Community Support Funding

Community Support Funding

The implementation of Workday Student will impact a large population of faculty, staff, and students during 2023 and 2024. With the transition to Workday Student, it is important to ensure that the UBC community is prepared for the substantial changes and has adequate resources to support this transition within their faculties and units.  

While some faculties and units have the structure and resources to accommodate the hiring of additional support to lead the transition to Workday Student in their day-to-day operations, some require additional support and resources beyond what they have planned and budgeted for.

As such, the Community Support Funding Framework (CSF)* has been developed. 

The Community Support Funding Framework will:

  • Fund the hiring of short-term resources** to allow a faculty or unit time to engage in IRP Student and prepare for the transition to Workday Student
  • Directly impact the successful readiness, training, transformation and adoption of Workday Student within faculties and units 

Who is Community Support Funding For?

The funding is for a faculty or unit who determines a need for additional short-term resources to support the successful transition to Workday Student.

Funding may cover***:

  • Work directly related to the transition to Workday Student
  • Backfilling a current employee that is taking on this work
  • Creation of capacity in roles needed to be involved in IRP Student work 

*The CSF is available for positions with end dates no later than November 30, 2024 (the end of the IRP Student Program).

**The need to create capacity across the UBC community as it prepares to transition to Workday Student was supported in the independent review completed for Board 3 approval, and as such a portion of the contingency reserve was earmarked for this purpose.

***IT-based roles are ineligible for CSF funding

Application Resources

Completing & Submitting Your Application:

When you are ready to apply for Community Support Funding, please click on the relevant button below to submit your application


After receiving your application, IRP Student will review it and reach out to the requestor with an update on the status of the request.

If you have any questions about filling out the application form, feel free to contact your Primary Transition Lead (PTL) they are available to provide assistance.

Frequently Asked Questions

Who is eligible to apply for IRP Student Community Support Funds?

Community Support Funds are intended for faculties or units who will be impacted by the transition to Workday Student and require additional capacity to facilitate the successful transition to Workday Student, beyond what they have planned and budgeted for.

How and when can an application be made for funding?

Applications can be made through the web form found on the IRP Student website. The application portal will be open until March of 2024, with an end date for funding of November 2024 (end of funding envelope for IRP Student). 

What type of role is considered under this funding?

It is recognized that the needs across the faculties and units will vary, and an expectation that applications will be submitted for a variety of roles. Some roles we have already seen being hired within faculties and units (outside of this request process) include project management and coordination roles, administrative backfill to create capacity within subject matter experts and business analysts. The criteria is that any role funded through the IRP Student Community Support Fund directly facilitates the transition to Workday Student, in the form of a new role, to backfill a current employee taking on IRP Student related work, or to create capacity in roles needed to be involved in IRP Student work. 

IT-based roles are ineligible for CSF Funding.

Is there a maximum duration a position will be funded for?

As this is funding for short-term support during the transition to Workday Student, the maximum duration of a position funded through the Community Support Funding Framework is 12 months. Extensions can be requested by submitting a subsequent new request closer to the end of the initial term.

Can a faculty or unit submit a joint application for a shared resource?

Yes, applications can be submitted for shared resources across faculties and units. Please indicate the faculties and units who will be sharing the resource in the appropriate space on the application form. Where possible, faculties are asked to consider shared resources and consolidate these into one application.

Can funds be used to purchase computer hardware/software or materials needed within my faculty or unit?

No, the Community Support Fund is specifically available to build capacity to facilitate faculties and units to prepare for and manage through the transition to Workday Student.

What support is provided throughout the application process?

If you need additional support and information beyond what has been published on the IRP Student website you can work with your Primary Transition Lead (PTL) who has access to an IRP Student Community Engagement Partner (CEP) for answers to questions and support with applications.

What is the approval process, and how long does it take?

All applications will be reviewed by the Community Support Funding Committee. Academic applications may be sent to the Provost for endorsement before all applications will be presented to the Steering Committee. Applications over 90K will be reviewed by the steering committee for decision.

Where there are multiple asks from on faculty/unit, the Steering Committee reserves the right to ask the applicant to prioritize roles based on what will best support transition to Workday Student. Steering Committee may approve a number of FTEs or dollar amount and ask the requesting faculty/unit to decide what is most required based on what has been approved.

Who is responsible for recruiting and onboarding approved positions?

The hiring unit/faculty is responsible for all recruiting and management of the resource.

How will funding be released once an application is approved?

Funds will not be transferred outside of IRP Student. Upon approval of an application, the new position will be set up under IRP’s PJ002544 in Workday. The HR hierarchy (subordination) will remain within the respective hiring department.

Are resource needs for Application and Eco support covered through the CSFF?

No. Application and Eco resource needs are the responsibility of the faculty/unit/department.

Are equipment costs covered by the CSFF?

No, only salaries are covered. Equipment needs will be the responsibility of the faculty/unit/department.

Last updated: September 25, 2023.