Human Resources

The following information and guidelines are intended for use by Faculty members within the Department of Obstetrics and Gynaecology.

If you have any questions please contact the Departmental HR Manager, Andrea Sherrington.

 

Complete the New Appointment Form and return to the HR Manager, Andrea Sherrington.

Please include ALL information required or there may be a delay in processing the appointment. It is important to include the speedchart for payment.

This appointment is then sent to Finance and Human Resources for approval prior to processing.

All staff jobs require a clear and accurate job description at the appropriate classification. The HR Manager can work with you to develop the job description and provide examples. New and revised M&P positions also require review and approval by Compensation, which the HR Manager will facilitate. Please allow time for this process.

Positions must be posted on the UBC website if they fall within the following criteria:

CUPE 2950: for positions three months or longer
M&P: for positions one year or longer
Non-Union Technicians: for positions one year or longer

There are several different employment groups to choose from. Please click on Staff Employee Groups on this link.

Timeline

Approx 6-8 weeks

Useful Links

New Appointment Form
Staff Orientation
Create a CWL
Direct Deposit Form
Personal Data Form

Process

Complete the New Appointment Form and return to the HR Manager, Andrea Sherrington.

Confirm the classification of the student by discussing with the HR Manager and consulting the hiring guide.

Please include ALL information required or there may be a delay in processing the appointment. It is important to include the speedchart for payment.

If you have provided the student with an offer letter directly, please include a copy and ensure it expressly states that the terms and conditions of employment are subject to the provisions of the Employment Standards Act.

If you need assistance drafting the offer letter, contact the HR Manager. The offer letter template is available here.

This appointment is then sent to finance for approval prior to processing.

International students will receive their student visa when they enter the country. It is important that they supply a copy of this to the HR Manager as soon as possible so that the appointment can be finalised and to avoid any delays in pay.

Timelines

Domestic – approx 1 month
International – approx 6-8 weeks

Useful Links

New Appointment Form
Hiring a Student Worker
Create a CWL
Direct Deposit Form
Personal Data Form
Graduate Studies Office

 Process

Complete the New Appointment Form and return to the HR Manager, Andrea Sherrington.

Please include ALL information required or there may be a delay in processing the appointment. It is important to include the speedchart for payment.

This appointment is sent to Finance and Faculty Relations for approval prior to processing.

It is important to clearly state the immigration status of your PDF. Foreign Postdoctoral Fellows are required to apply for a temporary work permit in order to be employed or hold a trainee position at UBC, and this may take some time depending on processing time and their country of origin. The Department will provide an Offer Letter directly to Foreign National (to be drafted by the HR Manager and signed by the PI and Department Head), submit the Offer of Employment Details to Immigration, Refugees &  Citizenship Canada (IRCC) on the Employer Portal, and pay a $230 compliance fee to IRCC.

When applying for their visa, the foreign national will need to provide proof to IRCC that UBC has submitted the Offer of Employment information and paid the compliance fee.

The University also requires proof that the applicant has completed their doctoral studies. Without this the appointment cannot be finalized. The position must begin within five years of being awarded the Ph.D. degree or 10 years of being awarded the MD degree.

Timelines

Domestic - 6-8 weeks
International – approx 5-6 months

Useful Links

New Appointment Form
Faculty Relations - Postdoctoral Fellows
Immigration Process for Foreign Postdoctoral Fellows
Create a CWL
Direct Deposit Form
Personal Data Form

Process

Complete the New Appointment Form and return to the HR Manager, Andrea Sherrington.

Please include ALL information required or there may be a delay in processing the appointment. It is important to include the speedchart for payment.

This appointment is sent to finance and Faculty Relations for approval prior to processing.

UBC Policy #20 requires that Research Associate positions must be advertised nationally for one month prior to the selection of a candidate. This is important to meet legal requirements and ensure a clear and transparent process.

It is the expectation that the supervisor would provide a speedchart that would cover the cost of the advertising. You would also be expected to draft the advertisement and make suggestions of the best place to advertise.

Timelines

Approx 3 months.

Useful Links

New Appointment Form 
Faculty Relations - Research Associates
Create a CWL
Direct Deposit Form
Personal Data Form

Complete the New Appointment Form and return to the HR Manager, Andrea Sherrington.

Please include ALL information required or there may be a delay in processing the appointment.

We will require a CV and a letter from the visitor’s home institution confirming that they have an ongoing faculty appointment. If they do not have an ongoing appointment they cannot be employed as visiting faculty.

Process

It is important to clearly state the immigration status of your visitor. Visiting Faculty are required to apply for a temporary work permit in order to hold a position at UBC, and this may take some time depending on processing time and their country of origin. The Department will provide an Offer Letter directly to Foreign National (to be drafted by the HR Manager and signed by the PI and Department Head), submit the Offer of Employment Details to Immigration, Refugees &  Citizenship Canada (IRCC) on the Employer Portal, and pay a $230 compliance fee to IRCC.

When applying for their visa, the foreign national will need to provide proof to IRCC that UBC has submitted the Offer of Employment information and paid the compliance fee.

Timeline

Approx 5-6 months

Useful Links

New Appointment Form
Faculty Relations - Visitor types and ranks
Create a CWL
Personal Data Form

It is possible to engage volunteers (usually students) to assist in a lab or academic environment on an unpaid basis. The purpose of this is to allow them to gain experience at no cost to the supervisor, but they are not a replacement for paid staff, and the work they do should not be that which would typically be done by a paid UBC employee. Volunteers usually work in lab environments, but the same principle applies for those who assist in administrative duties related to research. It’s important that the volunteer is not working more than 8-12 hours a week, or we will need to consider whether a part time paid student or staff appointment would be applicable.

Even though this is an unpaid arrangement and not a formal UBC appointment, there are legal implications to having such a person in a UBC work environment, and the supervisor must be aware of their rights and responsibilities.

The Department has created the following forms for your use:

Volunteer Application Form - to be completed by ALL volunteers.  This form includes personal information and declarations on safety and confidentiality.

Volunteer Assignment Outline - to be completed by ALL supervisors.  This form outlines the responsibilities of the supervisor and helps the supervisor to outline the duties, responsibilities and deliverables of the volunteer.

Volunteer Checklist - to be completed by ALL supervisors.  Please give this checklist to your volunteer and review to ensure they have completed the appropriate items.

Please send the completed forms to the appropriate Research Manager at your site.

PHC - Nikki Koenig
PHSA - Ariadna Fernandez
VCH - Yvonne Erskine