As a supervisor of a student employee, it is up to you to ensure your student employees are set up for success.
You have an opportunity to mentor and coach a student employee who may have limited experience in the workplace. You're expected to provide an orientation, performance expectations, and performance feedback.
The supervisor is responsible for managing any student issues. Don't hesitate to contact the relevant department, administrator, human resources manager or a member of the broader human resources team if you need help or have any questions.
Onboarding and orientation
As a manager or administrator, you will initiate onboarding for new student employees through Workday. Explore the resources below to ensure your student employees are effectively onboarded and oriented to their new positions.
Student Employee Onboarding Checklist
This Checklist is intended for managers and supervisors to use as a customizable template when going through the various onboarding items to perform for new student employees. It includes things to consider and complete before your student employee starts, on your student employee's first day, and during your student employee's first week.
Student Employee Onboarding Checklist (Word)
Student Employee Onboarding Checklist (PDF)
Checklists updated July 2024.
Student Handbook
After hiring a new student employee, managers and administrators should provide them with the ‘UBC Employee Handbook for Students’ and encourage them to review the contents. This handbook is available via the Collective Agreements page (under 'Student Employees') and contains important policies and procedures relevant to their student employment. It also includes information about compensation, time off, and skill and career development.
Workday Essentials WPL course
Managers and administrators should also provide new student workers with the WPL course: Workday Essentials for student workers, and encourage them to complete it. The course takes around 1-hour to complete, and will enable student workers to manage their own personal information, view pay and tax documents, manage absence requests, and more.
Safety training
WorksafeBC requires departments to provide proper direction and instruction to all employees, including students, to ensure the safe performance of their duties. Mandatory Safety training is initiated as part of Workday onboarding but departments are responsible for providing any additional safety training as required. Through training and supervision, employees are made aware of hazards and safe work procedures to follow in order to protect themselves. Review additional information about student and employee safety.
For CUPE 2278 employees there are a couple additional steps:
Maintaining studies
Students are expected to maintain their grades and minimum credits. Students are obligated to disclose their standing or change in standing with respect to academic probation.
Development opportunities
UBC's Centre for Teaching, Learning and Technology (CTLT) is mandated with enhancing the teaching skills and advancing the scholarly practice of all members of the UBC teaching community and supporting technology-enabled learning environments and distance learning opportunities.
Teaching assistants may qualify for some of the workshops held by CTLT. Departments may choose to fund other professional development opportunities for their student employees.
Performance reviews and feedback
Having a student employee in the workplace is an excellent opportunity for you to help students develop their skills in a safe environment. It's recommended that you meet with students on a periodic basis to provide performance feedback.
Learn more about team and professional development at UBC.
Ending student appointments
Information on resignations, terminations and required tax forms.