How to hire/register undergraduate researchers
Budgeting for Undergraduate Researchers
URI highly encourages faculty to budget for supporting undergraduate researchers when developing grant applications. The rate of pay will vary depending on several factors including the expected number of hours, the classification of the position, and whether the student is supported via an undergraduate research award. Specific guidance for different types of undergraduate research opportunities is provided below.
Summer students: As a general starting point for budgeting purposes, for a typical summer student position (e.g. full-time at 35 hours/week for 16 weeks), we recommend budgeting approximately $10,000 per student.
Competitive undergraduate research awards or wage subsidy programs may be available to cover a portion of the cost, in which case, the supervisor-paid portion would typically range from $2,500-$4,000 per student, depending on the value and term of the award/subsidy.
Part-time positions: For part-time positions during the academic year, the hours may vary based on the available budget for the position and the student’s availability. For budgeting purposes, we recommend a maximum average of 12 hours/week during the academic year.
Travel: Although there are many local/on-campus opportunities for students to present research at low or no cost, there are relatively few funding opportunities available to support undergraduate student travel to research conferences. If you intend to send your undergraduate students to off-campus conferences, expenses for travel, accommodations, and conference registration should also be included in your budget.
Hiring/registering undergraduate researchers
Undergraduate researchers can be involved in projects in different ways, and each type of opportunity has its own requirements. This page outlines the most common scenarios with directions to the appropriate resources.
Review the Student Employment Classifications page to determine the applicable employment terms based on the student’s enrollment status and the type of work they are being hired for.
- For Excluded student employees, the minimum rate of pay must abide by Provincial Employment Standards (i.e. minimum $15/hour + Mandatory Employment-related costs).
- If the position does NOT meet the criteria for Excluded student employees, the minimum rate of pay must be at least Grade 1, Step 1 on the NASA Salary Scale, plus Mandatory Employment-related and benefit costs).
- Human Resources has a to support you in budgeting based on the appropriate employee classification.
Consult with your for support in the hiring process.
Note: Some students may be eligible for co-op, internship, or other work-experience programs, which may provide wage subsidies. These programs may have specific terms and conditions regarding the expected rate of pay and hours of work.
These are competitive awards that students must apply for in order to secure funding to undertake their undergraduate research project. For information about applying for undergraduate research awards, visit the URI Apply for Funding page.
If the award is paid as a scholarship:
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- Follow the instructions in the award notification letter to accept/process the award.
- If you are providing supplemental pay (i.e. a “top-up”), contact the Staff Service Centre or your HR partner to process your contribution. While not all scholarship-based awards require supervisors to provide a top-up, URI strongly encourages supervisors to provide a top-up that brings the total compensation to at least a minimum wage equivalent.
- Important: If the student is NOT affiliated with the 海角社区 (i.e. they are student/visitor from another institution), additional steps may be required to ensure they have the proper WCB/insurance coverage. If the student is receiving a URI-administered award, instructions are included in the notification letter regarding additional steps for registration. If the student is receiving any other award (not administered by URI), consult the Visitors to the University page.
If the award is paid as employment, and the student is registered at the 海角社区, follow the instructions for employment above.
All research volunteers must be registered with Insurance & Risk Management. Volunteers must also sign a waiver provided by Insurance & Risk Management. For details and forms, visit Insurance & Risk Management - Volunteers.
Enroll students following your department’s established process for research-based courses. Contact your faculty/department undergraduate student services for details.
Requirements depend on citizenship/immigration status, funding source, and nature of work. Contact the Academic Visitors Office or International Student & Visitor Services Research Internships for more information.
Non-students are typically not eligible for undergraduate research funding programs or student employment classifications. Standard UofA hiring processes would apply. Consult with your HR Partner or visit the HR Recruitment page for details.
There are several UofA programs that facilitate research experiences for minors/high school students. These students are normally classified as casual employees.
If you are hosting or hiring minors outside of one of these existing programs, please consult with Insurance and Risk Management to ensure that the students are classified properly, have appropriate WCB and insurance coverage, and that parental consent is obtained. Depending on the minor’s relationship to the UofA, additional steps may be required to comply with the UAPPOL policy on the Protection of Minors Participating in University Programs.