Human Resources

Complete the New Appointment form and return to the HR Manager, Donna Bradley. If the employee is to be located at BC Women's Hospital, you will also need to have a completed Form CRR010 - the new employee completes Part 1 (on page 2) and signs Part 5.

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

The appointment is then input into Workday and goes through the approval process (Supervisor, Dept, Central HR, Payroll) 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.

In June 2022 UBC formally adopted remote work through the UBC Hybrid Work Program.  Keep in mind this hybrid work is only an option when operationally feasible. Please see the Hybrid work at UBC webpage for more information.

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

CUPE 2950: for positions six 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
Criminal Record Check Form CRR010
New Create Position Details form

Staff Orientation

Process

Contact Sharon Borja for all student appointments.

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

Please include a copy of the New Student Appointment Form (Fillable), with ALL information required or there may be a delay in processing the appointment. It is important to include the Worktag for payment. Please also ask the Student to complete the Personal Information Form - Students (Fillable) - this form can be returned directly to Sharon Borja.

Student employees will receive an offer letter through Workday so there is no need to provide the student with an offer letter directly.

International students will receive their student visa when they enter the country. It is important that they supply a copy of this to Sharon Borja 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

Hiring a Student Worker

Graduate Studies Office

 Process

Complete the New Appointment form and return to Hannah Sauve.

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

The Department's guide to a minimum salary for this type of position is $40,000 per year.

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
Personal Data Form

Process

Complete the New Appointment form and return to the HR Coordinator, Hannah Sauve.

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

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

UBC Policy HR11 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 Worktag 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
Personal Data Form

Ending Research Associate Appointments

When considering ending a Research Associate's position, the notice period required is guided by the BC Employment Standard Act.

The amount of written notice and/or pay is based on how long an employee has been employed.

Employed for three months = one week of notice and/or pay

Employed for one year = Two weeks of notice and/or pay

Employed for three or more years = three weeks of notice and/or pay, plus one week of notice/pay for each additional year of employment (to a maximum of eight weeks)

Performance conversations help managers and employees communicate with one another, providing an opportunity for discussion, exchanging ideas, assisting with individual growth and development aligned with the organizational goals, and ensuring that both the employee and the manager have a common understanding regarding performance expectations for the role. Please refer to the UBC Human Resources website for information on staff performance conversations.

For more information and to download the appropriate form please click here.

Complete the New Appointment form and return to Hannah Sauve.

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.

If you are a Visiting International Research Student, please visit the VIRS page.

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
Personal Data Form

It is possible to engage volunteers (only UBC 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.

Please review the full ObGyn Volunteer Program guidelines here.

If you are engaging volunteers at the BC Children's Hospital Research Institute, there is a different application package to fill out (instead of the ObGyn Department forms below, not in addition to).  For PIs at BCCHRI, please see the following:

BCCHRI/UBC Volunteer Guidelines

BCCHRI/UBC Volunteer application package - Appendix A to be completed by the supervisor and the volunteer; Appendix B & C to be completed by the volunteer.

For those volunteers not at the BCCHRI, please use the forms below that the Department of Obstetrics and Gynaecology has created:

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

Volunteer Assignment Outline - to be completed by the supervisor.  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 the supervisor.  Please give this checklist to your volunteer and review to ensure they have completed the appropriate items.

Please send the completed forms to the respective Research Manager below and cc to the HR Manager, Donna Bradley.

For volunteers at BCWH please contact Sara Derikvand
For volunteers at all other sites, please contact Jessie Dhillon

If you have a learner that is part of a formal program please provide the details of the program, the name of the learner and the start and end dates to the appropriate Research Manager and the HR Manager, Donna Bradley.

There are many things involved when employing UBC staff, regardless of what employee group they belong to (M&P, Non-Union Techs, CUPE 2950). Here is some basic but critical info to keep in mind regarding required working notice for staff when ending their employment due to a project grant ending or funding is exhausted.

The amount of working notice you are required to give a UBC employee before ending their appointment is part of their collective agreement.

It is important to plan ahead for possible changes in employment status, so that you have sufficient time & funding to cover a notice period if required to do so. Here are some key details for each of the employee groups our department has:

Management & Professional

As per the AAPS agreement ratified in July 2020, M&P employees in term roles which are effective June 2, 2020 onwards do not need to be provided notice of their term ending. Ongoing M&P employees would remain eligible for notice as per the handbook.

Ongoing M&P employees who have successfully completed their 12 month probationary period will be given a minimum of three months’ notice should their job be eliminated (see Article 9 of the AAPS agreement). This will increase, if they have more than 3 years of continuous service, at a rate of one month per year of service to a maximum of 18-24 months depending on their job.

Transition counselling is offered for term employees with 12 years or more of continuous service, the cost of this will be administered by Central HR (see article 9.1.10 of the agreement).

Non-Union Techs/Research Assistants (TRAs)

A TRA that has successfully completed their initial 12-month probationary period will receive a minimum three months of notice. TRAs are owed 1 month notice per year of service to a maximum of 18-24 months (24mo for those hired prior to Sep 1 2008).  In the TRA handbook, see the section called “How much notice (or pay in lieu) will I receive?”

Providing working notice

• We can extend notice once and we usually do this in cases where limited funding is found that would not be able to cover full notice entitlements but;
• If there is enough new funding to cover full notice obligations, then we would rescind notice and reissue at a later date (essentially nullifying  the previous notice given).

Keep in mind:

• M&P employees in term roles which are effective June 01, 2020 or prior are still eligible for notice as per the old handbook.
• M&P employees in term roles which are effective June 02, 2020 onwards do not need to be provided with notice of their term ending.
• TRA employees are still following the practice of notice being provided for term appointments as per their handbook.

CUPE 2950

CUPE employees’ notice periods depend on the reason for terminating employment. Contact Donna Bradley who will help you if you need to terminate a CUPE 2950 employee.

The working notice process has several steps, so please notify your HR Manager as soon as possible if you anticipate running out of funding to pay employees through their notice periods.

Prior to engaging a non-UBC individual to perform work, complete the HR fast track assessment form (must be done every time a non-UBC individual is engaged); see link on page: http://www.hr.ubc.ca/administrators/managing-staff/independent-contractors-vs-employees/

• If the post assessment outcome indicates that the individual should be hired as an employee, contact ObGyn HR on how to proceed
• If the post assessment outcome indicates that the individual should be hired as an independent contractor, create a contract indicating:
  • the duration of the work
  • pay rate
  • scope of work
  • Contract must be signed by the contractor to acknowledge the terms of the contract
    **If the contract will be more than $3500 you will need a Purchase Order (PO) set up.  Please see this page for more info and contact one of the FoM buyers for assistance.
• Complete a purchase requisition to pay the contractor
• Supporting Documentation Requirements for paying the invoice include:
  • • Invoice from the independent contractor that indicates:
      • invoice #
      • invoice date
      • name and address of contractor
      • dates when the work was performed
      • hours worked & hourly rate
      • scope of work
    • Completed and signed the HR fast track assessment form
    • Completed and signed copy of the contract
    • Completed Purchase Requisition form