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Onboarding & Employment Resources

It's important to understand how the Work/Study program works so that your employment is not put in jeopardy. From recruitment and employment supports, to tips for staying eligible, be sure to follow the tips below for a successful Work/Study position at York.

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In order to meet eligibility requirements for Work/Study positions, you must be enrolled in courses.  

How many courses you need to take will depend on your student status. Please use the Eligibility Check tool to see what the minimum number of courses you need to take are.

The second step is to understand the eligibility criteria and submit your application. 

To be considered for the Work/Study program, you need to meet eligibility criteria. It is recommended that you check your eligibility before submitting a Work/Study application and applying for jobs. York undergraduate students must meet the criteria indicated in the checklists:  

  • Students can only hold one position per session. Students who are awarded a position cannot hold another campus employment position (General, LEAP or RAY) concurrently. 
  • Non-degree students (i.e. visiting students, students on Letters of Permission, students on exchange, students completing certificates, School of Continuing Studies students) are NOT eligible for Work/Study. 
  • Graduate students are NOT eligible for Work/Study.  
  • Students are NOT eligible to hold a Work/Study position in the same term in which they are holding an NSERC (Natural Sciences and Engineering Research Council of Canada) Undergraduate Student Research Award, LA&PS Dean's Award for Research Excellence (DARE), or Lassonde Undergraduate Research Award (LURA). 
  • Students who are on an academic exchange program are NOT eligible to participate in the Work/Study program.

Eligibility Requirements

Fall/Winter 

  • Must have a valid study permit  
  • Must be enrolled as a full-time student (9 credits per semester for students without a disability and 6 credits per semester for students with a disability) apart from the last semester 
  • Study permit must include a condition stating authorization to work on and off campus  

Summer 

  • Must have a valid study permit  
  • Study permit must include a condition stating authorization to work on and off campus  
  • Must have been a full-time student before the summer break and intend to return to full-time studies after the summer break OR must be enrolled in 9 credits  
  • The summer term must be a “scheduled break” according to the program, meaning it is optional*  
  • For most undergraduate programs, the summer term is optional. If unsure, students should consult their academic advisor to confirm whether their summer term is optional or mandatory. They should also verify with immigration advisors at York regarding work eligibility.  

Ensure your Social Insurance Number (SIN) remains valid for your entire employment period:

  1.  Renew your SIN immediately if it bears an expiry date (relevant for study permit holders)
  2. Understand that all earnings are subject to Canadian income tax deductions
  3. Keep pay stubs for annual tax filing (required even if you leave Canada)
  4. Consult the CRA website or this page on Taxes in Canada if you have tax questions 

Important notice for international students regarding academic status changes:

  • International students should be aware that changing from full time to part-time status during Fall or Winter semesters (only exception is the final semester of their final year) may impact PGWP eligibility.
  • Consultation with an International Student Advisor is recommended before making any changes to academic status (dropping out or reducing course load).

If you’re looking for more information regarding eligibility requirements and work authorization limitations, please visit the Working in Canada as International Students page. York International offers international students and immigration advising if you would like to speak with a license immigration advisor.

If you are a student who requires an eligibility exception, you will need to submit a Work/Study petition.  

The two petition types that Work/Study Administration will consider are:  

  • Students on Co-op Work Terms  
  • Students in their Last Semester  

Students in their last semester and do not meet minimum course load

A form request by a student who is in or will be in their last semester and would like to have their course load requirement waived for that last semester.  

Required Documents:  

How to Submit a Petition 

  1. Fill out the Work/Study Petition Form and Select “Course Load Requirements Waiver for Last Semester.” 
  2. Submit a supporting document to confirm that you are graduating at the end of the last semester. 

Students on co-op work terms

A form request by a student who is on a co-op work term and would like to be considered for Work/Study. 

Required Documents:  

How to Submit a Petition 

  1. Fill out the Work/Study Petition Form and Select “Co-op Consideration.” 
  2. Obtain the approval of the Work/Study hiring manager and the respective Faculty’s Co-operative Education Office (e.g., Co-op Program Coordinator, Manager, Director within the Faculty). 
  3. Submit a Plan for Success and explain how you will manage both the Work/Study position and Co-op position. 

Course Enrolment Information for Students with Disabilities

If you declared your disability on the Work/Study application, you will be required to meet the following minimum course enrolment requirements:

Fall/Winter

  • Domestic – Full-Time: at least 6 credits per term
  • Domestic – Part-Time: at least 3 credits per term
  • International – Full-Time: at least 6 credits per term

Summer

  • Domestic – Full-Time: at least 6 credits during the SU session or at least 3 credits in the previous Winter term and will be returning to undergraduate studies in the following Fall/Winter session
  • Domestic – Part-Time: at least 3 credits during the SU session or at least 3 credits in the previous Winter term and will be returning to undergraduate studies in the following Fall/Winter session
  • International – Full-Time: at least 6 credits during the SU session or at least 6 credits in the previous Winter term and will be returning to undergraduate studies in the following Fall/Winter session

Additional Resources

Undergraduate students who wish to be considered for the RAY, LEAP, or General, roles must complete the Work/Study Eligibility Application. Once received, Work/Study Administration will assess the student within 48 hours to determine their eligibility for the programs. 

If you’re an international student, you are required to submit to Work/Study Administration (wspost@yorku.ca) a valid study permit that authorizes you to work on campus. Once Work/Study Administration receives your study permit, a manual assessment will be conducted, and your eligibility decision will be communicated via email.   

If you’re a domestic student, you will not receive a formal confirmation from Work/Study Administration as hiring units and Recruitment and Onboarding Services are able to view your eligibility through the Student Information System. However, if you would like to receive a confirmation from Work/Study Administration, please send us an email at wspost@yorku.ca.   

The Work/Study Program has three different types of Work/Study positions: General Work/Study; Leadership, Engagement, and Ambassadorship Program (LEAP); and Research at York (RAY). 

The the roadmaps to learn more about the difference between them.  

Browse and apply to jobs

All jobs are posted on the Co-op & Career Centre's job board 'Experience York'. While most positions are standardized across the University, on Experience York you will be able to see extended job details information from the hiring manager, which is very helpful when customizing your cover letter or resume. Experience York has great search filters that will also help you to refine your search to positions that better fit your skill set.

Once you are ready to apply, the posting will re-direct you over to York's Employment Portal (YU Hire) and you can submit your application.

Support with your cover letter & resume

Be sure to take advantage of Career Supports like the Drop-in Career Lounge, 1:1 Appointments or the Resume & Cover Letter workshops.

The fourth step is to track your applications and prepare for your interview if you were invited to one!  

If you applied positions from the York's External Career Portal (YU Hire), you may monitor your application status by following the steps listed below,  

  1. Use Google Chrome as your web browser (required for system compatibility).  
  2. Go to York’s External Career Portal webpage.  
  3. Enter your username and password to login.  
  4. Click the “My Account” link in the grey menu bar.  
  5. Select “Track My Application” from the menu.  
  6. All jobs that you have applied for will be listed.   

For step-by-step instructions on how to track your application, please see the how to track my applications work instruction. 

If you applied position(s) using an employee Passport York credential on YU Hire. Please follow the steps below to check the status of your application.  

  1. Use Google Chrome as your web browser (required for system compatibility).  
  2. Go to York’s YU Hire webpage.  
  3. Login to using your Employee Passport York credentials.   
  4. Click the menu icon (three lines) in the top-left corner of the page.   
  5. Click the “Career” menu.   
  6. Click the “Track My Applications” link. You will be taken to the list of all of your applications.   

For step-by-step instruction on how to track your application, please see the instructions on how to Track My Application.  

Log in to Experience York to track your applications

Preparing for Interviews

Be sure to take advantage of Career Supports like the Drop-in Career Lounge, 1:1 Appointments or the Interview Preparation workshops.

Please note that Work/Study Administration is not responsible for making any hiring decisions. These decisions are at the discretion of the hiring units. The hiring process may take some time; however, it's important to monitor the status of your application.

As a hired Work/Study student, you are required to sign an offer letter (contract) and complete a series of onboarding programs to assist you with your new appointment.  

Hourly rates vary with the job, responsibilities and your work experience. You can see the salary range on the job posting and/or when you interview for the position.

The hiring department pays you through York’s payroll system. Your employer gets a York employee number for you, keeps track of the hours you work and submits a payroll timesheet on your behalf every two weeks. Discuss any concerns about your pay with your hiring manager.

Note: The Co-op & Career Centre does not pay students and we are unable to adjust your pay.

For General Work/Study and LEAP positions, please review the following: 

If you are offered a job in YU Hire, you will receive a notification and there will be an Offer Letter link (to submit). Click on the link and you will be prompted to log into the respective YU Hire Portal. 

Current Employees or Rehires: 

Log into the YU Hire Employee Career Portal with your existing Employee PY username and password. 

New Job Applicant or External Applicants: 

Log into the YU Hire External Career Portal  with your external account username and password. 

To Review and Accept the Offer: 

Important Note: Please do not use your Student PY credentials to access the portals. When logging in, enter only your username (e.g., jdoe123) — do not include the full email address. 

  1. Go to the “Track My Applications” section and locate the corresponding Job Title or Posting number. 
  2. Click the link to download your offer letter. 
  • Sign on the last two signature pages. 
  • Upload the signed offer.  
  • Save a copy of your signed offer letter for your records, as it will no longer be accessible once the offer process is complete. 
  1. Once the upload is complete, click “Approve”. 
  2. (Additional Step for New and External Applicants) You will also be asked to provide the following information: 
  • Legal Name 
  • Social Insurance Number (SIN) 
  • SIN Expiry date (if applicable) 
  • Date of Birth (DOB) 
  • Click “Final Save” 

Need Help? Access the Full YU Hire Navigation Guides: 

For RAY or Work/Study positions for Faculty and Research Units, please review the following:

If you are offered a RAY or Work/Study position by a faculty member or research unit, the hiring faculty member or research unit will issue you a RAY or Work/Study offer letter for your review and signature. You will have to follow the instructions as outlined by the faculty member or research unit on how to complete the process. 

For General Work/Study and LEAP positions, please review the following: 

Current Employees or Rehires: 

Once your hire is complete, you will receive an email notification containing your Employee ID. This message will be sent to your Employee email inbox and indicates that your existing Employee Passport York (PY) account is active (or has been reactivated, if you are a rehire). You do not need to create another Employee PY, and you can log into HR Self Serve using your Employee PY credentials. In some cases, it may take 1–2 business days for the system to become fully active. 

New Job Applicant or External Applicants: 

As a new employee, your YU Hire External Portal account will become unavailable after you accept the offer. Your external account, along with your application history, will be transitioned to an Employee account once your hiring process is complete. 

Once your hire is complete, you will receive two email notifications sent to the personal email address associated with your YU Hire External account. Please monitor your inbox and spam/junk folder. 

  1. Employee ID and setup instructions – Includes your Employee ID and steps to create your Employee PY account and set up Duo 2FA. Make sure to remember your username and password for future access. 
  2. Temporary password – To help you complete the creation of your Employee PY account. 
  3. Your Employee PY account will not be active immediately upon creation. It may take 1–2 business days for the account to become fully active and grant access to York systems, including: 

Once your Employee PY account is fully active, you will be assigned a New Employee Onboarding Path in the coming days, and a notification will be sent to your Employee email. You’ll need to complete the required onboarding activities via YU Hire Employee Portal using your Employee PY credentials. 

Your Student PY account will remain active alongside your Employee PY account, as each provides access to different systems - one for your academic activities and the other for your employment-related functions. 

At this stage, your manager, supervisor, or coordinator should reach out to you to discuss: 

  • Your first day of work 
  • Work schedule 
  • Department-specific onboarding 

If you have any questions, please contact your manager directly. Their contact information can be found in your offer letter (make sure to save a copy for your own records). 

For more detailed instructions or troubleshooting tips, the full Navigation Guides are available here (Employee PY credentials required):  

For RAY or Work/Study positions for Faculty and Research Units, please review the following:

Once your hire is completed, the hiring faculty member or research unit will provide you with instructions regarding training and onboarding.

Through the principals of work-integrated learning (WIL) and experiential education (EE) pedagogy, Work/Study students are required to complete the Work/Study journals and check-ins with the support of a coach/mentor. The Work/Study journals are guided by the Becoming YU framework.  

Becoming YU provides you with a framework to set meaningful goals, identify the skills you want to develop to achieve those goals and provide you with tools to reflect on and track your progress. Through Becoming YU you will recognize the value of your experiences, have greater clarity about your leadership and career goals, and articulate your skills and accomplishments with confidence! 
  

Becoming YU has identified the following six competencies as important to students' personal, academic and professional success. View the complete Becoming YU Competency Dictionary: 

  1. Communication: Sharing and exchanging ideas effectively.  
  2. Interpersonal Connections: Collaborating with others. 
  3. Personal Success: Developing self-awareness and accountability. 
  4. Social Responsibility and Community Engagement: Getting REDI* to make a difference. 
  5. Knowledge Acquisition and Application: Learning and applying knowledge and information. 
  6. Critical Thinking and Problem Solving: Making effective decisions. 

  

This section will have resources and tools to help support you and your Work/Study coach to complete the Work/Study journals and check-ins. 

Students who are required to complete the Work/Study journals include:  

  • First-time Work/Study students  
  • Students who are changing roles and/or units and have not completed the journals for their new roles 
  • Previous returning students who have not completed the Work/Study journals  

For students who are continuing with their current roles and have completed the Work/Study journals in their entirety in a previous term, they would be qualified for an exemption from the program. As a hiring manager, you will need to make a request on your Work/Study hiring tracking sheet in columns AK and AL for review and approval if you wish for your students to be exempted. If you did not enter a response in these cells at the time you initially entered the student in the W/S hiring tracking sheet, you must go back and fill in those cells now. Once it’s been reviewed and approved by the Work/Study Administration team, you will see the approval in column AL. 

 Please note: the Work/Study journals exemptions are not automatic and are granted at the discretion of the Work/Study Administration team. 

The following resources will help you navigate through the Experience York system, the system where students will be required to complete their journals.  

Work Study Journals Getting Started

To ensure students are meeting the requirements of the Work/Study program, Work/Study Administration have created a series of checklists to help students keep track of their progress. Find below the checklists for each step of the Work/Study journals. 

Start of the Term  

Mid-Way 

End of The Term  

As part of the Work/Study program, you are required to complete a series of check-ins with your coaches. Work/Study Administration have created guidelines for you as you do your check-ins with your coaches.  

To learn more about the Work/Study program, please review the Orientation slides.  

Through the Becoming YU framework, six competencies have been identified as important in positioning York University students for success. These competencies are sometimes referred to as “transferable skills." The Becoming YU Competency and Skills Dictionary helps you define each competency and the associated skills.  

Becoming YU Competency and Skills Dictionary (English)

Becoming YU Competency and Skills Dictionary (French) 

This resource playbook has been designed to provide participants of the Becoming YU program with guidance on how to develop their skills and competencies listed through a variety of resources provided by York University and beyond. 

 
Becoming YU Resources Playbook (English) 

As a Work/Study student, you are a valued York University employee and have important responsibilities. Once you sign the offer letter, Employers and Work/Study Administration are required to enforce the offer letter conditions. Please make sure you fully understand your contract.

To learn more about employment contracts, please review Understand your employment contract | York University.  

General Employment Expectations

  • Actively participate in the Work/Study Journals
  • Complete your assigned duties and follow the instructions within your offer letter.
  • Inform your supervisor about your availability to work the agreed-upon hours.
  • Immediately tell your supervisor if you are unable to honour your work commitments and try to arrange a more workable schedule.
  • Immediately inform your supervisor if you withdraw from your studies during the academic session — you will no longer be eligible for the Work/Study Program and must resign from your position.
  • If you are an international student, you are required to meet Immigration, Refugees and Citizenship Canada (IRCC)’s work eligibility criteria.  

Students may hold only one Work/Study Program position at any given time. While students may apply for multiple positions, they must honor their commitment to a single employer once hired.

Eligibility Status

As outlined in section 4 in your offer letter, you are required to maintain your eligibility throughout the employment period. To review eligibility requirements again, please visit STEP 2: Eligibility Application.   

If there is a change in eligibility and you believe you no longer meet eligibility requirements, then you are required to inform your manager and Work/Study Administration as outlined in section 4, subsection c (for domestic students) or subsection e (for international students). Work/Study Administration will assess if you still meet eligibility requirements. If you do not, then you will have to resign from your Work/Study position.  

Important notice for international students regarding academic status changes:

  • International students should be aware that changing from full time to part-time status during Fall or Winter semesters (only exception is the final semester of their final year) may impact PGWP eligibility.
  • Consultation with an International Student Advisor is recommended before making any changes to academic status (dropping out or reducing course load).

Work Eligibility Scenarios for International Students: 

Situation: A student was enrolled in 9 credits during the Winter 2025 term but dropped a course before the term ended. They plan to return to full-time studies in the Fall term.  
Can they work in the summer? No.  

  • They will also not be authorized to work in the Summer term unless they are enrolled full-time in the summer.  
  • Dropping a course before the term ends changes their status to part-time, making them ineligible to continue working for the remainder of the Winter term.  

Situation: A student was full-time in Winter 2025 but plans to take a leave of absence in Fall or enroll in less than 9 credits. Fall is not their final term, and they will not take any summer courses.  
Can they work in the summer? No.  

  • To work in the summer, they must either be returning to full-time studies in the Fall or be enrolled full-time in the summer.  

Situation: A student was full-time in Winter 2025, will not take any courses in the summer, and plans to take part-time studies in Fall, which will be their final term.  
Can they work in the summer? Yes.  

  • Since they were full-time before the summer and Fall is their final term, they are eligible to work during the summer.  

Situation: A student’s final term is the Summer term, and they are taking less than 9 credits.  
Can they work in the summer? Yes.  

  • Since summer is their final term, they are allowed to work regardless of credit load.  

Requesting Accommodations

For Work/Study students who need accommodations, please follow the process outlined by Health, Safety and Employee Well-being:

  1. Notify Hiring Manager and EWB@yorku.ca of request for medical accommodation and to receive support and information about the process.
  2. Have licenced medical practitioner complete the appropriate Medical Certificate and send to ewb@yorku.ca or by fax 416-736-5439.
  3. Employee Well-Being will review Medical Certificate within 5 business days and connect to discuss the process, provide support, advise of the status of the accommodation and determine next steps.
  4. Co-operate in work accommodation efforts by participating in Accommodated Work Plan (AWP) planning.
  5. Maintain regular contact with EWB, and Manager’ office and provide updates if your situation changes.
  6. Use all available resources for optimization of health and well-being.

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