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The work study program end date for 2025/2026 is April 22, 2026.

The call for proposals memo is distributed by email, however those interested in participating in the program, do not need to receive the memo to submit a proposal.

Here's how to proceed:

1. Work study job proposals are submitted via email. We recommend that you use the step-by-step guide to assist in completing and submitting the job posting form.
2. Keep a copy of your job posting(s) for your records.
3. Complete and sign the supervisor's contract then send it, along with your job posting(s), to your department head for prioritization, before the May 26, 2025 deadline. Please note that only one contract is required per supervisor, unless the supervisor is submitting multiple jobs with different departments or research account numbers for the purposes of top up or chargeback of overages.
4. Each department head will prioritize the jobs submitted and rank them on the proposal priority list. The department head will email the priority list, job postings and contracts to mariaf@uvic.ca no later than May 26, 2025.

Please contact Maria Ferreira in Student Awards and Financial Aid at mariaf@uvic.ca or at local 8424 if you are unclear about this procedure.

Each department head will be notified of the number of approved positions, for the department, in August .

The funding allocation is based on available funding, student enrolment base and the department’s historical usage of funds.

Cautions:

• There is no guarantee that all project proposals submitted will be approved for funding.
• No position vital to a department or project should rely on these funds.
• There is no guarantee that an eligible, qualified student will apply for your project or will work the full number of hours authorized.
• If a student leaves the position for whatever reason, a replacement cannot be guaranteed.

All approved work study jobs will be posted to the work study current postings website and will remain posted for the duration of the program. Jobs not filled by the end of February are subject to cancellation.

Jobs that have been partially filled will remain posted, provided there is a balance of at least 20 hours, unless Student Awards & Financial Aid is notified otherwise.

Jobs can be shared, either simultaneously or consecutively, by a maximum of three students.

Students authorized to participate in the work study program will be sent an email informing them of their eligible hours and the study period for which the authorization is valid.  Authorized students will contact the job supervisor as indicated on the job posting.

Once the supervisor has hired a suitable candidate(s), the supervisor will request confirmation of eligibility from the student and then contact mariaf@uvic.ca to request a pdf version of the student’s work study authorization form.  The supervisor will complete, sign and return the work study authorization form to mariaf@uvic.ca prior to the successful candidate commencing work. 

Supervisors are responsible for the hiring, orientation and supervision of their employees as well as monitoring their hours of work.

Please note that the number of hours any student is authorized to work may vary, since the hours are dependent on the student's financial need.  The supervisor may hire up to 3 eligible work study students to share a job.  Eligible students may only fill one work study job at a time.

If you have any questions about selecting from among qualified applicants, please contact Human Resources for assistance.  It is the supervisor's responsibility to contact both successful and unsuccessful interview candidates.

Student eligibility

• undergraduate students: 4.5 units for credit in each term
• students with a permanent disability: 3.0 units for credit in each term
• graduate students: as defined by the  Graduate Admissions and Records website.

Furthermore, work study participants must not drop below the minimum registration requirements at any time between September and April.

Note: students may not hold more than one work study job at a time.

International students must meet the eligibility requirements to legally work in Canada, including full-time registration as per the UVic calendar definition (with limited exceptions). Please review the International Centre for Students (ICS) Working in Canada webpage for details

A Social Insurance Number is required to participate in the work study program
All students must have a valid Social Insurance Number before commencing work in a work study position. Students may apply for a SIN in person at a Service Canada Centre. The Service Canada Centre in Victoria is located at 1401 Douglas Street. If the student has the right documents, they will be issued a SIN during their visit.

1. Ask the successful candidate for a copy of their emailed confirmation of eligibility.
2. Contact mariaf@uvic.ca to request the successful candidate's work study authorization form.
3. Complete, sign, scan and return the authorization form to mariaf@uvic.ca as soon as possible. 
4. Retain a copy of the authorization for your records.
5. The job posting will then be removed from the work study website. If the job has only been partially filled, and there are at least 20 hours remaining, the job will remain posted for the balance of hours unless we are otherwise instructed.

It is unfair to students, and a cause of great frustration and disappointment, to continue advertising jobs which have already been filled. Please advise us promptly when jobs are filled, by returning the completed work study authorization form as soon as possible.

Supervisors are required to identify and explain any policies, rules and hazards associated with the specific job before students start working.  Please have students complete the required WorkSafeBC health and safety training for the following online courses:  (1) Health & Safety Orientation; (2) Awareness and Prevention of Workplace Bullying, Harassment & Discrimination available from the University of Victoria’s Occupational Health, Safety & Environment website at:   

It's unfair to students, and a cause of great frustration and disappointment, to continue advertising jobs which have already been filled.

Please advise us promptly when positions are filled by returning the completed work study authorization form as soon as possible.

Please monitor the student's hours of work. Supervisors are required to retain a copy of all work study time sheet submissions to payroll.

Note that there are two separate allocations of hours:

1. Hours allocated to the job (job hours), of which you are notified when the projects are approved in August. The combination of any or all students employed in any job may not exceed the number of job hours allocated.
2. Hours allocated to the student (student hours), based on the student's financial need. A student may not work more hours than this allocation.

Final payroll requisitions must be received by Payroll by 4:30 pm on the payroll deadline immediately following April 22, 2026.

If a student leaves the position before the project hours are used, you may hire a replacement, following the same eligibility rules and procedures as you did in the initial hiring.

Send your replacement student's completed authorization to our office. If you are unable to find a replacement immediately, the position may be posted again (for a maximum of eight weeks) by calling Maria at 8424. We will only post projects with a minimum 20 hours available.

Should you wish to rehire a student who has already completed a work study position and has remaining eligible hours, please contact Maria in Student Awards & Financial Aid. She will prepare a new authorization form for the balance of the student's available hours.

Please complete the project supervisor portion of the new work study authorization form and submit the authorization to your department head for approval. Copy and return the completed form to our office immediately.