Canadian University College &
Parkview Adventist Academy

STUDENT EMPLOYMENT
POLICY  MANUAL
FOR CAMPUS EMPLOYERS
Revised May, 2002

TABLE OF CONTENTS

GENERAL POLICY
Job Sharing
Summer Employment
Category 1 and Category 2
Student Wage Scale
Use of Employment Earnings

GENERAL PROCEDURE(S)
Guidelines for Hiring
Guidelines for Evaluation and Pay Increase
Guidelines for Employee Warnings
Guidelines for Student Employee Termination
Guidelines for Completing Student Labor Time Cards
Summary of How to Qualify for Statutory Holiday Pay (STAT)
Statutory Holidays in Alberta
Forms

GENERAL POLICY
Canadian University College (CUC) is committed to providing equitable job opportunities to the students of both CUC and Parkview Adventist Academy (PAA) for the purpose of assisting students and their families in the financing of secondary and post-secondary education.  On-campus employment is reserved for students who are enrolled on a full-time basis.  

• On-campus jobs will be established under the following parameters:

• Work assignments will be assigned in 6-12 hour blocks per week*;

• Student jobs will be assigned either a Category 1 or Category 2 status;

• The student wages scale will be assigned as follows:

 Category 1:  $5.90/hour to start
Category 2:  $6.50/hour to start

• All student labor earnings are to be applied directly to the individual student account as an exchange of services.

*The 6-12 hour block per week is a recommended time block that students should work during the week.  The Student Finance Office recognizes that this may not apply to every job and every student.

It is the goal of Canadian University College to provide as much work as possible to as many qualified students as possible.

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Job Sharing
In order to maximize the potential number of students employable on our campus the Student Finance Office recommends supervisors try to establish work assignments in 6-12 hour per week blocks.  Because a student's first priority is to be a student, it is recommended that they have only one job on campus.  There will occasionally be extenuating circumstances regarding a work assignment and/or student employee that requires special attention.  It is possible that a high achieving student qualifies for a particular job that requires more than the recommended 6-12 hours per week and would be best performed by one student instead of two or three.  As the department supervisor, you have the flexibility to assess these situations on a one-on-one basis and make a fair employment recommendation that is beneficial to both the student and the department.
 

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Summer Employment
To be eligible for employment during the summer, the applicant must have academic acceptance and financial clearance to the appropriate institution for the up-coming Fall Semester.  Those qualifying applicants may be hired for temporary full or part-time employment during the summer.  Summer employment is considered exchange of service and students' accounts are credited with the earnings.  No cash is paid to students.  Students who work during the summer are eligible for summer work scholarships under the following conditions:  they live in the dorm and use the cafeteria meal plan, or live in campus housing under policy, or have independent status as a student loan applicant. The scholarship is equal to 30% of the net earnings less any draws.  One half of the scholarship will be applied to the student account each semester of the current school term.  Maximum scholarship from all summer programs is $1,000.00.

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Category 1 and Category 2
Student jobs have been given either Category 1 or Category 2 status.  Category 1 refers to regular student jobs such as janitor, desk monitor, lab monitor, grounds worker, dinner server, etc.  Category 2 refers to jobs that require specialized certification, such as a lifeguard, heavy supervisory responsibility such as Head R.A.'s or supervision of a work force, such as the Security Supervisor.  A list of Category 2 positions is as follows:

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Student Wage Scale
Current student wage scale is as follows:

Category 1:  $5.90 per hour to start
Category 2:  $6.50 per hour to start

• Students who are new to CUC/PAA should begin at the bottom of the respective pay scale

• Pay increases are granted (if applicable) following the completion of a Student Employee Evaluation Form and its submission to the Student Employment Office.  Evaluations are to be done at the end of each term (Fall, Winter, Summer) or yearly, depending on the work status of the student.  (Pay increases do not need to occur each term.)

• Shift differentials may occur where applicable, subject to approval by the Student Finance and Financial Aid Committee.

• Exceptions may be made upon written request by the work supervisor to, and subject to approval by, the Student Finance and Financial Aid Committee.

• Alberta minimum wage as of October 1, 1999, is $5.90 per hour.

• Canadian University College does not permit students to work overtime except where authorized in advance by the work supervisor.  Should overtime be deemed necessary by the work supervisor, the student will be given an equivalent number of hours of time off with pay within the same pay period in place of overtime pay according to Division 5, section 28 of the Employment Standards Code.

• Student employment on campus is defined as an Exchange of Services by Revenue Canada (Ruling #25-96-2914); therefore, earnings are applied directly to the student's account to offset the cost of tuition and are ineligible for Employment Insurance and Canadian Pension Plan.

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Use of Employment Earnings
Canadian University College and Parkview Adventist Academy are dedicated to helping our students meet the cost of Christian education, and have therefore designated that all monies set aside by this institution to fund our Student Employment Program can be used only for this purpose.  In accordance with this, all monies earned by the student through employment with CUC/PAA will be applied to the student's personal account and cannot be used by the student for anything other than educational expenses incurred at CUC/PAA.  Should a credit balance remain on the student's personal account due to employment earnings, these monies will continue to remain on the student's personal account for a period of up to five years, during which the time the student or an immediate family member may access these monies to cover educational expenses incurred by the student or immediate family member at CUC/PAA.  At the end of the five year period, any monies remaining on the account will be transferred to the worthy student fund.

All student labour earnings are to be applied directly to the individual's account as an exchange of services.  

When all supervisors/departments adhere to this employment policy we will be able to accomplish our goal of providing as much work as possible to as many students as possible.

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GENERAL PROCEDURE(S):

Guidelines for Hiring:

1. Complete a Job Openings Form for all available positions.   Print it out (.pdf file) complete it and send it to the Student Finance Office.  You may also call the Student Finance Office and dictate the information over the phone.  The Student Finance Office will incorporate the information into the Current Campus Employment Opportunities Bulletin Board.

2. The Student Finance Office will compile all the job openings and post the information on this web page in the Current Campus Employment Opportunities Bulletin Board. as well as post on various bulletin boards around campus.

3. The Student Finance Office will review all Student Employment Application Forms and Student Work Availability Forms and compile  and post the information on the List of Students Available for Work on this web page.  This table will list the names of students looking for work, what their skills are, their work availability, references (if any listed) and their contact information.

4. If you wish the Student Finance Office to do initial screening of students, please let them know and the "contact person" for the job posting should then be listed as the Student Finance Office.  If you want students to call you directly, list your name as the "contact person" on the job posting.

5. Set up an interview time with the student who appears to be the most qualified or has the hours available for the job opening.  Interview the student.

6. If the student is currently employed at CUC or PAA, the hiring supervisor is to contact the current supervisor and inform that supervisor of the student's interest in a different job.

7. After a student is hired, supervisor and student will complete the Student Employment Agreement Form.  Both student and supervisor must sign this form.  Supervisor is responsible for sending this form to the Student Finance Office.  (Because of the legal nature of this form it must be completed and signed in ink.)

8. Supervisor gives student(s) web page link for the Student Employee Policy & Procedure Manual.  The student is to read the manual, sign and e-mail the Acceptance/Agreement of Policy & Procedure Manual  for Student Employees Form to the Student Finance Office.  All student employees must submit an  Acceptance/Agreement of Policy & Procedure Manual  for Student Employees Form to the Student Finance Office as a condition of employment.

9. Supervisors should have a Job Description Form for each student and a clear understanding of your expectation levels regarding their performance of their job duties.

10. Supervisor will instruct student in how to fill out a time card correctly.

11. Supervisor will contact the Student Finance Office and inform them of each advertised position that has been filled.  The job posting for that position will be removed and students will not be referred for that job.

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Guidelines for Evaluation and Pay Increase

1. Supervisor completes a Student Employee Evaluation Form for the current year.

2. Supervisor meets with the student employee to review this evaluation.

3. Supervisor notes any pay increases (if applicable) on this form.

4. Supervisor and student sign evaluation and sends the form to the Student Finance Office.

5. Student Finance Office updates files with new rate (if applicable), signs the form, sends a copy to the supervisor and to the student's parent/guardian (if applicable) and keeps the original in the student's file.

6. This evaluation should be completed at the end of each term (Fall, Winter, Summer) or yearly, depending on the work status of the student.

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Guidelines for Employee Warnings:

1. If a student employee fails to perform his/her job duties as per their Job Description or the supervisor's established expectation requirements, the supervisor is to complete an Employee Warning Record.  The record allows for three warnings, either oral or written (written is strongly recommended).

2. Supervisor is to meet with the student and discuss each warning and establish a time frame during which the behavior is to improve.  Supervisor sends Employee Warning Record to Student Finance Office.

3. Student Finance Office notes the warning in the student's record, sends a copy to appropriate parents/guardians and files original in student's file.  (This procedure is done for each warning.)

4. At the end of the established time frame, supervisor is to meet with the student employee for either acknowledgement of improvement or a second or third warning.

5. After three warnings, a student employee is to be dismissed.

6. There are special situations that allow for or cause immediate dismissal.  Refer to Guidelines for Student Employee Termination for more information.

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Guidelines for Student Employee Termination:

1. An Employee Termination Form must be filled out whenever a student is dismissed by the employer, if a student chooses to resign, (student is required to give a minimum of one week's notice) or when a student changes jobs for any reason.  (If a student was hired for a "one time only" position, an Employee Termination Form does not need to be completed; however, an evaluation form should be done for the student's file.)

2. Supervisor is to complete all blanks and ensure that the student signs the form.

3. Supervisor signs the form and sends it to the Student Finance Office.

4. The Student Finance Office will note termination in student's record, send a copy back to the supervisor, send a copy to appropriate student parent/guardians, and keep the original in the student's file.

5. Immediate dismissal is allowed in the following instances:

• A student writes down time for which they have not worked;

• A student steals from the employer.

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Guidelines for Completing Student Labour Time Cards:

1. Check all student labour time card(s) for completion and accuracy, including student's name, department name and number, month/year and rate/hour.

2. Make sure time card is signed by the student employee.

3. Supervisor checks hours for accuracy and any qualifying STAT pay*.

4. Supervisor signs time card(s) and brings the time card(s) to the Payroll Department in the Student Finance Office on the first day of the following month for processing.

5. Please Note:  Time cards that are not filled out completely or accurately will be returned to the department for correction.  NO EXCEPTIONS!

6. Supervisor is to inform students that work statements are available for pick-up by the tenth of the following month in the Student Finance Office.

7. Work statements that are not picked up by the student will be filed in the student's file -- THEY ARE NOT MAILED TO THE STUDENT.

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Summary of How to Qualify for Statutory Holiday Pay (STAT):

1. Student has worked 30 days (shifts) in the last 12 month period.

2. Student worked the last scheduled shift before the holiday and the first scheduled shift after the holiday.  If they leave early or come back late with or without permission they would not qualify for STAT holiday pay.

3. If the holiday is NOT a regular workday, complete a 5 Out of 9 Worksheet to determine whether or not they qualify for STAT pay.  These forms are available in the Payroll Department of the Student Finance Office and are updated yearly.

4. Write STAT PAY on the day of the statutory holiday and the hours they qualify for.

5. If a student worked on the statutory holiday, give them another equivalent regular shift off with pay and write STAT PAY FOR ____________ (date) and the hours they qualify for.

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Statutory Holidays in Alberta:

• New Years  Day, January 1st

• Alberta Family Day, Third Monday in February

• Good Friday, Varies with religious calendar

• Victoria Day, Monday before May 25th

• Canada Day, July 1st (or Monday after July 1st if it falls on a week-end)

• Civic Holiday*, First Monday in August

• Labor Day, First Monday in September

• Thanksgiving Day, Second Monday in October

• Remembrance Day, November 11th

• Christmas Day, December 25th

• Boxing Day*, December 26th

*Not mandatory in Alberta.  Designated by CUC/PAA as holidays for this institution.

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Forms:

Integral to this Policy & Procedure Manual is the Acceptance/Agreement of Policy & Procedure Manual for Campus Employers Signature Page Form.   All campus employers must sign this form and send it to the Student Finance Office.  By signing this form, you are stating that you have read and accepted this Policy & Procedure Manual and agree to abide by the hiring practices established by C.U.C.  This form can be found by clicking on the following link:

Signature Page Form for Campus Employers

The following forms for campus employers can be found on this web page as .pdf files:

• Job Openings Form

• Student Employment Agreement Form

• Student Employee Evaluation Form

• Student Employee Warning Record Form

• Student Employee Employment Termination Form

Print out the form(s), complete, sign (where applicable) and send to the Student Finance Office.

All of the forms listed above as well as the following forms for campus employers can be found in the Policy & Procedure Manual Binder:

• Job Descriptions

• CUC Student Employee Time Card

• Five Out Of Nine Form For STAT Holiday Pay (Up-dated each year)

• Application for Canadian Social Insurance Number (Government form)

• Student Employment Application Form

The following lists/tables can be found on this web page:

• Campus Employment Opportunities Bulletin Board

• Students Available For Work

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