Working On Campus (Work Study)

I am a Humber Polytechnic FACULTY/STAFF looking to hire a Work Study student

Below you'll find important information on Work Study dates and processes. To download the full Work Study Program Hiring Manager Guide [PDF], click here. If you have any questions please contact us at workstudy@humber.ca

Summer 2025 STUDENT EMPLOYEE CONTRACT DATES

Summer 2025: Monday, April 28, 2025 - Friday, August 28, 2025.

New Hires: April 14, 2025 - August 28, 2025

Rehires: April 28, 2025 - August 25 (if their existing fall/winter contract ends April 25, 2025)

*Eligible students can be hired on a student contract at anytime within these dates

The most updated version of the student employee wage grid can be found at workstudy-faculty under the "Resources" tab.

Maximum working hours criteria:

Up to 40 hours per week (Support Staff Appendix G - Student Summer Workers):

  • Students must be attending zero or part-time classes in the summer AND
  • Be returning to full-time studies in Fall 2025

Up to 24 hours per week total:

  • For Workstudy funded roles, student must be enrolled in classes full-time; student cannot exceed 24 working hours between all on-campus positions. Students cannot be enrolled part-time for workstudy funded roles, unless they have an approved accommodation for PT study with ALS.
  • For PT funded roles, students can be enrolled in classes full-time or part-time
HR - HUMAN RESOURCE MANAGEMENT SYSTEM (HRMS) TIMELINES:
CONTRACT START DATE
April 14, 2025
April 28, 2025
DEADLINE FOR SUBMISSION TO HR
March 31, 2025
April 7, 2025

HR understands there may be circumstances where it is not possible for contracts to be submitted by these deadlines. In those cases, HR will make every effort to work with Hiring Manager to process contracts in a timely manner.

A copy of the student's Work-Study approval email MUST be attached to Humber Student Work-Study Employee offer on HRMS. This does not apply to positions for University of Guelph-Humber positions, but is required for UGH Student Work-Study offers in Humber departments.

Please refer to the payroll calendar for deadlines on when offers/contracts are expected to be accepted by in order to be paid on time.

The Work Study Program provides domestic students with the opportunity to develop transferable skills through paid work on campus. The Work Study Program is needs-based and funded by Humber Polytechnic. International students are not eligible for work study funded positions.

To participate in the program, students must:

  • Demonstrate financial need
  • Be a Domestic student currently enrolled in studies (Canadian citizen, Protected Person, or Permanent Resident)
  • Be a full-time student under OSAP's definitions (For most students, this means a minimum 60% course load; or 40% course load if registered with Accessible Learning Services Maintaining Work Study Eligibility)
  • Maintain good academic standing in a ministry-approved post-secondary program
  • Have a Social Insurance Number (SIN)

As a Work Study employee, Work Study students are required to continue to meet eligibility requirements throughout their student employment contract period. It is the student's responsibility to communicate change in eligibility with their supervisor.

Work Study eligibility checks will be conducted throughout the semester.

During Work Study (WS) employment, should a student become no longer WS eligible (ie. no longer in good academic standing and/or drops to Part-Time status during the fall/winter term), the WS contract has to be rolled into a part-time support contract or their contracts will have to be terminated. For students in this situation, please reach out to the Work Study team workstudy@humber.ca

For more details on the hiring process, please refer to page 4 of the Work Study Program Hiring Manager Guide [PDF]. Scroll down to Resources for more Hiring Resources.

On campus employers are encouraged to post positions on Career Connect, Humber's Job Portal to ensure equitable hiring opportunities for students. To learn how to post a job on Career Connect watch the how-to videos.

Students who do not meet the Work Study Program eligibility requirements (stated above) typically fall into the following student groups:

  • International Students (who are not Protected Persons)
  • Students enrolled in the following program credentials:
    • Certificate of Participation
    • Certificate of Completion
    • Certificate of Achievement (includes Apprenticeship Programs)
    • Professional Certificate
    • Academic Upgrading

As a best practice, it is encouraged that hiring managers allot 20% of their student employee positions to support with hiring Non Work Study Eligible students. Please connect with your Budget manager to determine any approved funds available under the Salaries Part-time Support Account (6350). Non Work Study eligible students would be paid through this account.

Click here to access more information and resources for students who are Non Work Study Eligible.

On campus employers are encouraged to post positions on Career Connect, Humber's Job Portal to ensure equitable hiring opportunities for students. To learn how to post a job on Career Connect watch the how-to videos.

For Humber Polytechnic Domestic students:
  • Students can access the Work Study application by visiting humber.ca/myhumber, logging in, selecting "Student Awards & Financial Aid". Then selecting "Apply for Student Aid." Applications for Summer 2025 will be available on MyHumber starting on Monday, March 24th, 2025
For Domestic University of Guelph-Humber (UofGH) students:
  • Domestic UofGH students can download and complete the paper application form by going to Guelph Student Work Study - steps and processes are found on this site for UGH students.
  • Email your completed form to workstudy@humber.ca for approval.
  • This application must be filled out every semester.

For more information about posting on campus jobs, Work Study hiring manager resources, and processing student employee contracts, visit:

All contracts will be created in the Human Resource Management System (HRMS) and processed by HR.

Hiring Managers are responsible for:

  • Creating and submitting contracts in HRMS.
  • Ensuring the information entered on the contracts are accurate (rate of pay, FOAP).
  • Communicating with students to be hired to ensure they create a profile in HRMS and upload their banking information and Work Study Approval Form.

Contracts submitted in HRMS will not be processed by HR without the Work Study Approval Form. Students must go into HRMS and upload the Approval Form themselves.

Processing Work Study and Non Work Study Student Employees on HRMS

When processing student hires on HRMS, please ensure you're using the following Requisition Templates on HRMS for processing student employees. This ensures students are being paid from your appropriate Accounts.

When selecting a Requisition Template, select the correct option below:

Students working 24hrs or less (For fall/winter/summer term contracts)

  1. "NFT - Student - Work Study - 6040002" - Used for Work Study Approved Student
  2. "NFT - Student - 6040003" - Used for Non Work Study Eligible Student employees (ie. or part-time students)
  3. "NFT - Student - 6400001" - Used for International Students (TBD)

Students working 35hrs or more (For summer term contracts only)

  1. "NFT - Appendix G (Summer Student) Work Study Contract" - Work Study Approved Student employees
  2. "NFT - Appendix G (Summer Student) Contract" - Non Work Study Eligible Student employees (ie. international students or part-time students)

For more information about hiring using HRMS, please refer to the HRMS Knowledge Base: humber.ca/hrms

For more information on On-Boarding and Off-Boarding Student Employee Contracts on HRMS, please refer to page 6 of the Work Study Program Hiring Manager Guide [PDF]. Scroll down to Resources for more Onboarding Resources.

Opt in to receive important Student Employee and Work Study Program communications via e-mail by sending us your contact information at workstudy@humber.ca. You will be added to our Teams Group to receive up to date messaging.

Frequently Asked Questions

ANSWER: No, students can only be employed as a student employee in the summer if they are returning as a full-time student in Fall 2025.

ANSWER: Yes. For summer students, in your recruitment process, you should ask a student if they intend to work up to 40 hours/week, and/or if they are planning to work in other areas. This will help to gauge whether an Appendix G contract is needed. Students with multiple 24 hour contracts cannot exceed a total of 40 hours/week worked on campus, and must have at least one Appendix G contract.

ANSWER: There should be a Req template in the system for you to use:

ANSWER: A helpful tool in finding the end date of contracts is to use the 'Assignment Search Report' in HRMS under the 'Talent Acquisition' tab. This is available to all managers and assigned delegates.

ANSWER: On campus student jobs can be posted on Humber's centralized job board: careerconnect.humber.ca. Learn how to post a job by visiting Services For Employers page. You can download a Hiring Manager Resource Guide specifically for hiring managers who hire students for more information on student hiring.

ANSWER: You should process the student's contract through HRMS. More information can be found here in the Human Resource Management System (HRMS) Knowledge Base (KB): www.humber.ca/hrms You can also visit: workstudy faculty page under the "Processing Student Employee Contracts" tab for information on the HRMS requisition templates that need to be used for student workers. Another resource you can use is the Offer Matrix which can be found in the Files tab of Student Employee Hiring Managers MS Teams.

ANSWER: To ensure we are practicing equitable hiring, it is highly encouraged that hiring managers post their jobs on Career Connect for all students to have the opportunity to apply. Additionally, as a best practice, students should also not hold the same position for more than 2 years so the employment opportunity is available for other students as well.

ANSWER: No, student worker contract dates must be within the approved "Student Employee Contract Dates" indicated above to ensure college and ministry funding compliance.

ANSWER: You cannot give a student employee more than 24 hours per week on a Fall/Winter student employee contract. To accommodate full-time hours for training for Fall/Winter, you will have to create 2 contracts: a summer Appendix G Contract until September 1st, and a Fall contract for up to 24 hours when that one expires. For summer, you must create an Appendix G contract if you anticipate more than 24 hours of work.

ANSWER: Yes they can. However, they would still only be eligible to work a total of 24 hours/week between their contracts as per the Part Time Collective Agreement. We encourage all hiring managers to ensure student employees are aware of that, and ask that the student works with all of their supervisors to determine the number of hours they can work in each of their roles to respect that limit.

ANSWER: Technically yes - as there can only be one primary assignment, however this is something that HR will look at and correct before they approve offers. However if you know that the student is already working in another Dept., please go ahead and select no in the "Primary field" and then nothing needs to be populated in the "assignment number to be revised" field.

ANSWER: A helpful tool in finding the end date of contracts is to use the "Assignment Search Report" in HRMS under the "Talent Acquisition" tab. This is available to all managers and assigned delegates.

ANSWER: If the Work Study role does not have an academic component, a minimum GPA should not be required. To remain Work Study approved, all Work Study students are required to maintain good standing in a ministry- approved post-secondary program and maintain status as a Full-Time student. Good standing varies from program to program as per Academic Regulations. If the Work Study role requires a minimum GPA because it’s deemed detrimental to the role (e.g. A Peer Tutor), then a minimum GPA can be required. However, this GPA requirement should be clearly stated in the student’s contract and in the job posting for the role. In addition, a consistent plan should be in place in the instance a student falls below that GPA requirement (i.e.. if a student falls below the GPA minimum for the role, what plans does the Department have in place to handle this situation – is it a warning, a remediation agreement, or termination?). This plan should be consistent, clearly communicated to students prior to employment, and equally enforced.

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