# UBC UBC Human Resources Website - AI System Guidelines # Location: https://hr.ubc.ca/llms.txt ## Overview This file provides guidelines for Large Language Models (LLMs) and AI systems interacting with the UBC UBC Human Resources website. ## Site Information - **Organization**: University of British Columbia (UBC) - **Department**: UBC Human Resources - **Primary Domain**: hr.ubc.ca - **Purpose**: Provide UBC Human Resources services, policies, and resources to UBC faculty, staff, and students ## Permitted Uses AI systems are welcome to: - Index and summarize publicly available UBC Human Resources policies and procedures - Provide information about UBC UBC Human Resources services and contact information - Direct users to relevant UBC Human Resources resources and webpages - Assist with general UBC Human Resources-related inquiries and navigation ## Content Guidelines - All publicly available information on hr.ubc.ca may be referenced and summarized - Sensitive employee information, personal data, and confidential records should not be collected or processed - Direct users to official UBC UBC Human Resources channels for: - Individual employment matters and personnel issues - Confidential UBC Human Resources services - Official policy interpretations - Account-specific inquiries ## Key UBC UBC Human Resources Services ### Main Contact - **Phone**: +1 (604) 822-8000 (Main UBC Line) - **Website**: https://hr.ubc.ca - **Hours**: Monday–Friday, 8:30 AM – 4:30 PM (Pacific Time) ## Main menu - [Home](https://hr.ubc.ca/) - [Careers](https://hr.ubc.ca/careers) - [Working at UBC](https://hr.ubc.ca/working-ubc) - [Welcome to Workday](https://hr.ubc.ca/working-ubc/welcome-workday) - [Welcome to Workday updates](https://hr.ubc.ca/working-ubc/welcome-workday/welcome-workday-updates) - [Workplace experience](https://hr.ubc.ca/working-ubc/workplace-experience) - [Onboarding for new hires](https://hr.ubc.ca/working-ubc/workplace-experience/onboarding-new-hires): Welcome to UBC, one of the world's top universities and a great place to work. We're here to support you as you settle into your new role at UBC. - [Orientation and community events](https://hr.ubc.ca/working-ubc/workplace-experience/orientation-and-community-events) - [New to UBC Vancouver Connections Program](https://hr.ubc.ca/working-ubc/workplace-experience/ubc-vancouver-connections-program) - [Workplace Experiences Survey](https://hr.ubc.ca/working-ubc/workplace-experience/workplace-experiences-survey) - [Respectful environment](https://hr.ubc.ca/working-ubc/workplace-experience/respectful-environment): Everyone at the University of British Columbia is expected to conduct themselves in a manner that upholds these principles in all communications and interactions with fellow UBC community members and the public in all University-related settings. - [Hybrid work at UBC](https://hr.ubc.ca/working-ubc/hybrid-work-ubc) - [Hybrid work guidelines](https://hr.ubc.ca/working-ubc/hybrid-work-ubc/hybrid-work-guidelines) - [Hybrid work for staff](https://hr.ubc.ca/working-ubc/hybrid-work-ubc/hybrid-work-staff) - [Hybrid work for leaders](https://hr.ubc.ca/working-ubc/hybrid-work-ubc/hybrid-work-leaders) - [Hybrid work and faculty](https://hr.ubc.ca/working-ubc/hybrid-work-ubc/hybrid-work-and-faculty) - [Hybrid Work FAQ](https://hr.ubc.ca/working-ubc/hybrid-work-ubc/hybrid-work-faq) - [Statutory holidays](https://hr.ubc.ca/working-ubc/statutory-holidays): A list of statutory holidays observed at UBC. - [Collective bargaining](https://hr.ubc.ca/working-ubc/collective-bargaining) - [Bargaining updates list](https://hr.ubc.ca/working-ubc/collective-bargaining/bargaining-updates-list) - [Collective Agreements and terms & conditions of employment](https://hr.ubc.ca/working-ubc/collective-agreements-and-terms-conditions-employment): Collective agreements and terms and conditions of employment and contact information for members of various employment groups at the University of B.C. - [Salaries](https://hr.ubc.ca/working-ubc/salaries) - [Faculty Salaries](https://hr.ubc.ca/working-ubc/salaries/faculty-salaries) - [Staff salaries & job evaluation](https://hr.ubc.ca/working-ubc/salaries/staff-salaries-job-evaluation) - [GWI Updates](https://hr.ubc.ca/working-ubc/salaries/general-wage-increase-updates-community): Updates on general wage increases, administrative deadlines, and impacted employee groups. - [Pay Transparency Report](https://hr.ubc.ca/working-ubc/salaries/pay-transparency-report) - [Faculty resources](https://hr.ubc.ca/working-ubc/faculty-resources) - [Tenure and faculty appointments](https://hr.ubc.ca/working-ubc/faculty-resources/tenure-and-faculty-appointments): Full-time UBC faculty, librarians and program directors will have opportunities for promotion, confirmation, reappointment and/or tenure. - [Faculty, librarian and researcher salaries](https://hr.ubc.ca/working-ubc/faculty-resources/faculty-librarian-and-researcher-salaries): Information about starting salaries, other payments, and/or increases for faculty, librarians, sessional instructors and research associates. - [Faculty titles, ranks and descriptions](https://hr.ubc.ca/working-ubc/faculty-resources/faculty-titles-ranks-and-descriptions): The first step to recruiting is to understand the university’s ranks for faculty, librarians and program directors. - [Faculty collective agreement and policies](https://hr.ubc.ca/working-ubc/faculty-resources/faculty-collective-agreement-and-policies) - [Working remotely outside of BC or Canada](https://hr.ubc.ca/working-ubc/faculty-resources/working-remotely-outside-bc-or-canada) - [Housing, Immigration and Relocation Services](https://hr.ubc.ca/working-ubc/housing-immigration-and-relocation-services) - [Immigration](https://hr.ubc.ca/working-ubc/housing-immigration-and-relocation-services/immigration): We'll help you with a summary of Canadian immigration processes and how they apply to those in different positions at UBC. It's your responsibility, however, to stay up to date with immigration information for your specific situation. - [Housing programs](https://hr.ubc.ca/working-ubc/housing-immigration-and-relocation-services/housing-programs) - [Moving for faculty and senior management](https://hr.ubc.ca/working-ubc/housing-immigration-and-relocation-services/moving-faculty-and-senior-management): Congratulations on your new position! - [Child care and school options](https://hr.ubc.ca/working-ubc/housing-immigration-and-relocation-services/childcare-and-school-options): Vancouver and Kelowna offer a wide range of child care and schooling options for families, including on-campus child care options at UBC's Vancouver campus. - [Relocating to Vancouver](https://hr.ubc.ca/working-ubc/housing-immigration-and-relocation-services/relocating-vancouver): Information on where to live while working at UBC Vancouver, transit, child care, schooling and health care options. - [Relocating to Kelowna](https://hr.ubc.ca/working-ubc/housing-immigration-and-relocation-services/relocating-kelowna): For new staff and faculty moving to Kelowna and working at UBC Okanagan, tips for including finding accommodation, child care, schooling and health care. - [Employment for spouses and partners](https://hr.ubc.ca/working-ubc/housing-immigration-and-relocation-services/employment-spouses-and-partners): UBC's housing and relocation services team can help steer your partner toward local employee employment opportunities and resources. - [Retirement and leaving UBC](https://hr.ubc.ca/working-ubc/retirement-and-leaving-ubc) - [Retirement planning](https://hr.ubc.ca/working-ubc/retirement-and-leaving-ubc/retirement-planning): Retirement planning resources, along with basic information about benefits and life insurance considerations and options for staff and faculty. - [Working past age 65](https://hr.ubc.ca/working-ubc/retirement-and-leaving-ubc/working-past-age-65): If you work past 65, your benefits coverage will depend on whether you opt to receive or defer your pension. - [Leaving UBC](https://hr.ubc.ca/working-ubc/retirement-and-leaving-ubc/leaving-ubc): From giving notice to your manager to getting paid for unused vacation and filling out an exit survey, there are a few considerations to keep in mind when leaving UBC. - [Voluntary Retirement Program](https://hr.ubc.ca/working-ubc/retirement-and-leaving-ubc/voluntary-retirement-program) - [Foreign workers and work permits](https://hr.ubc.ca/working-ubc/foreign-workers-and-work-permits): Qualified foreign workers can be hired as staff or faculty at UBC with a valid work permit. International student employees don't require the permit. - [Benefits](https://hr.ubc.ca/benefits) - [Eligibility and enrolment](https://hr.ubc.ca/benefits/eligibility-enrolment) - [Coverage Start & End Dates](https://hr.ubc.ca/benefits/eligibility-and-enrolment/coverage-start-and-end-dates) - [Eligibility and Plan Cost](https://hr.ubc.ca/benefits/eligibility-and-enrolment/eligibility-and-plan-cost) - [Employee Groups](https://hr.ubc.ca/benefits/eligibility-and-enrolment/employee-groups) - [Enrolling in Benefits](https://hr.ubc.ca/benefits/eligibility-and-enrolment/enrolling-benefits) - [After you enrol in benefits](https://hr.ubc.ca/benefits/eligibility-and-enrolment/after-you-enrol-benefits): Information to complete your benefits setup after enrolling via Workday - [Making Enrolment Changes](https://hr.ubc.ca/benefits/eligibility-and-enrolment/making-enrolment-changes) - [Benefit plan details](https://hr.ubc.ca/benefits/benefit-plan-details) - [Extended Health Benefits](https://hr.ubc.ca/benefits/benefit-plan-details/extended-health-benefits) - [Dental Benefits](https://hr.ubc.ca/benefits/benefit-plan-details/dental-benefits) - [Health Spending Account](https://hr.ubc.ca/benefits/benefit-plan-details/health-spending-account): the HSA provides you with an annual credit to pay for certain expenses that are not covered by UBC’s Extended Health and Dental plans - [Personal Spending Account](https://hr.ubc.ca/benefits/benefit-plan-details/personal-spending-account): The PSA provides you with an annual credit to pay for a broad range of expenses - [BC Medical Services Plan](https://hr.ubc.ca/benefits/benefit-plan-details/medical-services-plan) - [Employee and Family Assistance Program](https://hr.ubc.ca/benefits/benefit-plan-details/employee-and-family-assistance-program) - [Extended health and dental benefit booklets](https://hr.ubc.ca/benefits/benefit-plan-details/extended-health-and-dental-benefit-booklets) - [Family building benefits](https://hr.ubc.ca/benefits/benefit-plan-details/family-building-benefits): Surrogacy, adoption, and fertility provisions - [Life Insurance](https://hr.ubc.ca/benefits/benefit-plan-details/life-insurance) - [Long-term Disability Plan](https://hr.ubc.ca/benefits/benefit-plan-details/income-replacement-disability-benefits) - [Vacation and Leaves](https://hr.ubc.ca/benefits/benefit-plan-details/vacation-and-leaves) - [Benefits While Travelling](https://hr.ubc.ca/benefits/benefit-plan-details/benefits-while-travelling) - [Tuition Waiver](https://hr.ubc.ca/benefits/benefit-plan-details/tuition-waivers) - [Retirement & Survivor Benefits](https://hr.ubc.ca/benefits/benefit-plan-details/retirement-survivor-benefits) - [Benefits FYI newsletter archive](https://hr.ubc.ca/benefits/benefit-plan-details/benefits-fyi-newsletter-archive) - [Claims and forms](https://hr.ubc.ca/benefits/claims-forms) - [Making Health or Dental Claim](https://hr.ubc.ca/benefits/claims-and-forms/making-claim) - [Coordination of Benefits](https://hr.ubc.ca/benefits/claims-and-forms/coordination-claims) - [Benefits Forms](https://hr.ubc.ca/benefits/claims-and-forms/benefits-forms) - [Life events and your benefits](https://hr.ubc.ca/benefits/life-events-your-benefits) - [Moving to British Columbia](https://hr.ubc.ca/benefits/life-events-and-your-benefits/moving-british-columbia) - [Marriage and common law relationships](https://hr.ubc.ca/benefits/life-events-and-your-benefits/marriage-and-common-law-relationships) - [Separation and divorce](https://hr.ubc.ca/benefits/life-events-and-your-benefits/separation-and-divorce) - [Having a child - birth or adoption](https://hr.ubc.ca/benefits/life-events-and-your-benefits/having-child-birth-or-adoption) - [Dependent children aged 19-25](https://hr.ubc.ca/benefits/life-events-and-your-benefits/dependent-children-aged-19-25) - [Illness and injury](https://hr.ubc.ca/benefits/life-events-and-your-benefits/illness-and-injury) - [Death and terminal illness](https://hr.ubc.ca/benefits/life-events-and-your-benefits/death-and-terminal-illness) - [Working past age 65](https://hr.ubc.ca/benefits/life-events-and-your-benefits/working-past-age-65) - [Retiring](https://hr.ubc.ca/benefits/life-events-and-your-benefits/retiring) - [Leaving UBC: Your benefits and pension](https://hr.ubc.ca/benefits/life-events-and-your-benefits/leaving-ubc-your-benefits-and-pension) - [Health and wellbeing](https://hr.ubc.ca/health-and-wellbeing) - [Physical wellbeing](https://hr.ubc.ca/health-and-wellbeing/physical-wellbeing): Evidence shows that increasing physical activity by moving more and sitting less leads to many health benefits. - [Occupational & Preventive Health](https://hr.ubc.ca/health-and-wellbeing/physical-wellbeing/occupational-preventive-health) - [WorkSafeBC Claims](https://hr.ubc.ca/health-and-wellbeing/physical-wellbeing/worksafebc-claims) - [UBC Perks for Faculty and Staff](https://hr.ubc.ca/health-and-wellbeing/physical-wellbeing/ubc-perks-faculty-and-staff): As UBC faculty and staff, you and your family are eligible for perks and discounts that are exclusive to UBC employees. - [Travelling Health Fair](https://hr.ubc.ca/health-and-wellbeing/physical-wellbeing/travelling-health-fair): The Travelling Health Fair is a free mobile health clinic put on once a year for UBC staff, faculty and postdoctoral fellows. It offers one-on-one health assessments and consultations every February. - [Vaccines and workplace wellbeing](https://hr.ubc.ca/health-and-wellbeing/physical-wellbeing/vaccines-and-workplace-wellbeing) - [Nutrition](https://hr.ubc.ca/health-and-wellbeing/physical-wellbeing/nutrition): Eating well is as important to your overall health as taking the time to be physically active and engage in activities that support your mental wellbeing. - [Mental health](https://hr.ubc.ca/health-and-wellbeing/mental-health): UBC recognizes the key role that mental health plays in the workplace. Mental health impacts everyone at UBC, not just those with a mental illness. - [Faculty and staff mental health resources](https://hr.ubc.ca/health-and-wellbeing/mental-health/faculty-and-staff-mental-health-resources): As we navigate these unprecedented times, it is important to consider ways to support your mental health and resilience. - [Helping faculty and staff in distress](https://hr.ubc.ca/health-and-wellbeing/mental-health/helping-faculty-and-staff-distress-orange-folder): The Orange Folder is designed to guide UBC faculty and staff to respond to a person having a mental health crisis. - [Substance use and addiction support resources](https://hr.ubc.ca/health-and-wellbeing/mental-health/substance-use-and-addiction-support-resources): For people who struggle with substance use and addictions, it can sometimes be difficult to seek out help and support. If you are looking for help, or you want to support someone you know in finding assistance, the following resources are available. - [Mindfulness and meditation](https://hr.ubc.ca/health-and-wellbeing/mental-health/mindfulness-meditation): The UBC community offers a number of opportunities to learn mindfulness and practice meditation. - [Thrive all year long](https://hr.ubc.ca/health-and-wellbeing/mental-health/ubc-thrive): UBC Thrive is a mindset and a month-long series of events focused on helping everyone at UBC explore their path to mental health. - [Elder care resources](https://hr.ubc.ca/health-and-wellbeing/mental-health/elder-care-resources): We all know that life demands exist outside of work. Below are a list of suggested resources to assist you and your family in navigating elder care and caregiver support. - [Ergonomics](https://hr.ubc.ca/health-and-wellbeing/ergonomics) - [Ergonomic Assessments](https://hr.ubc.ca/health-and-wellbeing/ergonomics/ergonomic-assessments) - [Office Ergonomics](https://hr.ubc.ca/health-and-wellbeing/ergonomics/office-ergonomics) - [Purchasing ergo equipment](https://hr.ubc.ca/health-and-wellbeing/ergonomics/purchasing-ergo-equipment) - [Ergonomics training and workshops](https://hr.ubc.ca/health-and-wellbeing/ergonomics/ergonomics-training-and-workshops) - [Classroom Ergonomics](https://hr.ubc.ca/health-and-wellbeing/ergonomics/learning-space-ergonomics) - [Lab Ergonomics](https://hr.ubc.ca/health-and-wellbeing/ergonomics/lab-ergonomics) - [Ergonomics Regulations, Inspections & Investigations](https://hr.ubc.ca/health-and-wellbeing/ergonomics/ergonomics-regulations-inspections-and-investigations) - [Ergo your posture](https://hr.ubc.ca/health-and-wellbeing/ergonomics/ergo-your-posture) - [Pregnancy and Ergonomics](https://hr.ubc.ca/health-and-wellbeing/ergonomics/pregnancy-and-ergonomics) - [Contact Ergonomics](https://hr.ubc.ca/health-and-wellbeing/ergonomics/ergonomics-contact) - [Workplace accessibility](https://hr.ubc.ca/health-and-wellbeing/workplace-accessibility) - [Centre for Workplace Accessibility](https://hr.ubc.ca/health-and-wellbeing/workplace-accessibility/centre-workplace-accessibility) - [Workplace accommodations](https://hr.ubc.ca/health-and-wellbeing/workplace-accessibility/workplace-accommodations) - [Stay at Work / Return to Work](https://hr.ubc.ca/health-and-wellbeing/workplace-accessibility/stay-workreturn-work) - [SensusAccess accessible document conversion tool](https://hr.ubc.ca/health-and-wellbeing/workplace-accessibility/sensusaccess-document-conversion-tool) - [Focus together: body doubling work sessions](https://hr.ubc.ca/health-and-wellbeing/workplace-accessibility/focus-together-body-doubling-work-sessions) - [ADHD Peer Support with TideMinds Therapy](https://hr.ubc.ca/health-and-wellbeing/workplace-accessibility/adhd-peer-support-tideminds-therapy) - [Accessible parking for faculty and staff](https://hr.ubc.ca/health-and-wellbeing/workplace-accessibility/accessible-parking-faculty-and-staff) - [Workplace wellbeing programs](https://hr.ubc.ca/health-and-wellbeing/workplace-wellbeing-programs) - [Wellbeing workshops and courses](https://hr.ubc.ca/health-and-wellbeing/workplace-wellbeing-programs/wellbeing-workshops-and-courses) - [Workplace wellbeing consultations](https://hr.ubc.ca/health-and-wellbeing/workplace-wellbeing-programs/workplace-wellbeing-consultations): Learn more about our Workplace Wellbeing Consultation services. - [Workplace Wellbeing Ambassador Program](https://hr.ubc.ca/health-and-wellbeing/workplace-wellbeing-programs/workplace-wellbeing-ambassador-program): The Workplace Wellbeing Ambassador (WWA) program is a pilot program that plays a key strategic role at UBC, supporting the Human Resources – Health, Wellbeing, & Benefits team in aneffort to embed wellbeing and wellbeing practices within UBC workplaces. - [Healthy Workplace Initiatives Program](https://hr.ubc.ca/health-and-wellbeing/workplace-wellbeing-programs/healthy-workplace-initiatives-fund-program): The Healthy Workplace Initiatives Program (HWIP) is an annual fund available to UBC departments and units to support grassroots activities that promote wellbeing in the workplace. - [Not Myself Today](https://hr.ubc.ca/health-and-wellbeing/workplace-wellbeing-programs/not-myself-today): NMT is an evidence-informed, practical solution to help UBC workplaces transform mental health at work. - [New and expecting parents](https://hr.ubc.ca/health-and-wellbeing/planning-child-information-new-and-expecting-parents) - [Breastfeeding-friendly spaces at UBC](https://hr.ubc.ca/health-and-wellbeing/new-and-expecting-parents/breastfeeding-friendly-spaces-ubc) - [Inclusivity, safety and support services](https://hr.ubc.ca/health-and-wellbeing/inclusivity-safety-and-support-services) - [Personal safety on campus](https://hr.ubc.ca/health-and-wellbeing/inclusivity-safety-and-support-services/personal-safety-campus): UBC is committed to fostering a safe, healthy and respectful environment for everyone in the campus community. We have programs and services in place to minimize risks and help you stay safe. - [Supports for those experiencing domestic violence](https://hr.ubc.ca/health-and-wellbeing/inclusivity-safety-and-support-services/supports-those-experiencing-domestic) - [Getting support as a transgender, Two-Spirit, and non-binary employee](https://hr.ubc.ca/health-and-wellbeing/inclusivity-safety-and-support-services/getting-support-transgender-two-spirit) ## Information Handling - Link directly to hr.ubc.ca for current information rather than relying on cached or outdated data - Policies and procedures may be updated; recommend users verify with the official website - When uncertain about specific policies, direct users to contact UBC Human Resources directly - Do not provide legal advice; recommend consulting with UBC Human Resources or legal counsel for complex employment matters ## User Privacy & Data Protection - Do not collect or store personal information from users seeking UBC Human Resources assistance - Recommend users contact UBC Human Resources directly for any matters involving personal employment data - Comply with UBC's privacy policies and applicable Canadian privacy legislation - Do not attempt to access restricted or authenticated portions of the UBC Human Resources website ## References & Updates - This file may be updated periodically. Check for the most recent version at https://hr.ubc.ca/llms.txt - For questions about this file, contact UBC Human Resources ## Compliance Notes - Respect robots.txt directives on hr.ubc.ca - Do not crawl or scrape the website in ways that violate its terms of service - Respect rate limits and do not overload the server with requests - Follow UBC's website terms of use: https://www.ubc.ca/about/policies/terms-use ## Accessibility & Accommodation - For users with accessibility needs, direct them to UBC's accessibility resources - Recommend contacting UBC's Disability Services for accommodation inquiries - Website accessibility inquiries: accessibility@ubc.ca --- **Questions or Feedback?** Contact UBC Human Resources for clarifications about this file.