Work Learn

Please see below for the Winter 2023 (Sept '23 – April '24) timelines:

• Call for proposals opened: Monday, May 29, 2023
• Call for proposals closed: Monday, June 19, 2023 (by Midnight PST)
• Review of Work Learn proposals: Mid-June to end-July 
• Funding announcements: Last week of July 2023
• Jobs posted on CareersOnline: July 31 – August 14, 2023 (job postings close at midnight)
• Student recruitment / hiring: Mid / Late-August (hiring may extend through September)
• Deadline to submit student appointments:
  • Monday, August 21 (start dates between September 1 – September 15);
  • Wednesday, September 6 (start dates between September 16 – September 30);
  • Thursday, September 21 (start dates between October 1 – October 15);
  • Friday, 29 (start dates between October 16 – October 30);
  • Monday, October 2: Final Deadline to declare INTENT or submit ALL Winter appointments
• Work Learn placements: September 1, 2023 – April 30, 2024
• Site Visits: October / November and February / March
• End of Term Survey: Early April

If you need support developing/updating your Work Learn proposal, connect with the Work Learn team at work.learn@ubc.ca.

The Summer Call for Proposals is now closed. Winter 2023 timelines will be updated in May/June.

• Call for proposals opens: Wednesday January 4, 2023
• Call for proposals closed: Monday January 23, 2023 by 4PM PST
• Work Learn proposal review: Late-January/ Early-February
• Funding announcement: March 6 –  March 10
• Jobs posted on CareersOnline: March 13 – March 26
• Student recruitment: mid-March to April
• Deadline to submit student appointments:
  • Monday, April 24th (start dates between May 1 – May 8);
  • Thursday, May 4th (start dates between May 9 – May 23);
  • Thursday, May18th (start dates between May 24 – June 8);
  • June 1: Final Deadline to declare INTENT or submit ALL Summer appointments
• Work Learn placements: May 1, 2023 – August 31, 2023
• Site Visits: June/July
• Work Learn reimbursement: October (deadline to approve Summer 2023 hours is September 11 – see details on “Payroll + Reimbursment” tab)

* Review the Proposal Submission Guide. Whether you are a new or seasoned Work Learn supervisor, ensure your proposal addresses key criteria including a) job description, b) contribution to the university community, and c) student learning components.

Work Learn receives thousands of proposals for funding every cycle and as such, funding is not guaranteed from cycle-to-cycle, or from year-to-year. To increase your chances of receiving funding, it is a good idea to review and revise your proposal every cycle, even if you have received funding in the past.

Important considerations when submitting a Work Learn proposal for funding:

• All funding decisions are final.
• Late proposals are not accepted. 
• Work Learn publishes the Submission Guide and hosts webinars during each “Call for Proposals” period  to help supervisors and administrators submit strong proposals (check the ‘Workshops and Webinars’ tab below for more information).
• If you have questions, connect with us at work.learn@ubc.ca well before the submission deadline.

If you have not submitted an application on Careers Online before, set up an account as soon as possible. This process can take 1-2 business days, so initiate the process well before the application deadline.

If your proposal indicates that a candidate has already been identified for the position, the position will not be posted on CareersOnline and you will not receive any student applications. If you’d like to learn how to manage your applications and student communications or generate an applicant viewbook, please contact our office at work.learn@ubc.ca. Please see the ‘Timelines’ section above for when funding announcements are made each cycle.

Proposals submitted for the Work Learn Program serve two purposes:

• To provide a clear and detailed job posting to communicate the work and learning opportunity to students.
• To apply for funding through the Work Learn program’s hourly subsidy.

Please review the Work Learn Terms and Conditions

• Review the Submission Guide, which has a series of guiding questions you will need to address when submitting your proposal through the CareersOnline submission form. 
• Determine the job category for each role you are submitting a proposal for, see the Position Classification Guide Winter | Summer for the different types of positions and corresponding wage rates. These classifications are set and updated by UBC Human Resources. 
• If your proposal indicates that a candidate has already been identified for the position, the position will not be posted on CareersOnline and you will not receive any student applications

• Review the Step-by-step guide on the elements you need to include in your proposal.. 
• Log into your CareersOnline account to submit your proposal.
  • If you have not submitted an application before, set up an account on CareersOnline as soon as possible.
  • Please note: this process can take 1-2 business days, so initiate the process well before the application deadline.
• Follow the prompting questions in CareersOnline 

• Attend a webinar/workshop: see ‘Webinars and Workshops’ section on this page for upcoming offerings to support the development of a quality Work Learn proposal. 
• Equitable Hiring Guide: a digital resource highlighting  tips for creating more inclusive job descriptions.
• CACUSS also has an extensive guide for Equitable Practices for Hiring Student Staff 

Examples of Successful Proposals 

Need an example of a good proposal to get you started? A few of our successful employers have agreed to share theirs with you. (*Please note that these proposals have not yet been updated to include the 'Contribution to the University' section. Please refer to the Submission Guide for exact guidelines):

• Project Worker (Project Worker – lab position)
• Usher/Front of House for Concerts (non-lab position)
• Research Assistant (Project Assistant – lab position)
• English Conversation Project Assistant (Project Assistant – non-lab position)
• Finance Assistant (Office/Library Worker)
• LokoLab Research Assistant (Researcher/Professional - research position)
• International Event Assistant (Researcher/Professional – non-research position)

Review our Appointing a Student in Work Day Guide for full instructions.

It is important to have students appointed in their positions prior to starting work. Please note that Direct Hire BPs are not routed to Payroll anymore for approval of hiring employees; however, in order for approvals to be made in time for pay period cut-offs, appointments would need to be approved by the 8th or 9th of each month to make the 15th payday and 23rd or 24th of each month to make the end of the month payday.

In order to accept our funding offer, please follow these steps:

1. You must first ‘Create Position’ business process (BP) in Workday. This process creates the Work Learn position you want to appoint a student into using the job details provided to you in your funding announcement email, you will use the Create Position BP. Enter details into Workday by the deadlines highlighted below. For any questions about Workday or to get training on the process, please do not hesitate to contact the IRP Team.

The full terms and conditions for receiving the Work Learn subsidy are set on your Work Learn funding announcement email. Employers are expected to pay the student’s full hourly wage as the student incurs hours. The Work Learn subsidy is currently $9 per hour

Work Learn Reimbursement Schedule (see WL deadlines on UBC Payroll Calendar)

Winter Cycle (September 1 to April 30)

**Hours approved on Workday after this deadline, will NOT be eligible for Winter cycle reimbursement.

Summer Cycle (May 1 to August 31)

**Hours approved on Workday after this deadline, will NOT be eligible for Summer cycle reimbursement. 

Terms and Conditions

- Work Learn operates on two sessions; Summer (May 1 – August 31) and Winter (September 1 – April 30). Summer reimbursements are processed in October. Winter reimbursements are processed (December, March, June).

- Work Learn will not reimburse hours outside of the set reimbursement dates. See chart above for session deadlines or review the WL deadlines on UBC Payroll Calendar (opens as PDF). 

- Work Learn manually processes reimbursements based on the hours worked submitted by each student, and approved by the supervisor in Workday (see full details here). Supervisor must ensure each Work Learn appointment has ONE costing allocation associated in Workday.

- In Workday, you will see the Work Learn reimbursement reflected in the ledger account “Salaries | Student Work Learn Subsidy” in the ledger of the Worktag used to pay the Work Learn student. 

- Each pay period supervisors (or appropriate designate) are accountable for approving their student’s hours by the deadlines established by UBC Payroll to ensure their students are paid in a timely manner. The banking of Work Learn hours is not permitted. Supervisors must also ensure that students holding multiple appointments report their work learn hours correctly. Any discrepancies must be reported and fixed prior to the deadlines.

Related Workday Knowledge Base Articles for Hourly Employees

- Entering Time (Hourly Staff) (Students can only enter time for past dates if they fall within the current pay period)

- Entering Time (Manager) (Entering time on behalf of employees, for example if your student missed the payroll pay period deadline)

- FAQ: Entering or Correcting Time (includes: Can an employee enter hours retroactively? How do I track the hours worked by my Work Learn/Work Study student employee in Workday?)

For more Workday resources and help visit the Integrated Service Centre. 

Virtual Site Visits

Work Learn program staff conduct site visits midway through each Work Learn term. Site visits offer us a chance to meet with you and your student(s) to hear about student and supervisor experiences, as well as to review how the student learning objectives are being reached in your students’ roles. Site visits are consistently cited by students as a powerful reflection tool for them to articulate their learning experiences and transferrable skills. We will contact you directly if you have been selected for a site visit. Here are some examples of questions that we ask during site visits.

End-of-Session survey

Supervisors and their student employees must complete the WL End-of-Session Survey. Supervisors are expected to complete the survey before the end of the term, and ensure completion by their student employee(s). The feedback from the surveys is used to expand resources and program improvements.

Upcoming support sessions for Winter 2023: If you need support developing or updating a Work Learn proposal,

• Bring your questions to Work Learn Proposal Office Hours | June 7, 12:00PM PST (zoom details) OR June 15, 1:00PM PST (zoom details)
• Watch a pre-recorded version of the Writing a Work Learn Proposal webinar 

Past Recorded Webinars:

• Remote Onboarding and Orientation 17 mins (UBC Workplace Learning)
• Supervising Remote Work: Strategies for Success 14 mins (UBC Workplace Learning)
• Inclusive Hiring and Neurodiversity in the Workplace (Alumni UBC)

Remote Work Guides:

• UBC IT Guide to working remotely

Meeting/Workshop Facilitation:

• 20 Tips for Facilitating Virtual and Blended Meetings, The Grove
• Facilitating Consensus in Virtual Meetings, Seeds of Change

Supporting Students Virtually:

• Supporting Students Remotely (University of Waterloo)
• Creating an Inclusive Environment for Remote Employees, Cook Ross`

Student Recruitment:

• Have a look at our Recruiting and Hiring Strategies Guide

Before Interviews

• Familairize yourself with UBC Human Resources | Hiring Students guide.
• Take a look through the Equitable Hiring Guide for information on how to attract and retain diverse candidates and create a more equitable hiring process.
• It may also be helpful to create a Student Hiring and Recruiting Checklist to ensure you aren’t missing anything important.
• If you're looking to reach more candidates, be sure to have a look at these tips for Recruitment and Hiring Strategies
• Be sure you are up-to-date with the BC Employment Standards Guidelines

During Interviews

• Competency Based Interview Questions
• General Interview Questions
• Sample Interview Rubric
• In Basket Interviews- Designed to test a candidates ability to perform a task within a set of set requirements.

After Interviews

Make sure you extend a formal offer. Have a look at our Sample Offer Letter for some ideas.

Safety 

All UBC student staff must be given appropriate safety training. Visit UBC Risk Management for information and resources on New Worker Safety Orientation and Training. As there may be additional departmental/unit safety training and policies that student-staff need, it is a good idea to set an annual review of safety training and procedures to ensure students have what they need in their roles. 

• “Toward a Respectful Workplace – Preventing and Addressing Workplace Bullying & Harassment” training for all workers at UBC

Resources for Career Conversations with Students of Colour, Students with Disabilities and LGBTQ+ Students

UBC's Faculty and staff members play important roles as influencers informing students' career journeys in both formal and informal ways. While navigating career is complex and layered for all of us, students from *equity-seeking groups may face experiences related to systemic barriers in the workplace. 

• Resources for Career Conversations with Students of Colour
• Resources for Career Conversations with Students with Disabilities
• Resources for Career Conversations with LGBTQ+ Students

Helping Students in Distress

If you are working with a student staff member who you feel may be in distress, it's important to take appropriate steps to follow up. UBC's Green Folder is an excellent starting point for addressing concerns while respecting a student's privacy.

Supervisor and Student Guides

• Work Learn Supervisor Guide to learn more about the role of a supervisor
• Work Learn Student Guide to help guide students through their Work Learn experience

UBC HR Resources:

• UBC HR Employee Handbook for Students
• Workday Essentials for Student Workers

Before the student begins the position:

• Orientation Checklist.PDF
• Work Learn On-boarding Plan
• Expectations Setting Worksheet
• Getting to Know You Worksheet

Once the student begins the position:

• New Work Learn Students Template 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 Work Learn student(s) to the larger team
• New Staff Manual Template This template can be used for positions in which a new staff manual is included in the on-boarding process
• Learning Objectives Worksheet 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.
• Work Learn Program - Supervisor and Student Work Agreement 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.

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. Here is a 5-15 Check In template

• Biweekly Status Report - Template 
• Work Plan (Long Term 
• Work Plan Template 
• 360 Performance Evaluation 

Responding to Student Concerns

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

• https://hr.ubc.ca/managers-admins/recruiting-and-hiring/student-employees/managing-student-employees
• Work Learn Program - Mid-Point Performance Evaluation (for lab setting) 
• Work Learn Program - Mid-Point Performance Evaluation (non-lab setting) 
• Work Learn 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. Here are some Tips for Student Recognition

Students have identified that one of the main reasons they choose to work Work Learn jobs 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

• Work Learn Professional Development Plan 
• Cross-training is an opportunity for students to work with colleagues of yours in other units. Here is an example of a Cross_Training Plan 
• Strengths and Opportunities for Development 
• Considerations for Student Mentorship
• Skills for Self-Reflection 
• All UBC Students have access to LinkedIn Learning, which offers courses on a huge range of skills and topics (requires a CWL login)

The end of the Work Learn 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.

• Work Learn Program - End-of-Term Reflection Questions.PDF
• Skills Self-Reflection.PDF
• Transition Report Checklist.PDF
• Work Learn Offboarding Checklist.PDF