No, students cannot work more than 12 hours per week in Winter Session (September to April). However, students can work up to 20 hours per week in Summer Session.

The weekly limits are meant to prevent work from interfering with students' studies.

The hiring supervisor is responsible for submitting the hours worked to UBCO Payroll. 

You (or your office's financial administrator) must input the student's name and the number of hours they worked for each pay period on a UBC Payroll timesheet. You must deliver these timesheets to UBC Payroll by their deadline to ensure the student is paid on time. For timesheets and deadlines, visit the UBC Payroll Forms web page. Timesheets are submitted to payroll twice a month for pay periods from the 1st - 15th and the 16th to the end of the month.  The student will be paid on the 8th and 23rd of each month.

You are responsible for keeping track of and submitting the hours the student has worked to UBC Payroll. Departments have different internal systems for students to record their hours and submit them to their supervisor for approval. Contact your office's financial administrator to discuss the process for recording and submitting student hours.

You will be reimbursed each month for hours your students worked.

We keep track of student's hours via monthly reports we receive from UBC Payroll.

Yes, there will be an opening and closing submission period that you will be allowed to submit a project proposal. 

No, a project can last any number of hours as required. For example, a project can be 1 to 12 hours per week and be short-term or last from September to April.

However, if you are proposing a short-term project (e.g., one month long), please consider extending the duration of the position because students can hold only one Work Study or Work Learn position per session. Considering this, you might want to add to the expected duties in your project proposal.

We also ask that you inform the student in advance about the number of hours they can realistically expect to work in the position so they can make an informed decision about whether to accept the job.

Yes, if the student meets the dates and eligibility criteria, they may be hired through Work Learn, as long as funding remains available. The subsidy you receive will be the same.

You'll need to open the position up in the Work Learn program for the student, though. Email deanna.simmons@ubc.ca for details.

Students need a SIN to be appointed to their Work Learn position by UBC Payroll, so the sooner the student applies for a SIN, the sooner they can begin working. As the student's on-campus employer, you will need to provide a contract of employment, which the student will bring to Service Canada (471 Qeensway Avenue, Kelowna) to apply for a SIN.

For detailed instructions, review the "Social Insurance Numbers for international students: information for Work Learn employers" document (below), and email deanna.simmons@ubc.ca  for assistance.

Social Insurance Numbers for international students: information for Work Learn employers (86KB PDF)

Students hired through Work Study and Work Learn are not union members, and do not have to pay union dues, although some of their duties may be equivalent to those typically performed by union members.

If the position involves the work of a unionized bargaining unit, you can hire up to three students for each individual project proposal that you submit. If the position does not involve unionized work, there is no limit on the number of students that can be hired. However, you are not allowed to hire students to replace a position that could be filled by a full-time employee.

Students in Work Study and Work Learn can work a maximum of 300 hours per session: 300 hours between September 1 and April 30 (Winter session), and 300 hours between May 1 and August 31 (Summer session).

Students appointed to a single-term position in Winter Session (September 1 to December 31, or January 1 to April 30) can work a maximum of 150 hours.

This is the maximum number of hours to which the wage subsidy will be applied. A student could potentially exceed the maximum, but in reimbursing the subsidy to your account we will only consider up to 300 hours.

Either you or the student must submit the following additional documents:

• a copy of their valid study permit
• if they are applying for a SIN, a copy of the application receipt from Service Canada

Please ensure that all documents are submitted directly to the hiring supervisor or to your designated representative.  These documents are required to process the student's appointment with UBC Payroll. they will submit the appropriate documents to UBC Payroll on your behalf.

• Once you have received notification from the Work Study Work Learn Program Coordinator, Deanna Simmons that the student you are hiring does meet the program eligibility and has been approved for funding you can go ahead or ask your designated representative  to complete the student appointment form using eforms. 
• It is your responsibility or your designated representative to submit the appointment form hiring the student using eforms (electronic appointment form) .  Your student will be asked in an email sent to them to submit a student personal data form as well as the necessary payroll forms to you or your designated representative.    You will need this information and the information in your project proposal  to complete the appointment form.   
• You or your designated representative will collect the relevant documents from the student:
  • NEW HIRE: Student Personal Data Form,TD1, Banking information  and for International students a copy of their valid study permit and a copy of their SIN as well so that these forms can be uploaded to the system when completing the the eform to be submitted to UBC Payroll.
  • REHIRE:  If you have worked for UBC during the last 18 months and there is no change to your information there is no need to submit new forms.
• You and the student will receive email notification once the student's appointment form has been approved.  The student can begin work on the appointment start date indicated in the email.