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, Donna Bradley.

 

Complete the New Appointment form and return to the HR Manager, Donna Bradley.

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 Brian Nelson.

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 Brian Nelson 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 Brian Nelson.

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.

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
Create a CWL
Direct Deposit Form
Personal Data Form

Process

Complete the New Appointment form and return to the HR Manager, Donna Bradley.

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 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 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

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 development 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.

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

Complete the New Appointment form and return to Brian Nelson.

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
Create a CWL
Personal Data Form

It is possible to engage volunteers (only 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 guidelines here.

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 and a copy to the HR Manager, Donna Bradley.

PHC - Nikki Koenig
PHSA - Ariadna Fernandez
VCH - Mannie Fan

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.

Most employees with 3+ years of continuous service at UBC, are owed 1 months’ notice for each year of continuous service at UBC (prorated for partial years).

It is important to plan ahead for possible changes in employment status, so that you have sufficient time & funding to cover the notice period.

Management & Professional

An M&P employee who has successfully completed their 12 month probationary period will be given a minimum of three months’ notice. This will increase, if they have more than 3 years of continuous service, at one month per year of service to a maximum of 24 months.

Right Management (RM) is a career transition organization that is a required part of the M&P working notice process for those at UBC 5+years. The employee, supervisor, and HR are required to include RM in the notice meeting at a cost of $500 to the supervisor’s PG.  In addition, the employee is entitled to partake in transition counselling (also billed to the PG), up to a maximum of $2500 ($3000 total).

It’s important to know that if the RM initial appointment is cancelled last minute, they charge $300 for cancelled meetings.  For M&P staff with 3-5yrs continuous service, RM does not attend the notice meeting, however they do still get career counselling if they want (see article 9.1.10 of the agreement).

If the cost of Right Management is prohibitive, or the PG isn’t allowed to pay for this sort of administrative expense, the PI can submit a request for reimbursement from the UBC Extraordinary Expense Fund; please contact Donna Bradley if this is a concern.

Note: RM isn’t involved when reducing an FTE, only when ending a contract altogether.

Non-Union Techs/Research Assistants (TRAs)

A TRA that has successfully completed the 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 TRA handbook, see section called “How much notice (or pay in lieu) will I receive?”

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.