Last update: March 2, 2017 by Pauline Sanni

Access & Diversity hires student assistants throughout the year. As a student assistant, you will work directly with students with disabilities in a variety ways. Most jobs take place on UBC’s Vancouver campus.

If you have questions about your student assistant position, email access.assistants@ubc.ca.

Job descriptions

Training for the following positions is provided once you are hired. Various positions are available during each academic year. They may include the following:

Alternate format production assistant

As a production assistant, your duties will include e-text editing, sending completed files to clients, keeping track of your hours worked, and returning print originals to Crane Production.

Exam assistants

During the formal exam periods (December and April), you will deliver exam material to department offices across campus or between the Exam Centre and the Access & Diversity office.

Exam invigilators

You will supervise exams for students with disabilities. Your duties will include preparing and monitoring exams, setting up adaptive and computer equipment, conducting security checks, and keeping accurate records. Exam invigilator positions are only open to registered UBC graduate students who are not currently taking courses with exams.

Library access assistant

You will be matched with a student who has a disability. Your duties may include photocopying and retrieving books for students who cannot access library shelves, catalogues, periodical indices, or other research material. Additional duties may include assisting with literature searches and scribing library information for the students. Work is performed at the UBC Libraries.

Mobility assistant

You will be matched with a student who has a disability. Your duties will include meeting the student before or after their class and guiding them to other locations on campus. You may also assist the student at other times outside of class time to help them take part in the full post-secondary experience.

Notetaker

Notetakers are responsible for providing course notes to a student who has a disability. These will be provided within 48 hours of each class by either emailing notes taken on a laptop or by scanning and emailing handwritten notes. Available notetaker jobs are advertised by emailing students in those particular classes.

Scribe

You will assist students who have disabilities with their exams. Your duties will include writing or typing material that is being dictated by the student. Excellent typing skills (50 words per minute) and computer experience are required.

Peer tutor

You will be trained in the Strategic Content Learning model of tutoring. Your duties will consist of tutoring individual students on a weekly basis. Excellent study skills and knowledge in the subject area are required (i.e. you have taken the course and/or are majoring in the subject area). Preference will be given to students in their third year or higher.

 

Wages and hours

Student assistant wages range from $11.00 to $20.00 per hour. Notetakers are paid by term. As a student assistant, you can only work the hours assigned to you by Access & Diversity. You may not work more than 10 hours per week. Student assistant jobs are advertised on UBC CareersOnline or by directly emailing students registered in particular courses.

Training

Training opportunities and resources are provided for all student assistant positions. Training opportunities may involve job shadowing, attending a workshop, or reviewing printed material. Detailed information about training opportunities will be provided once you are hired.

Resources

Notetaker training (PDF)
Peer tutor training (PDF)
Preventing and Addressing Bullying & Harassment (Online Training Course)

Alternate Format Production Assistant In-Basket Test

E-Text In-Basket - Instructions (PDF) 
E-Text In-Basket - Scanned Original (PDF) 
E-Text In-Basket - OCR Version (DOC)

How to apply

To apply for Student Assistant positions please go to UBC Careers Online. Select job/volunteer postings and search by the job title. Notetaking positions will be advertised by an email to your class if a notetaker is required. You must be registered in the course to apply for the position. You will be required to upload the following documents as part of your Student Assistant application:

  • Your resumé
  • An unofficial copy of your most recent transcript, which can be downloaded on the Student Service Centre
  • A cover letter
  • A sample of your class notes for the class indicated in the job posting (if applying for a notetaker position)
  • A copy of your timetable (not required for notetaking applications)

To be a Student Assistant employed by Access & Diversity, you will need to:

  • Be a current UBC student
  • Have a Social Insurance Number (SIN)
  • Have a chequing account to set up direct deposit payments. If you do not have one you will have to create one in order to be hired.
  • Be eligible to work on campus.
  • Provide a copy of your study permit and SIN card if you are an international student.
  • Not be a full time UBC employee.

Visit the Service Canada website for more information on how to get a Social Insurance Number, or call 1.800.206.7218 to find the nearest location. Due to the large number of applications we receive each year, only successful applicants will be notified. Students are welcome to apply at any time for open positions.

Once you've been hired

Once you have submitted all the required paperwork, you will be required to fill out and submit a Personal Data Form to your Access & Diversity supervisor via email. You must complete and submit a Personal Data Form and a Direct Deposit Request Form in order to be hired. If you have already submitted a Direct Deposit Request Form and have worked for UBC within the last year, you do not need to submit another one.

Personal Data Form (DOC) 
Direct Deposit Request Form (PDF)

Notetakers will receive a 'Confirmation of Hire' email from Access & Diversity. You must respond to the confirmation email before your position will be processed.

Confidentiality

The name of an Access & Diversity client and all information pertaining to that client's disability are to be held in strictest confidence. In accordance with BC's Freedom of Information and Protection of Privacy Act, you must not give out any information about your clients to a third party.

Timesheets and payments

If you work an hourly student position, you will need to complete and submit timesheets in order to get paid. You can download these forms below or pick up hard copies at the Student Assistant Drop Off Box outside of room 1203 in Brock Hall. Notetakers do not require timesheets. Find out more about notetaker payment.

Submitting timesheets

  1. You need to submit your timesheet by 4:00pm on or before the due date noted on the timesheet.
  2. You must submit your timesheet in person at the Student Assistant Drop Off Box outside of room 1203 in Brock Hall as original client signatures are required.
  3. You need to submit a separate timesheet for each two-week period.
  4. If you are working more than one job, indicate the number of hours worked for each position on different timesheets. Different positions may have different pay rates.

Timesheets submitted after the due date are considered late and will be reported to your supervisor. Late timesheet cause a delay in payment and create additional paperwork for both Access & Diversity and for UBC Payroll.

Payment

Student assistants are paid an hourly rate on a semi-monthly basis. In order to be hired, you must complete a Direct Deposit Request Form and submit the form along with a void cheque to Access & Diversity.

Self-Service System

UBC Finance has implemented a faculty and staff self-service system. You will need your employee ID and your Campus-Wide Login (CWL) to access to the UBC Management Systems Portal (MSP). If you do not have a CWL, or are unfamiliar with the system, we encourage you to visit Campus-Wide Login to find out more and to sign up.

The self-service system provides real-time access to personal information, pay stubs, benefit information, direct deposit banking information, and payment history. You will need to log in to the UBC VPN network if you wish to access the system off-campus.

For those who already access MSP from myUBC, the new faculty and staff self-service system will be available to you when you click the existing MSP channel. If you use myUBC but do not have the existing MSP channel, visit the myUBC Help Tool to find out how to add the channel.

For more information regarding the MSP system, visit the Employee Self-Service FAQ page. If you have any payroll questions, email access.assistants@ubc.ca or call 604.822.9286.