Appointment checklist

There is no getting away from paperwork and forms, so we’ve created checklists of documentation that is required for specific faculty appointments, changes and leaves.

Unless otherwise noted, please send all documents to Faculty Relations (UBC Vancouver paperwork) or to UBC Okanagan Human Resources (for UBC Okanagan paperwork).


1. New tenure/Tenure track appointments

  • Faculty Appointment Form  signed by Head/Director and Dean (Dean only in non-Departmentalized Faculties)
  • Offer Letter Documentation Form
  • Letter of rationale/recommendation, including information on the number of applicants, candidates interviewed, and a brief summary of the referees’ backgrounds
  • Current curriculum vitae – Education & Experience sections only
  • Letters of reference –
    • For those to be reviewed by SAC:  four arm’s length letters of reference external to UBC and to the individual’s previous institution, except in the Professor of Teaching Stream where it may be appropriate for some of those letters of reference to come from the individual’s previous institution, so long as they are arm’s length.
    • For new tenure track Assistant Professors and Instructors: three letters of reference.
  • Years in Rank form
  • Copy of the offer letter signed by the new faculty member
  • If joint appointment, a completed Joint Appointment Form, signed by the Heads of each unit.

If a foreign academic the following must also be included:

  • Copy of a valid work permit
  • Copy of Social Insurance Number card, or copy of SIN application receipt

If Associate or Full Professor or Senior Instructor, see the Tenure and Promotion Guide for further requirements.

 

2. New term appointments (excluding visitors and postdoctoral fellows)

  • Faculty Appointment Form signed by Head/Director and Dean (Dean only in non-Departmentalized Faculties) EXCEPT for Sessional Lecturers who are appointed through ISIS.
  • Current curriculum vitae – Education & Experience sections only
  • If appointee is currently a UBC graduate student & will be teaching, attach letter of authorization from Graduate Studies (per Policy AP7 – Graduate Student Teaching (formerly Policy #75))
  • Copy of the offer letter signed by the new faculty member
  • Proof of advertisement, unless waiver obtained in advance through Faculty Relations or if not applicable.
  • Proof of legal entitlement to perform work for UBC. For citizens or permanent residents of Canada noting the Social Insurance Number (SIN) on the appointment form is sufficient. For unpaid appointments where the SIN is not provided a copy of one of either a Canadian passport, birth certificate, CRA tax receipt showing SIN or citizenship or permanent resident card must be provided.

If a foreign academic the following must also be included:

  • Copy of a valid work permit
  • Copy of Social Insurance Number card, or copy of SIN application receipt

Further details on the immigration process and immigration documents can found in our Immigration for Foreign Academics Section.

 

3. Visitors and postdoctoral fellows

  • Faculty Appointment Form signed by Head/Director and Dean (or Dean only in non-departmentalized Faculties)
    Note that in the case of postdoctoral fellow appointments with PFL earnings a Benefit line (BEN code) must be assigned on the appointment form. In the case of award recipients in receipt of funds from external sources a NUF line must be assigned (if the NUF postdoc is in receipt of benefits from the other institution then a NUF line is not required). Should a postdoc apply for benefits any costs will be charged to the BEN/NUF account line.
  • Current curriculum vitae – Education & Experience sections only
  • For postdoc award recipients (PFL or NUF) a copy of the award
  • Copy of the offer letter signed by the new visitor or postdoctoral fellow
  • Proof of legal entitlement to perform work for UBC. For citizens or permanent residents of Canada noting the Social Insurance Number (SIN) on the appointment form is sufficient. For unpaid appointments where the SIN is not provided a copy of one of either a Canadian passport, birth certificate, CRA tax receipt showing SIN or citizenship or permanent resident card must be provided.

If a foreign academic the following must also be included:

  • Copy of a valid work permit, or visitor visa if an unpaid appointment
  • Copy of Social Insurance Number card, or copy of SIN application receipt (not required for unpaid appointments)
 

4. Honorary appointments (i.e. without salary)

Appointments without pay are processed on HRMS via Electronic Personnel Action Form (ePAF).  Please ensure the following is uploaded to ePAF when processing new appointments:

  • Current curriculum vitae
  • Copy of the appointment letter signed by the new honorary faculty member
  • Proof of legal entitlement to perform work for UBC, for example, one of either a Canadian passport, birth certificate, or citizenship or permanent resident card must be provided.
  • Note: if appointment ends on June 30th, the appointment can be renewed through the annual reappointment process that occurs every spring which omits the requirement for a paper appointment form.
  • Note: please consider whether an informal designation might be more appropriate such as Associate Member.

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5. Administrative appointments – Associate Deans, Heads and Directors of academic units

  • See Additional Appointments
  • Note that the administrative job and the academic job should be on separate appointment forms.
 

6. Reappointments – Tenure stream

 

7. Reappointments – Term

 

8. Additional concurrent appointments

  • Only to be used for additional concurrent appointments
  • Faculty Appointment Form signed by Head/Director and Dean (Dean only in non-Departmentalized Faculties)
  • Copy of the offer letter signed by the faculty member
  • Proof of advertisement, unless waiver obtained in advance through Faculty Relations or if not applicable (please review the advertising guidelines)
  • Note: additional appointments can affect benefits eligibility. Please contact Faculty Relations for assistance in determining benefits eligibility,
 

9. Changes of salary or account

 

10. Change from grant tenure to tenure

  • Approval must be obtained in advance from the Provost for requesting a transfer from grant tenure to tenure.
  • Faculty Appointment Form signed by Head/Director and Dean (Dean only in non-Departmentalized Faculties)
  • Funding Transfer Form
 

11. Leaves

a) Study leaves

  • Study leave application
  • Up-to-date curriculum vitae (for internal faculty use only – do not forward to Faculty Relations)
  • Report or summary of accomplishments during last study leave
  • Signed by Head/Director and Dean (Dean’s signature only in non-departmentalized Faculties)

b) Unpaid leaves

c) Other leaves

  • For administrative, maternity/parental/adoption and medical leaves
  • Leave of Absence form signed by Head/Director and Dean (Dean’s signature only in non-departmentalized Faculties)
  • Form must be accompanied by a written request for medical, maternity or parental leave by the faculty member in addition to other supporting documentation (i.e. supporting medical documentation for medical leaves) or copy of the offer letter for administrative leave.
 

12. Honoraria

  • Lump-sum honoraria: use a faculty honoraria form
  • Ongoing honoraria: use a Faculty Appointment Form  with the earnings code “HON” and the action/reason code “pay rate change – additional responsibilities”
  • A description of what additional duties were performed by the faculty member outside of regular job duties and/or supporting document(s) must be included
  • Signed by Head/Director and Dean (Dean’s signature only in non-departmentalized Faculties)
  • Following the Dean’s signature:
    • All honoraria paid to Sessional Lecturers, regardless of amount, must be forwarded to Faculty Relations at UBCV or Human Resources at UBCO
    • All other honoraria if less than $4500 please send directly to Payroll
    • All honoraria $4500 or more must be forwarded to Faculty Relations at UBCV or Human Resources at UBCO
 

13. Post-retirement appointments

  • The following should be forwarded to Faculty Relations:
    • Faculty Appointment Form signed by Head/Director and Dean (Dean only in non-Departmentalized Faculties)
    • Copy of the signed offer letter
 

14. Resignations and retirements

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