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MUCEP FAQ

  1. How and when do I apply for MUCEP funding in order to hire students?
  2. Do I need to apply every semester for a MUCEP student?
  3. How will I be notified if my application has been accepted?
  4. What is my MUCEP job/reference number?
  5. How does my MUCEP job get advertised and do I need to do prepare a job posting?
  6. Do I need to notify Career Development to advertise each semester?
  7. When are MUCEP jobs advertised?
  8. Where are the jobs posted?
  9. How/when do I get the resumes for my advertised MUCEP?
  10. I received my resumes, what are the next steps?
  11. I’ve hired someone, what are the next steps?
  12. What is a FOPAL and what is it used for?
  13. I’ve hired an international student. Do I need to complete any additional paperwork?
  14. I am new to the University and was not hired until after the MUCEP Application
  15. Proposal deadline passed…can I still be considered for any funding for MUCEP?
  16. Can graduate students participate in MUCEP?
  17. How many MUCEP’s can a student work in one semester?
  18. Can I split my MUCEP position and hire two students?
  19. What happens if a student is hired but quits before completion of his/her MUCEP?
  20. What if a student quits a MUCEP position and the department does not replace him/her?
  21. Can a student on a Work-term hold a MUCEP position?
  22. What happens if a suitable candidate cannot be found or if no one applies for a MUCEP position?
  23. What happens to a position if no candidate is found?
  24. Why does MUCEP have an experiential component?
  25. How do I reflect with my MUCEP student?
  26. Am I limited to the reflection activities that are in the Learning and Reflection Agreement?
  27. What does the reflection and learning agreement involve?
  28. When do I submit the Learning and Reflection Agreement?
  29. Who do I contact if I have a question about MUCEP reflection?
  30. What do I do with the resumes of the students I do not hire?

 

How and when do I apply for MUCEP funding in order to hire students?

In February of each year, the Centre for Career Development sends out a “call for proposals’ to the university community. This “call for proposals” consists of sending a package (which contains application forms and a memo indicating the deadline date and the criteria used to award MUCEP) via internal mail to Deans, Directors and Department Heads for departmental distribution. Be sure to check with your Dean, Director or Department Head for an application form. Application forms must be submitted to the Centre for Career Development by the deadline date so they may be considered for MUCEP allocations.

 

How is the MUCEP Funding determined?

Mucep Funding Evaluation Criteria

 

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Do I need to apply every semester for a MUCEP student?

No, allocations are completed once a year for the upcoming three semesters (i.e. Spring, Fall, Winter). You will be notified in early April if you have successfully received MUCEP funding for the Spring, Fall, and Winter semesters.

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How will I be notified if my application has been accepted?

A copy of original application form with the funding decision is sent via internal mail. Please retain this copy for your records.

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What is my MUCEP job/reference number?

Your MUCEP job/reference number is the number located on the bottom right hand side of the original application form you submitted. Please refer to this number when making any inquiries about your MUCEP position.

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How does my MUCEP job get advertised and do I need to do prepare a job posting?

All the information we require is located on your application. The Centre for Career Development takes the information that you provide on your application form and converts it to an electronic form for uploading on our webpage as a job posting.

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Do I need to notify Career Development to advertise each semester?

If you have a MUCEP position in the Spring Semester and you have funding for the Fall Semester and would like to re-hire the same student for the Fall Semester, your job will automatically be advertised. Please advise your student to reapply. He/shemust drop by the Centre for Career Development during MUCEP week, submit their résumé (with the job number and their student number written in the top right hand corner), and sign a MUCEP agreement form.

If you have a MUCEP in the Fall Semester and you have funding for the Winter Semester and would like to re-hire the same student, the procedure is as follows:

Career Development sends out an information package at the end of November asking if you would like to rehire your student. Included in this package are the forms required to rehire. (see copy of memo below).

Rehiring your current MUCEP student for the winter 2008 semester?

If yes:
Complete the enclosed three (3) forms:

1. PERSONNEL ACTION FORM
Complete and return to the DEPARTMENT OF HUMAN RESOURCES, A-4023, BY date will be indicated on memo.

2. M.U.C.E.P. STUDENT SELECTION FORM
Complete (include FOAPAL) and return to the CENTRE FOR CAREER DEVELOPMENT BY date will be indicated on memo.

3. M.U.C.E.P. AGREEMENT FORM
Have MUCEP Student(s) Complete and return to the CENTRE FOR CAREER DEVELOPMENT BY date will be indicated on memo

If no:
Ø Notify the Centre for Career Development by e-mailing Kathleen Wall at kwall@mun.ca before date will be indicated on memo; be sure to indicate your MUCEP Grant Number. This will ensure your position(s) will be posted.

Ø MUCEP Positions will not be posted in January if we do not receive an e-mail from the grant holder to do so.

Ø Keep Personnel Action Forms in your file until you are ready to hire. Additional forms will not be disseminated.

If you have a MUCEP position in the Winter Semester and you have funding for the Spring semester and you want to re-hire the same student, your job will be automatically be advertised. Please advise your student to reapply. He/she must drop by the Centre for Career Development during MUCEP week, submit their résumé (with the job number and their student number written in the top right hand corner), and sign a MUCEP agreement form.

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When are MUCEP jobs advertised?

MUCEP week occurs during the first full week of classes in each semester. Therefore, if classes begin on a Tuesday, Wednesday, Thursday, or Friday, the MUCEP week will start the following Monday. MUCEP jobs are posted at 9:00 a.m. on the first day of MUCEP week and are advertised for the duration of the week. The deadline to apply is always noon on the Friday of MUCEP week.

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Where are the jobs posted?

You may view available MUCEP positions by visiting our website at www.mun.ca/cdel. Please note that MUCEP positions are not available for viewing after the Friday, noon deadline passes.

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How/when do I get the résumés for my advertised MUCEP?

The deadline for students to drop off resumes is Friday at noon. After this deadline passes, the résumés and other related forms are distributed to the grant holders the Monday morning following MUCEP week via internal mail. MUCEP résumés should be received by grant holders during this week.

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I received my résumés, what are the next steps?

Review, screen, and interview suitable applicants.

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I’ve hired someone, what are the next steps?

Once the grant holder has selected his/her student(s), the reverse side of the Student Selection Form is completed (to indicate the student hired and if the position is 40 or 80 hours) and returned to the The Centre for Career Development and Experiential Learning, 4th Floor, University Centre, Room UC-4002. The MUCEP Personnel Action Form is forwarded to Human Resources, 4th Floor, Arts and Administrative Building, Room A-4023.

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What is a FOPAL and what is it used for?

The FOAPAL (pronounced "FOE-pul") is "Banner-ese" for the accounting code that replaces the FRS account number in Banner Finance; it stands for Fund, Organization, Account, Program, Activity and Location. Each of these FOAPAL elements tells us a specific piece of information about the transaction (typically, an income or expenditure item). It is required on the student selection form so that the Centre for Career Development can transfer funds to appropriate departments. If you do not know this code, please check with the administrative person in your office to get this code.

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I’ve hired an international student. Do I need to complete any additional paperwork?

International students cannot apply for a Canadian Social Insurance Number until they have secured employment on campus. Upon proof of employment, they must submit an application to Human Resources Development Canada and will be assigned a social insurance number (SIN). If you are hiring an international student you must download (on departmental letter) and complete the International Student Proof of Employment Form. This form can be found on our website: http://www.servicecanada.gc.ca/en/sin/employers/contract.shtml

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I am new to the University and was not hired until after the MUCEP Application Proposal deadline passed…can I still be considered for any funding for MUCEP?

We will accept a late application from a new hire and keep it in the late file; however, all MUCEP funding is allocated in March/April. Should additional funding become available, we will review the late applications. We cannot guarantee any MUCEP funding once the allocations have been approved.

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Can graduate students participate in MUCEP?

No. Graduate students cannot participate in the MUCEP program, as it is designed for undergraduate students only. As well, the MUCEP rate of pay is not equivalent to the rate for graduate students as defined by Human Resources. Alternatively, GradSWEP, an equivalent program is available for graduate students. Please visit the following website for details on this program for graduate students: http://www.mun.ca/cdel/career_students/GradSWEP.php

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How many MUCEP’s can a student work in one semester?

A student can work a maximum of 80 hours under MUCEP. They can work one 80 hour position or two 40 hour positions.

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Can I split my MUCEP position and hire two students?

If you were awarded an 80 hour placement, you can split this placement into two 40 hour placements and hire two students; however, a 40 hour placement cannot be split.

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What happens if a student is hired but quits before completion of his/her MUCEP?

If a student does not complete the full requirements another student can be hired to complete the hours. For example if a student only completes 36 hours of an 80 hour MUCEP another student can be hired to complete the remaining 44 hours. Please complete a new student selection form with the new hire indicated and forward to the Centre for Career Development, 4th Floor, University Centre, Room UC4002. Also, please complete a personnel action form with the new hire indicated and forward this form to Human Resources, 4th Floor, Arts and Administrative Building, Room A-4023.

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What if a student quits a MUCEP position and the department does not replace him/her?

Please contact either Kathleen Wall (kwall at mun.ca) or Kelly Aspell (kaspell at mun.ca) within the Centre for Career Development and Experiential Learning and inform them so they can make any accounting adjustments.

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Can a student on a Work-term hold a MUCEP position?

No. If the student is working a full-time paid work-term placement it is recommended that they not participate in MUCEP, as they are already employed. It is preferred a full time student completing at least three courses be given the MUCEP opportunity. However, if a student is completing an unpaid placement (example in Social Work) and they have registered and paid tuition as a full-time student, they are eligible to participate in MUCEP.

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What happens if a suitable candidate cannot be found or if no one applies for a MUCEP position?

If no one applies for a MUCEP job or none of those who applied were suitable, the MUCEP job can be reposted on the CCD website. The employer must send an email to the Centre for Career Development requesting the position be posted and is responsible for checking back to see if any new applications have been submitted. This e-mail documentation must be placed in the grant holder’s file.

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What happens to a position if no candidate is found?

Funding is to be used in the semester it is awarded – funding cannot be transferred to another semester. If a suitable candidate is not found, the grant holder forfeits the funding in that semester.

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What happens if a student doing three courses drops a course while completing a MUCEP?

If a student changes to part-time status (i.e., less than three courses) they no longer meet the requirements of the program and will not be permitted to complete the placement. You can then contact Career Development and we can re-post your position; however, you will only be able to offer another student the remaining number of hours. You will not get any additional hours. For example, if you were awarded an 80 hour placement and your original student worked 10 hours before withdrawing from this placement, the second student would only be able to work 70 hours.

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Why does MUCEP have an experiential component?

One of the primary purposes of MUCEP is to provide students with career related experience. MUCEP provides an excellent opportunity for students to actively reflect on and identify transferable skills gained during MUCEP. Reflection helps students identify these skills so that they can promote them in their resumes, cover letters, job search, employment and graduate school.

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How do I reflect with my MUCEP student?

Once the student is hired, you should sit with the student and complete Section 1 of the Learning and Reflection Agreement. The Examples of Skills and Tasks Handout provides some examples of tasks/activities and skills that may be helpful when completing Section 1. Employers who have more than one student, may choose to complete this agreement with all of their students at the same time.

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Am I limited to the reflection activities that are in the Learning and Reflection Agreement?

No. Some grantholders like to ask a series of questions to guide the reflective process to enable the student(s) to see the overall learning and the impact that this experience has had on the student. Please feel to continue to use reflective questions or journals etc. However, please note that you are ultimately required to complete and submit the learning agreement.

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What does the reflection and learning agreement involve?

MUCEP reflection involves the completion of 4 sections as follows:

Section
Purpose/Involvement
Timeframe
Section 1
Identification of anticipated activities and skills to be gained during MUCEP
First week of the MUCEP position
Section 2
Reflection on skills and MUCEP experience gained since beginning of placement
End of placement
Section 3
Student responses to reflection questions
End of placement
Section 4
Confirmation of discussion and approval
Beginning & end of placement

Upon completion of all sections and discussion:

ü Give the student a copy
ü Send the original to the Centre for Career Development (UC-4002)
ü Keep a copy for your files (if desired)

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When do I submit the Learning and Reflection Agreement?

The agreement is to be returned to the Centre for Career Development once Sections 1 through 4 have been completed by the student and discussed with you, the employer. The deadline for submission is the last day of classes in the current semester.

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Who do I contact if I have a question about MUCEP reflection?

Questions about reflection may be directed to:

Kathleen Wall, MUCEP Coordinator
Tel: 864-3445
Email: kwall at mun.ca
OR
Kim Kelly, Experiential Learning Coordinator
Tel: 864-2607
Email: kakelly at mun.ca

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What shall I do with the resumes of the students I do not hire?

“In accordance with privacy protection requirements, as set out in the Access to Information and Protection of Privacy Act, you are asked to discard the applications of MUCEP candidates who were not interviewed. For those candidates who were interviewed, you are required to maintain applications and corresponding interview notes in your files for one year, following which they may be discarded. Further information on privacy protection is available at www.mun.ca/iapp.

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