EML Roles
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Everyone at EML: |
There are several categories of people on the EML team. This page serves to explain the differences so you know how we use terms.
Staff
Staff are generally full-time and may divide their time between EML and another department. They are not faculty.
Executive Producer / Saeed Dyanatkar
- Provides high level leadership to EML team
- Recruits and liaise with EML faculty
- Manages EML staff hiring and other HR related issues
- Manages EML finances
- Leads outreach, events, marketing and communications external to UBC
Lab Supervisor / Maryann Kempthorne
- Provides functional supervision to staff
- Supervises students
- Manages operations of existing systems and processes
- Proposes system and processes improvements
- Coordinates EML's marketing and communications
- Provides support for team process, documentation and industry mentors
- UBC-level outreach events, appoinments, opportunities
- Provides mentorship for student team members around learning objectives and their EML work.
Software Developer for Academic Innovation / Frederik Svendsen
- Provides software development support for all EML projects
- Provides development guidance to student team members
- Ensure code, documentation, repo and live versions are created and maintained in accordance with industry and EML standards
Communication Designer and UBC Studios’ Team Lead / Nadia Picco
- Supervises EML marketing strategies and provides recommendations
- Approves of all promotional and external communication materials (e.g. flyers, posters, digital signage, websites, swag, social media accounts) before they are circulated to ensure that they follow EML’s branding guidelines and effectively deliver the intended messages
Operations Lead at EML and UBC Studios / Andrew Wang
- Jack of all trades, capable of answering questions ranging from payment, operations, permissions, access to locations
- Might be occupied with duties at UBC Studios, so do keep that in mind when you contact him with questions
Human Resources Coordinator at UBC IT
- Oversees all HR related needs for EML, e.g. initiates new placements, manages position-specific information such as hourly wage, start and end dates
- Works closely with the Lab Supervisor but the Lab Coordinator will be copied in their exchanges
Paid student workers
Co-op students
The co-op program connects us with co-op students, full-time student workers, who work at EML and earning academic credit through the co-op program. Our Lab Coordinator is always a co-op student. Read below under "Work Learn Students (WLs)" to learn about project assignment, weekly reports, and hour tracking. Everything is the same besides scheduling (co-ops work full time, 35 hours per week).
Work term checklist
- Each Faculty/ Department might have different requirements for their Co-op students to meet every work term.
- Below are items that require supervisor's input (items students can complete independently are not listed here).
- UBC Science
- Goal setting
- Site visit
- Employer evaluation
Lab Coordinator
- Works alongside the Lab Supervisor to ensure the organization and implementation of EML’s daily operations
- Helps manage the student teams (worklearns and volunteers), including coordinating monthly team socials
- Organizes monthly events (e.g. EMBC CoP, workshops) and the semesterly Showcase
- Assists with marketing when necessary
- Collect Work Learn weekly status reports and send them to Project PI(s) and EML staff
Project Co-op students
- 3D Designer: creates visual assets for our projects (as well as other non-project assets), acting as a floater between project teams
- Unity Developer: acts as a floater between project teams, creates non-project assets as well
Work Learn Students (WLs) and Undergraduate Academic Assistants (UAAs)
- Hired in August and April through internal recruitment and WL applications through CareersOnline
- Similar to volunteer hiring, depending on the need and availability of position, WL's can be hired at the start of the winter semester (Jan) as well
- The heart and soul of project development at EML, with some having have been around longer than staff and faculty
- Hold leadership positions at EML with varied responsibilities, including but not limited to administrative support (marketing, event planning, tours), project management and development (project coordinators, technical leads, design leads)
- Oversee and keep track of the volunteers involved in their respective projects.
- Work Learn students work 20h/week in the summer, and 10h/week in the fall and winter semesters
- Provide expertise and mentorship to volunteers and newly onboarded students in areas of project management, technical help, creative and story-telling help and others
- Eligibility:
- Current UBC students residing in British Columbia
Weekly schedule
Determine your weekly schedule and update 'Staff, Contractors, and Student Workers' page on Confluence.
- The maximum time commitment is 10 hours/week during the Winter terms and 20 hours/week during the Summer terms.
- WL hours should be scheduled during normal work hours (9am-5pm) for ease of team collaboration.
- Once the weekly schedule is determined and updated, it is recommended that they stay the same for the rest of the term.
- Reach out to the Lab Coordinator or Supervisors if there are concerns about time commitment.
Project assignment
- If you are joining at the beginning of the term, attend introductory sessions for each of the current projects.
- If you are interested in a specific project and/or role, reach out to the respective Project Lead.
- While the Project Leads will take this into account, we cannot guarantee that your project assignment will perfectly match up with your preferences. That said, they are always open to discussion to make sure your time with us is meaningful and productive.
Weekly Reports
- See Project Team Weekly Reports for more details.
- Assigned team member (could be the Team Lead, or another designated member on the team):
- Collect weekly progress updates from the rest of the team, then compile/summarize their responses into a progress report.
- Other Team Members:
- Prepare weekly progress updates and report them to the team member writing the report.
Hours tracking
- Make sure you have access to Clockify and are added to your project(s). Contact [[1]] if you don't have access.
- Track tasks in Clockify and the Lab Supervisor will input these in Workday for you. Clockify is where you input hours to get paid.
- Differentiate between your assigned project for inputting project related work, and "EML General" for tasks outside of your project such as EML meetings or volunteering
- Complete the Workday Basics and Workday HR 101 for Student and Hourly Employees.
- Check for your pay on the 15th and the last day of each month.
Volunteers
Many students volunteer to work unpaid on EML and EMLx projects, but they're treated slightly differently depending on what they're working on. This is how we classify the two kinds:
EML project volunteers
- Recruited in September, December and May through CareersOnline and direct application through our website
- Application are open year round, however, applicants will not be contacted until the application intake period begins
- Although, depending on the available resources and potential need for volunteers throughout the year, interested applicants may be contacted outside of regular intake periods
- Dedicate at least 5 hours every week to EML projects
- May have programming experience, 3D modelling experience, UX/UI experience or may have interest in picking up new skills
- Thanked for their time with monthly team socials (where food is provided), promo codes for different events, free training by professional VR programmers and 3D modellers, and more
- Eligibility:
- Current UBC students (undergraduate and graduate) currently residing in British Columbia
EMLx volunteers
- Welcome to drop in to EMLx at any point and can join an EMLx team at any point in the semester
- Free to use the headsets and resources at EML to pursue projects without the supervision of staff or faculty at EML (no faculty or staff involvement)
- Meet weekly to discuss ideas and progress; meeting times change every term to accommodate for students’ schedule
- Eligibility:
- Current UBC students (undergraduate and graduate) who are members and non-members of EML
- It is also possible for those outside of UBC to get involved in EMLx, but they are considered on a case-by-case basis
- eg. Students that have graduated from UBC, high school students, people out in the work field