Last update: October 8, 2021

Update: Aug 26, 2021

Goals

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. Work Learn 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

Student and Supervisor Stories:

Scope

The Work Learn program funds approximately 2,500 experiential learning opportunities through each year. To learn more about the role of a supervisor, read the Work Learn Supervisor Guide. We also have a Work Learn Student Guide to help guide students through their Work Learn experience.

Work Learn positions are part-time hourly appointments and must fit within the appropriate rates and conditions as outlined in the Position Classification Guide [Summer 2021 / Winter 2021]. 


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

Max. reimbursable hours

300 hours
(*Office/Library Worker positions are limited to a maximum of 180 hours for the session)

300 hours

 

Student Eligibility

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.  

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

Timelines

Winter 2021

Winter 2021

The Winter 2021 Call for Proposals is now closed. The call for Summer 2022 proposals will be in January 2022. Please check back here for exact dates.

  • Call for proposals opens: June 14, 2021
  • Call for proposals closes: 11:59PM PST on July 5, 2021
  • Review of Work Learn proposals: Early-mid July 
  • Funding announcements: End July – Early August 2021
  • Jobs posted on CareersOnline: August 2 – 13, 2021
  • Student recruitment / hiring: Mid / Late-August (hiring may extend through September) 
  • Deadline to submit student appointments: 
    • August 18 (start dates between September 1 – 15);
    • August 31 (start dates between September 16 – 30);
    • September 14 (start dates between October 1 – 15);
    • September 30 (start dates between October 16 – 30);
    • October 8: Final Deadline to submit ALL Winter Appointments
  • Work Learn placements: September 1, 2021 – April 30, 2022
  • Site Visits: October / November and February / March
Summer 2021

Summer 2021

  • Call for proposals opens: January 4, 2021
  • Call for proposals closes: January 22, 2021
  • Review of Work Learn proposals: Late January / Early February 
  • Funding announcements: the week of March 1 – March 5, 2021
  • Jobs posted on CareersOnline: March 8 – March 28, 2021
  • Student recruitment / hiring: Mid / Late-March
  • Deadline to submit student appointments: 
    • May 28: Final Deadline to submit ALL Summer Appointments
  • Work Learn placements: May 1, 2021 – August 31, 2021
  • Site Visits: June / July

Your involvement

Call for proposals opens

Call for Proposals for Winter 2021 was open from June 14th to July 5th 2021 at 11:59PM PST. Applications for Winter 2021 are now closed. If you have any Work Learn specific questions, 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.

Review the 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 2021. 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

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 provide templates for interview below in the 'Resources for Supervisors' section. 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.

Deadline to submit student appointments

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.
Work Learn Placements + Payroll

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 a New Worker Safety Orientation and Training.

Payroll + Timesheets

Work Learn has returned to processing manual reimbursements based on the hours each student works.  Work Learn will reimburse units using the same timing as used previously, on a quarterly basis (see schedule below). Please read the update for full details.

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

Schedule for Re-imbursements:

  • Summer (May to August): reimbursed September/October

  • Winter (September to April): 

    • September to November (Reimbursed December)

    • December to February (Reimbursed March)

    • March to April (Reimbursed May)

UBC Human Resources | Hiring a Student Employee: Supervisors are responsible for ensuring student employees know how and when they should report their hours, whether directly into Workday or by using some other method such as a departmental timesheet. Supervisors must inform student employees of any reporting deadlines  to ensure that they are paid on time. Student employees will be able to view their pay statements on Workday. For Workday resources and help visit the Integrated Service Centre

Please note:

The Work Learn Program may not reimburse any hours from timesheets submitted outside of the dates of the cycle (i.e. Winter 2021, etc) 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.

Pay Dates

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.

Resources for Supervisors

Workshops and Webinars

Recorded Webinars:

Recruitment, Interviews, and Hiring

Student Recruitment:

Before Interviews

During Interviews

After Interviews

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

 
Safety + Employee Rights

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. 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”.

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. These supplemental resource guides, co-developed by the Centre for Student Involvement & Careers and the Hari B. Varshney Business Career Centre, have been produced to operate alongside new content published for students. They are offered here to support you to build a toolkit equipped with relevant and up-to-date practices to ensure effective coaching and advising of students. This content has been designed to answer common questions and point you in the direction of further information and resources. For more resources, please refer to this web page.

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.

On-boarding and Orientation

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.

To learn more about the role of a supervisor, read the Work Learn Supervisor Guide. We also have a Work Learn Student Guide to help guide students through their Work Learn experience.

Before the student begins the position:

Consider how your office supports gender inclusivity and creates a safe and respectful workplace: https://equity.ubc.ca/resources/gender-diversity/

Once the student begins the position:

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 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

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

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

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

Goal Setting and Professional Development

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

Professional Development Plan

Offboarding and Transition

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.

Suggest a resource for supervisors you would like to see

Contact Information

Workplace Learning

Phone: (604) 822 - 8278

Email: work.learn@ubc.ca

Subscribe to the Work Learn mailing list:

  • Open a new email message to be sent to listserv@lists.ubc.ca
  • Copy and paste the following in the email body: subscribe WorkplaceLearning-Partners
  • Click send and await confirmation email
  • Click on confirm subscription in confirmation email
  • Important Note: Do not include a signature in the email body. The signature will stop your subscription from going through. The only thing in the body of the email should be the SUBSCRIBE list-name command.