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.
Payroll Timesheet (timesheets submitted WEEKLY to Payroll)
Information for Employers
- 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.
- 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.
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.
- 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.
- Supervisors will set rate of pay (must pay at least minimum wage, currently $14.25/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.
- 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 62 hours in each academic term or 124 hours across both terms at minimum wage ($14.25 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.
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.
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:
- Competency development
- Quality of learning outcomes
- Mentorship & supervision
Does not Meet Expectations
Job description does not clearly outline tasks involved in the job. Lists at least 1 competency a student can develop but does not adequately describe how they will develop it.
Job description clearly outlines tasks involved in the job, lists at least 1 competency a student can develop, and describes how they will develop it.
Job description clearly outlines tasks involved in the job, lists more than 1 competency a student can develop, and draws a clear connection between the role and the development of selected competencies.
Mentorship & Supervision
Addresses only 1 of the following areas: plan for orientation, plan for training, plan for ongoing supervision/mentorship.
Addresses 2 or more of the following areas: plan for orientation, plan for training, plan for ongoing supervision/mentorship.
Clearly describes plan for orientation, training, and ongoing supervision/mentorship.
Quality of Learning Outcomes
Learning outcomes are not observable or measurable or it is unclear which tasks will help students demonstrate their learning.
Learning outcomes are observable or measurable and relate back to the job description.
Learning outcomes are observable, measurable, and clearly describe how students will demonstrate their learning through specific tasks.
Qualtrics Survey - 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 29 - July 22: Job Proposal Submission Period
August: Job Evaluation Period
August 28: Funding Announcements Made
September 8: Jobs Go Live
Important Hiring Information
- 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.
Jobs will open for students on September 8. 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 firstname.lastname@example.org. 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 Ignite@uwindsor.ca: Once you have made your hiring decision, submit an Ignite Student Hiring Authorization Form to email@example.com. This is SEPARATE form for the regular Student Hiring Authorization Form. 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 8: First day of work
October 30: Deadline to hire a student for Fall
December 23: Last day to work
February 26: Deadline to hire a student
April 16: Last day to work for Ignite 2020-21 work term
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 16, 2021.
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.
Check-In Forms (to be completed with your hired student)
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?
Supervisors will need to complete 2 check-ins per student - Initial & Final Performance Check-In.
Supervisors have the option to use our form or to create their own check-in format. This is to be completed within the first 2 weeks of your student’s employment
You will complete 1 form with your student(s). Discuss these questions at a meeting with your student. Sign the form and have your student email it to firstname.lastname@example.org .
Supervisors have the option to use our form or to create their own check-in format. This is 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 the student).
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 email@example.com
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.
Students can start as early as September 8, and must attend a 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 8, 2020 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 2021.
Fall & Winter (September-April) and Winter (January-April) positions will be reimbursed in May 2021.
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 Ignite, please contact our Program Coordinator: