Last update: January 18, 2019

The Work Learn Program supports and subsidizes meaningful work experiences on campus that offer the opportunity for all current UBC students to develop their professional skills and learn in a work environment.

Goals

The Work Learn program offers students the opportunity through the experiential learning outcomes to:

  • Pursue mentorship opportunities
  • Develop professional and personal skills
  • Apply discipline specific knowledge 
  • Expand their network 
  • Demonstrate ownership and responsibility of work
  • Develop self-awareness and reflection
  • Contribute to the University as a whole

Scope

Approximately 2,500 experiential learning opportunities are funded through the Work Learn program each year.

Work Learn positions are part-time hourly appointments and must fit within the appropriate rates and conditions as outlined in the Position Classification Guide [Winter 2018 / Summer 2019].


Employers within the Work Learn Program are faculty, staff, and affiliates with UBC Vancouver Payroll accounts with which to pay the student(s).  Employers are expected to pay the student’s full hourly wage as the student incurs hours.  The Work Learn subsidy is currently $8 per hour.

  Summer Program Winter Program
Session dates May 1 – August 31

September 1 – April 30

 

Weekly hourly limits

 

20 hours/week
(*Office/Library Worker positions are

limited to 10 hours/week)

 

10 hours/week

Maximum reimbursable

hours

 

300 hours
(*Office/Library Worker positions are limited

to a maximum of 180 hours for the session)

 

300 hours

 

All current UBC-Vancouver students are eligible. Students are only eligible to hold one Work Learn position at any given time. For the purposes of this program current UBC students are defined as students who are currently registered in credit courses at UBC-Vancouver and have a valid UBC student number. A student must be registered in courses in the term(s) they hold a Work Learn position. All students (domestic and international) must have a valid Social Insurance Number (SIN) before they can be paid by UBC.  View student eligibility criteria


Work Learn subsidizes professors to hire students to work on summer research projects through the Work Learn International Undergraduate Research Awards Program.

Timelines

Summer 2019

  • Call for proposals opens: January 2, 2019
  • Call for proposals closes: January 18, 2019
  • Review of Work Learn proposals: Late January/ Early February 
  • Funding announcements: the week of March 4 – March 8, 2019
  • Jobs posted on CareersOnline: March 5 – March 18, 2019
  • Student recruitment/hiring: Mid/Late-March
  • Deadline to submit student appointments: 
    • April 23 (start dates between May 1 – 15)
    • May 8 (start dates between May 16 – 31)
    • May 31: Final Deadline to submit ALL Summer Appointments
  • Work Learn placements: May 1, 2019 – August 31, 2019
  • Site Visits: June/July
  • Work Learn reimbursement:
    • September / October (for May – August hours)

Winter 2018

  • Work Learn placements: September 1, 2018 – April 30, 2019
  • Site Visits: October/November and February/March
  • Work Learn reimbursement:
    • December / January (for September – November hours)
    • March (for December – February hours)
    • May / June (for March – April hours)

Your involvement

Call for proposals opens

Call for proposals is now closed! The Work Learn program is no longer accepting proposals for Summer 2019. If you have any Work Learn specific quesrions, please contact work.learn@ubc.ca.​

Proposals submitted for the Work Learn Program serve two purposes:

  1. To apply for a subsidy from the program
  2. To provide a clear and detailed job posting to communicate the work opportunity to students.

To help describe and/or develop a work experience opportunity that meets the learning objective-based goals of the program, we have developed a series of guiding questions for you to answer in the Submission Guide.  These are the questions you will need to address when submitting your proposal through the CareersOnline submission form.

Download a step-by-step guide on how to submit a Work Learn proposal. Please email work.learn@ubc.ca if you have any questions.

Need an example of a good proposal to get you started?  A few of our successful employers have agreed to share theirs with you!

Call for proposals closes

Thank you for your interest in the Work Learn program! Work Learn proposals will no longer be accepted for Summer 2019. If you would like to be added to our employer e-newsletter mailing list to receive information about our Work Learn intake periods, and for updates and resources related to the Work Learn program, please e-mail us at work.learn@ubc.ca.

Work Learn proposal review

Proposals are approved based on how well the described work experience meets the learning outcomes of the program. An evaluation rubric, developed in line with the series of guiding questions, is used by a group of cross-campus readers who score the proposals through an in-depth and systematic review of all submitted proposals. The review process also includes steps to ensure completion, clarity and adequate level of detail in each proposal, as well as inter-rater reliability. All of the proposals are ranked and funding is awarded beginning with the highest ranked proposals, taking into account the number of positions and project hours requested.

Funding announcement / Jobs posted on CareersOnline / Student Recruitment

Approved Work Learn positions will be posted on CareersOnline for two weeks during the posting dates you indicated in your proposal. 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.

Interviewing and Hiring Students:

UBC HR has information on general student hiring practices, and our office is also available to support you if you have questions about interviewing, selecting, or supervising students. We also offer workshops throughout the term to help support the hiring and supervision of students; you can register for a workshop through the e-newsletter.

Here are a few resources to support you in your onboarding and evaluation of student staff and we encourage you to adapt them as you see fit:

Visit UBC Risk Management for information on New Worker Safety Orientation and Training.

A safe and respectful working environment at UBC

As supervisors of student employees, you are responsible for arranging online bullying and harassment training for each person under your supervision (including yourself).  Please have your students can take the 15-20 minute online training session here: “Toward a Respectful Workplace – Preventing and Addressing Workplace Bullying & Harassment”.

Deadline to submit student appointments

In order to accept our Work Learn funding offer, you must submit an eForm to the Work Learn Program Office by the deadline date provided. It is important to have students appointed in their positions prior to starting work. Please refer to UBC Payroll’s Appointment Notice Cut-off Schedule.

UBC Payroll does not accept paper Student Appointment Forms, so in order to accept funding and appoint a student you must submit an eForm via the HRMS by the deadlines highlighted in your funding offer. For any questions about the eForm or to get training on the process, please do not hesitate to contact your Payroll Representative. eForms will automatically be routed to the Work Learn approval queue once submitted in the HRMS system.

Once we confirm the student’s eligibility and connect the student to your Work Learn proposal, the eForm is forwarded to UBC Payroll to formally appoint the student into your position. 

Work Learn placements

UBC HR has information on general student hiring practices, and our office is also available to support you if you have questions about interviewing, selecting, or supervising students. Here are a few resources to support you in your onboarding and evaluation of student staff and we encourage you to adapt them as you see fit:

Visit UBC Risk Management for information on New Worker Safety Orientation and Training.

Payroll Timesheets

Timesheets should be submitted directly to Payroll. Please refer to UBC Payroll’s Hourly Timesheet Cut-off Schedule. The Work Learn Program may not reimburse any hours from timesheets submitted outside of the dates of the session within which the student incurred the hours (i.e., timesheets submitted after April 30 for hours incurred during the Winter session, or timesheets submitted after August 31 for hours incurred during the Summer session).

Please note: The banking of Work Learn hours is not permitted and the program office will not pay the subsidy on these hours. As an employer, it is your responsibility to ensure the hours reported on your students' timesheets are accurate and reflect the hours worked in that particular period.

Site Visits

Work Learn program staff will be conducting site visits midway through the session. Site visits offers us a chance to meet with you and your student(s) to hear about your experiences and to review how the learning outcomes are achieved in your students’ roles. We will contact you directly if you have been selected for a site visit.

Work Learn Reimbursement

Reimbursement Schedule

Hours worked Reimbursed in
September, October, November December / January
December, January, February March / April
March, April May / June
May, June, July, August September / October 

The Work Learn Program may not reimburse any hours from timesheets submitted outside of the dates of the session within which the student incurred the hours (i.e., timesheets submitted after April 30 for hours incurred during the Winter session, or timesheets submitted after August 31 for hours incurred during the Summer session). 

The banking of Work Learn hours is not permitted and the program office will not pay the subsidy on these hours. As an employer, it is your responsibility to ensure the hours reported on your students' timesheets are accurate and reflect the hours worked in that particular period.

 

 

 

Contact Information

Workplace Learning

Phone: (604) 822 - 8278

Email: work.learn@ubc.ca