If you are a new student employee of the University, or if it has been more than one year since your last contract with the University of Windsor, please see “For Students: New Hire Forms”. This is where you will locate the legal documents which you must submit to Human Resources that permit you to commence employment at the University of Windsor once approved.
For frequently asked questions about student appointments, please select one of the boxes below:
For Staff/Faculty: Hiring a Student
The University is committed to providing opportunities for students to obtain paid employment and experiences within the University community. The recruitment and hiring of students is the responsibility of the Department Head and/or the faculty/principal researcher in the case of students hired under a faculty member’s grant. The types of student appointments available to students and corresponding forms processed by Human Resources are noted below:
There are four different types of appointments for research-based work at the University of Windsor for students:
- Research Assistant – Scholarship (paid as lump sum)
- Research Assistant – Salary (paid in even increments)
- MITACS Internship (paid in a lump sum)
- Authorization to Hire a Student Form – Select checkbox: Research Assistant (Grant)
(paid through timecard submission, timecards available at: https://www.uwindsor.ca/finance/sites/uwindsor.ca.finance/files/2019-11-12_-_payroll_-_casual_student_time_sheet_1.pdf)
To access the above forms, please visit the heading “Forms” on the following page: https://www.uwindsor.ca/finance/payroll.
To determine which of the above appointments is best suited for your needs, please visit: https://www.uwindsor.ca/graduate-studies/474/research-assistantship-guidelines
Please note the above link is only for active students. Individuals wishing to hire non-students in a research capacity should visit: https://www.uwindsor.ca/vp-research/320/selecting-right-type-appointment
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.
For information on the Ignite Program, including student eligibility, and to access the form, please visit: https://www.uwindsor.ca/career-development-experiential/ignite-employer
The timecards used to submit the hours of these students is located at: https://www.uwindsor.ca/finance/sites/uwindsor.ca.finance/files/2019-11-12_-_payroll_-_ignite_work_study_time_sheet.pdf
If you are looking to hire a student in another capacity that does not fall within any of the other categories listed, please complete the Authorization to Hire a Student form. This form is located under “Forms” on the following link: https://www.uwindsor.ca/finance/payroll
The timecard submission forms for these appointments are available at the following link: https://www.uwindsor.ca/finance/sites/uwindsor.ca.finance/files/2019-11-12_-_payroll_-_casual_student_time_sheet_1.pdf
The employment of Graduate Teaching Assistants and Undergraduate Teaching Assistants is facilitated by the Faculty of Graduate Studies. After a contract is submitted and approved by the Dean of Graduate Studies, it is forwarded to Human Resources to be matched with the student hire package, reviewed and processed (if hiring package is complete). Please note that the student cannot begin working until the new hire package has been submitted and approved by Human Resources.
For more information about GAs and TAs, please refer to the information on the Faculty of Graduate Studies website.
The Outstanding Scholars program offers paid research opportunities to undergraduate students in every major on campus. Unlike Teaching Assistants, Graduate Assistants, and Research Assistants, Outstanding Scholars provide faculty with an opportunity to secure meaningful research assistance without affecting their departmental budget.
For more information on Outstanding Scholars, please visit: https://www.uwindsor.ca/aauheads/resources/os.html
Please note:
- Student employment is intended to be temporary and/or casual. It is not intended to replace work being carried out by permanent full-time/part-time employees.
- In accordance with the Government of Canada International Student Program regulations, international students are permitted to work on campus as long as they are enrolled full-time at the University in addition to submitting the required documentation listed in the chart under the student hiring package.
- Students are permitted to have multiple appointments on campus as long as the aggregate hours worked each week do not exceed twenty-four (24) hours. For graduate students including members of CUPE 4580, the aggregate allowable number of hours of paid university-related employment is 240 hours per academic term (Fall, Winter, Summer).
Student employees (new to employment at the University, and those who have not worked within the past year) must complete all the legally required documents below and submit the package in its entirety to hrstudent@uwindsor.ca upon signing their employment contract. The student cannot commence their work duties until this package has been submitted, reviewed to determine that all requirements have been met and has been approved by Human Resources.
For Students: New Hire Package
Congratulations on your employment with the University of Windsor! We are excited to have you as part of our campus team focused on enabling people to make a better world through education, scholarship, research, and engagement.
The following legally required documents must be submitted to hrstudent@uwindsor.ca upon signing your employment contract if this is your first employment contract with the University of Windsor, or if it has been more than one year since your last employment contract. Students are not permitted to begin their work duties until all documents in the new hire package have been submitted and reviewed by Human Resources to determine that all legal requirements have been met. These forms are also available as hard copies at HR Reception (Chrysler Hall Tower – 5th floor).
| Documents Required | Domestic Students | International Students in Canada |
|---|---|---|
| New Student Employee - Personal Information | Required | Required |
| Personal Tax Credits Form TD1 (Federal) | Required | Required |
| Ontario Personal Tax Credits Form TD1ON (Provincial) | Required | Required |
| Authorization Agreement for Automatic Deposits with 1) Void cheque or direct deposit form from your financial institution OR 2) Request that your financial institution complete the bank information section on the Authorization Agreement Form with signature/stamp | Required | Required |
| Social Insurance Number (SIN) Document or Proof of SIN | Required - Example: SIN Card or Service Canada SIN Confirmation Letter | Required - Example: Service Canada SIN Confirmation Letter |
| Personal Identification Documentation | Required - Copy of Government Issued Identification. Example: Birth Certificate or Passport | Required - Copy of Passport |
| Copy of Study Permit or Employment Authorization | Not Applicable | Required |
For international students, once you arrive in Canada, you must provide hrstudent@uwindsor.ca your social insurance number (SIN) and official study permit. Additionally, you will need to open a Canadian bank account and provide the authorization agreement for automatic deposits form (along with a void cheque, bank verification signature/stamp, or direct deposit slip from your bank) to hrstudent@uwindsor.ca.
The University of Windsor provides accommodation in accordance with applicable laws through all stages of the hiring and onboarding process. If you require accommodation, please contact Human Resources at hrstudent@uwindsor.ca. Please note that Human Resources is not able to advise on the completion of the TD1, and TD1ON tax forms.
The University of Windsor is committed to equity in its policies, practices, and programs. We support diversity in our teaching, learning, and work environments, and ensure applications from members of underrepresented groups are seriously considered. All qualified individuals who would contribute to the further diversification of our University community are encouraged to apply.
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