Work-Study Program for Supervisors

Work-Study projects can be submitted online for consideration during the following times:

Fall: June 15 – July 15
Spring: October 15 – November 15
Summer: February 15 – March 15

Once submitted, a project cannot be viewed online until the Work-Study project has been approved and the Work-Study position website is open to students for the current term.

All Work-Study projects must be at least 60% research based and may not include duties that supplant positions or work of on-campus bargaining units.  Work-Study projects must be supervised and on campus (any location). Proposals must include detailed description of duties and qualification requirements.

Work-Study projects are approved after a completed Project Supervisor Declaration form has been received for the current term.  Email notification is sent to the Project Supervisor after the project has been reviewed.

Work-Study projects are filled until all available funding has been fully committed to eligible Work-Study students or the viewing period has ended for the term.  Projects are pulled from the website after the requested positions have been filled for the term.

All supervisors of Work-Study students must sign and abide by the terms of this declaration. Projects will not be considered unless a signed declaration from each supervisor is received by Financial Aid and Awards each term.

1. The Work-Study Program is a financial assistance program funded by Simon Fraser University.
2. Work-Study positions must be at least 60% research based and cannot include duties that supplant positions of on-campus bargaining units. Projects must be supervised and completed on-campus.
3. I may not guarantee a Work-Study position to a student until that student has received a Work- Study Placement Form from Financial Aid and Awards. Students may not start their positions until they have provided a valid Social Insurance Number (SIN) and completed the required payroll forms.
4. The expectations of the Work-Study Program (in particular, with respect to the scheduled hours of attendance) are that Supervisors recognize the fact that the student participant’s primary commitment is to study.
5. The student participant’s personnel matters are in order and I will inform the student of the following:
   • The duration of the Work-Study position (first day of classes to the end of the exam period)
   • The hourly wage and benefits ($10.25/hour plus 4% vacation pay); and
   • The pay schedule
6. In addition to general University policies and procedures, all applicable labour, Canada Customs and Revenue Agency, WCB, etc. laws, rules and regulations will be adhered to.
7. I will provide a workplace orientation for the student participant(s) under my supervision, as well as appropriate supervised training for all new duties.
8. I will meet with my student(s) if I have any concerns regarding their performance.
9. I will ensure the student participant is placed on payroll and the actual hours completed are reported on a biweekly basis using the PeopleSoft HAP web-based timesheets in the applicable pay period. I am responsible for ensuring that timesheets are accurate and for monitoring the number of hours completed by the student. Payment of hours beyond the student participant’s awarded amount will be the responsibility of the department supervising the student.
10. Every attempt should be made to provide student participants with the opportunity to complete the full amount of hours awarded. If the hours completed are less than the awarded amount, the student participant’s financial assistance package will be reduced, which may result in undue financial hardship.
11. I must inform the student participant and Financial Aid and Awards if the Work-Study position is terminated for any reason.

Students are able to start viewing and applying for Work-Study positions approximately three weeks before the term starts.  Work-Study positions are closed for viewing by students and project supervisors at the following times:

Fall: September 15
Spring: January 15
Summer: May 15

Students contact the Project Supervisors by phone or email through the contact information provided in the Project submission.

Step 1: Work-Study student hiring procedures

All approved Work-Study applicants will have a Work-Study Placement form that identifies them as eligible Work-Study students.  Complete the Work-Study Placement Form as follows:

• Insert Project number and Hiring Authorization Number (HAN)
• Sign and date and keep a copy for reference
• Give Placement Form to departmental Work-Study student payroll coordinator to complete hiring process (usually a Department Assistant)

Note: If you hire an international student, you must ensure that he/she obtains a Social Insurance Number (SIN) prior to the start of employment. To be issued a SIN, the student must first obtain a Work-Study contract letter from SFU Financial Aid and Awards. For more information, contact Financial Aid and Awards.

Step 2: Payroll Procedures

The usual procedures for temporary, non-union staff should be followed.

It is the responsibility of the Project Supervisor to forward the following forms to Financial Aid and Awards.  Submit all completed forms as one complete package or they will be returned to the department.  Forms 2, 3 and 4 are available from the SFU Payroll website: http://www.sfu.ca/finance/payroll/forms/

1. Work Study Placement Form, signed by both student and Project Supervisor
2. Student Research Appointment Form (FPP4)
   • [completed by department; please include Hiring Authorization Number (HAN) and Project number in “Remarks” section]
3. SFU Personal Data Form
   • [completed by student, including banking information]
4. TD1 Personal Tax Credit Return (Federal and BC)
   • [completed by student]

Submit hiring package to Work-Study Coordinator, c/o Financial Aid and Awards through intercampus mail or deliver to 3200 Maggie Benston, Student Services Building.

Please allow approximately 10 business days for Financial Aid and Awards to validate information and for Payroll to process these forms.    

The hourly rate of pay is $10.25 per hour plus standard benefits.

1. Submit the actual hours worked by the student in the applicable two week period to payroll using the PeopleSoft HAP web-based timesheets (use pay group hourly).
2. Once the appointment form and related paperwork are processed by payroll, your Work-Study student will appear on the PeopleSoft web-based timesheets as hourly employees.
3. Carefully record hours worked, to ensure that the Work-Study student's cumulative hours do not exceed their Work-Study allocation. Any earnings over the student's allocation will be charged back to the department employing the student.

On occasion, students may be terminated by Financial Aid and Awards if they fail to continue to meet eligibility requirements.  This occurs (but is not limited) to the following scenarios:

• when a student is no longer a full-time student,
• when a student’s demonstrated financial need has significantly changed
• student has enrolled in CO-OP
• student no longer meets the CGPA requirements

In these situations, the Work-Study coordinator will contact both the student and the project supervisor to advise them of this change in status.  Any hours worked by the student up to the date of notification will be paid.

If a student is terminated by the project supervisor, or if the student withdraws from the Work-Study position, please contact the Work-Study Coordinator for information on the appropriate termination/withdrawal procedure.