CFSU(E) - Regional Civilian Personnel Office (Europe)
Student Term Employment Program (STEP)
Quimperléstr. 100 Selfkant-Kaserne, 52511 Geilenkirchen, Germany

STUDENT TERM EMPLOYMENT PROGRAM (STEP)

Coordinators

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ADMINISTRATIVE INSTRUCTIONS

• Objectives
• Length of Program
• Type of work
• Eligibility
• Security clearances
• Documents required
• Program Administrators
• STEP coordinators responsibilities
• LEEDs
• Forms
  • Benefits & Rules
• Contacts 

1. Objective

1.1 This DND/CF supported program is designed to provide work experience to Canadian student dependants. This program is to provide meaningful work assignments in order to project a positive image of DND/CF and assist students in the development of their 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. 

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2. Length of Program

2.1 Although the program will normally run from 01 May until the beginning of the fall semester, it is recognised that many student education programs operate on semester systems where the major break may be other than during the summer months. Arrangements can be made for work at other times during the year. However, this must be identified to the RCPO (E) when responding to the call letter to ensure that sufficient funding is reserved.

2.2 Although there is no guarantee of employment or length of period of employment for any student, employment is normally for a 4-8 week period. The number of hours will not differ for secondary and post-secondary students.  

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3. Type of Work

3.1 The STEP local coordinator in each community is responsible for coordinating the student hiring process under the guidance of the RCPO (E). Coordination includes the collection and verification of student applications; seeking of job placement opportunities from the local community and monitoring the job placements.

3.2 Students may be employed in publicly and non-publically funded office environment, outdoor work, warehouse areas, summer youth programs or other suitable community oriented employment. Although the type of work opportunities offered are determined locally, they must be for non-commercial/non-profit organizations, and may include placement in another nation’s facilities that benefit the local Canadian community.

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4. Eligibility

4.1 Dependants 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.

4.2 It should be noted that in some locations, pre-requisite courses/training might be required prior to employment. Students should contact the local coordinator at their location to obtain further information.  

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5. Security Clearances

5.1 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.  

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6. Documents Required

6.1 Students must be in possession of a Social Insurance Number before they start working in the program so that they can be paid.

6.2 They will be required to show proof of passport with a NATO SOFA Certificate stamp.  

6.3 In addition, students will be required to submit an official banking document (bank statement/void cheque etc.) to facilitate accurate direct deposit.  

6.4 Further documents such as the TD-1 tax form will be available through the local STEP co-ordinators.  

6.5 All required paperwork must be completed and returned to the RCPO (E) STEP administrator prior to a student starting employment. Students may jeopardize their future employment in the program and will not receive their final pay until the completed documents are received.

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7. Program Administrators

7.1 Overall administration of the program will be by Mrs. Emiline Graham in the RCPO (E) at CFSU (E) Niederheid.  Mrs. Graham can be reached by phone at +49-(0) 2451-717219.  In addition, each location will have a local student co-ordinator, to whom students should direct their questions and concerns.  

7.2 Co-ordinators’ questions related to policy should be directed to the RCPO, Ms. Tara MacLeod at +49-(0) 2451-717166.  

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8. Local Coordinators Responsibilities

Start of the yearly program (Oct-Jan)

1. Be aware and understand the aims and of the terms and conditions of STEP and your responsibilities;
2. Seek job placements in local community, priority is given to Canadian workplaces;
3. Provide a count of the number of eligible and interested students to the RCPO (E) by end January;
4. Provide a count of job placements to RCPO (E) by mid January; and
5. Provide a list of job titles/work description summaries and the start date to the RCPO (E) STEP administrator.

Prior to the commencement of the hiring of students (Feb-May)

1. Be the first point of contact for your location with students interested in working (students register and apply for jobs through their local coordinator);
2. Coordinate the hiring of the student employees:
   1. Maintain a file for each of the positions which would include:
      1. Work Description
      2. A copy of the list of the student applicants
      3. Copy of the interview notes;
3. Disseminate and collect applications and information forms;
4. Ensure all necessary documentation is complete;
5. Forward all completed applications and supporting documentation to the RCPO (E) STEP administrator.  RCPO (E) needs all of the documentation prior to issuing an employment contract;
6. Once the supervisor has interviewed all of the applicants forward a copy of the interview notes to the RCPO (E) STEP administrator;
7. Maintain a personnel file on the student employee that would include:
   1. Application
   2. Copy of the contract;
8. No student employee may work until they have signed an employment contract;
9. Hold orientation sessions at their location prior to students’ employment to brief students employees on their benefits and program rules; and
10. Ensure each supervisor understands their roles and obligations. The supervisor must understand their role to provide instruction, guidance, ensure expectations are communicated to student employees and performance feedback provided (in the case of student/supervisor problems ensure documented).

During the work period (May-Sept)

1. Collect and ensure that attendance register sheets are filled out properly and signed by the supervisor and student employee. Attendance register sheets must be forwarded to the RCPO (E) STEP administrator by the first working day of the following month to ensure timely payments. The time sheets should be filled in electronically so there is no confusion;
2. Provide first line complaint resolution for student employee and supervisors;
3. Provide a list of approved holidays to the student-employees;
4. Monitor each student employee placement for any issues;
5. Liaise with RCPO(E) STEP administrator for any issues that come up with the supervisors or in the local community with respect to STEP.

At the finish of the work period (Jul–Sept)

1. Ensure you receive a copy of the student employee feedback form by  a week after termination of employment.

At the end of STEP 2013(Sept-Oct)

1. Provide feedback to RCPO STEP Administrator by the end of September on the annual program. 

STEP FORMS


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