Information for Supervisors

Student Employment Guidelines and Procedures

These guidelines and procedures apply to all internal undergraduate, graduate and research assistant student hires.

Supervisor Checklist for Student Employees

This checklist is designed to assist supervisors with their new student employee's employment requirements.

STUDENT EMPLOYMENT GUIDELINES AND PROCEDURES

Nipissing University students work on campus in a number of capacities during the academic year and throughout the summer (i.e. administration, research, physical resources, etc.).

These guidelines and procedures apply to all internal undergraduate, graduate and research assistant student hires.

As a commitment to supporting our students, it is requirement that Nipissing University students be hired in preference for all student employment opportunities.

Student employment is intended to assist departments with their departmental functions while providing the student with engagement in activities of learning or acquiring skills to use in the future workplace.

Procedures:

All student positions must receive budget approval prior to advertising a student position.  This is administered through Human Resources. A position request form and job description must be completed and submitted electronically to Human Resources for budget approval.

Student Position Request Form

Job Postings:

All student employment opportunities must be posted on the Student Employment section of the Nipissing website for a period of 7 business days. Job postings for NUWorks positions must remain open for a minimum of one week after the start of the Fall/Winter term. The purpose of posting the positions is to ensure all students are aware of employment opportunities on campus.

Exception: Employment opportunities included in a Graduate Student’s Offer of Admission do not need to be posted.

A template for student job postings can be located by visiting the Human Resources section of the Nipissing website.

Applications:

All applications for student positions are received by the Human Resources Department through the student jobs email account, studentjobs@nipissingu.ca.

Human Resources will forward all applications received for a position to the supervisor within twenty-four hours after the application deadline.

Selection Process:

It is the responsibility of the supervisor to review resumes, conduct interviews, complete reference checks, and submit the request to hire a student employee form.

Interviewing:

Interviews allow applicants to learn about the position and for the interviewer to find the most qualified candidate for the position. Supervisors must hold interviews for all student positions advertised on the Nipissing website.

Interviewing best practices include:

  • Interviews should be in line within the guidelines located on the Ontario Human Rights Commission website.
  • Interview questions should focus on each candidate’s ability to perform the essential job duties.
  • Interview questions should be finalized advance of any interview and should be based on the essential duties of the job.
  • Create an answer guide outlining desired answers and a marking scheme for each question. Interview panel members should record and score        each candidate’s answers with this guide.
  • At the start of the interview, provide the candidate with a brief description of the position.
  • Ensure all applicants are asked the same questions.

More information about interviewing best practices can be located on the Ontario Human Rights Commission website, http://www.ohrc.on.ca/en/iv-human-rights-issues-all-stages-employment/5-interviewing-and-making-hiring-decisions

Request to Hire a Student Employee Form:

After a candidate has been selected for a position, the Administrative/Faculty staff must complete a Request to Hire a Student Employee form, which can be found in the Human Resources section of the Nipissing website, https://www.nipissingu.ca/departments/human-resources/student-employment/request-to-hire

Office Administrators/Managers must approve student positions supervised for non-research positions within the Faculty of Arts and Science and the Faculty of Education and Professional Studies. The Graduate Studies and Research Office must approve research assistant positions

Once the Request to hire has been submitted/approved, Human Resources will send an email to the student employee (copying the supervisor) providing them with links to the mandatory training modules and the student employment package.

Student Employment Package:

Students are responsible for completing the student employment package and submitting it to Human Resources prior to beginning work. Completed employment forms should be sent to hrinfo@nipissingu.ca.   

The student employment package includes the following forms:

  1. Student Employee Information Form
  2. Confidentiality Agreement
  3. Ontario Personal Tax Credits Form TD1ON (Provincial)*
  4. Personal Tax Credits Form TD1 (Federal)*
  5. Direct Deposit Form**

*Students must submit the student employee information form for each position. 

**Students must submit new Personal Tax Credit Forms for each calendar year.

***Students who have submitted their direct deposit information in the past, do not need to re-submit this information if it remains the same.

International students must provide Human Resources with a copy of their study permit prior to beginning work and they must have a valid SIN.  International students cannot work more hours than permitted by Immigration and Citizenship Canada (https://www.canada.ca/en/immigration-refugees-citizenship/services/stud…).

If any of the above listed forms are not received or are incomplete, students will not receive payment.

Mandatory Training Requirements:

As per the Ontario Occupational Health and Safety Act and Accessibility for Ontarians with Disabilities Act, Nipissing University is required to provide the following mandatory training:

  1. Accessibility for Ontarians Disabilities Act (AODA) - Customer Service Standard Training 
  2. Ontario Human Rights Training (AODA)
  3. Ministry of Labour (MOL) - Health & Safety Awareness Training 
  4. Occupational Health & Safety Act (OHSA) - Harassment in the Workplace
  5. Workplace Hazardous Materials Information System (WHMIS 2015)

The following posters must be reviewed:

Employment Standard Act Poster

  • Health & Safety at Work
  • Workplace Safety & Insurance Board

The following Nipissing University policies must be reviewed:

Employment Accommodation Policy

  • Health & Safety Policy Statement
  • Workplace Violence & Prevention Policy
  • Respectful Workplace & Learning Environments Policy 
  • Disconnecting From Work Policy
  • Electronic Monitoring Policy

Supervisors are responsible for ensuring that ALL student employees complete the mandatory training requirements during their first shift.

All training and policy review verification documents must be submitted to Human Resources by email to hrinfo@nipissingu.ca.

Criminal Record/Vulnerable Checks:

Criminal Record Check and/or Vulnerable Sector Screening is mandatory for student employees working with children, student athletes, or in Facilities or Residence. Current Criminal Record/Vulnerable Sector checks are required every 3 years. An Offense Declaration Form is required for each year in which a record check is not required. This documentation must be submitted to Human Resources prior to beginning work.

Student Wages:

All student wages are paid at minimum wage, plus vacation pay with the exception of Research Assistant positions. If a Research Assistant is being hired, the Graduate Studies and Research Office must approve the position, cost centre, and rate of pay. 

Hours of Work:

Students may work up to a maximum amount of 20 hours per week for all positions within the University from September to April pending prior budget approval.

Students may work up to a maximum amount of 35 hours per week for all positions within the University from May to August pending prior budget approval.

A student may hold two positions (Note taking, Proctoring and Peer Tutoring are exceptions) at the same time as long as the combined hours of work for all positions do not exceed 20 hours per week. Students are responsible for informing their supervisor if they have another position within the University.

Employment Standard Act required a one half-hour unpaid break must be taken when the shift is longer than 5 hours. Students must indicate that the break was taken on their timesheets.

Timesheets:

Students are responsible for submitting bi-weekly timesheets electronically through WebAdvisor prior to the payroll submission deadline. Details on how to use the Web Time Entry System will be emailed to the student once Human Resources has received all required paperwork.

Supervisors must approve student timesheets through WebAdvisor.

NUWork Positions:

If the supervisor is hiring NUWork positions, they must ensure the student has applied and been approved for NUWork funding through the Finance Office (September through April).

Job postings for NUWork positions must remain open for a minimum of one week after the start of the Fall/Winter term.

NUWork positions may not exceed 20 hours per week and a student cannot hold more than one NUWork position at the same time. Students are permitted to hold a NUWork position and a Non-NUWork position at the same time as long as the combined hours of work for all positions is no more than 20 per week.

NUWork positions are only eligible to Canadian and Permanent Residents who demonstrate financial need.

International Work Study Program (ISWP):

The International Work-Study Program (IWSP) was created specifically for international students who hold a valid study permit allowing them to work in Canada and a valid SIN.

If approved for an IWSP position, the position will be posted on the Human Resources Student Employment website inviting eligible international students to apply.

If the supervisor is hiring ISWP positions, they must ensure the student has applied and been approved for ISWP funding through the Finance Office (September through April).

IWSP positions may not exceed 20 hours per week (Immigration and Citizenship Canada - https://www.canada.ca/en/immigration-refugees-citizenship/services/study-canada/work/work-on-campus.html) and a student cannot hold more than two ISWP positions at the same time. Students are permitted to hold an ISWP position and a Non-ISWP position at the same time as long as the combined hours of work for all positions is no more than 20 per week.

International students must provide Human Resources with a copy of their study permit prior to beginning work and they must have a valid SIN.