Vancouver Student Employee Handbook

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Introduction

Message from the Campus Dean

Welcome to your new role at the New York Institute of Technology Vancouver campus (New York Tech). At New York Tech, we are committed to creating an environment that is not only a premier destination for work and study but also fosters diversity and inclusion. We highly value our employees and students, encouraging a respectful workplace that embraces a variety of opinions and ideas.

New York Tech Vancouver is an exciting and dynamic place, providing opportunities for learning, reflection, and discovery. Together, we have the potential to achieve remarkable accomplishments and contribute to positive transformations in the world.

Your commitment as both a master's student and an employee is truly commendable, and we recognize the special dedication and determination this entails. Our people are the foundation of the institute, and we are delighted to have you as part of our community.

I trust that you will find fulfillment and success in your role at New York Tech. Wishing you all the best as you embark on this new phase of your education and career.

Once again, welcome to New York Tech!

Irene Young
Executive Director and Campus Dean
New York Institute of Technology
Vancouver campus

Why New York Tech Hires Students

Welcome to New York Tech's vibrant community! We believe in the transformative power of student employment, not just for the institute but for you. Our commitment is to provide you with a meaningful employment experience focused on learning and personal development.

Through your role, we hope you'll gain valuable insights into the world of work, discover your strengths and skills, understand your work style and preferences, and build professional networks that will support your future endeavours, whether at New York Tech or elsewhere.

Research and feedback from our student employees consistently highlight the positive impact of on-campus work. Working here fosters a strong sense of belonging and deepens your connection to the New York Tech community.

It's not just about what you gain: New York Tech also benefits immensely from student employment. Your perspectives and experiences bring unique insights to our productivity and enrich the fabric of our institution. We value the skills and talents you bring, and we eagerly anticipate learning from your contributions.

Remember, we are here to support you throughout your journey. We look forward to witnessing your growth and development as a valuable member of the New York Tech community. Welcome aboard!

About This Handbook

Welcome to New York Institute of Technology! This handbook is a valuable resource containing crucial information about the institute's terms, conditions, practices, and procedures for both new and current student employees. If you have any questions or need clarification on the contents of this handbook, please feel free to reach out to your supervisor or contact the Assistant Director of Business Administration for New York Tech, Sharon Raj, at sraj02@nyit.edu. We are here to assist you and ensure you have a clear understanding of the guidelines outlined in this handbook. Your success as a student employee is important to us, and we are dedicated to supporting you throughout your time at New York Tech.

Policies and Procedures

Just as it is important for you to understand the institute's policies and procedures when it comes to your education, it is also important for you to be familiar with the policies and procedures that will guide your work at the institute.

Irrespective of your position and the responsibilities it entails, the following policies are particularly important to read. Please review all policies that affect students:

Eligibility Requirements

Student assistants must meet the below eligibility criteria to be considered for on-campus employment:

Academic Responsibility

As a student employee of New York Tech, it's important to recognize that your employment should be viewed as secondary to your academic pursuits. While your work is a meaningful aspect of your New York Tech experience and plays a vital role in funding your education, it is essential that it does not interfere with or negatively impact your academic studies. Your primary focus should always be on your educational endeavours, and your employment is designed to complement and support that priority.

Striking a balance between your work responsibilities and academic commitments is key to ensuring a successful and enriching experience at New York Tech.

Mandatory Minimum Grade Point Average

We prioritize your academic success at New York Tech, and as a student employee, it is essential to maintain a cumulative 3.0 grade point average (GPA). If, at the end of any term, your cumulative GPA falls below 3.0, you will not be able to continue employment in the following term or until your cumulative GPA is once again above 3.0.

Your GPA will be reported to your supervisor at the beginning of each new term. In the event that your GPA falls below 3.0, you will be given one term to improve your academic standing. If, after this term, your GPA continues to remain below 3.0, New York Tech reserves the right to terminate your employment to prioritize your academic success. This policy was established to ensure that your focus remains on your studies and that your employment does not hinder your progress toward academic excellence.

Orientation and Training

Orientation and training are essential components of the onboarding process for new student employees. They provide individuals with the necessary information, skills, and resources to integrate into the workplace successfully. Your supervisor will design an orientation and training schedule for you prior to commencing employment which may include workplace health and safety, anti-discrimination training, job-specific skills training, etc.

Equal Opportunity Employment

All employees will be treated in a manner free of any bias or prejudice. No employment decision of any kind will be based on or influenced by an individual's race, color, creed/religion, ethnicity, sex/gender, age, national origin, genetic information, citizenship status, marital status, sexual orientation, disability (where otherwise qualified), veteran status or any other legally protected status. In addition, the institute complies with provincial laws governing non-discrimination in employment.

Please refer to New York Tech's Equal Opportunity Policy

These practices are not just about compliance; they are about creating an inclusive and welcoming environment where everyone feels valued, respected, and has equal access to opportunities.

Non-Discrimination and Discriminatory Harassment Policy

Please refer to the New York Tech-Vancouver Employee Handbook.

British Columbia Employment Standards

It's important to note that the province of British Columbia's employment standards, as outlined in the Employment Standards Act (ESA), establish the legislated limitations and benefits governing employment within the province. The ESA serves as the primary reference for minimum standards applicable to all employees, including student employees. Regardless of the content outlined in this handbook, the ESA prevails and sets the baseline for employment standards in British Columbia. It is advisable for all employees to familiarize themselves with the ESA and the standards to ensure a comprehensive understanding of their rights and entitlements within the employment framework.

Hiring Process for Student/Teaching/Research/Tutor Assistants

To apply for open roles at the Vancouver campus, please complete the online Handshake application. Eligible applicants will be contacted for an interview by the department and hiring manager.

Successful candidates will receive an offer via email. You will have 48 hours to accept the offer. Once accepted, the Assistant Director of Business Administration will email necessary forms and specify a cut-off date for the onboarding process.

After completing the onboarding process, coordinate your start date with your supervisor and begin recording hours for your work. Please note that we generally do not request references for student workers. We look forward to welcoming you to the team!

Employee Paperwork

Before starting your employment, it is necessary for each student to complete the employee paperwork, which will be sent to you via email by our Assistant Director of Business Administration. The following employee paperwork, along with a link to this Student Employment Handbook, will be provided to new student hires:

It is mandatory for student employees to thoroughly fill out the provided paperwork and promptly return it to the Assistant Director of Business Administration before commencing their employment. This process ensures that all necessary information is accurately recorded, and necessary arrangements are in place for a smooth onboarding experience.

If you have questions relating to the tax forms for tax deductions, you can review the government website for additional information and support (scroll down to the Deductions section).

If you have any questions or require assistance with the paperwork, please feel free to reach out to the Assistant Director of Business Administration. Thank you for your cooperation, and we look forward to welcoming you to our team!

Developing Your Professional Skills

As a student employee, you will have opportunities to develop professional and personal skills that will be useful throughout your working life, regardless of what career path you pursue.

Talk to your supervisor about how you can develop your skills and enhance your professional abilities and ask for guidance on what skills you should consider enhancing. A range of New York Tech-specific job-related personal and professional skills training courses and modules are available to support the ongoing learning needs of employees at New York Tech, including:

Who is Your Supervisor?

Your supervisor is a staff or faculty member with overall responsibility for your position. They likely hired you. In some cases, you may also have a day-to-day supervisor who guides your work, answers questions, assigns daily tasks, and meets with you regularly. This day-to-day supervisor may be a faculty member or staff member.

There may be times when multiple people assign or oversee your work. Having multiple supervisors can be helpful in ensuring you are clear on your work tasks, get answers to all your questions, have everything you need for your work, and receive timely feedback on your performance. If you are ever unsure about who is responsible for supervising your work, just ask.

Talking to Your Supervisor

It is important to have regular and open communication with your supervisor throughout your employment. Regular meetings, emails, phone calls, and other ways to share progress on work tasks are important for your success and for ensuring your supervisor can provide you with the support and guidance you seek.

At the beginning of your employment, have a conversation with your supervisor about how they expect to be updated on work, receive questions, and want you to communicate with them. This is also a great time to share what you are hoping to learn through the position and any expectations you have about the work relationship and communication practices.

Approach those conversations respectfully, honestly, directly, and openly. Your supervisor is invested in your success, shares your goals of doing good work, and wants to have a productive working relationship with you.

If you are feeling nervous or anxious about speaking with your supervisor, it can help to practice with a friend or family member from outside the workplace. They can help you prepare, offer feedback, and listen as you rehearse what you want to say. This gives you the opportunity to develop confidence and practice clear communication. With time, conversations with your supervisors should become easier and more comfortable.

Top 10 questions to ask your supervisor before starting work:

Resolving Issues in the Workplace

Resolving issues at work is essential for maintaining a healthy and productive work environment. Addressing workplace issues requires patience, collaboration, and a commitment to finding constructive solutions. Open communication and a willingness to work together are key elements in resolving conflicts effectively.

Professional Expectations

Confidentiality

Students are prohibited from possessing, distributing, or sharing information obtained through work as a student employee, regardless of purpose or use, or using departmental information or services for the benefit of themselves or others. Confidentiality violations are grounds for immediate termination of employment and disciplinary action through the Director of Student Affairs.

The security and confidentiality of records (electronic, computerized and in print) are a matter of concern for all New York Tech personnel who have access to any institute-related files, documents or internal/external records. New York Tech databases are a repository of information stored in the computer systems and other files of New York Tech and maintained by its administrative owners and Information Technology Services. This includes but is not limited to internal/external records associated with the functions of the following offices: student employment, registrar, bursar, financial aid, admissions, residential services, and Director of Student Affairs.

Student employees who work in departments where records of a confidential and/or sensitive nature are maintained hold a position requiring the highest level of trust, ethics, and integrity. Therefore, it is imperative that student employees recognize the responsibilities of preserving the security and confidentiality of the information, regardless of whether it is in print or electronic format.

Students are required to sign a Confidentiality Agreement on or before their first date of employment.

Dress Code

Supervisors may require dress codes when they are reasonable and rationally related to the purpose or function of the employing department. You must comply with a supervisor's request regarding appropriate attire.

Dress code expectations vary across the different departments and even within the departments, so it is always best to discuss what is acceptable vs. unacceptable with your supervisor.

The type of job you have may have specific dress code standards. For example, you may be required to wear a certain uniform or business attire.

In general student employees should:

Please familiarize yourself with the Vancouver campus Employee Handbook dress code policy.

Customer Service

As a student employee, you are an extremely valuable ambassador for the institute. When addressing clients (students, staff, faculty, or members of the community) whether on the phone or in person, it is key to be friendly, kind, helpful, and ensure that you treat everyone with professionalism and respect.

We expect our student employees to:

Cell Phones

While we recognize that there may be times when personal calls must be made at work, we ask that students should limit this as much as possible. During work hours, all cell phones should be put on vibrate mode. Please ask friends and professors not to call or text you at work.

Personal Visitors and Socialising with Colleagues

As a rule, employees may not allow unauthorized personal visitors access to Student Employee workspaces. We can make exceptions on a case-by-case basis. Visitors who are not adhering to our student code of conduct (e.g., engage in hate speech, cause disruption or steal property) will be asked to leave the premises.

Should there be unauthorized visitors in secured employee only spaces, they will be requested to leave and may be referred to the Assistant Director of Business Administration and/or the Director of Student Affairs or call security if after regular business hours.

Socializing at work and friendly relationships between co-workers create a fertile ground for teamwork and are a wonderful way to build trust and cooperation. A positive atmosphere is better for creativity and productivity as people are reportedly more innovative when they feel appreciated and supported at work—especially if the work culture itself is upbeat and enjoyable.

When socializing at work, you'll likely come across various groups of coworkers who unite around shared interests. While some groups may have their inside jokes, it's important to steer clear of behaviours like gossiping or teasing that may unintentionally exclude others or create tension. By choosing to focus on positive interactions and inclusive conversations, you can foster a workplace environment that is supportive and respectful to all colleagues.

Behaviour

Student employees are expected to abide by all general New York Tech community standards and the Student Code of Conduct.

Student employees must refrain from:

These acts are subject to immediate termination and disciplinary action through the Director of Student Affairs.

Communication and Etiquette

Effective communication is integral to a productive working environment. Email, instant messages and video chat have helped make workplace communication faster and more convenient, but it can be challenging to convey messages using these resources. If you want to display courtesy with your communication in the workplace, it's important to adhere to the rules of communication etiquette to ensure that others receive your messages as you intend. Workplace emails should be used for work related matters only.

Here are some tips for following good communication etiquette in the workplace:

Determine the Correct Medium

In the workplace, there are several modes of communication you can choose from, including:

Before you contact anyone, try to determine which mode of communication is the most suitable for a particular situation. For example, if you have only a quick update to convey to your supervisor, a text message or instant message may be optimal, as the subject isn't time-sensitive or detailed. However, if you outline major changes to a project, email or video call might be the preferred mediums since they're better suited to long-form communication.

Decide on the Level of Formality

The required formality of any form of communication often depends on the person you are addressing. However, there may be exceptions depending on the situation and individuals involved. Some organizations with relaxed working environments may prefer a more informal manner of communication, with some individuals in management positions wanting you to address them by their first name. Try to assess your organization's work culture to determine these variables. If you're unsure, consider asking a colleague for their opinion or consulting official company communication guidelines, if available.

Adjust Your Tone

It can be challenging to gauge the correct tone in your writing, but you can also prevent misunderstandings with a few adjustments. Often, rewording questions as indirect questions can seem friendlier, such as stating, "I was wondering whether you could help" rather than "Can you help?" Also, expressions of gratitude, such as a simple "thank you," can show that you appreciate a recipient's time and consideration. If you are uncertain about your tone, consider asking a colleague to proofread your email or message and offer advice before you send it.

Be Respectful on the Phone

There are a few basic ways you can be respectful on the phone. If other people are listening to the conversation, let the other speaker know, and ask for permission to activate the speakerphone. During the conversation, try your best to actively listen. Treat the person as though they were in front of you by listening carefully and taking notes on the details they provide. Also, try to be conscious of the volume at which you speak. A casual, conversational volume is suitable in most situations.

Try Being Concise but Thorough

In the workplace, time is often a precious commodity, so you can value your colleagues' time by communicating details concisely. However, it's important to include as much necessary information as possible so you can reduce the number of follow-up communications necessary to clarify your points.

It may help to arrange information under headings or in list form, which are easier to scan and navigate than complete paragraphs. Structuring your emails in this way can ensure others receive your message as quickly and clearly as possible.

Practice Proper Video Call Etiquette

Video calls can be a convenient form of communication, particularly for those who cannot attend a meeting in person. To optimize the video call format, you can take certain steps. Before a call starts, consider testing your audio and video capabilities, as ensuring proper functionality can prevent delays or false starts. During the call, remember to mute your microphone when you're not speaking since your audio could interrupt other participants on the call. If there are people visible in your background, consider blurring your background.

Proofread Your Writing

When you've finished writing an email, text message or instant message, always read it again and check for errors. Proofreading is especially vital when writing from your phone, which may autocorrect some words. While proofreading, also check that you've included the correct recipients and that you've remembered to provide any necessary attachments.

Acknowledge Others

When you receive messages from others, particularly written communication or voicemail, try to respond in order to confirm your understanding. If the communication regards an ongoing task in which you're involved, acknowledging the message can suggest that you clearly understand updated information. If the message is an announcement or memo, an expression of thanks can show you appreciate the sender providing the information.

Student Code of Conduct

The Office of Student Employment is under the division of Student Affairs. The Student Code of Conduct, which is a part of the New York Tech Student Handbook: Vancouver Campus, applies to all student employees.

Employment

Feedback

While evaluations are not mandatory, student employees may, from time to time, be provided with feedback on the following by supervisors:

Students are responsible for their actions when they are at work. They should:

Attendance

Adhering to a punctual and responsible work schedule is crucial for student employees at New York Tech. Here are key points to keep in mind:

  1. Timely Arrival:
    • Student employees are expected to report to work at the agreed-upon time with their supervisor.
  2. Communication in Case of Lateness:
    • If lateness is anticipated, immediate communication with the supervisor or a designated department contact is required.
  3. Consequences of Repeated Lateness or Absences:
    • Repeated lateness or absences may lead to disciplinary actions, including termination. Consistent attendance is essential for the effective functioning of the team.
  4. Advance Notice for Absences:
    • If unable to attend work on a particular day, student employees should provide their supervisor with as much notice as possible.
  5. Programming Supervisor's Contact:
    • It is suggested to program the supervisor's phone number into the cell phone for easy and quick communication.
  6. Notification of Schedule Changes:
    • Inform your supervisor promptly if there are changes to class schedules after work hours are scheduled or if exams are scheduled on workdays. This allows for the timely adjustment of work hours.
  7. Academic Priority:
    • Both student employees and supervisors should understand that academic success is the primary priority for student employees at New York Tech.
  8. Responsiveness to Work Schedules:
    • Student employees must be attentive and responsive to work schedules to ensure the smooth delivery of services at New York Tech.
  9. Classes and Exams:
    • Student employees should talk with supervisors to make arrangements for work schedules that do not conflict with classes and exams.

By adhering to these guidelines, student employees contribute to a positive and efficient work environment while prioritizing their academic commitments. Clear communication and accountability help maintain a balance between work responsibilities and academic success.

Cultural Sensitivity

Being culturally sensitive means to know that differences exist between cultures without assigning values to the differences (better or worse, right or wrong). Working for New York Tech, you will meet and provide service to people from various cultures, ethnicities, and ages. Accepting this diversity and celebrating difference is key to what we do and will be a great asset on your career path moving forward.

Multiple Positions

In some instances, students may hold more than one concurrent student appointment with the institute, if the hours worked do not exceed 20 hours per week. Certain positions cannot be held concurrent with other appointments and the Assistant Director of Business Administration will notify which roles are able to be held concurrently.

Before agreeing to take on multiple concurrent appointments, you must let your current and prospective supervisors know of any other appointments you currently hold with the institute. This is to ensure that the work hours are consistent with the terms and conditions of the Employment Standards Act. There are a maximum number of combined hours you may work for the institute.

Student assistants may not claim payment for two roles for the same hour worked.

Pay and Time Off

Pay Schedule/Periods

Pay cut off periods are provided via email every six months. Paydays are on the fifteenth and the last day of each month except where the payday falls on a weekend or holiday; then the payday falls on the business day before the holiday.

Statutory Holidays and Unpaid Holidays

Employees receive statutory holiday pay if they:

  1. Have been employed for 30 calendar days, and
  2. Have worked or earned wages (like paid sick days or another statutory holiday) on 15 of the 30 days before a statutory holiday.

In other words, if a part-time employee earns wages on fewer than 15 days out of the 30 before the holiday, then they are not entitled to statutory holiday pay.

Total wages ÷ number of days worked = statutory holiday pay (an average day's pay)

The statutory holidays listed below are applicable for statutory pay:

Additional unpaid holidays observed by New York Tech:

Vacation Time and Vacation Pay

Student workers are eligible for four percent vacation pay and will be paid four percent of their earned wages on a semi-annual basis, once in June and once in December.

Student employees can take unpaid vacation during the summer break and winter break, with advance prior notice to their supervisors. The time away from the role can be accommodated with ample notice; however, remote working in any of the roles is prohibited. All student workers are expected to be physically present in Vancouver when working.

Sick Leave

Every employee in British Columbia, whether full- or part-time, is eligible for five paid sick days and three unpaid sick days per year. You must have worked for New York Tech for at least 90 days to be eligible for the paid sick days, and you may be asked to provide proof of illness.

Work Absences

If it is necessary for an employee to be absent or late for work because of an illness or an emergency, the employee must notify his or her supervisor no later than the employee's scheduled starting time on that same day. Please email, text or call your supervisor. If the employee is unable to notify their supervisor, he or she must have someone contact them on their behalf.

Time Off for Exams

Students may request time off without pay for examinations. Students must notify their supervisor no later than the employee's scheduled starting time on that same day that an exam is scheduled.

Bereavement Leave

A student employee is entitled to an unpaid leave of up to three days to grieve, attend a funeral, and/or take care of issues relating to the death of a member of their immediate family.

Leaves of Absence

Employees are entitled to take certain types of leave in accordance with British Columbia employment standards. For personal or other types of leave, employees may request unpaid leave from their direct supervisor.

Medical and Dental Appointments

Student employees can take time off for medical appointments as part of their allotted sick time or they may schedule appointments outside of work time.

Concluding Your Employment

Transition to Another Assignment

Students may transfer positions provided they properly resign from their current position. To resign from a position, it is recommended to give your supervisor and the Assistant Director of Business Administration two weeks' notice. Students may not begin a new position until they fill out a new contract and are approved to work by the Assistant Director of Business Administration.

Resignation

If you decide to resign, please provide formal written notification to your supervisor and the Assistant Director of Business Administration. In your letter, be sure to indicate what day will be your last day worked. You are encouraged to provide as much notice as you can. A minimum of two weeks' notice is common professional practice. Please coordinate with your supervisor for transitioning your work responsibilities to ensure a smooth handover.

Termination

In certain circumstances, the institute may decide to end your employment. Employment may be terminated without cause or for cause.

Letter of Employment and Referrals

Student workers can request for employment letter during and after their employment by reaching out to the Assistant Director of Business Administration.

When applying for external jobs, student workers may require a referral or confirmation of employment with their potential employer. The contact information of Assistant Director of Business Administration should be provided for referrals.

Sharon Raj
Assistant Director of Business Administration
778.783.5923
sraj02@nyit.edu

Referrals or confirmation of employment is provided only with consent released to the potential employer.