identified on the hiring form. The student will receive notification by email of their acceptance into the program from Enrolment Services. Students can begin work once the completed Hiring Form has been submitted and you are satisfied that the student meets the eligibility requirements.  Be sure to track the hours the student has worked so they can be recorded on the students timesheet when they become available.
 
Q. What happens after the completed Hiring Form is submitted?
 
A. Enrolment Services will process the Hiring Form (normally within a week) and then send an approval to both the work-study employer and the student including information on payroll forms, timesheets, and where to set this up.
 
PAYROLL AND TIMESHEETS
 
Q. How do Work-Study students get set up payroll?
 
A. St. George and UTM Work-Study students can download payroll forms and timesheets at http://www.adm.utoronto.ca/financial-aid/work-study-program/.  UTSC Work-Study students must pick up their payroll forms and timesheets at the UTSC Human Resources Office, room BV526E.

Q. What is the deadline for students to submit their final timesheets to ensure they get paid?
 
A. Students must submit all timesheets to their employers business/payroll officer on a bi-weekly basis.  Efforts should always be made to pay students in the appropriate pay-period according to when hours were worked.  All payroll for the Fall/Winter Work-Study program must be processed before the final payroll run in March.
 
CO-CURRICULAR RECORD (CCR)
 
Q. What is the CCR?
 
A. The Co-Curricular Record (CCR) provides a centralized database of activities that lets students easily search for opportunities beyond the classroom. Competencies will be linked to activities, which will help students make the connection between their involvement and learning, allowing them to frame their experiences and skills to employers, graduate and/or professional programs, and for awards and scholarships. Students will be able to print at any point an official validated record of their involvement at the University of Toronto.  As The University of Toronto?s Work-Study Program is designed to provide students with the opportunity to develop their knowledge, skills and experience through paid work on campus the role you post for Work-Study must be in-line with CCR principles and will appear on the students Co-Curricular Record. For details about CCR, please visit: https://ccr.utoronto.ca/about-ccr/q-a.htm
 
CONTACT INFORMATION
 
Q. Who do I contact if I have questions about the Work-Study Program?

A. For questions about student eligibility and payment procedures:
Nina Luciano
Enrolment Services
Tel: (416) 978-7960
workstudy@utoronto.ca  
 







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