General HR Resources

 

 

RESOURCES FOR STAFF, TRAINEES & STUDENT WORKERS

STAFF SALARY SCALES

View up-to-date UBC staff salaries scales, which are determined based on the employee group and classification.

BENEFITS

Learn about eligibility and enrollment in a range of benefits you may be eligible for as a UBC employee.

LEAVES & VACATIONS

View all the types of leaves available to you as a UBC employee, and how you can request time off.

STAFF CAREER OPPORTUNITIES

View current staff opportunities in the Department of Psychiatry and across UBC.

IRP & WORKDAY

Visit the IRP & Workday support page to guide you through using Workday for HR-related processes.

ORIENTATION HANDBOOK

The staff and student Orientation Handbook is currently being updated and will be released soon!

 

JOB FAMILIES AND OCCUPATIONAL GUIDELINES

All staff and student workers are encouraged to review the Collective Agreements and Terms and Conditions of Employment for their respective employee group. The job family descriptions and occupational guidelines (if available) are linked below:

OTHER

 

DEPARTMENT POLICIES

INFORMATION FOR HOURLY PAID EMPLOYEES

LUNCH BREAKS (unpaid:)

  • Mandatory minimum 30-minute break if working 6+ hours in one day
  • Skipping the break is not an option
  • Lunch period may not be included in the total hours you submit for the day
  • If you work over 7.5 hours in one day, please note the start and end times so that we know your break time has been taken into account.

OVERTIME:

  • Must be approved by the supervisor in advance of the overtime work being performed.
  • All hours in excess of 7.5 paid hours are paid as overtime unless otherwise specified under extraordinary circumstances.

VACATION PAY:

  • The accrual rate for hourly staff and students is 4% vacation pay for each hour of work.
  • For staff, it is paid out as you request it, or in a lump sum when you leave the position.
  • Vacation accrued is indicated in Workday.

STATUTORY HOLIDAYS:

  • As your employer, UBC does not expect you to work these days.
  • If you do work on a statutory holiday:
    • You are paid for the stat using a formula that prorates an amount for you based on the hours you worked in the two pay periods immediately preceding the stat.

Please contact Bree Wilson, Assistant HR Manager, for further information.

RESOURCES FOR SUPERVISORS

The following information provide supervisors with general processes and guidelines for recruitment, reappointment, leaves and terminations.  Please remember to contact Bree Wilson, Assistant HR Manager, if you require additional guidance on the processes detailed below.

RECRUITMENT PROCESS

Please note that adequate notice for new hires is essential given several weeks’ processing times in the Department, Faculty of Medicine, and UBC central units.

    1. Contact Bree Wilson, Assistant HR Manager, to have initial discussion around position, job description, funding, etc.
    2. Write a job description (contact Bree for assistance with this), and send to Bree Wilson for classification, approval and posting of the position on the UBC job board.
    3. Interview applicants as appropriate and complete reference checks – helpful information will be provided to you with release of the applications.
    4. Identify successful candidate, ensuring UBC Privacy Policies are followed.
    5. Complete the New Employee Form and submit with required documents to Bree Wilson.

THINGS TO CONSIDER:

  • Length of appointment and the possibility of extension
  • Research-funded positions are for a maximum of one year at a time to ensure sufficient funding.
  • Whether position will be extended and implications if notice is required, etc.; BC Employment Standards and/or UBC employee agreements govern notice obligations.
  • Collective Agreements & Handbooks
  • Salary Scales – Please try to keep salaries for people at same rank consistent with qualifications and experience.
  • Benefits Calculator
  • Hours of work vary from group to group. Please see the appropriate agreement or contact Bree Wilson for clarification.
  • Overtime rates can apply if an employee works more hours than their standard work day and/or week.

IMPORTANT NOTES:

  • Employees have probationary/orientation periods in positions. It is important to meet regularly and provide feedback to employees especially during this period.
  •  Please note that the probationary period varies for each employee group.

Please contact Bree Wilson for clarification and assistance.

REAPPOINTING STAFF

The process:

  • For those individuals paid with grant funds, the HR Assistant will contact supervisors 2-3 months in advance of the appointment terminating to determine whether appointment will be extended and the terms of the extension.
  • Please consider timelines to avoid pay interruptions for your staff. Please consider your obligations for notice should an appointment not be extended
  • Other complications for re-appointment may include work permits, funding end dates, etc. Please ensure you have answered all points in the reminder you receive from the HR Assistant.

LEAVE INFORMATION

VACATION

Vacation entitlements are covered under the terms of employment, collective agreements, etc. Please visit the UBC HR vacation entitlements webpage for information on vacation entitlements for all employee groups.

Employees are entitled to take vacation in the calendar year in which they earn it and there is a maximum carry forward of vacation from one year to the next (two weeks).

SICK LEAVE

Please visit the UBC HR sick leave webpage for information on sick leave entitlements all employee groups.

MATERNITY, PARENTAL AND ADOPTION LEAVE

Please visit the Maternity, parental & adoptive leave for detailed information on unpaid and paid maternity, parental or adoption leave for UBC employees.

LEAVE INFORMATION FOR SUPERVISORS

Leave management tools have been developed in the department to assist supervisors with this task. The Leave Request Form should be completed by employee for every absence from work. Supervisors are required to track employee leaves and must report the balances to the Admin office when an employee leaves the department. If you would like a template to track attendance , please email  If you are interested to Bree Wilson.

Please contact Bree Wilson for guidance on any unusual leave activities or questions about leave management.

TERMINATIONS & LAYOFFS

  • Please contact Bree Wilson if you need to terminate an employee including non-renewal of RA staff appointments in case notice is owed.
  • Student employees are unique in that no notice is required. They only hold term appointments that always end on their term date unless you advise the Admin office in advance to extend them.
  • Employees also have an obligation to provide you with written notice of resignation well in advance (e-mail OK) as outlined in their employment agreement.
  • Sufficient time is expected so that their termination paperwork can be processed in time for their departure and the supervisor can recruit for a replacement.
  • Please provide Bree Wilson with the resignation notice in good time so that salary can be stopped on the appropriate date.
  • NOTE: If a staff member is transfering to another Deparmtnet or leaving UBC, Bree Wilson will require the vacation balance from the supervisor to facilitate the vacation transfer or pay out .

GUIDELINES FOR VOLUNTEERS

It is possible to engage volunteers (usually students) to assist in a lab or academic environment on an unpaid basis. Volunteers are provided an opportunity to gain experience in lab and administrative settings at no cost to the supervisor, however they:

  •  Should not to be a replacement for paid staff, nor engage in work that would typically be done by a paid UBC employee.
  • Should not contribute more than 5-6 volunteering hours a week; if hours exceed this, a part-time paid appointment should be considered.

UBC has recently developed a formal procedure for engaging volunteers to perform work. 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.

We have created the Volunteer Guidelines & Application Package for Supervisors to explain and clarify what is needed on the part of both the supervisor and the volunteer. This will establish the parameters of the volunteer’s participation and protect those involved. Supervisors who want to engage a volunteer should complete and submit to Bree Wilson the following forms found in the package:

  • Guidelines for the supervisor
  • Assignment plan to be completed by the supervisor and signed by the volunteer which sets expectations for both parties
  • Volunteer application form
  • Volunteer Confidentiality Agreement
  • Volunteer Worker’s Compensation Board (WCB) waiver if accident insurance is not purchased by supervisor
  • Consent to Criminal Record Check – required if the supervisor determines the volunteer could have unsupervised access to children or vulnerable adults in the course of his/her UBC volunteer duties