Propose a project
Apply for wage subsidy funding
On this page
- Step 1: Review the position classification guidelines
- Step 2: Submit a Work Study/Work Learn Summer project proposal
- Step 3: Recruitment
- Step 4: Hire a Student
- Step 5: Student payroll and the reimbursement process
Step 1: Review the position classification guidelines
Ensure that you have accurately classified the position according to the
Step 2: Submit a Work Study/Work Learn Summer project proposal
This spring we are taking steps to move the project proposal process to a submission closing date model that offers an earlier and longer submission time period that also eliminates any date/time-stamp competition.
The deadline for project proposals is March 23.
UBC Vancouver Work Study/Work Learn Summer - Supervisors and Administrators, to learn more about how to manage your CareersOnline account, RSVP for an upcoming CareersOnline Account Management - Training Session in March and April.
Two training sessions are available each week, on Wednesdays and Fridays, from March 14th until April 13th 2012.
- Overview of CareersOnline
- How to manage your CareersOnline account including, how to register for an account, post or repost a job/opportunity (project proposal), and reset passwords
- How to set application components (resumes, cover letters, course schedules, etc.
- Recruitment tools to manage applications including how you choose to recieve them, reviewing and sorting, as well as communicating with applicants
| Date | Time |
|---|---|
| Wednesday, March 14 | 2-3pm |
| Friday, March 16 | 12-1pm |
| Wednesday, March 21 | 2-3pm |
| Friday, March 23 | 12-1pm |
| Wednesday, March 28 | 2-3pm |
| Friday, March 30 | 12-1pm |
| Wednesday, April 4 | 2-3pm |
| Friday, April 6 | 12-1pm |
| Wednesday, April 11 | 2-3pm |
| Friday, April 13 | 12-1pm |
Location
Career Services
Room 1036, Brock Hall
1874 East Mall
Map
RSVP to careers.workstudy@ubc.ca if you are interested in attending one of these sessions.
What happens next?
After the closing date, there will be a project proposal review period in which all submitted proposals will be reviewed in reference to the program requirements. Funding announcements will be sent out in the first week of April 2012 and the recruitment timeline will be expanded over the month of April in order for successful candidates to begin working in May 2012
Step 3: Recruitment
Once a project proposal is approved, a confirmation e-mail will be sent to the contacts listed within the project proposal submission. The wage subsidy funding for each project will be guaranteed for 30 days from the approval date. During this time, you can review applications, interview short-listed candidates and select the best student for the job without worrying that funding will run out.
Approved project proposals will result in a automatic job postings on CareersOnline. You can also advertise your position on your faculty/department website, e-newsletters and bulletin boards. If the position is expected to be filled by an identified candidate, you can specify that on the job posting form, but do be aware that other students may still apply.
If you selected to receive applications through CareersOnline, you can login to review and manage applications.You will receive an email notification when the position is posted and applications are ready for review.
Even if you have already identified a candidate, you are encouraged to review applications and ensure that all students have an equal opportunity to apply for the position. As well, please reply to those students that do apply to the position.
Step 4: Hire a student
Once you have selected an eligible student, you or your office administrator need to ensure that a student appointment form (SAF)is submitted to Career Services. There are two ways to submit an SAF form, online using the Electronic Personnel Action Form (ePAF) system or via hardcopy SAF. We recommend using the ePAF system, where possible.
- You will need the student’s full name, phone number, email address, UBC student number, and Social Insurance Number (SIN).
- Select the appropriate Job Code (below) associated with the Position Classification. If hiring an international student, the Job Code is 400310 for all positions. If the correct Job Code is not selected, Career Services will not receive the ePAF form for approval.
-
Position Classification Job Code Work Learn - all positions 400310 Work Study - Project Worker 400311 Work Study - Project Assistant 400312 Work Study - Office/Library Worker 400313 Work Study - Researcher/Professional 400315 Work Study - Daycare Assistant 400317 - Enter the project number as stated in the project approval email.
- If hiring an international student, attach scanned copies of the student’s study permit and Social Insurance Number (SIN) card.
Step 5: Student payroll and the reimbursement process
Timesheets
After your student is appointed, you are responsible for completing the pre-printed hourly timesheet that UBC Payroll will mail to you. If you do not receive one, contact your payroll representative or download a blank timesheet at UBC Payroll forms.
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. Remember to include the Work Study or Work Learn job code so that we can accurately track the student's work hours.
Payment and reimbursement
You must pay your student's full wage out of your UBC Payroll 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 per hour (up to a maximum of 300 hours) in the same account quarterly (in December, March and May for the winter session; October for the summer session).
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.
If you need to cancel your student's appointment, you can submit a Student Appointment Form or eForm to Career Services, noting the Action as a change in the end date.
