Preparing to Hire a Student A Manager s Guide
Planning ahead, supporting and engaging student employees is crucial to the success of their work term. Making thoughtful considerations before hiring students will create a rewarding experience, aid in recruitment and retention, and create a positive image for your ministry and the public service. Refer to the Student Onboarding A Guide for Managers document to ensure you provide a successful onboarding process and engaging work term. I. Before Hiring a Student, consider: A. Why am I hiring a student? Short staffed Holiday coverage Special project work Busy time of year Other B. What roles and responsibilities will my student have? Prepare an accurate Job Description to clarify what the job will really entail See Job Description template Prepare a Work Plan See Work Plan template II. When Planning for the Student s Work Term, consider: A. What training and support can be offered beyond required (i.e. WHMIS) training? Upcoming training or information sessions (see Learning Catalogue) Online resources Ministry specific orientation Ministry specific training Provide a work mentor to allow for shadowing, support, or learning Encourage participation in workplace activities Reference Work Plan to make changes or additions Invite students to make suggestions for work plan and daily activities 2
B. What learning and development opportunities can be offered? Invite students to meetings to expand their experience and knowledge of the work environment. One-on-one meetings Student group meetings Unit/Branch Meetings Provide opportunities for students to demonstrate and enhance their competencies, skills, and abilities. Supporting a project of another colleague to expand learning Assign extra projects or duties Expand responsibility where possible Provide networking opportunities or contacts for students to make valuable connections Maintain open and direct lines of communication Open-door policy Provide timely, constructive, and supportive feedback Provide praise and appreciation where it is appropriate Support students suggestions and questions 3
Student Job Description Template Primary Responsibilities Major responsibilities assigned to the job (important duties, projects, etc.) Problem Solving/Responsibility Typical problems, challenges, or complexities that may be encountered in the job; independent decisions or actions that may be made; any responsibility for persons or assets Knowledge/Experience Specific knowledge/experience required to do the job; any education or training required or preferred (certification, diploma, degree, etc.) Communication/Interpersonal Skills Type of communication and skills required to perform the job Working Demands and Conditions The conditions under which the job s activities are performed (deadline pressures, repetitive tasks, laborious, outdoors, etc.) 4
Student Work Plan Template Primary Responsibilities Major responsibilities assigned to the job (important duties, projects, etc.) refer to Job Description Data input Timeframe When students are expected to achieve their responsibilities, duties, projects (daily, monthly, before end of term) Weekly or as required Learning and Development Opportunities Job specific training, mentoring/coaching, participation in workplace activities, increasing responsibilities, etc.) Student Input Projects, activities, or improvements suggested/requested by students (learning opportunities, increased responsibilities/participation, suggested improvements, etc.) Communication How you will review progress, provide feedback, and engage in open discussion (meetings group or individual, telephone, email, informal, open-door policy, etc.) One-on-one meeting Timeframe When you will communicate with your students (daily, monthly, as needed, midterm, etc.) Monthly 5