Indigenous Summer Student Hiring

The goals of the program are to: 

• Provide mentoring for Indigenous student participants through participating in the Ótáp ímisskaan Leadership Program
• Enable access to professional and academic work/research experience for Indigenous students
• Increase support for Indigenous research
• Build intercultural capacity building for mentors and supervisors of Indigenous students
• Increase awareness and pathway building for Indigenous students for employment and studies at UCalgary
• Strengthened relationships and engagement with Indigenous community partners

• Funding Eligibility and Student Eligibility 

The hiring process for students into a summer position varies depending on whether they are a University of Calgary student or studying at another post-secondary institution. The AUPE collective agreement states that only UCalgary students are eligible to be hired into the Student (Operating or Fixed-term) employee type.

Students from other post-secondary institutions are still able to work in student positions but must be hired into the Recurring Part-Time employee type.

Process to Hire UCalgary Students

University of Calgary students are hired via Template Based Hire (TBH) – Student hourly into phase 1 of any AUPE job family. No job posting is required in this case. The online TBH form will automatically flow to all applicable approvers. Once the employee and job record have been created in the Human Resources PeopleSoft system, the new employee’s reports to manager receives a confirmation email. The email includes appointment details and a link to the onboarding page.

Process to Hire Non-UCalgary Students

In order to hire a non-University of Calgary student (recurring part-time) the following steps will be required:

• Job Opening Request (JOR): You will begin the Job Opening Request by submitting the job profile for review by the HR Compensation Analysts. Once reviewed, a classification and Job Code will be assigned to your role, and you will receive a notification to return to the Job Opening Request (JOR) and enter the remaining job details.
  • When submitting the JOR, please ensure all boxes are completed with accurate information. Missed information could result in delays or denial of your request.
  • If you require assistance with submitting a JOR, please contact UService to assist you with this process.
  • Once all approvals have been received, your position will be posted on the University of Calgary Careers page.
• Reviewing Applications: Please review the applicants as soon as possible by logging into the myUCalgary portal and navigating to: My work > People management > Manage applicants. For step-by-step instructions, see the Managing Applicants in PeopleSoft guide. Once you have reviewed the applicants, please update the disposition status of those applicants moving forward in the recruitment process. You are not required to update the status of those applicants not selected, but this feature may help you organize the candidates.
  • Applications can be reviewed while the positing is open to receive applications. Candidates should be assessed based on the qualifications which were identified on the job profile and the job posting.
  • Candidates should not be contacted for an interview until after the posting has closed to ensure fairness and equity amongst all applications.
• Making an Offer: Once you have selected a candidate for the role it is time to prepare a verbal pre-offer. When deciding the salary amount ensure you are following relevant salary guidelines, and be sure to stay within approved budget limits.
  • With this information confirmed, present the candidate with the verbal pre-offer and discuss all terms of employment. The Verbal Pre-Offer Checklist found in the Hiring Manager Toolkit provides a detailed overview of the items to discuss.
  • If the candidate accepts, submit an offer letter request through the Job Opening. For step by step instructions on how to submit the request, refer to the job aid. The request is used to obtain the candidate’s information, final salary, start date, and other offer information required to produce a formal offer letter.
  • Once the employee and job record have been created in the Human Resources PeopleSoft system the new employee’s reports to manager receives a confirmation email. The email includes appointment details and a link to the onboarding page.

All employees hired within the Indigenous Summer Student Hiring funding program are required to enter their time in PeopleSoft as this is an essential step in obtaining wage reimbursements. Employees will only be paid for the hours they work/enter in their timesheet. Hiring managers are to ensure employees regularly entering their hours.

Community Futures Treaty 7

At the end of the employment term (in September), managers will need to provide timesheets from PeopleSoft (or paystubs) and will submit this along with a completed timesheet report form to the representatives. The representative will process the paperwork and submit the reimbursement. The Accounts Receivable (AR) team at UCalgary will contact the hiring manager once the reimbursement cheque has arrived. The cheque will contain the reimbursement for the entire work term. The hiring manager will need to provide the accounting string to deposit the cheque.

Rupertsland Institute

Each month, the manager will need to request the student employee to send a copy of their paystub to submit to the representative for reimbursement. The representative will take the paystub to process the reimbursement on their end. The Accounts Receivable (AR) team at UCalgary will contact the hiring manager once the reimbursement cheque has arrived. The hiring manager will need to provide the accounting string to deposit the cheque.