Student Employment Campus Jobs

Vancouver IslandUniversity

Campus Student Employment

Campus Student Employment


Accepting applications for Summer 2024 Work-Op funding until April 2nd.

(See forms below "Dates to Remember")

Fall 2024/Spring 2025 Work-Op applications will be accepted starting May 17th.



Just been hired for a job on campus?

Congratulations!

The Student Campus Employment office manages all VIU on-campus student work appointments and processes. Student campus jobs fall into one of three categories: Work-OpNon Work-Op (including Research); and Canada Summer Jobs.

See below if you are an enrolled and/or continuing VIU student hired to work on campus and paid a bi-weekly salary or by submitting timesheets

or

If you are a supervisor who has hired a student and want to know what to do next.

Send Student Appointment Form, completed and signed by you and your supervisor, to StudentEmployment@viu.ca before starting work. This form can be completed on your first work day. Please note that forms sent in without all the required signatures and information, including Work Order numbers, cannot be processed and could result in delayed pay for the student. 

Because this is the only form required by the Campus Employment office please do not wait for Payroll documents to be ready before sending it in.

Go to VIU Payroll to download TD1 Tax forms for BC and Federal (under Canada Revenue Agency) as well as Direct Deposit Instruction Form (under Miscellaneous forms). International Students should include a copy of a valid Study Permit. Please email them directly to Payroll without copying Student Employment or drop them off to the Payroll office in Building 300, Room 117. You cannot be paid until these documents are received by Payroll.

If you are paid hourly and submit timesheets, you enter them online in the Employee Portal. They are due each week on Thursdays by 3 pm, unless the Payroll office sends out a change due to an upcoming statutory holiday. View the timesheet schedule.

You will need your employee username and password, not your student credentials. Soon after you are first hired, you will receive an information email with your employee username and new employee email address to the personal email address you submitted on the Student Appointment Form. Be sure to check that email and follow instructions or you won’t be able to submit your timesheets online. 

You now have a responsibility to monitor your employee email address since this is how your new employer communicates with you, including the IT department or Payroll office.  

Student Employment On Campus

Wage Reimbursement

Work-Op is a fund managed through the Student Employment office to provide campus jobs to enrolled VIU students. Applications are open twice a year – once for the summer semester and again for the Fall and Spring together. Applications are approved based on number of hours requested and reimbursed at minimum wage plus 12% for mandatory employer costs.

Note: Students are allowed only one Work-op position per semester except in special circumstances. All exceptions to eligibility or to the number of positions must have approval from the Student Employment office.

Rate of Pay and Reimbursement

The hourly base rate for Work-Op positions is $16.75 per hour (BC minimum wage) plus all statutory entitlements. Departments intending to recognize higher demands or skill-specific qualifications required by the nature of the responsibilities in their approved position may supplement the base rate of pay with departmental funds. The department will be responsible for both hourly top-up and employer related costs associated with that increase (12% of hourly increase above base).

The number of hours your position has been approved for can be found in your approval email. These hours can be spread out between the two semesters and/or between students at your discretion within the allowed dates. Supervisors are responsible for tracking the number of hours worked and ensuring that timesheets are sent to payroll weekly. The Work-Op Program will not reimburse any timesheets that were submitted after the posted final timesheet deadline or for hours worked outside the Work-Op timelines.  Please see the tracking sheet that is found in the form section above.

Department or Grant Funded

Non Work-Op covers all other campus work for VIU students, paid entirely out of departmental work orders. Students must meet our eligibility requirements to qualify for student positions and must be paid minimum wage or higher. Research Assistant positions that are paid bi-weekly (salary) or by submitted timesheets are Non Work-Op and processed through the Student Employment office. Please contact srca@viu.ca for payment processes of trainee awards or stipends.

Note: If a student’s course ends mid-semester, they are permitted to work up until the last day of that month.

Government Funded

The Canada Summer Jobs program provides funding to help provide career-related work experience for youth aged 15 to 30 years old. A call for applications goes out every year, and the Student Employment office submits an application on behalf of anyone interested in applying for funding. Once our office is notified of approval, we work with the applicants to process the appointments, ensuring that the details are in line with our funding agreement, then submit a claim form and distribute the reimbursement amounts appropriately.

Canada Summer Jobs Applications are due in the Student Employment office by December 22, 2023.

The VIU Student Employment office will apply for CSJ funding to help pay for student positions only. Faculty or staff positions cannot be included in the application even if you plan to hire students. If you are not sure, please check with the applicable union before you apply. Cancelling positions due to not following criteria above negatively impacts VIU’s reputation and ability to apply for this student funding in future years. 

Here is a copy of the 2024 Applicant Guide and Application Information Form booklet.

Dates to Remember

September 1 to April 30: Fall/Spring Work-Op period (note change in dates)

  • May 31: Call-Out email goes out
  • June 12: Application deadline
  • July 17: Approval emails sent out
  • August 11: Postings go live on CareerVIU
  • May 2/24: Final timesheet deadline

December 22, 2023: all application information to be submitted to the Student Employment office

April 22, 2024: The earliest job start date

July 22, 2024: The latest job start date

August 31, 2024: The latest job end date

May 1st to August 31st: Summer Work-Op period

  • March 11th: Call-Out email goes out
  • April 2nd: Application deadline
  • April 12th: Approval emails sent out
  • April 15th: Postings go live on Experience Hub
  • September 5th: Final timesheet deadline
CCR Transcript

On-campus student employment is recognized through the Co-Curricular Record

All Work-Op positions can now be found on the CCR Opportunity Directory and/or Experience Hub, the Work Integrated Learning Portal.

Frequently Asked Questions for Supervisors

Watch for the call-out emails every Spring then follow the instructions to log into Experience Hub and post your job by the stated deadlines. You will also need to submit an Application Approval form by the same deadline and we will let you know within a few weeks if you were approved for any or all of the positions requested.

Work-Op dates cover full months, rather than the previous formula (first day of a semester to the last day of final exams). This mean that the Summer Work-Op period will now always be May 1 to August 31. The Fall/Spring Work-Op period will now be September 1 to April 30.

Fall/Spring hours can be worked any time between the first day of September and the last day of April; Summer hours can only be used in the Summer.

Yes. You will receive notification of the number of hours you were approved for and these hours can be divided between your hired students as you like.

Yes, you can hire as many students as you like, as long as they meet the Eligibility Requirements. You will be reimbursed for the number of eligible hours worked between all students hired for a position.

No, they can definitely work more. Check your approval email to see how many hours that will be funded and consider using the Tracking Sheet above to monitor students' hours.

Minimum wage is currently $16.75/hour. Reimbursement for hours worked is based on the minimum wage rate on the day of work. We also add 12% to the reimbursement to cover other employment costs, like vacation pay, etc.

Fall/Spring Work-Op period: after each semester ends plus an additional one before year-end.

Summer: one reimbursement after the semester ends.

Fall and Spring semesters: students need to be enrolled full-time at VIU, i.e. three 3-credit courses, or two Academic and Career Prep or ESL courses, but students with documented disabilities are eligible with only six credits.

Summer semester:  students need to be enrolled in one 3-credit course, or one ACP or ESL course.

International students: must meet all the eligibility requirements noted above but must also have a valid Study Permit or have an acknowledgement letter that indicates they have applied to renew their permit prior to its expiration date.

Students are not allowed to work in more than one Work-Op position, but they can also have a Non Work-Op position at the same time.

You need to create a posting as part of the application for funding, but there is a place on the posting form where you indicate whether you want the posting made visible to students. If you already have a student you want to hire you can just answer no to this question.

All approved Work-Op positions are added to the Co-Curricular Record Opportunity Directory. If you are in a Non Work-Op or Canada Summer Jobs position and are looking for your involvement to be recognized, please email CCR@viu.ca for more information.

All approved Work-Op positions are added to the Co-Curricular Record Opportunity Directory. If you have received approval for your Work-Op position, as a VIU Faculty/Staff you will now be considered as the position Validator. As a Validator, you will be responsible to approve the students' reflection based upon their selected VIU Graduate Attributes. The Co-Curricular Record team will be in touch with all Validator's with more information and details. Thank you!

Contact Us

Student On-Campus Employment is part of Financial Aid and Awards.

For enquiries related to external, off-campus jobs for students, please email CEL@viu.ca.

Bernie Heise

Student Campus Employment Specialist

250.740.6420
Bernie.Heise@viu.ca
StudentEmployment@viu.ca

Jennifer Jensen-Richards

Manager, Financial Aid Access,
Resources and Assessment Services

250.740.6423
Jennifer.Jensen-Richards@viu.ca

Co-Curricular Record

Office of Co-Curricular
Engagement & Learning

CCR@viu.ca
viu.ca/CCR