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Work Study Subsidy Management system

Work Study Program

Work Study Program

Subsidy Management System


The Work Study Program is part of need-based assistance offered by the Scholarships & Student Aid Office. Using grants from the Quebec government, as well as operating monies, Scholarships & Student Aid Office creates incentives for on-campus employers and affiliates to prioritize hiring needy students for part-time jobs. Incentives are in the form of subsidies, essentially a partial reimbursement of payroll costs.

Students demonstrate financial need by applying to Scholarships & Student Aid Office via Minerva Work Study application. If eligible, students are approved on a term-by-term basis. Employers apply, by term, for subsidy hours. Once approved, subsidies are given after-the-fact if the employer hires a Work Study eligible student into a Work Study eligible job.

Annually, approximately 950 students participate in the Work Study Program, collectively earning $3.4 million while employers receive $1 million in subsidies.

Work Study Program Process

Process as of 2020/21

Students apply in Minerva to be Work Study eligible. Student Aid decisions are displayed on the student’s Minerva application. Students have the ability to produce a Work Study Confirmation letter to share with prospective employers, valid for 30 days and with the ability to reproduce as needed. Student privacy around financial need is maintained, as students control who they share their Work Study eligibility with.


A pre-defined set of casual positions within McGill’s Job Catalog are declared as Work Study-eligible):

  • Any job from the Admin & Support Catalog that falls within AMUSE
  • Only Graduate and Undergraduate research assistants from the Student Job Catalog

Employers submit requests in the Work Study Subsidy Management system for Work Study subsidy hours by term, to cover all intended Work Study-eligible jobs under a given Supervisory Org Unit that is used to pay students. Employers use the system to view the status of their requests for subsidy hours and will be able to track subsidy hours allocated, reimbursed hours and remaining hours.

Work Study job opportunities are posted in myFuture, the platform managed by Career & Planning Services (CAPS), and where all student opportunities exist in one place. Work Study jobs will be specially flagged so WS-eligible students can identify the priority bank of jobs dedicated to them. Employers control postings going up and down so they remain current.

Employers will have to create a Job Requisition in Work Day, linked to pre-established Job Catalogs. This link will determine rate of pay and whether the job is eligible for Work Study subsidy consideration. The Job Posting can be initiated in Work Day or used to copy for posting anywhere, including myFuture.

Students are hired and paid using Work Day. Students must enter time in Workday. The time entered will be reviewed and approved by their supervisors and then processed for the next pay cycle.

Employers will automatically receive their Work Study subsidy if:

  • The job is WS-eligible in the term of pay
  • The student is WS-eligible in the term of pay
  • The employer still has WS subsidy hours left in the term of pay.

Within the new Work Study Management system employers will have the ability to see their allocated subsidy hours by term, the used hours across all their WS-eligible jobs. They can see a breakdown of usage by student in order to reconcile with their FOAPAL credit dollars. Having visibility re: unused WS subsidy hours will allow employers to maximize the work hours they give their student employees, or encourage them to hire multiple students.

Since WS subsidy hours are allocated at the Supervisory ORG level, any WS-eligible job under that supervisor can tap into the allocated subsidy hours automatically.

Have Questions? Contact us!

Email us at work.study [at] mcgill.ca 


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