Work Learn Update October 21, 2020: WORKDAY TRANSITION REMINDER
In preparation for Workday’s “Go Live” date of November 2, 2020, please take a look at the following Work Learn - Workday FAQ to help you navigate this transition for your Work Learn appointment. If you have any questions please connect with us at firstname.lastname@example.org or you can contact the UBC IRP team for technical support.
In support of social distancing during the COVID-19 outbreak, the Centre for Student Involvement and Careers has transitioned all services to online delivery. If you have any questions regarding the Work Learn program, please contact our office at email@example.com.
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
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.
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
Max. reimbursable 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.
- 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
Winter 2020 Work Learn FAQs:
Please check out our updated FAQ regarding Winter 2020 Work Learn positions to help you navigate the recruitment, hiring, and onboarding of your Work Learn student employee over the coming weeks.
- Call for proposals opens: June 29, 2020
- Call for proposals closes: 5PM PST on July 17, 2020
- Review of Work Learn proposals: Late July
- Funding announcements: Week of August 3, 2020
- Jobs posted on CareersOnline: August 4 – September 3, 2020
- Student recruitment / hiring: Mid / Late-August (hiring may extend though September) Supervisor FAQ
- Deadline to submit student appointments:
- August 14 (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 7: Final Deadline to submit ALL Winter Appointments
- Work Learn placements: September 1, 2020 – April 30, 2021
- Site Visits: October / November and February / March
Call for Proposals for Summer 2021 will open from January 4th to January 22nd, 2021. If you have any Work Learn specific questions, please contact firstname.lastname@example.org.
Proposals submitted for the Work Learn Program serve two purposes:
- To apply for a subsidy from the program
- 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 email@example.com 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!
- 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)
Thank you for your interest in the Work Learn program! Work Learn proposals will no longer be accepted for Winter 2020. 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 firstname.lastname@example.org.
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.
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 email@example.com.
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.
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:
- 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.
- For information on how to Create a Position in Workday, please review the following resources developed by the IRP team: HR101-01 Create Position and HR101-02 Create Position (Review/Approve).
Review our Appointing a Student in Work Day Guide for full instructions.
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:
- Interview Framework
- Orientation Checklist
- Supervisor and Student Work Agreement
- Learning Objectives Worksheet
- Mid-Point Performance Evaluation (Lab / Non-lab Setting)
- End-of-term Reflection Questions
Visit UBC Risk Management for information on a New Worker Safety Orientation and Training.
The Work Learn portion of the wage will no longer be reimbursed quarterly, but will be automatically contributed each payday. The Job Profiles associated with Work Learn student appointments as listed in the Appointing a Student in Work Day Guide, have been configured to split the earnings to automatically apply the $8/hr subsidy from Work Learn’s cost centre up to the set maximum number of funded hours approved for each position.
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.
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.
Resources for Supervisors
Supervising Remote Work: Strategies for Success- Thurs, Nov 19, 11am-12pm, please RSVP here
In this workshop we will look at identifying the components of establishing productive routines early in the work term, specific challenges working from home, strategies and resources for addressing challenges with working from home remotely, professionalism/professional best practices for communication in online meetings, emails, etc, and finally we will compare some online platforms for project mapping and productivity. *Please note that this session is a repeat of the one offered in Summer 2020 and is available below as a shorter, recorded webinar*
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:
- Best Practices for Virtual Participation in Meetings: Experiences from Synthesis Centers, ESA
- 20 Tips for Facilitating Virtual and Blended Meetings, The Grove
- Facilitating Consensus in Virtual Meetings, Seeds of Change
- A Guide to Managing Your (Newly) Remote Workers. Harvard Business Review
- Forbes' 16 Tips For Leaders Managing Their First Remote Team
Before you do anything, it may be helpful to create a Student Hiring and Recruiting Plan to ensure you aren’t missing anything important.
Before hiring, be sure you are up-to-date with the BC Employment Standards Guidelines
In Basket Interviews- Designed to test a candidates ability to perform a task within a set of set requirements.
Make sure you extend a formal offer. Have a look at our Sample Offer Letter for some ideas.
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.
- 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.
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.
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. Work Learn_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 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
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 are a crucial way for students to learn and reflect on their positions. They do take time so it is a good idea to start early. We strongly encourage all Work Learn facilitators to conduct a mid-point performance review with each student they supervise.
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.
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.PDF
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.
Phone: (604) 822 - 8278