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 Work Study-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 Workday, 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 Workday or used to copy for posting anywhere, including myFuture.

Students are hired and paid using Workday. 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 Work Study-eligible in the term of pay
• The student is Work Study-eligible in the term of pay
• The employer still has Work Study 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, and the used hours across all their Work Study-eligible jobs. They can see a breakdown of usage by students in order to reconcile with their FOAPAL credit dollars. Having visibility re: unused Work Study subsidy hours will allow employers to maximize the work hours they give their student employees or encourage them to hire multiple students.

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