The following information pertains to full-time graduate students (Graduate Studies Academic Calendar) and their employment status at the University of Waterloo (employment activities outside the University are not monitored). This does not apply to students who are on a full-time external placement (e.g., coop/internship) with the University as their employer, unless a student is requesting additional employment activities at the University that are separate from this external placement.
As a full-time student, you are expected to be pursuing your studies on a full-time basis and making satisfactory progression towards your program requirements. Appointments as Graduate Teaching Assistants (GTAs) and Graduate Research Assistants (GRAs) are typically structured such that you allocate on average 10 hours per week to those responsibilities; this ensures that there is sufficient time for you to work towards program completion in a timely manner.
There are students who also engage in other, non-academic employment on campus (e.g., food services, retail services). Typically, students would not take on on-campus employment that in total exceeds 10 hours per week on average in a given term.
However, the University acknowledges students’ capacity for making good decisions and thus, students are able to pursue additional on-campus employment beyond the average of 10 hours per week (but not exceeding 20 hours per week, on average, in each term), having followed a process and met certain conditions. The rationale for this flexibility is to remove barriers that may prevent students from accruing meaningful experiences at UW that are pertinent to students’ professional goals or addressing financial need (e.g., research opportunities, student governance/leadership, or other employment on campus).
With respect to process, Faculties and Departments may articulate specific procedures. At a minimum, decisions regarding additional employment, beyond an average of 10 hours/week, require an open conversation between you and your supervisor (or Program Director/Graduate Officer, in the case of course-based students) where factors such as academic progression, upcoming milestones, career goals, and other commitments are discussed in a transparent manner. Such conversations are helpful for clarifying expectations and engaging in collaborative decision-making. In this regard, supervisor’s (or Program Director/Graduate Officer in the case of course-based students) approval is required.
In terms of conditions, students who are progressing well academically may request additional hours of employment (beyond 10 hours/week). It is important to note that expectations for academic progress / program timelines are not modified with the additional activity, nor is additional employment activity typically viewed as extenuating circumstances for which exceptions to academic rules are made. Thus, you should only take on additional employment at the University if you are able to maintain good progress in your studies. You should never feel obliged to take on additional hours of employment beyond that which make up your funding package.
To request additional hours of employment (beyond 10 hours/week), connect with your department/program graduate co-ordinator who can explain your Faculty’s request process.
If you are an international student, it is your responsibility to ensure that any work hours are within the limits of your student permit. If you are unsure of the limits to your hours of employment, you can discuss this with an immigration consultant in the International Experience Centre.
Frequently asked questions
Am I required to have my supervisor’s (program director’s or graduate officer’s) approval before committing to additional employment (i.e., beyond the GTAship I have as part of my funding package)?
- Yes – the University does not wish to create conditions whereby students are not able to progress academically because of employment demands. Thus, seeking approval provides some assurance that your progress will not be hindered despite the increased time commitment for employment. Moreover, it is important for the expectations of your academic work to be discussed so that you can make an informed decision about the additional work. Specifically, how the approval process takes place is determined by your individual Faculty/department. If you do not have a supervisor, the approval would come through the program director/graduate officer.
Does this process apply to service contracts with industry or community partners as well?
- If your work with an industry or community partner is being paid to you through a Graduate Research Assistantship (GRA) through the University of Waterloo (e.g., as part of a research partnership) – then yes, this process would apply. This process would not apply if you are employed outside the University and there is no formal partnership between the company and University.
With the additional hours, I am not able to keep up with my academic work… what should I do?
- It would be good to have a discussion with your supervisor/program director to review commitments and generate a plan. Progressing in academic work is your responsibility; moreover, having good academic standing in the program is a condition of your funding package. If there are financial constraints, financial need funding is available.
What happens if my supervisor does not approve additional hours of employment?
- If, after an open conversation about expectations and commitments, there is disagreement between you and your supervisor regarding additional hours of employment, you may wish to connect with the Graduate Officer in your department who may be able to facilitate a resolution. Students have the right to grieve decisions made by University representatives under Policy 70.