On-campus student employment
Here are the steps for hiring student employees at VIU. Please follow this process to ensure that students are eligible to work in your position. Students need to have everything in place so they can be paid on time.
Students are hired at VIU in a variety of ways, depending on the job and the supervisor. Some jobs are posted and some are not.
Experience Hub is the place to post jobs for students. The Work-Op program requires a job posting for the approval process. Experience Hub also has a Non Work Op section for posting jobs not funded by Work-Op.
Students must meet these criteria. You are responsible to ensure they meet these requirements
- Registered in classes according to the eligibility requirements for each program: Work-Op, Non Work-Op and Canada Summer Jobs.
- Have a Social Insurance Number, and if an international student, a valid Study Permit.
- If Work-op, ensure they do not already have a Work-op position in the same semester(s).
- Students may have a Work-op and a Non Work-op position at the same time.
Campus Student Employment
Student Appointment Form - get the latest one from our website
All requested information is required. This includes the Work Order numbers and signatures from supervisors and students.
- Signatures can be on the form or you can indicate approval in the e-mail, as long as the completed form is attached.
- If the supervisor does not have signing authority, there is space on the Appointment form for the authorizing signature.
This is the only document we need.
Send completed form to StudentEmployment@viu.ca
Incomplete forms will be returned to the supervisor. This could result in delayed pay for the student.
Please be sure to get the latest Appointment form from our website. Don't use an old copy, as these forms change from time to time.
If you are sure about the student's eligibility, you and your student can complete and submit the Appointment form on the first day of work. You don't need to wait for our office to process the Appointment, but we must have the completed form.
Payroll
All students need to complete these 3 forms. They send them to Payroll@viu.ca
Tax Credit and bank forms
- BC T1 form
- Federal T1 tax form
- Direct Deposit form- see miscellaneous forms
Study Permit
If you hired an international student, Payroll will need a copy of the student's valid Study Permit. Campus Employment only requires the expiry date of the permit on the Appointment form.
Weekly timesheets
- Students submit their hours worked using the Employee Portal. Detailed instructions are on the Timesheet Training page. Students log in using their employee credentials, not their student info.
- Supervisors are responsible for showing the student how to log on to the Employee Portal, and how to complete their weekly timesheets.
- Supervisors must ensure that the final timesheet is submitted before the deadline stated in the Work-Op info sheet. If timesheets are submitted after the final deadline, you won't be reimbursed.
Campus Student Employment
When the student's appointment has been created and sent to VIU Human Resources for processing our office sends students an email.
The email includes a copy of the Appointment form. It has any notes or adjustments on it. Supervisors are copied on this email.
Student's employee email and portal accounts
Once their appointment has been finalized, new student employees will receive an email with their new employee email address. It will also give them their user name and passwords for the Employee Portal. They will not receive this email if they already have active email addresses and access to the employee portal. Employee email addresses remain valid for 120 days after the last day of work.
Remind the student to check their employee email regularly for important information from payroll and IT.