UBC Okanagan

All approved supervisors of Work-Study and Work Learn students must sign and abide by the terms of this declaration. 

1. I, the student's supervisor, have an active UBC account and I am aware that I am responsible for paying the student’s wage plus any benefits.
2. I, the student's supervisor,  am responsible for training, supervising, managing and assigning work to the student.
3. I, the student's supervisor, will support my student's learning on the job by providing resources and information in respect to the position, including, but not limited to the following:
   1. Job responsibilities and expectations
   2. Start and end date of the work study or work learn position
   3. Hourly wage and benefits
   4. Hourly payroll schedule and schedule for submitting hours to payroll
   5. Department policies(eg. scheduled office hours, confidentiality)
   6. Health and safety practices
4. I, the student's supervisor will encourage the student to complete the job objectives worksheet and how he or she is going to achieve them.  I will provide feedback on the student's jobs objectives.
5. I, the student's supervisor will provide at the end of job a performance review in the form of an evaluation and/or exit interview, to provide feedback on his/her performance.
6. I, the student's supervisor will encourage the student to provide feedback in the form of an evaluation to improve the position for the next year.
7. I, the student's supervisor will meet with my student during the course of the job if I have any concerns regarding their performance.
8. A student may not start their positions until both the student and the student's supervisor have received notice from the On Campus Student Employment Coordinator that they have met the following criteria:
   • Student eligibility for the program
   • Submission and approval of all necessary documentation
   • Submission and approval of a valid social insurance number
   • Completion of all required payroll forms.
9. I, the student's supervisor, I will ensure the student is placed on payroll and the actual hours completed by the student are reported on a semi-monthly basis using the provided timesheets in the applicable pay period. I am responsible for ensuring that timesheets are accurate and for monitoring the number of hours completed by the student. Payment of hours beyond the student awarded amount will be the responsibility of the department supervising the student.
10. I must inform the student and the On Campus Student Employment  Coordinator if there are any changes to the terms of employment. 
11. Work-Study and Work Learn students must be supervised by a UBC employee.  The work study or work learn student cannot be sub-contracted to a Non-UBC  off campus employer,.
12. Supervisors, in compliance with both the Work Study and Work Learn Programs - in particular, with respect to the number of hour’s student works in a week - are expected to recognize the fact that the student’s primary commitment is to study.
13. I understand that the hiring of graduate students to receive work study funding when research is based on their own thesis that it is not permitted
14. In addition to general University policies and procedures, the BC Employment Standards Act  will be adhered to.
15. This position will not displace a regular employee, impair existing service contracts or fill positions which are vacant because regular employees are involved in a labour dispute.
16. Both the Work-Study and Work Learn Programs are administered by Career Services as wage subsidy programs..  

• Number of work hours per week:  Maximum of 12 for winter session/Maximum of 20 per week for Summer
• Total number of work hours per session:  Maximum of 300 hours per session if student is hired for two terms September to April. 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.
• Employer/supervisor to pay minimum rate of pay $10.25 plus 4% vacation pay and employer's portion of WCB, EI and CPP. (approx 8.5%)
• Employer/supervisor will pay the full wage and benefits out of a UBC account.
• You are responsible for ensuring that your student is paid in a timely manner based on the hourly payroll deadlines provided by Finance.  You will receive the wage subsidy reimbursement of $9.00 per hour (up to a maximum of 300 hours or 150 hours which ever is the case) in the same account monthly.
• You will not receive a wage subsidy reimbursement for any hours incurred by your student above their maximum authorized number of hours 300 hours or 150 hours whichever is the case or outside the dates of their appointment.
• You agree to ensure that all timesheets for the Work Study/Work Learn winter program session are submitted to Payroll by the last date of thes session and I understand that Career Services reserves the right to not reimburse timesheets submitted after this date. 

• Deadline to submit must be met.
• The position should incorporate the following student learning components and the proposal should fully describe how each student learning component will be achieved in the position:
  1. Develop and enhance student’s personal and professional development
  2. Provide opportunities to explore potential career paths
  3. Provide ongoing support and mentorship
  4. Offer an opportunity to develop workplace skills
  5. Provide work experiences that complement academic and/or experiential learning
• Hiring Work Study or Work Learn students to replace or avoid hiring a full-time employee is not permitted.
• If the position does not involve unionized work, there is no limit on the number of students that can be hired. However, if the position does involve BCGEU work, you can hire up to three students for each individual project proposal that you submit.  You are not allowed to hire students to replace a position that could be filled by a full-time employee
• Hiring of graduate students to receive work study funding when research is based on their own thesis work is not permitted.  Please see section" student eligibility" for all criteria information.
• A Graduate research assistant will be considered for work study funding when the research being done is for the purpose of assisting a faculty member on a different research topic/research question separate from their own thesis work.  Please see section "student eligibility" for all criteria information.
• Example: Students performing research for a faculty member that directly benefits student's academic field of study are not eligible.

Click here to submit your project proposal to request funding for your position(s) Winter Session Submission TBA. 

• After the closing date, there will be a review by a committee in which all submitted proposals will be reviewed in reference to the program guidelines and the student learning components.  
• Funding announcements will be sent out by email one week after the submission deadline.
• There is no guarantee that all positions submitted will be approved for funding.
• All approved positions will be available to students on CareerConnect until they are filled or cancelled.
• There is no guarantee that an eligibile, qualified student will apply for your project or will work the full number of hours authorized.

In your project proposal, you can ask us to advertise your position on our website if you don't already have a candidate in mind. You can also advertise your position on your faculty/department website, course unions or bulletin boards. You do not need to advertise if you have already have a candidate in mind.

To hire your student:  Once you have selected an eligible student, follow these steps:

1. Submit the work study/ work learn authorization form to Deanna.simmons@ubc.ca or UNC 325 by following the directions on the authorization form. 
2. Wait for notification(email)  from the On Campus Student Employment Coordinator stating receipt and approval of the authorization form. 
3. You or your designated representative will now appoint your student in eforms.  Select the proper Job Code 400318 for Work Study ( Domestic student) and 400319 for Work Learn( International undergraduate).  Attach the necessary student's payroll documentation to eform. You will need the following:

   Forms to Hire Your Student

   Work Study/Work Learn Authorization Form

   Student Personal Data Form

   Payroll Direct Deposit Form

   TD1 Tax Form Federal

   TD1 Tax Form BC

4. • New Hires:  Direct deposit and TD1 forms. ,  International Undergraduate students please include a copy of valid study permit and copy of valid social insurance number card.  If they do not have a SIN students please have them contact Deanna Simmons, UNC 325 for details..
   • Rehires:  If your student has worked during the past 12 months they are not required to submit new payroll forms unless there has been a change in their information.
5. The Coordinator will approve the appointment and it will be forwarded to payroll.
6. In the event that a student resigns before his end date or does not meet student eligibility please advise the  Program Coordinator and submit an eform changing the status of the appointment to end the job using the exact last working day.
7. If a student leaves the position before the initial end date you may hire a replacement, following the same eligibility rules and procedures as you did in the initial hiring.  Send your replacement student's completed authorization form to the Program Coordinator for approval. If you are unable to find a replacement immediately, the position may be posted again.  Please contact the Program coordinator for posting.
8. NOTE:  Students may not hold more than one Work Study or Work Learn position concurrently.

Timesheets

Note: For new hires, you must submit a manual timesheet for the first pay period, after which UBC Payroll will send you pre-printed timesheets. 

Once you have submitted the first UBC Okanagan Payroll timesheet, you should receive pre-printed ones in the future. If you do not please contact your payroll administrator.

Students are to be paid in a timely fashion, please submit timesheets on time to payroll to avoid a delay in the student's pay.

PLEASE DO NOT ACCUMULATE TIME SHEETS.

Payment and reimbursement

• You must pay your student's full wage out of your UBC Okanagan Payroll account.
• You will receive the wage subsidy reimbursement of $9 per hour (up to a maximum of 300 hours) in the same account monthly.
• You will not receive a wage subsidy reimbursement for any hours incurred by your student above their maximum authorized number of hours or outside the dates of their appointment. Career Services reserves the right to not pay hours submitted after the last day of the session (April 30th or August 31st)

Please advise the On Campus Student Employment Program Coordinator if there are any changes in this appointment.