Ignite Employer

Ignite: Employer Information

UWindsor’s Work Study Program has been rebranded as Ignite and will be facilitated as an experiential learning opportunity. The changes made to the program aim to provide participants with expanded opportunities to build skills relevant to their career development. 

We are no longer accepting job proposals for the 2019-20 work term.


NEW Ignite Student Hiring Authorization Form (submitted to Human Resources)

NEW Payroll Timesheet (timesheets submitted WEEKLY to Payroll)


Information for Employers

Weren't able to make it to our Employer Information Session? You can review our presentation here.

There are several important changes to Ignite this year to the following processes:

Job Proposals

  • To be considered for funding through this experiential learning program, job proposals must:
    • Provide an opportunity for a student to apply their skills and knowledge in an authentic work setting and be exposed to authentic workplace demands;
    • Identify at least one competency that can be developed by students that take on the role;
    • Articulate at least one learning outcome that can be achieved by students that take on the role;
    • Incorporate direct supervision, mentorship, and feedback by one or more faculty or staff members.
  • Job proposals can be made for one-term (Fall only OR Winter only) or two-term (Fall AND Winter) positions. A job proposal can request multiple openings, but a separate proposal is required for every unique position.
  • Job proposals can be submitted via Qualtrics (rather than directly into mySuccess) by July 21st.
  • Proposals will be reviewed, scored and ranked by an Evaluation Committee using a comprehensive rubric and applicants will be notified of results the week of August 19.
  • Individuals that sit on Provost’s Council (i.e. those in a dean or AVP role) will have an opportunity to review and notify CDEL of a set number of positions that are deemed a priority for the operations in their unit.

Student Eligibility

  • In order to be hired into an Ignite-funded position, students must:
    • Be in good academic standing (cumulative average of 60% or higher and not be on academic probation);
    • Be registered in a minimum course load (60% for domestic; 80% for international; 40% for students with a documented permanent disability);
    • Not be on a co-op work term in the semester they are employed in an Ignite position.
  • Students cannot work more than 24 hours a week on campus and students with a GA role are limited to 100 hours of work per semester.
  • Students are only allowed to hold one Ignite position per year.
  • After being hired into an Ignite position, students are to attend a mandatory one-hour Launch Session facilitated by CDEL within the first two weeks of their start date. Students must be paid for the time they attend the session as part of that week’s payroll.

Funding Structure (for approved positions only)

  • Supervisors will be reimbursed up to $2,000 for a two-term position or $1,000 for a one-term position on actual expenditures on hourly wage, vacation pay, and other mandatory costs associated with paying the students (EI, CPP, EHT, etc.). Any expenditures over and above the funding allocation from Ignite will be the responsibility of the department.
  • It is the responsibility of the supervisor and department to keep track of how many hours the Ignite student(s) worked to ensure that they stay within budget. Calculations for approximate number of hours that can be worked for $1000 and $2000 allocations are available.
  • Ignite students must be paid from the supervisor’s departmental budget or research grant student casual wage account with a WKS classification ending in 81520 (operating accounts) or 67160 (trusts and research accounts).
  • Supervisors will set rate of pay (must pay at least minimum wage, currently $14/hr).
  • A student can only hold one Ignite-funded position each year and supervisors will be reimbursed a maximum of $2,000 for each student in a two-term position or $1,000 for those in a one-term position.
    • Ignite-funded positions can be shared across multiple students and/or supervisors can hire a new student into an Ignite position if an earlier hire does not fulfill the role and use up the allocated funding. 
  • Reimbursements are completed in two installments, one in February and another in May, if applicable.
  • Leaving a significant portion of allocated funds unused may reduce likelihood of receiving future funding.

What Does the Wage Subsidy Cover?

Employers can restrict the number of hours that they approve for a student to ensure that all costs are covered. If you wish to contain all costs related to hiring a student within the subsidized amount ($1,000 OR $2,000), then the funding will cover 63 hours in each academic term or 126 hours across both terms at minimum wage ($14.00 per hour). Of course, if your budget allows, we encourage you to invite the student to work beyond the subsidized amount.

If you choose to pay your student(s) more than minimum wage and would like to stay within the subsidy, the number of hours per term they work needs to be reduced. For approximate calculations of how many hours per term your student can work, please visit this website. Any student hours worked, or wages paid in excess of the wage subsidy funding will be the responsibility of the department.


Check-In Forms (to be completed with your hired student)

Initial

Midpoint

Final

A critical part of experiential learning is reflection. As an experiential learning program, Ignite aims to incorporate this key element of learning through the establishment of an initial, midpoint, and final check-in.

At these check-ins, you will have a career conversation with your student and fill out a form together. Your student will then submit the form on mySuccess. They can scan it or take it a picture of the form to submit it.

How Many Check-Ins Do I Complete?

If your student is working for the fall and winter semester, you will complete 3 check-ins (initial, midpoint, and final).

If your student is working only in the fall semester OR winter semester, you will complete 2 check ins (initial and final). 

Check-In Instructions

Initial Check-In

To be completed within the first 2 weeks of your student’s employment

You will complete 1 form with your student(s).

There are 5 questions in total on the form. Discuss these questions at a meeting with your student. Sign the form and have your student email it to ignite@uwindsor.ca .

Midpoint Check-In

To be completed in January 2019 for students working in the fall and winter term

(**students working in the fall term or winter term only do not have to complete this **)

You will complete 1 form with your student(s). There are 6 questions in total on the form. Your student will complete questions 1-3 on their own, and questions 4-6 at an in person meeting with you.

At your meeting with your student, discuss the topics listed in questions 4-6 and have your student write down their answer to the question in the box provided.

Sign the form and have your student email it to ignite@uwindsor.ca
 

Final Check-In

To be completed within the last 2 weeks of your student’s employment

There are 2 forms that need to be submitted for your student's Final Check-In: a Performance Evaluation (done by you) and a Final Reflection (done by them).

You will complete a performance evaluation for your student and review it with them at an in-person meeting. Both you and your student will sign the form to indicate that you have discussed the results of their evaluation.

Your student will email a signed copy of their evaluation to ignite@uwindsor.ca

Students will complete a Final Reflection on their own on Qualtrics after their performance evaluation. They do not have to print or fill out anything on paper; it will be done completely online. Their Final Reflection should take place after their performance evaluation.

 

Check-In Instructions

Initial Check-In

To be completed within the first 2 weeks of your student’s employment

There are 5 questions in total on this form.

Review the form and type out your answers to questions 1, 2, and 5 (for question 5, check off any topics that were not discussed at your initial orientation and/or training session). 

Email your responses to your students so they can review your feedback, and instruct them to answer question 3 and 4 on their own (for question 4, just have them answer the last part of the question). Your student will then email it to ignite@uwindsor.ca.

Midpoint Check-In

To be completed in January 2019 for students working in the fall and winter term

(**students working in the fall term or winter term only do not have to complete this **)

There are 6 questions in total on this form. Review the form and type out your answers to questions 4, 5 and 6. Your answers can provide more aggregrate feedback and can include comments like "overall all of you are developing your teamwork skills, but could improve your time management skills by arriving early for your shift." 

Email your responses to your students so they can review your feedback, and instruct them to answer questions 1-3 on their own. Your student will email it to ignite@uwindsor.ca .

 


Job Proposals

Job proposals will be submitted to mySuccess, reviewed, and scored by an Evaluation Committee using a comprehensive rubric. Successful positions that are awarded the wage subsidy funding will be notified the week of August 19.

All job proposals must be submitted through Qualtrics.

In order to be approved, all positions must:

  • provide a minimum of 5 hours of work per week to a maximum of 24;
  • not contravene any collective agreement and must not include duties of a laid off employee;
  • demonstrate that any students hired into the role will have the opportunity to develop at least one learning outcome, one career competency, and one attribute of a UWindsor graduate.

Since students will select the jobs which best meet their needs, there is no guarantee that all positions will be filled.

Career Development & Experiential Learning reserves the right to restrict the number of positions approved for one employer/ department.

Proposals will be reviewed, scored and ranked by an Evaluation Committee using a comprehensive rubric and applicants will be notified of results the week of August 19. 

Individuals that sit on Provost’s Council (i.e. those in a dean or AVP role) will have an opportunity to review and notify CDEL of positions that are deemed a priority for the operations in their portfolios. 

The rubric evaluates three priority areas:

  1. Competency development
  2. Quality of learning outcomes
  3. Mentorship & supervision

This survey is for one Ignite job proposal. It will take approximately 15 minutes and includes questions regarding the role you would like subsidized by the program. You will be asked about things like:

  • Job duties and requirements;
  • Supervision and mentoring plans;
  • Learning outcomes and competency development;
  • Application instructions for candidates;
  • Account number students will be paid from

You can save your proposal and come back to it at a later time. 

Some questions will require longer responses; we suggest writing out the answer in a Word document first, and then copying and pasting the information into the required text box.

At the end of the survey, you will have the option of downloading a PDF of your answers to keep for your records. 

If you have multiple openings for the same position, you only need to submit one job proposal survey. If you have more than one position to hire for, you must submit a job proposal survey for each one. 

  • For example, if you need 3 lab assistants, you would submit only one survey with 3 openings but if you want to hire an event planner as well, you would fill out a second survey.  

June 24 - July 21: Job Proposal Submission Period

August: Job Evaluation Period

Week of August 19: Funding Announcements Made

September 3: Jobs Go Live


Important Hiring Information

Jobs will open for students on September 3. This is also the first day a student can start work. Supervisors can choose to hire a student in 1 of 2 ways:

  • Hiring someone they already have in mind
  • Hiring someone from a select pool of eligible candidates

I ALREADY KNOW WHO I WANT TO HIRE…WHAT DO I DO?
If you already know what student(s) you would like to hire into your position(s), ensure they meet the eligibility criteria and attend a launch session. If you have indicated that all the vacancies for your position have been filled, your job will be expired automatically and won't be visible for students to apply to.

You will also have to submit an Ignite Student Hiring Authorization Form to Human Resources and ignite@uwindsor.ca. Your student will have to complete a Student Hiring Package (see below for details).

I DON'T KNOW WHO I WANT TO HIRE…WHAT DO I DO?
To hire an Ignite student, please do the following:

1) Review Your Applications: Depending on what you selected on your job posting form, students will apply to your job either online via mySuccess, in person, or through email.

2) Interview Eligible Applicants: Once you have decided what student(s) you would like to interview, you can view a pre-recorded interview online through their Interview Stream link (included in their application), or interview them in-person. If you'd like to interview the student in person, contact them directly via their UWindsor email address or the phone number on their resume. Supervisors should review eligibility requirements with candidates prior to hiring decision.

3) Submit an Ignite Student Hiring Authorization Form to Human Resources: Once you have made your hiring decision, submit an Ignite Student Hiring Authorization Form to Human Resources and ignite@uwindsor.ca. This is SEPARATE form for the regular Student Hiring Authorization Form. Once HR notifies me that they have received your form, I will follow up with you to confirm the employment of the student. Students may only work 1 Ignite position.

4) Have Your Student Submit a Hiring Package to Human Resources: Ignite students who have not worked at the University of Windsor before or in the past year need to submit a completed Student Hiring Package to the Department of Human Resources (HR) in order to be issued an employee number. All students will be provided with a copy of the Hiring Package.

5) Have Your Student Attend a Launch Session: Ignite students who are hired into a position are required to attend a one-hour paid Launch Session within the first two weeks of their start date.

All required documents must be submitted to Human Resources in order for students to be paid. You can refer students to the Employment Services – Student Employees website for details. Once HR processes the Student Hiring Package, the student will receive a copy of the student's UWindsor employee number.

If the student already has a UWindsor employee number and has worked at the University within the past year, they are not required to submit the Hiring Package again. Be sure to include their employee number on the Ignite Student Hiring Authorization Form. If they have forgotten their employee number, they can log on to UWinsite Studentand retrieve it.
 

Ignite students who have not worked at the University of Windsor before or in the past year need to submit a completed Student Hiring Package to the Department of Human Resources (HR) in order to be issued an employee number.

All required documents must be submitted to Human Resources in order to be paid. You can refer students to the Employment Services – Student Employees website for details. Once HR processes the Student Hiring Package, the student will receive an employee number.

If the student already has a UWindsor employee number and has worked at the University within the past year, they are not required to submit the Hiring Package again. Be sure to include their employee number on the the Student Hiring Authorization form. If they have forgotten their employee number, they can log on to UWinsite Student and retrieve it.

HAVE YOUR STUDENT COMPLETE HEALTH & SAFETY TRAINING: All University of Windsor employees must complete mandatory health & safety training within two weeks of being hired. There are 5 modules in total, and students are to be paid for this training. Students can only do this training after they have been issued an employee number. Once they have their employee number, students can login to www.uwindsor.ca/requiredtraining to complete their training. Students who have already completed this training are encouraged to login to the website and ensure their training is up-to-date.

MEET WITH YOUR STUDENT AND HAVE YOUR INITIAL CHECK-IN: Instructions for completing the check-ins are available on the website. The initial check-in should be completed within the first 2 weeks of your student's employment.

September 3: First day of work

November 1: Deadline to hire a student

December 13: Last day to submit payroll timesheets for 2019

April 17: Last day to work for Ignite 2019-20 work term


Payroll

Employers are responsible for reporting a student's hours weekly using the the appropriate timesheet available from the Finance/Payroll website

There are deadlines for submitting hours to Payroll:

  • For employees who have been approved or are working in a Fall term only position, report hours no later than the last working day prior to the Christmas break
  • For employees who are working in both Fall and Winter terms, report hours no later than April 19, 2019

Hours reported after this date will not be included as part of the Ignite program. Payment will then be charged to departmental budget provided on the Job Proposal form and will become the responsibility of the employer as legally, students must be compensated for all hours worked.

Payroll forms are not to be completed by the student employee. All forms must be completed and authorized by the employer. Do not project hours and do not pay students in advance of work being done.

Employers must monitor the number of hours a student works. Hours worked in excess of the wage subsidy allocation will be charged to the departmental budget provided on the Job Proposal form. If a student does not receive their pay as expected, please check with Payroll before resubmitting another time sheet to ensure that a student is not paid twice for the same period.  If time sheets are submitted by the deadline for that pay period, the pay will be deferred until the next pay period.


FAQ

Students can start as early as September 3, and must attend an one-hour Launch Session within the first two weeks of their start date.

If a supervisor already has identified a student they want to hire, they can start their role as early as September 3, 2019 and attend a Launch session within the first two weeks of their start date.

Launch sessions will be offered throughout September and October.

The supervisor must also ensure that the student meets the additional eligibility requirements before hiring them (good academic standing, registered in minimum courseload, and not on a co-op work term the semester they are employed in an Ignite position).

Fall term (September-December) positions will be reimbursed in February 2020.

Fall & Winter (September-April) and Winter (January-April) positions will be reimbursed in May 2020.

No. Work Study is not currently offered in the summer term.

If you want to keep the student after the end of the program, you will have to pay them out of your casual wage budget for any hours worked after the final payroll submission deadline.


Work Study Contact

If you have questions related to the Work Study program, please contact:

Ignite Program Coordinator