Requesting a New Student Position or a Position Change in UWP

Use this article to request a new student position in UWP, or to update an existing student position. Every student must be hired into a position, so if the right position doesn't exist yet, you will need to request one before you can hire. 

Who can do this?  Line Managers, their delegates, and departmental hiring support staff who have the Restricted Recruiter role in UWP. 

Which process do I need? 

Before you begin 

Have the following ready so you can complete the request in one sitting: 

For a new position 

• The position of the student's supervisor (this becomes the Parent Position) 
• The correct student job code (see the student job code list) 
• The project/grant number, if the position is paid from a project or grant 
• A start date for the position 
• A document summarizing the duties of the position (mandatory) 
• Costing details, if the costing is split or differs from your department's default 

For a position change 

• The position name or, ideally, the position number 
• The effective date of the change 
• Supporting details, such as the new supervisor's position, costing breakdown, or updated job duties 

Part 1: Request a New Position 

Step 1: Open the request form 

1. Log in to UWP here. 
2. From the Dashboard, click My Client Groups. 

3. Click the Workforce Structures tile. 

4. Click Request a New Position. 

Step 2: When and Why 

1. Select the date the position should become active. 
2. Leave What's the reason for this request? blank. Nothing needs to be selected here. 
3. Click Continue. 

Tip:  If you plan to hire into the position right away, do not choose a date later than the student's intended start date. 

Step 3: Position Details 

Complete each field as shown below. Several fields fill in automatically; check that they are correct before continuing. 

When all fields are complete, click Continue. 

Step 4: Budget Details 

Click Continue. 

Step 5: Comments and Attachments 

Required:  You must attach a document summarizing the duties of the position. Requests without one cannot be processed. 

In the Comments box, give reviewers the context they need to approve the request and set up costing. Include, as applicable: 

• How the position should be costed, especially if costing is split or differs from your department's default 
• Why the position is being added 
• Whether the position replaces or duplicates an existing position, and why 
• Any clarification about information entered in earlier sections 

Step 6: Submit and track your request 

1. Review all sections. Use the Edit button on any section to make changes. 
2. Click Submit to start the approval process (or Cancel if the position is no longer needed). 

What happens next: Your request is sent for approval. Once approved, the position moves to the next stage of the workflow, where costing is set up. 

To check progress, withdraw the request, or add comments: open the Created by Me tab in your notifications (the bell icon) or in the Things to Finish section. 

Part 2: Request a Position Change 

Use this process to update an existing student position, for example to change the supervisor (Parent Position), title, costing, or FTE. 

Step 1: Open the request form 

1. Log in to UWP here. 
2. From the Dashboard, click My Client Groups. 
3. Click the Workforce Structures tile. 
4. Click Request a Position Change. 

Step 2: Find the position 

Enter the position name or number in the search box and press Enter. 

Tip:  Search by position number whenever possible. Many positions share the same name, so searching by name can return several results. 

If you search by name and get several results, use the filters to find the right one: 

1. Click Show Filters. 
2. Enter the position name in the search box and click the search icon. 
3. Enter your department name in the Department field to narrow the results. 
4. Select the position you want to update. 

Step 3: When and Why 

1. In When does the position change start?, enter the effective date of the change. 
2. In What's the reason for this request?, select: 
   • Budget/Costing update – if the change is about costing 
   • All Other Changes – for anything else 
3. Click Continue. 

Step 4: Position Details 

Update only the fields related to your change: 

Click Continue. 

Step 5: Budget Details 

No changes are needed here. Click Continue. 

Step 6: Comments and Attachments, then Submit 

1. If the job duties have changed, attach an updated duties document. 
2. Add any comments that will help HR understand the change. 
3. Click Submit (or Cancel if the change is no longer needed). 

What happens next: The request goes to HR, who will review it, approve it, and make the change. You can track it from Created by Me in your notifications or Things to Finish. 

Student Job Codes in UWP 

Use this list to find the right Job code when requesting a new student position in UWP. Codes are grouped by type of position. 

How to choose a code 

1. Find the type of position below (e.g., Research Assistant, Student Staff, Co-op). 
2. Check how it is funded and pick the matching row: 
   • Standard – paid from regular departmental funds 
   • Grant – paid from a research grant or project 
   • Trust – funded by a trust 
   • Agency – funded by an outside agency 
   • Ancillary – in an ancillary unit such as Campus Services or the Office of Housing & Residence Life 
3. Enter the 5-digit code in the Job field of your position request. 

Not sure?  If no code fits your position, contact HR before submitting your request. 

Student Research Assistants (RA) 

Use a contract code for salaried RA positions and an hourly code for RAs paid by the hour.

Student Staff (Hourly Casual) 

For general hourly casual student work. Choose the code that matches how the position is funded. 

Co-op Students 

Reminder: Co-op positions use Temporary Full Time and 35 standard weekly hours.

Ignite Students 

Graduate and Teaching Assistants (CUPE 4580) 

Reminder: select CUPE 4580 – Graduate and Teaching Assistants in the Bargaining Unit field. 

Stipend Recipients 

Other Student Positions 

 

All codes by number 

Quick lookup if you already know the code.