Last update: December 2, 2022

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 Stories:

Scope

The Work Learn program funds approximately 3,500 experiential learning opportunities through each year.

Learn about the role of Work Learn supervisors and students:

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 2022 / Summer 2022


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 $9 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 180 hours for the cycle)

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 students are required to work within Canada to maintain appropriate work safety coverage and information privacy. If students are residing outside of Canada, they will not generally be eligible to work remotely. Please contact your HR Advisor/Associate in these circumstances

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 2022- CLOSED

**Dates for the Summer 23 Call for Proposals will be posted here in December 2022**

Please see below for the Winter 2022 (Sept '22- April '23) timelines:

  • Call for proposals opened: June 1, 2022
  • Call for proposals closed: 4:00PM PST on Monday June 20, 2022
  • Review of Work Learn proposals: Mid-June to end-July 
  • Funding announcements: Last week of July 2022
  • Jobs posted on CareersOnline: August 1 – 14, 2022 (job postings close at midnight)
  • Student recruitment / hiring: Mid / Late-August (hiring may extend through September)
  • Deadline to submit student appointments: 
    • August 18 (start dates between September 1 – 15);
    • September 1 (start dates between September 16 – 30);
    • September 15 (start dates between October 1 – 15);
    • September 29 (start dates between October 16 – 30);
    • October 6: Final Deadline to submit ALL Winter Appointments
  • Work Learn placements: September 1, 2022 – April 30, 2023
  • 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,

Summer 2022  (Summer 2023 Dates will be added soon!)

The Summer 22 Call for Proposals is now closed.

  • Call for proposals was open: Tuesday January 5, 2022
  • Call for proposals closed: Friday January 21, 2022 by 4PM PST
  • Work Learn proposal review: Late-January/ Early-February
  • Funding announcement: the week of February 28 – March 4, 2022
  • Jobs posted on CareersOnline: March 7 – March 20, 2022
  • Student recruitment: mid-March/ Early-April
  • Deadline to submit student appointments:
    • April 15 (start dates between May 1 – 15);
    • April 29 (start dates between May 16 – 31);
    • May 27: Final Deadline to submit ALL Summer Appointments
  • Work Learn placements: May 1, 2022 – August 31, 2022
  • Site Visits: June/July
  • Work Learn reimbursement: September/ October (for May – August hours)

*Please note: Work Learn proposals include the new question "What work have you done as a supervisor/department/unit to create a safe, supportive and inclusive workplace? What supports do you offer to students?"

For information on how to apply and what to include, check out the Your Involvement section below, as well as the Work Learn Submission Guide

Your involvement

Proposal Funding Decisions

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.

Step 1: Understand program purpose and proposal submission process 

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

Step 2: Prepare Your Proposal
  • 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 Position Classification for each role you are submitting a proposal for (see the Position Classification chart 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
Step 3: Submit Your Proposal
  • 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 
Step 4: Review additional resources
  • 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 
  • Email: reach out to work.learn@ubc.ca if you have any questions. 

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:

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. For more resources, see the 'RECRUITMENT, INTERVIEWS, AND HIRING' section.

Payroll + Timesheets

The full terms and conditions for receiving the Work Learn subsidy are set on your Work Learn funding announcement email.

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

Winter Cycle (September 1 to April 30)

Hourly Employees

Period Start Date – Period End Date
Supervisor MUST approve hours by

Work Learn Reimbursement

September 1 – November 23, 2021 Nov 24, 2021 December 2021 (Completed)
November 24, 2021 – February 23, 2022 Feb 23, 2022 March 2022
February 24 – April 30, 2022 May 9, 2022** June 2022

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

 

Summer Cycle (May 1 to August 31)

Hourly Employees

Period Start Date – Period End Date

Supervisor MUST approve hours by Work Learn Reimbursement
May 1 – August 31, 2022 September 9, 2022** October

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

Terms and Conditions

- Work Learn operates on two cycles; 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 cycle 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.

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. 

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

2022 Webinars:

Winter 2022 Webinars and Workshops will be added soon!

Past 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. 

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. 

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.

Onboarding and Orientation

Supervisor and Student Guides

UBC HR Resources:

Before the student begins the position:

Once the student begins the position:

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