CFSU(E) -
Regional Civilian Personnel Office (Europe)-
STEP
Quimperléstr. 100 Selfkant-Kaserne, 52511 Geilenkirchen, Germany
STUDENT TERM EMPLOYMENT PROGRAM (STEP)
CFSU(E) ADMINISTRATIVE INSTRUCTION
2010
Benefits and Rules Student Term Employment Program 2010
Student Supervisor Responsibilities
Student Coordinator Responsibilities
Student Term Employment Program (STEP) Opportunities 2010
OBJECTIVE
1.1 This DND supported program is designed to provide work experience and career opportunities to Canadian students dependants. This program should provide meaningful work assignments in order to project a positive image of DND and attract well-qualified students for continuing employment when their education is completed. The employment opportunities offered will assist students in the development of employable skills. Students employed in the program will be provided guidance and supervision throughout their assignment as well as an assessment of their progress at the end of their work term.
2. LENGTH OF PROGRAM
2.1 Although the program will normally run from 01 May until the beginning of the fall semester, it is recognized that many student education programs operate on semester systems where the major break may be other than during the summer months. In order to include students enrolled in programs who are not available for work during the core summer months, SCOs may approve student employment at their locations at other times during the fiscal year. This must be identified when responding to the call letter each year to ensure that funding is reserved.
2.2 The number of hours that students will be employed is dependant on allocation of funds in each location, and on the decisions made locally by the SCO. Although there is no guarantee of employment or length of period of employment for any student, employment is not to exceed a 4-8 week period. In exceptional cases, employment may be extended beyond eight weeks for post secondary students with the approval of the program co-ordinator.
3. FUNDS
3.1 Allocation of funds is based on the number of students (post-secondary and secondary) available for employment at each location and viable job opportunities/placements, with emphasis and priority (up to 80% of funding) for placement of post-secondary students. Any unused funds may be reallocated to other student jobs, subject to the review and approval of the program manager.
4. TYPE OF WORK
4.1 Each local community will determine how best to use their allocation of money according to STEP objectives. A local student co-ordinator in each community is responsible for assignment of jobs, strategy for selecting between students, as well as administration and co-ordination of the program with the RCPO Program Administrator.
4.2 Students may be employed in publicly funded clerical, administrative support, and office environment type jobs as identified in the annual business plan requirements, as well as in landscaping, outdoor work, warehouse areas, non-publicly funded summer youth programs, or other suitable community oriented employment. The type of work opportunities offered are determined locally, must be for non-commercial/non-profit organizations, and may include placement in other nation’s facilities that benefit the Canadian community. Based on the employers’ requirements, students may be employed throughout the year (ie. Christmas break or weekends).
5. ELIGIBILITY
5.1 Dependents of CF or of civilian component members, under the NATO SOFA agreement, who will be in full time attendance at a secondary or post-secondary institution or who are enrolled full time in a recognized long distance learning/correspondence program and who are part of the CF European Fund community are eligible to apply. Students must be at least 16 years of age when they begin their employment and can only work until their 24th birthday. Priority for consideration will be given to post-secondary students abroad.
5.2 It should be noted that in some locations, pre-requisite courses/training might be required prior to employment. Students should contact the co-ordinator at their location to obtain further information.
6. HOW TO APPLY
6.1 Students apply directly through their local program co-ordinator. Co-ordinators must provide the RCPO Program Administrator with an accurate, final count of the number of interested and available students in their location, by 31 March as well as any employment that will fall outside the normal summer employment period. Application forms can be completed at any time before students begin their period of employment. In all cases, a copy of full time student enrolment, acceptance and/or payment of tuition to the post-secondary institution must be provided.
7. COMPENSATION
7.1 Students are not to be regarded as lower-cost alternatives to regular locally engaged employees; they are to be recognized as trainees; however they do not receive the same benefits as full-fledged employees.
7.2 Rate of pay and benefits. The rate of pay will be reviewed annually and may be adjusted as appropriate to reflect changes to Canadian Federal Student Work Experience Program rates of pay as determined by the Treasury Board Secretariat. The STEP rate of pay for post-secondary students is $12.32 CDN per hour, and for secondary students, $9.87 CDN per hour. This will be reviewed and may be adjusted in January 2010. Students’ attending/ returning to CEGEP will be compensated at the post-secondary rate of pay taking into consideration higher costs associated with continuing education. In addition to the hourly rate of pay, the students will be paid 4% of their gross salary in lieu of holiday pay. Students can choose to be paid in local currency (where applicable) or in euros, by direct deposit to a European bank account. Pay in Canadian funds can be deposited directly to Canadian bank accounts. Bank accounts must be registered in the name of the student, however should local laws prohibit a student from opening their own account, and arrangements can be made to have pay deposited by electronic transfer to a parent/guardian's bank account.
7.3 Terms and conditions of employment. Employment will be subject to the Department of National Defence Locally Engaged Employees Directives, Annex D, Terms and Conditions of Employment Regulations for Student Employees.
7.4 Pay periods. The students will be paid once a month. Monthly attendance registers are to be completed by the student. It is the co-ordinator’s responsibility to ensure the time sheets are completed properly and have been signed by the supervisor. The attendance registers must be forwarded to the STEP Program Administrator by the first working day of the following month, to ensure timely payments.
8. SECURITY CLEARANCES
8.1 Each location will determine whether a student requires a security clearance/reliability check for their employment. All students working on DWAN computers require a minimum clearance of Enhanced Reliability. In addition, security clearances may be required for entry to certain buildings or areas. The final decision about any security clearance requirements rests with the employing supervisor, and must be indicated in advance on the job requirement forms.
9. DOCUMENTS REQUIRED
9.1 Students must be in possession of a Social Insurance Number before they start working in the program.
9.2 They will be required to show proof of passport with a NATO SOFA Certificate stamp.
9.3 In addition, students will be required to submit an official banking document (bank statement/void cheque etc.) to facilitate accurate direct deposit.
9.4 Further documents such as the TD-1 tax form will be available through the Co-ordinators.
9.5 All required paperwork must be completed and returned to the RCPO Program Administrator prior to a student starting employment. Incomplete documentation is not acceptable and students may not be registered into the program or paid until the completed documents are received.
10. PROGRAM ADMINISTRATORS
10.1 Overall administration of the program will be by Mrs. Margaret Trudel in the RCPO(E) at CFSU(E) Niederheid. Mrs. Trudel can be reached by phone at +49-(0) 2451-717219 or by fax at +49-(0) 2451-717252. In addition, each Detachment will have a local student co-ordinator, to whom students should direct their questions and concerns.
10.2 Co-ordinators’ questions related to policy should be directed to the RCPO, Ms. Tara MacLeod at +49-(0) 2451-717166.
Supervisors are required to:
- Identify the requirement for a student and provide a work description to the local STEP co-ordinator;
- Meet with potential student(s)/conduct interview(s) to ensure student is suitable for work to be performed;
- Explain objectives, requirements of the position/work environment, expected performance and health & safety regulations;
- Coach, guide/mentor students, provide on-the-job training and set goals and expectations;
- Explain work hours and procedures governing absenteeism;
- Approve and sign weekly attendance register sheets and submit to local STEP co-ordinator;
- Be familiar with the benefits and rules for students (LEEDs Annex D);
- Provide constructive and timely feedback on work performance, evaluate the student, including a statement whether he/she would hire that student again and submit to local STEP co-ordinator;
- Set standards of conduct and take corrective action as required; and
- Ensure a harassment-free workplace – meaning one of mutual trust, support and respect for the dignity and rights of every person.
CF EUROPE STUDENT CO-ORDINATORS
Co-ordinators are required to:
- Be the first point of contact for their location with students interested in working (students register and apply for jobs through their local program co-ordinator);
- Provide an accurate, final count of the number of interested and available students, based on those families who are already in Europe at the end of the calendar year, and forward those numbers to the RCPO by 31 March. (a copy of full-time student enrolment, acceptance and/or payment of tuition to the post-secondary institution must be provided upon receipt);
- Upon allocation of funds, it is important to discuss the local approach with the SCO and communicate it to community members. Most importantly, ensure that no guarantees of employment, or duration of employment, are made. The number of hours that students will be employed is dependant on allocation of funds in each location, and on the decisions made locally by the SCO. There is no guarantee of employment or length of period of employment for any student. In exceptional cases employment may be extended beyond the number of days determined by the NMR/SCOs with the approval of the STEP Administrator/RCPO;
- Seek job opportunities and assign students to the appropriate job placement. Co-ordinators at their location are responsible to match students to appropriate job opportunities that meet STEP objectives, estimate the duration of employment and calculate/track salary costs to enable the appropriate corresponding funds to be allocated and held for this purpose;
- Students may be employed in publicly funded clerical, administrative support and office environment type jobs as identified in the annual business plan requirements, as well as in landscaping, outdoor work, warehouse areas, non-publicly funded summer youth programs or other suitable community oriented employment;
- Provide a list of approved holidays;
- Provide a list of job titles/work description summaries and the start date to the RCPO STEP Program Administrator;
- Be familiar with the benefits and rules for students;
- Disseminate and collect applications and information forms; ensure all necessary documentation is complete and ascertained prior to students contracted start date. Forward document package to the RCPO STEP Program Administrator, prior to the student commencing employment and keep a copy on file for each student;
- Near the end of the students employment, request the supervisor evaluate the student, including a statement whether he/she would hire that student again and submit to RCPO for student file;
- Hold orientation sessions at their location prior to students’ employment to brief students and supervisors of their roles and obligations. The supervisor must understand their role to provide instruction, guidance, ensure expectations are communicated to students and performance feedback provided (in the case of student/supervisor problems ensure documented);
- Ensure that attendance register sheets are filled out properly and signed weekly by the supervisor and student. Attendance register sheets must be forwarded to the RCPO STEP Program Administrator by the first working day of the following month to ensure timely payments;
- Provide feedback to RCPO STEP Program Administrator by the end of September on the annual program; and
- Oversee STEP 2010 from the beginning of May until the end of August, or throughout the year, if applicable.
