In January, the UBC Career Centre will announce the number of USRA quota spaces UBC has received for the fiscal year’s competition and the number of awards allocated to each Faculty/School.  

Faculty/School offices establish their own selection criteria within the broad guidelines that NSERC provides, and they may choose to apply stricter criteria. The following Selection criteria and indicators for USRA applications contains suggestions for evaluating the three selection criteria when reviewing supervisor/student applicants:

•  Academic excellence

•  Research potential

•  Expected quality of the training and mentorship to be received

As per NSERC’s recommendations, institutions are encouraged to consider the above evaluation methods when determining A-List/B-List candidates.

Please contact your 2023-24 Faculty/School/Department USRA Coordinators to find out how many awards are available to your Faculty/School for the fiscal year.

2023-24 Resources for Faculty/School/Department Coordinators

Please find hyperlinks to important reference tools and required documents for supervisors and coordinators that will help to ensure the applicants are eligible and applications are completed correctly.  

• NSERC USRA Info for Faculty/School/Department Coordinators 2023-24
• NSERC USRA Info for Potential Faculty Supervisors 2023-24 
• NSERC USRA Form 202 Common Errors 2023-24
• NSERC USRA Appointing Students 2023-24 UBC-V  (Updated April 5, 2023)
• NSERC USRA Appointing Students 2023-24 UBC-O   (Updated April 5, 2023)
• NSERC – List of Research Subject Codes for Scholarships and Fellowships
• NSERC USRA 2023-24 Eligible Research Grant List (Effective as of Dec. 15 2022)
• NSERC USRA 2023-24 Recommended Applicants A-List & B-List Template 
• 2023-2024 Cycle FAQs 

Both faculty supervisors and students must complete and submit an online NSERC USRA application Form 202 part I (student) and Part II (supervisor) by clicking on “System Login” or, if you are a first time user, “Register”. Instructions on how to complete the forms can be found on the NSERC USRA website. Additional resources can be found here:

• Online Application Portal for Faculty Supervisors and Student Applicants
• NSERC USRA Instructions for Completing Form 202
• NSERC USRA Program Application Tutorial

Each Faculty/School establishes procedures for identifying and ranking applicants and will set their own internal deadlines. Please contact your 2023-24 Faculty/School/Department USRA Coordinators for application details. 

CareersOnline (the online job board for UBC students) is a great resource for posting your opportunity. UBC employers can advertise positions free-of-charge. Make sure your posting includes student eligibility criteria in the qualifications section to ensure you get applications only from eligible undergraduate students.

Equity, Diversity and Inclusion (EDI):

UBC believes that sustained excellence in research, education and engagement depends on the integration of diverse perspectives and approaches and the inclusion of those who have been historically, persistently or systemically marginalized. UBC wants to ensure equitable access to these opportunities with NSERC, both for faculty members and students. Please ensure a thorough review of your recruitment and application processes to ensure equitable consideration is given to all applicants.

Here are some UBC-specific guidelines and resources you may want to review:  

• resources for ensuring equitable hiring and interview practices
• resources for researchers on how to incorporate EDI practices into their research

Visit UBC HR for information on general student hiring and practices or Work Learn for onboarding resources and evaluation templates for student staff, and UBC Safety and Risk Services for information on New Worker Safety Orientation and Training.

The UBC Liaison Officer will review and confirm all applications submitted via NSERC’s online portal.  If there are any errors/omissions or the application is incomplete, the UBC Liaison Officer will RETURN the application to the supervisor to allow the student and/or supervisor to make changes to it. If the application is returned, the faculty supervisor will receive two e-mails:

• a generic e-mail notification from NSERC informing them that their application has been returned
• an e-mail from the UBC Career Centre with details about the error or missing information, steps on how to make edits to their application and how to re-submit on-line

Please remember that at this point your application is still subject to final NSERC approval.  It’s usually the case that students will start work on their USRA before awards are actually confirmed by NSERC. If eligibility criteria are not met and the student starts his/her award tenure, the student would still be expected to finish their award and be paid the full amount, although a reimbursement will not be issued and the supervisor will be responsible for the students’ full wages.

As supervisors, you are responsible for your student(s) wages. Once you have selected your candidate, faculty supervisors must appoint their student by submitting a Hire Business Process (BP) through Workday by the deadline date provided. It is important to have students appointed in their positions prior to starting work. Hire BPs will be automatically routed to our approval queue once submitted in Workday. If you have specific questions about Workday, please contact the UBC IRP team for further support. 

Deadline to submit student appointments: Summer: May 12, 2023, Fall: September 15, 2023, Winter: December 8, 2023

2023-24 Info sheet for appointing students 

• NSERC USRA Appointing Students 2023-24 UBC-V (Updated April 5, 2023)
• NSERC USRA Appointing Students 2023-24 UBC-O (Updated April 5, 2023)

The normal duration of the award is a minimum of 16 consecutive weeks.  Award winners are required to work full time (35 paid hours/week plus a 1-hour unpaid lunch break) during the Summer term (May – August), Fall term (September – December) or Winter term (January – April).  Under exceptional circumstances students can work less than 16 consecutive weeks (prior approval from NSERC is needed). 

Visit UBC HR for information on general student hiring and practices or Work Learn for onboarding resources and evaluation templates for student staff, and UBC Safety and Risk Services for information on New Worker Safety Orientation and Training. 

NSERC will send award letters directly to students in July for the Summer term, November for the Fall term and February for the Winter term. NSERC will notify the UBC Liaison Officer regarding applications that have been rejected. Replacements for rejected candidates will not be accepted in the same term. If eligibility criteria are not met and the student starts their award tenure, the student would still be expected to finish their award and be paid the full amount, although a reimbursement will not be issued and the supervisor will be responsible for the students’ full wages.

The UBC Career Centre will reimburse department accounts in the amount of $6,000 for each USRA.

• Summer term – October/November
• Fall term – February/March
• Winter term – May/June

The hiring process doesn't only happen during the interview; it begins the moment you decide to fill a need in your unit or department. Coming up with an effective hiring plan, determining the appropriate method for recruiting and selecting the best candidates, and consulting with key stakeholders are all important decisions that, if unprepared, could result in a stressful experience. The resources below are useful tools to use through recruiting, selecting, and on-boarding successful candidates. Before you do anything, it may be helpful to create a Student Hiring and Recruiting Plan.PDF to ensure you aren't missing anything important. It is also a good idea to familiarize yourself with The BC Employment Standards Act Fact Sheets.PDF. You can also check out the USRA Supervisor Guide to acquaint yourself with the critical aspects of being a supervisor.

During Interviews

(In Basket Interviews)- Designed to test a candidates ability to perform a task within a set of set requirements. In Basket Testing Tips.PDF

Competency Based Interview Questions

Competency Based Interview Questions.PDF General Interview Questions.PDF Sample Interview Rubric.PDF

After Interview

After you have completed your interviews, you will have to make your decision as to who you would like to extend an offer to and who you want to decline. It is best to extend an offer as soon as possible, as students are often applying to more than one role. Waiting to offer may mean you miss the opportunity to work with your star candidate! Sample Offer Letter.PDF

A lack of a thorough on-boarding experience and expectations has been noted as one of the main reasons employees are not engaged or productive in their workplace. Thoughtful preparation for your new employee, setting clear expectations at the beginning, and ongoing integration into the new workplace plays a key role in fostering a positive working relationship and setting the student staff up to be successful in the role. The templates are a great way to get you started.

Before the student begins the position

Orientation Checklist.PDF

Work Learn On-boarding Plan.PDF

Expectations Setting Worksheet.PDF

Getting to Know You Worksheet.PDF

Sharing some of the interesting facts you learn about the student employee with other full-time staff members is a small act that goes a long way in integrating the USRA student(s) to the larger team. Work Learn_New Work Learn Students Template.PDF

This template can be used for positions in which a new staff manual is included in the on-boarding process. New Staff Manual Template.PDF

Having a new student set learning objectives is an excellent way of engaging them right from day one, as well a way to provide structure in following up with a student throughout their position. Learning Objectives Worksheet.PDF

This is an agreement between the employer and the student, with the aim of outlining employment expectations of both parties, to ensure an overall successful experience for the student and the employer. Work Learn Program - Supervisor and Student Work Agreement.PDF

Performance management is an ongoing process between you and your employee that involves creating goals, assessing progress, and proving guidance and feedback along the way. The resources below can be used to guide those conversations with your student staff, evaluate their performance, and reflect on what they are learning in their roles.

The 5-15 Check in is one way of a student keeping you up to date with their work progress, challenges, and ideas. A 5-15 is meant to take the student no longer than 15 minutes to write and to take you no more than 5 minutes to read. These can be especially helpful if the student you supervise has different hours than you. 5_15 Check In

Bi weekly status report

Biweekly Status Report - Template

Work Plan (Long Term)

Work Plan Template

360 Performance Evaluation

If you have a concern about the safety or well-being of a student employee, we encourage you to submit an Early Alert: https://facultystaff.students.ubc.ca/systems-tools/early-alert

Performance Reviews

Performance reviews are a crucial way for students to learn and reflect on their positions. They do take time so it is a good idea to start early. We strongly encourage all USRA facilitators to conduct a mid-point performance review with each student they supervise.

Mid-Point Performance Evaluation (for lab setting)

Mid-Point Performance Evaluation (non-lab setting)

Mid-point Self-reflection

Employee Recognition

Recognition is a way of showing your employees that you notice and value what they bring to the workplace. Student employees have a huge impact on the UBC workplace; bringing fresh ideas, high energy, and a willingness to learn. Taking some time to acknowledge a job well done is a great way to keep your staff engaged and motivated.

Tips for Student Recognition

Students have identified that one of the main reasons they choose to hold a USRA is to gain professional experience that will serve them after graduation. So much of what impacts a student's ability to learn on the job is their connection to you, their supervisor. The following are a series of templates you can use to help guide professional development conversations with the students you supervise.

Goal-Setting

HARD Goals Template S.M.A.R.T Goals Template

Professional Development Plan

Professional Development Plan

Cross-training is an opportunity for students to work with colleagues of yours in other units. Cross_Training Plan

Strengths and Opportunities for Development

Considerations for Student Mentorship

Skills Self-Reflection(4)

The end of the USRA term calls for celebrating and recognizing your student staff, reflecting on what they have learned in their placement, and planning for new (or returning students). It's also a great time to solicit feedback on how the experience was for the student, and incorporate your own learning into your next cycle of student management. Below are some resources you can use as you prepare to have end-of-term conversations with your student, ensure they are off-boarded appropriately, and prepare for your new employees.

End-of-Term Reflection Questions.PDF

Skills Self-Reflection.PDF

Transition Report Checklist.PDF

Offboarding Checklist.PDF