3 students walking outside on VIU Nanaimo Campus

Campus student employment eligibility and rules

Work-Op eligibility

Fall and Spring semesters

  • A minimum of three 3-credit courses, or two Academic and Career Preparation (ACP) or two English as a Second Language (ESL) courses; or
  • 60% course load at VIU for most students; or
  • If you have a documented disability, you need only two 3-credit courses, or one ACP or ESL course. Specific documented disabilities may be considered for exceptions to this rule.

Summer semester

  • A minimum of one 3-credit course, or 1 ACP or ESL course; or 

  • Completed three 3-credit courses, 2 ACP or ESL courses in the Spring, (i.e. full-time), and enrolled
    full-time in the Fall

You can only have one Work-Op position per semester unless there are special circumstances. All exceptions to eligibility or to the number of positions must have approval from the Student Employment Office.

Non Work-Op eligibility

Fall and Spring semesters

  • Must be a VIU student enrolled in any course during every semester worked. Enrollment must show on your student record.

Summer semester

  • You are enrolled in a summer course; or
  • You are a continuing student. This means you finished a course in the Spring. Your student record must show you enrolled for the Fall; or  
  • You are a new graduate. You finished your last class in Spring. You are eligible to graduate in the summer. You can work until the last day of the summer semester.

Students enrolled in any semester, regardless of end date, are permitted to work until the last day of the last month of the semester, e.g. December 31st, April 30th, August 31st.

Rules and guidelines

Students

  1. You must meet eligibility criteria above.
  2. Don't start work until the completed, signed Student Appointment form has been sent to the Student Employment office.
  3. Be responsible. Arrive at work on time. Let your supervisor know if you will be late or can't come to work. Let the supervisor know if you want to leave the job. Let them know if you change your course enrollment.
  4. You must monitor your employee email for important updates and information.
  5. You must only do the tasks outlined in the job description. Get a copy of the job description from your supervisor. Discuss tasks and responsibilities with your supervisor. Complete them to the best of your ability.
  6. All work created by you in your student job is the property of your supervisor. 
  7. You must follow confidentiality procedures as required by your supervisor.
  8. You are not allowed to work in a department if you are supervised by a relative or family member.
  9. You will complete your on-line timesheet every week through the Employee Portal. Check the Payroll website for the timesheet schedule.  
  10. You may work a minimum of 1 hour per day.  The maximum work hours per day is 8 hours. The maximum number of hours for a week is 40 hours. If you work over these maximum hours, you must be paid extra. Be sure you have your supervisor's approval before working over the maximum hours.
  11. If you work after regular business hours (8 am to 4 pm, Monday to Friday), you must check in and out with Security, Parking and First Aid. Phone 250-740-6512. Or you can use the VIU Safety App to check in and out.
  12. Campus emergency, call 250 740-6600; urgent and life-threatening issues, call 911.  For first aid and safe walk, call Security 250-740-6512.

For Work-Op only

  1. You and your supervisor must track hours worked.
  2. You and your supervisor will schedule work hours between official start and end dates for this program. If work is done outside the dates, your supervisor must make arrangements to pay you. Campus Employment cannot reimburse for work done outside the program dates.

Supervisors

  1. Students must meet eligibility criteria above.
  2. Students can't start work until the completed, signed Appointment form has been sent to the Student Employment office. Students are not considered VIU employees until their appointment is completed, and therefore are not covered by WorkSafeBC.
  3. Students must only perform tasks and assume responsibilities as outlined in the job description. Provide your student with the job description. 
  4. You are responsible for proper instruction and supervision of the student. You must ensure the student's work is performed without undue risk.
  5. If your student works outside of regular operating hours (8-4, Monday to Friday) they must check in and out with Parking & Security by phoning 250-740-6512 or ex. 6512. They can also use the VIU Safety App to check in and out. 
  6. All work created by student employees is your property.
  7. You must ensure the student follows confidentiality protocols, if applicable.
  8. You are responsible for monitoring budgets and schedules to ensure students only work the approved hours during the program dates. More than the approved hours, overtime hours, hours worked outside the program dates and timesheets submitted after deadlines will not be reimbursed. Wages that exceed the minimum wage are your responsibility.
  9. As per Policy 43.26, students will not be hired to work in a department where they will be supervised by a relative or family member. Supervisors must not benefit personally or have any personal financial gain from hiring this student.
  10. You will need to approve the weekly timesheet that your student will submit through the Employee Portal.  Check the Payroll website for the timesheet schedule. 
  11. You are responsible for tracking hours worked.  

Questions?

If you or your supervisor have any questions, please contact StudentEmployment@viu.ca.