These resources are intended for the Faculty and Staff of the UBC Department of Psychiatry.
- Non-Union Technicians & Research Assistants
- CUPE 2950
- Management and Professional Staff (M&P)
- Postdoctoral Fellows
- Research Associates
- Postgraduate Fellows
- Graduate Academic Assistants
- Graduate Research Assistants
- Undergraduate Academic Assistants
- Co-op or Work-Study Students
Please see the collective agreements & handbooks for more information at http://www.hr.ubc.ca/faculty-staff-resources/collective-agreements/
UBC Psychiatry New Employee Form
2020 Timesheet Deadlines and Pay Dates
Hourly Timesheet Template (Word)
Hourly Timesheet Template (PDF)
Payroll Direct Deposit
Employee Criminal Record Check Consent Form
- An employee must have a current appointment to be eligible to submit hours for payment.
- The employee must complete the payroll timesheet by the deadline for that pay period as indicated on the form, and submit it to Bree Wilson AND cc the supervisor in the email.
- When completing the timesheet, please ensure that you have completed the following fields: supervisor’s name, submission period, number of hours worked each day and total hours.
- Payroll submission sheets not received in the Admin office by the deadline will be paid on the following pay date. Submission deadlines are typically a day or two in advance of the end of the period ( ie Oct 12 for Oct 15th end date), so you will need to estimate your hours for the remaining days in the period. Please do not save those hours and include them in the next period.
- Hourly paid employees accrue vacation and sick time based on hours worked. Vacation entitlement is indicated on their pay stubs.
- If the employee is working full time hours, they should be switched from hourly pay to monthly salary.
Lunch breaks are unpaid and you are expected to take to at least a half hour break if you are working more than 6 hours in one day. Skipping the break is not an option, and your lunch period may not be included in the total hours you submit for the day. Please make sure that the amount of hours you record for one day is the net amount with the lunch period subtracted. If you work over 7.5 hours, please note the start and end times so that we know your break time has been taken into account.
Overtime - All overtime work performed is approved by the supervisor in advance of the overtime work being performed. If the supervisor is cc’d on the payroll submission email, it will be assumed that the overtime hours were pre-approved. We will process all hours in excess of 7.5 paid hours as overtime unless otherwise specified under extraordinary circumstances.
Vacation Pay - The accrual rate is 4% vacation pay for each hour you work for UBC.
For staff, it is paid out as you request it, or in a lump sum when you leave the position. Vacation accrued is indicated on the pay stubs. If staff members wish to request a vacation payout, please do so in the body of an email rather than on the timesheet. This is important for financial reporting reasons – regular salary and vacation payouts are tracked and reported separately by UBC to Revenue Canada.
Students receive the 4% vacation pay on each pay cheque.
Stat Holidays – As your employer, UBC does not expect you to work these days. 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. If you indicate on your submission sheet that you have worked hours on a stat, and do not tell us that you took time off in lieu, we are obligated to pay you OT for the stat, which your supervisor may not have expected or budgeted for. OT is expected to be pre-approved by the supervisor. If you do work a stat, please have your supervisor confirm to the HR Assistant by email that they approved the OT, or that you took alternate time off.
Please contact Bree Wilson, HR Assistant at for further information.
Research Staff Hiring Matrix - provides an overview of different types of appointments.
- Contact the HR Manager , to have initial discussion around position, job description, funding, etc. NOTE: Adequate notice for new hires is essential given several weeks’ processing times in the Department, Faculty of Medicine, and UBC central units.
- Write a job description (help available via the HR Manager). Job Description Template
- Send job description to the HR Manager for classification.
- The HR Manager will organize posting of the position with UBC (must do in nearly all cases).
- Interview applicants as appropriate and reference checks – helpful information with be provided to you by Amity Chiang, HR Assistant with release of the applications.
- Identify successful candidate. Please be aware of UBC’s Access and Privacy Guidelines relating to selection committees and interviewers. All records you maintain on the candidates and the interview process should be retained for one year under the Freedom of Information and Privacy Act.
- Complete the New Employee Form and submit with required documents to Amity Chiang .
- Employees have probationary/orientation periods in positions. It is important to meet regularly and provide feedback to employees especially during this period.
- Probationary meeting checklist/guidelines at this link have been created for use with secretarial/clerical staff but could be adapted for use with other employee groups. Please note that the probationary period varies for each employee group. Click on the following link for more information CUPE 2950 Probationary Review.
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 the HR Manager for clarification.
- Overtime rates can apply if an employee works more hours than their standard work day and/or week.
Please contact the HR Manager for clarification and assistance
As a result of amendments made to the Criminal Records Review Act (the “CRRA”), UBC has been notified by the Provincial Health Services Authority (PHSA) that pursuant to the CRRA, all UBC appointees who work at a PHSA facility and who work with children or vulnerable adults, or who could potentially have unsupervised access to children or vulnerable adults in the course of their regular UBC activities, are subject to a Criminal Records Check (CRC) every 5 years.
A child is considered to be anyone under the age of 19. Since many participants of research studies in Psychiatry may be considered vulnerable adults, for the purpose of compliance with the CCRA, the Department has opted to define any patient or research study participant over 19 as a vulnerable adult. For more information on the act, please visit the website of the Ministry of Justice.
The Department is taking the precaution of requiring all supervisors of UBC appointees within the department to assess all positions, including student workers, visitors or volunteers. For anyone appointed to a position where the possibility of interaction with children or vulnerable adults exists, we will require a completed criminal record check (CRC) as a condition of commencing the appointment, and this requirement must be identified in the job description for positions that require job descriptions. The employee will not be permitted to start work until we have submitted the CRC consent form and have received verification by the Ministry of Public Safety.
The department will coordinate the CRC paperwork and the payment. All that we require is the signed and completed Criminal Record Check Consent Form - June 2017
If this applies to your new position, UBC HR has provided some guidelines for incorporating this requirement into the recruitment discussions with the new employee.
a) Prior to the interview, the Supervisor will determine if the position requires a CRC. Review the job description and the environment in which the individual will work. Check with the Department’s HR Manager if you are unsure if it is applicable for the position.
b) If the position does require a CRC it will need to be included in the job description posting. Prospective employees who are contacted for interviews must be informed that a pre-employment CRC is required as part of the recruitment process and that any offer of employment is contingent upon a positive result of the CRC.
c) The supervisor will provide the prospective employee with a “Consent to a Criminal Record Check” and obtain their signature (see attached two-page document). That must be submitted to the HR Manager along with other hiring documents. They will submit the completed form along with payment.
d) Information obtained about a prospective employee through a CRC is confidential and must be considered in context. The presence of a conviction does not necessarily mean that someone should not be confirmed into a position. There are legal considerations that include such factors as the core of the issue to the prospective employment. These need to be evaluated and no offer of employment should be rescinded without a review by Employee Relations. Supervisors and Director of Administrations should contact either their Human Resources Advisor for assistance with staff CRC’s or their Faculty Relations Manager for assistance with faculty CRC’s.
For more information please visit Criminal record checks at UBC.
- For those individuals paid with grant funds, the HR Clerk 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 Clerk
- Please contact the HR Manager 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 the HR Manager with the resignation notice in good time so that salary can be stopped on the appropriate date.
- NOTE: that the HR Assistant will require their vacation balance from the supervisor to transfer to another department or pay out if leaving UBC.
Vacation entitlements are covered under the terms of employment, collective agreements, etc.
Collective Agreements & Handbooks
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).
Maternity, Parental and Adoption Leave
For step-by-step instructions on preparing for maternity, parental or adoption leave, please see the below document from UBC Benefits.
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 Amity Chiang.
Please contact the HR Manager for guidance on any unusual leave activities or questions about leave management.
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 isn’t working more than 5-6 hours a week, or we will need to consider whether a part time paid student or staff appointment would be applicable.
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 for Supervisor 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, if you want to engage a volunteer, please complete the forms found in the Guidelines and return them to the Department Admin office for processing.
The UBC Psychiatry Volunteer Application Package – 2020 contains:
- 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
Contact: Amity Chiang, 604-822-7315