Archived [2021-04-01] - Directive on Student Employment

This directive provides the requirements for student employment. It includes the eligibility criteria for students to work in the core public administration and the responsibilities of managers when hiring students.
Date modified: 2021-04-23

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1. Effective date

  • 1.1This directive takes effect on April 1, 2020.
  • 1.2This directive replaces the Student Employment Policy dated January 1, 1999.

2. Authorities

  • 2.1This directive is issued pursuant to the same authorities indicated in section 2 of the Policy on People Management.

3. Objective and expected results

  • 3.1The objective indicated in section 3 of the Policy on People Management applies to this directive.
  • 3.2The expected results indicated in section 3 of the Policy on People Management apply to this directive.
  • 3.3The specific expected result of this directive is that organizations provide employment opportunities for Canadian students that:
    • 3.3.1Enrich their academic programs;
    • 3.3.2Enable them to develop their skills and enhance their employability; and
    • 3.3.3Offer insights into potential future career options within the federal public service.

4. Requirements

  • 4.1Managers are responsible for the following:
    • 4.1.1Ensuring that students employed in the organization are either:
      • 4.1.1.1Hired under one of the approved student employment programs in accordance with the appendix to this directive; or
      • 4.1.1.2If hired as a specified‑period employee or a casual worker, compensated in accordance with the relevant collective agreement or terms and conditions of employment;
    • 4.1.2Providing meaningful work that allows students to learn and contribute to the objectives of the organization;
    • 4.1.3Determining the qualifications and minimum level of academic achievement that an applicant needs for the work to be performed;
    • 4.1.4Ensuring that preference is given to Canadian students over non‑Canadian students who are eligible to work in Canada;
    • 4.1.5Ensuring that prior to offering non‑Canadian students employment, they are legally entitled to work in Canada;
    • 4.1.6Ensuring when hiring Canadian students for positions abroad that:
      • 4.1.6.1The student has a valid visa or work permit for the location; and
      • 4.1.6.2The conditions of employment respect the requirements of the visa or work permit;
    • 4.1.7Ensuring that the student is returning to full‑time studies in the next academic year, or if the student is in their final year of study, that they were previously employed under one of the approved student programs;
    • 4.1.8Developing a structured learning plan that sets out the learning goals for the student during their assignment; and
    • 4.1.9Assessing the student’s progress during their assignment.

5. Roles of other government organizations

  • 5.1The roles of other government organizations in relation to this directive are described in section 5 of the Policy on People Management.

6. Application

  • 6.1This directive applies to the organizations listed in section 6 of the Policy on People Management.

7. References

8. Enquiries

Appendix: Standard on the Employment of Students

A.1 Effective date

  • A.1.1This standard takes effect on April 1, 2020.

A.2 Standards

  • A.2.1This standard provides details on the requirements set out in section 4 of the Directive on Student Employment.
  • A.2.2Standards are as follows:

    Eligibility criteria

    • A.2.2.1Persons are eligible for employment under one of the approved student employment programs provided they are:
      • A.2.2.1.1Registered as a full‑time secondary or post‑secondary student in an accredited academic institution; or
      • A.2.2.1.2A person with disabilities deemed to have full‑time status by their academic institution; or
      • A.2.2.1.3Participating in adult education and retraining programs at the secondary level, operated under the authority of an accredited academic institution.
    • A.2.2.2 Persons eligible for student employment must furthermore be:
      1. returning to full‑time studies in the next academic year; or
      2. in their final year of studies and were previously employed under one of the approved student programs.

    Recruitment and hiring

    • A.2.2.3The Public Service Commission of Canada manages the recruitment and referral of candidates for student employment in the approved student programs.
    • A.2.2.4Persons previously employed under one of the approved student programs may be re‑employed under one of the approved student programs directly by the hiring organization, as long as they continue to meet the eligibility criteria in subsections A.2.2.1 and A.2.2.2.

    Duration of assignment and work schedule

    • A.2.2.5Persons employed under one of the approved student employment programs may work:
      • A.2.2.5.1Full‑time or part‑time during the non‑academic term;
      • A.2.2.5.2Part‑time during the academic term; or
      • A.2.2.5.3Students in their final year of study may work part‑time during the academic term up to their graduation date.
    • A.2.2.6In the case of cooperative programs and internships, the sponsoring academic institution determines the hours of work and duration of the assignment.
    • A.2.2.7In the case of unpaid assignments, the hours of work may not exceed 37.5 hours per week.
    • A.2.2.8Persons may be employed continuously or intermittently for the duration of their academic program, as long as they continue to meet the eligibility criteria in subsections A.2.2.1 and A.2.2.2.

    Compensation

    • A.2.2.9Subject to the Directive on Terms and Conditions of Employment for Students and any other policy of the Treasury Board, persons employed under one of the approved student employment programs are to be paid in accordance with the Treasury Board student rates of pay.
    • A.2.2.10Persons employed are entitled to be paid every two weeks for the services rendered, at the appropriate pay rate.
    • A.2.2.11All payments to persons employed under one of the approved student employment programs are considered employment income under section 6 of the Income Tax Act.
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