Work Learn Update: March 27, 2020
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 firstname.lastname@example.org.
Please read the WL Winter 2019 FAQ related to COVID-19 disruptions.
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 Office Hours for Supervisors
In order to remain responsive to our students and campus partners, we are offering virtual office hours to supervisors via Zoom where our program staff will be available to answer questions and you will have the opportunity to connect with other Work Learn supervisors to share strategies and discuss current practices for supporting your student employees. We will be hosting office hours at the following times from Monday March 23 - Friday April 3.
To access these office hours, please email email@example.com
- Mondays 1 - 2PM
- Tuesdays 9:30 - 10:30AM
- Thursdays 10:30 - 11:30AM
For student office hours, please see: https://students.ubc.ca/career/campus-experiences/work-learn-program
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
The Work Learn program funds approximately 2,500 experiential learning opportunities through each year.
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 2, 2020
- Call for proposals closes: January 19, 2020
- Review of Work Learn proposals: Late January / Early February
- Funding announcements: the week of March 2 – March 6, 2020
- Jobs posted on CareersOnline: March 9 – March 23, 2020
- Student recruitment / hiring: Mid / Late-March
- Deadline to submit student appointments:
- April 15 (start dates between May 1 – 15);
- May 1 (start dates between May 16 – 31);
- May 29: Final Deadline to submit ALL Summer Appointments
- Work Learn placements: May 1, 2020 – August 31, 2020
- Site Visits: June / July
- Work Learn reimbursement:
- September / October (for May – August hours)
- Call for proposals opens: June 3, 2019
- Call for proposals closes: July 2, 2019
- Work Learn proposal review: Late-June / Early-July
- Funding announcement: the week of July 29 – August 2, 2019
- Jobs posted on CareersOnline: August 6 – August 20, 2019
- Student recruitment: Mid / Late-August
- Deadline to submit student appointments:
- August 30 (start dates between September 1 – 15);
- September 9 (start dates between September 16 – 30);
- September 30: Final Deadline to submit ALL Winter Appointments
- Work Learn placements: September 1, 2019 – April 30, 2020
- 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)
Call for Proposals for Summer 2020 are now closed. 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 Summer 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.
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.
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 maNew Worker Safety Orientation and Training.
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.
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.
|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.
Resources for Supervisors
*All workshops are now being offered online. Below is a list of the upcoming workshops offered to Work Learn supervisors in Winter 2020 All levels of experience and familiarity with Work Learn are welcome! Summer webinars will be posted in April.
- Inclusive Hiring and Neurodiversity in the Workplace
- Coming soon: Interviews and Hiring
- Coming soon: Building an Online Summer Training plan
- 1-2 pm, Apr 9- Findng the Right Fit: Hiring and Interviewing Students Please register here
- 1-2 pm, Apr 16- Onboarding and Orientation of Students Please register here
Explore resources to stay engaged and connected remotely and inclusively:
- UBC IT Guide to working remotely
- UBC Guide to Telecommuting
- Telecommuting Checklist during COVID 19
- Creating an Inclusive Environment for Remote Employees, Cook Ross
- A Guide to Managing Your (Newly) Remote Workers. Harvard Business Review
- 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
- Virtual team meetings: An analysis of communication and context, ScienceDirect
- Supporting Students Remotely (University of Waterloo)
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