How many weeks of leave am I eligible for as a pregnant employee?

Under the BC Employment Standards Act, pregnant employees are eligible for maximum of 78 weeks of unpaid leave. This includes:

• 17 weeks for a maternity leave and
• 35 weeks for a standard parental leave or 61 weeks for an extended parental leave.

All UBC employees qualify for an additional six consecutive weeks of unpaid maternity leave if you are unable to return to work after the end of the consolidated unpaid leave period for reasons related to the birth or the termination of the pregnancy, as certified by a medical practitioner.

An additional five consecutive weeks of unpaid parental leave will be granted if your child is certified by a medical practitioner to be suffering from a physical, psychological or emotional condition requiring an additional period of parental care.

If you wish to take additional leave beyond what is stipulated under the BC Employment Standards Act, you must request this in writing from your supervisor and any approved additional leave will be considered a general unpaid leave and you will be responsible for paying the full cost of the benefits and pension you choose to maintain.

What EI benefits am I eligible for during a maternity and parental leave?

Pregnant employees may be eligible for Employment Insurance (EI) benefits from Service Canada during their unpaid maternity and parental leave. To be eligible for EI benefits, pregnant employees must have 600 insurable hours in the 12-month period before the start of the leave.

If you meet EI’s eligibility rules for benefits, you will receive EI maternity and parental benefits as specified below:

• during maternity leave, the EI maternity payment is 55% of your pre-leave earnings up to a specific maximum amount for 15 weeks after a one week unpaid waiting period is served;
• during parental leave, birth parents have a choice of standard EI parental benefits (55% of your pre-leave earnings up to a specific maximum amount for 35 weeks) OR extended EI parental benefits (33% of your pre-leave earnings up to a specific maximum amount for 61 weeks) after a one week waiting period is served (this is not required if the pregnant employee has already served the waiting period). Two parents may share the EI parental benefits and both parents are required to choose the same option, either standard or extended. You cannot change between options once parental benefits have been paid.
• If you select the extended EI parental benefits option, you will need to request additional leave if you will take more than the 61 weeks that is available to you under the BC Employment Standards Act. Any approved additional leave will be considered general unpaid leave and you will be responsible for paying the full cost of the benefits and pension you choose to maintain.

Your EI maternity benefits can start as early as 13 weeks before the expected date of birth, and can end as late as 17 weeks after the actual date of birth.

Your EI parental benefits can start as early as the child’s date of birth, and can end no later than 52 weeks after the week the child is born if you choose the standard option or 78 weeks if you choose the extended option.

If you have a child born or placed with you for the purpose of adoption and share EI parental benefits with another parent, you may be eligible for sharing parental benefits. With the sharing benefit, you can take up to:

• 40 weeks of parental benefits when choosing the standard option, or
• 69 weeks of parental benefits when choosing the extended option.

One parent cannot receive more than 35 weeks of standard or 61 weeks of extended parental benefits.

How and when do I apply for a maternity and parental leave and EI benefits?

You should apply for a leave of absence from your department in writing, notifying them of the dates you expect to leave and return to work. It is suggested that you do this at least eight weeks before the start date of your leave.

Your department will then update your appointment status in Workday to notify Payroll that you are going on leave.

To coincide with EI payment weeks and avoid any possible loss of EI benefits begin your leave on a Sunday and end it on a Saturday (return from the leave on a Sunday).

You should apply for EI maternity and parental benefits from Service Canada as soon as possible after you stop working. If you delay applying for benefits later than four weeks after your last day of work, you risk losing these benefits.

A Record of Employment (ROE) is required for your EI application. Your Payroll Representative will automatically send your ROE electronically to Service Canada after your last paycheque. You do not need to request a ROE from UBC.

If you would like to speak with someone at UBC regarding your Record of Employment:

• UBC Vancouver Staff Payroll Representatives
• UBC Okanagan Staff and Faculty Payroll Representatives

Am I eligible for Supplemental Employment Benefits during my maternity and parental leave?

Yes. This program tops up your EI maternity benefit payment to more closely match your regular earnings. See the section below on Supplemental Employment Benefit for more information and how to apply.

Will I still receive my benefits when I’m on maternity and parental leave?

See the section Benefits Coverage while on a Leave for more information.

Will I accrue vacation while on maternity and parental leave?

See the Vacation page for more information.

Will I accrue sick days while on maternity and parental leave?

See the Paid Sick Leave page for more information.

How many weeks of leave am I eligible for as a birth parent?

Under the BC Employment Standards Act, birth parents are eligible for up to 62 weeks of unpaid parental leave.

An additional five consecutive weeks of unpaid parental leave will be granted if your child is certified by a medical practitioner to be suffering from a physical, psychological or emotional condition requiring an additional period of parental care.

If you wish to take additional leave beyond what is stipulated under the BC Employment Standards Act, you must request this in writing from your supervisor and any approved additional leave will be considered a general unpaid leave and you will be responsible for paying the full cost of the benefits and pension you choose to maintain.

What EI benefits am I eligible for during a parental leave?

Birth parents may be eligible for Employment Insurance (EI) benefits from Service Canada during their unpaid parental leave. To be eligible for EI benefits, birth parents must have 600 insurable hours in the 12-month period before the start of the leave.

If you meet EI’s eligibility rules for benefits, you will receive EI parental benefits as specified below:

• during parental leave, birth parents have a choice of standard EI parental benefits (55% of your pre-leave earnings up to a specific maximum amount for 35 weeks) OR extended EI parental benefits (33% of your pre-leave earnings up to a specific maximum amount for 61 weeks) after a one week waiting period is served (this is not required if the pregnant employee has already served the waiting period). Two parents may share the EI parental benefits and both parents are required to choose the same option, either standard or extended. You cannot change between options once parental benefits have been paid.
• If you select the extended EI parental benefits option, you will need to request additional leave if you will take more than the 62 weeks that is available to you under the BC Employment Standards Act. Any approved additional leave will be considered general unpaid leave and you will be responsible for paying the full cost of the benefits and pension you choose to maintain.

Your EI parental benefits can start as early as the child’s date of birth, and can end no later than 52 weeks after the week the child is born if you choose the standard option or 78 weeks if you choose the extended option.

If you have a child born or placed with you for the purpose of adoption and share EI parental benefits with another parent, you may be eligible for sharing parental benefits. With the sharing benefit, you can take up to:

• 40 weeks of parental benefits when choosing the standard option, or
• 69 weeks of parental benefits when choosing the extended option.

One parent cannot receive more than 35 weeks of standard or 61 weeks of extended parental benefits.

How and when do I apply for a parental leave and EI benefits?

You should apply for a leave of absence from your department in writing, notifying them of the dates you expect to leave and return to work. It is suggested that you do this at least four weeks before the start date of your leave.

Your department will then update your appointment status in Workday to notify Payroll that you are going on leave.

To coincide with EI weeks and avoid any possible loss of EI benefits begin your leave on a Sunday and end it on a Saturday (return from the leave on a Sunday).

You should apply for EI parental benefits from Service Canada as soon as possible after you stop working. If you delay applying for benefits later than four weeks after your last day of work, you risk losing these benefits.

A Record of Employment (ROE) is required for your EI application. Your Payroll Representative will automatically send your ROE electronically to Service Canada after your last paycheque. You do not need to request a ROE from UBC.

If you would like to speak with someone at UBC regarding your Record of Employment:

• UBC Vancouver Staff Payroll Representatives
• UBC Okanagan Staff and Faculty Payroll Representatives

Am I eligible for Supplemental Employment Benefits during my parental leave?

No, you are eligible for EI parental benefits only.

Will I still receive my benefits when I’m on parental leave?

See the section Benefits Coverage while on a Leave for more information.

Will I accrue vacation while on parental leave?

See the Vacation page for more information.

Will I accrue sick days while on parental leave?

See the Paid Sick Leave page for more information.

How many weeks of leave am I eligible for as an adopting parent?

Under the BC Employment Standards Act, adopting parents are eligible for maximum of 62 weeks of unpaid adoption leave.

An additional five consecutive weeks of unpaid leave will be granted if your child is certified by a medical practitioner to be suffering from a physical, psychological or emotional condition requiring an additional period of parental care.

If you wish to take additional leave beyond what is stipulated under the BC Employment Standards Act, you must request this in writing from your supervisor and any approved additional leave will be considered a general unpaid leave and you will be responsible for paying the full cost of the benefits and pension you choose to maintain.

What EI benefits am I eligible for during an adoption leave?

As an adopting parent, you may also be eligible for Employment Insurance (EI) parental benefits from Service Canada during your unpaid adoption leave. To be eligible for EI benefits, adopting parent (s) must have 600 insurable hours in the 12-month period before the start of the leave.

If you meet EI’s eligibility rules for benefits, you will receive EI parental benefits as specified below:

• during parental leave, adopting parents have a choice of standard EI parental benefits (55% of your pre-leave earnings up to a specific maximum amount for 35 weeks) OR extended EI parental benefits (33% of your pre-leave earnings up to a specific maximum amount for 61 weeks) after a one week waiting period is served (only one parent is required to serve the waiting period). Two parents may share the EI parental benefits and both parents are required to choose the same option, either standard or extended. You cannot change between options once parental benefits have been paid.
• If you select the extended EI parental benefits option, you will need to request additional leave if you will take more than the 62 weeks that is available to you under the BC Employment Standards Act. Any approved additional leave will be considered general unpaid leave and you will be responsible for paying the full cost of the benefits and pension you choose to maintain.

Your EI parental benefits must be completed within the first 52 weeks of your child arriving in your home if you choose the standard option or 78 weeks if you choose the extended option.

If you have a child born or placed with you for the purpose of adoption and share EI parental benefits with another parent, you may be eligible for sharing parental benefits. With the sharing benefit, you can take up to:

• 40 weeks of parental benefits when choosing the standard option, or
• 69 weeks of parental benefits when choosing the extended option.

One parent cannot receive more than 35 weeks of standard or 61 weeks of extended parental benefits.

How and when do I apply for an adoption leave and EI benefits?

You should apply for a leave of absence from your department in writing, notifying them of the dates you expect to leave and return to work. It is suggested that you do this at least eight weeks before the start date of your leave.

Your department will then update your appointment status in Workday to notify Payroll that you are going on leave.

To coincide with EI weeks and avoid any possible loss of EI benefits begin your leave on a Sunday and end it on a Saturday (return from the leave on a Sunday).

You should apply for EI parental benefits from Service Canada as soon as possible after you stop working. If you delay applying for benefits later than four weeks after your last day of work, you risk losing these benefits.

A Record of Employment (ROE) is required for your EI application. Your Payroll Representative will automatically send your ROE electronically to Service Canada after your last paycheque. You do not need to request a ROE from UBC.

If you would like to speak with someone at UBC regarding your Record of Employment:

• UBC Vancouver Staff Payroll Representatives
• UBC Okanagan Staff and Faculty Payroll Representatives

Am I eligible for Supplemental Employment Benefits during my adoption leave?

No, you are eligible for EI parental benefits only.

Will I still receive my benefits when I’m on adoption leave?

See the section Benefits Coverage while on a Leave for more information.

Will I accrue vacation while on adoption leave?

See the Vacation page for more information.

Will I accrue sick days while on adoption leave?

See the Paid Sick Leave page for more information.

What is the Supplemental Employment Benefits program?

The Supplemental Employment Benefits (SEB) Program pays the difference between the Employment Insurance (EI) maternity benefit and 95% of your salary for a specified period of time.

For example, if you have monthly gross earnings of $4,000 ($1,000/week), your EI maternity/parental benefit will pay you 55% of those earnings, up to a maximum of $729 a week (EI maximum for 2026). You will receive $550/week of EI benefits and SEB will top this up by $400/week so that your combined EI and SEB benefit payment will total $950/week (95% of your weekly salary) during the specified number of weeks you are eligible for top-up. (This is an illustrative example only.)

Service Canada will calculate your EI maternity/parental benefit based on your average weekly earnings over the 12 month period from the start date of your leave. UBC will calculate your SEB top-up based on your current salary at the time of your leave.

If you do not return to work after your leave for at least six months, you will be required to reimburse UBC the total value of the SEB payments you received while on leave.

After six months of return to work, you will receive the additional 5% of salary for the specified length of time top-up is payable.

Am I eligible for the SEB?

You may be eligible for SEB if you a pregnant employee taking maternity leave.

You must also:

• be currently actively employed by UBC,
• have your EI benefits claim approved by Employment and Social Development Canada, and
• be returning to work for at least six months following your leave. If you do not return to work for at least six months, you may be required to pay UBC back any top-up benefits you received depending on your employee group.

How do I apply for Supplemental Employment Benefits?

Submit a ticket to your Payroll Representative in Financial Operations – Payroll and attach the Letter of Agreement for the SEB Program. If you are in a union, a union shop steward must sign the letter as a witness. Payroll will sign the UBC Representative section of the form. If you are non-union, a Financial Services Payroll Manager must sign the letter as a witness.

• UBC Vancouver Payroll Representatives
• UBC Okanagan Payroll Representatives

By signing the Letter of Agreement, you agree to remain at work for a minimum of six months following your leave. If you do not remain at work for six months, you are required to repay UBC the full amount of the SEB benefits you received. If you return to a part-time position after your leave, you may have to repay some or all of your SEB benefits. If you are not sure whether you will remain at work for six months following your leave, you can apply for the SEB Program retroactively after you return to work for six months. This allows you to avoid a situation where you have to repay a benefit to UBC.

After you have signed the Agreement, provide your Payroll Representative in Financial Operations with a copy of your “My Latest Claim” from your myService Canada account after you receive your first EI payment.  Payroll will use this information to calculate your SEB top-up.

The Agreement will also outline if you are eligible for the additional 5% SEB top-up upon your return to work right away or after six months. (See the table above to see if your employee group is eligible for this.) If you are eligible, contact your Payroll Representative in Financial Operations to apply for the additional 5% SEB top-up.

• 2008 HR Memo on the CUPE 116 Attendance Management Program (pdf)
• For Managers: CUPE 116 Attendance Management Guidelines (pdf)
• Letter to CUPE 116 employees regarding the Attendance Management Program (pdf)

• CUPE 2950 Attendance Management Guidelines (pdf)
• Informal Attendance Conversation (CUPE 2950) (pdf)
• Formal Meeting Checklist (CUPE 2950) (pdf)
• Attendance Management FAQs (CUPE 2950) (pdf)

• Revised Sept 2014 Attendance Management IUOE Guidelines (pdf)
• Frequently Asked Questions January 2016 (pdf)
• Letter to All IUOE Employees Jan 2016 (pdf)

Attendance Management Guidelines (M&P and non-union)

Share information with your staff about your standards for attendance and expectations about the employee’s responsibility regarding attendance and absenteeism.

Employees are responsible for making sure they:

• Call their supervisor to report absences
• Attend to personal business outside of business hours
• Schedule medical and dental appointments outside of work hours, if possible

Increase your staff’s awareness of the importance of being at work regularly and consistently, and how their attendance relates to their contribution to the success of your team.

Acknowledge good attendance and coach employees who are having difficulty with attendance to find solutions.

One way to decrease the use of sick time and encourage attendance at work is to promote health, wellness and safety in the workplace. In some cases, absenteeism may be a symptom of something else going on in an employee’s life.

UBC has supports in place to promote wellness, both for individuals and organizations:

• UBC benefits and wellbeing programs, including workplace safety and injury prevention, health promotion, and a graduated return to work program
• The Employee and Family Assistance Program (EFAP), for a confidential counselling service for employees and their families

If you need support with attendance management, contact your HR Advisor.

Keep accurate records of your staff’s attendance. With good records, you will be able to see if there is excessive use of sick time, and be able to spot any patterns of absenteeism.

UBC makes it a priority to manage absenteeism.

On an annual basis, UBC's human resources team compiles data on sick leave usage from Workday and uses it for the following purposes:

• The “Managing Health Promotion and Absenteeism at UBC report presented to the Executive and the Board of Governors, providing a snapshot of the health of our staff and faculty and including statistics on the usage of sick leave (staff only), Income Replacement Plan, Employee and Family Assistance Program, and the Return to Work Program as well as Prevention, Health and Wellbeing Programs.
• Benchmarking of sick leave data and assessing the effectiveness of programs in managing absenteeism.
• A tool for deans, directors, department heads and administrators to benchmark sick leave in their department or faculty against the rest of the university.

Absences, including sick leave, should be entered in Workday.

For Workday resources and help visit the Integrated Service Centre

If you become aware of problematic behaviour, it's recommended that you deal with it early. Please consult with your department administrator or a human resources advisor before taking any corrective action.

If attendance becomes an issue, we again recommend that you address it early. A good practice is to speak to the student employee about frequent absences as you would with any staff employee.

With any unionized student appointments, you need to consult your HR Advisor prior to addressing attendance issue.

Most often, appointments conclude when the term appointment comes to an end. If a student resigns prior to the end of their appointment, please ensure you obtain a written resignation.  

 Should the department need to end an appointment prior to the specified term, student employees require notice in accordance with the BC Employment Standards Act in most instances. If you need to end a student’s appointment prior to the specified term end date for any reason, please contact your HR Advisor for assistance. A termination or end job business process will need to be completed in Workday if you end a student appointment earlier than the expected term end date. 

For students in unionized positions, contact your HR Advisor.

Students in research positions that are a direct benefit to their studies (GRAs) do not pay into the Canada Pension Plan or Employment Insurance regime and will receive T4As. These students can't apply for Employment Insurance.

Students who are in non-research positions or research positions that aren't a direct benefit to their studies (for example GAAs doing research in a field outside of their studies that are beneficial for a PI but not themselves) pay into Canada Pension Plan and Employment Insurance and will receive T4s. These students may apply for EI.

T4s/T4As are available through Workday. For Workday resources and help visit the Integrated Service Centre. 

Visiting Faculty appointments are provided to academics visiting a UBC campus. These appointments are made only when appointees hold continuing appointments or have emeritus status at other universities or institutions to which they expect to return.  All paid visiting faculty must have an appointment. For those that are unpaid we normally recommend an appointment if the visit to campus is one month or more.

These positions are normally held for a maximum of 2 years. For more information, please review Policy AP4 – Faculty Term Appointments

Visiting Faculty who are foreign nationals will require a work permit, unless they are eligible for entry under the 120-Day Researcher category.  Please refer to the IRCC Offer of Employment - completion guide for Postdoc & Visitor appointments on the Recruiting foreign academics page.

Please refer to the appointment checklist for visitors for the list of documents that must be submitted to Faculty Relations.

These appointees are not eligible for pension and benefits. Visitors are encouraged to make private arrangements for benefit plans and insurance coverage.

Individuals who are visiting students fall under the Visiting International Research Student (VIRS) category handled by UBC Student Services (UBC Vancouver) or the Global Engagement Office (UBC Okanagan).

An individual who holds a non-academic appointment at another institution may be able to hold a visiting scientist appointment at UBC. The appointment may be up to two years and the expectation is that the individual will be returning to their position at the home institution.  These positions can be paid or unpaid. 

Units wishing to offer a visiting position to a foreign national who does not hold an academic position at another university must contact either Immigration.help@ubc.ca (UBC Vancouver) or Trisha.Kasawski@ubc.ca (UBC Okanagan) prior to making an offer in order to determine eligibility for entry into Canada. 

Please refer to the appointment checklist for visitors for the list of documents that must be submitted to Faculty Relations.

These appointees are not eligible for pension and benefits. Visitors are encouraged to make private arrangements for benefit plans and insurance coverage.

To be eligible, students must be enrolled in a co-op program from a Canadian institution. International students accepted into a co-op program must apply for and obtain an off-campus work permit prior to accepting a co-op position.

Before offering a co-op position to a foreign student, administrators and managers must confirm with the co-op office that the student is lawfully allowed to work for UBC. And they must review the student’s permit information if applicable.

Co-op positions are advertised through UBC's Co-op Office. If departments need assistance with co-op job descriptions, or anything else, the Co-op Office can provide support.

Upon confirmation from the department, the Co-op Office will make the verbal offer to the student. Once the student accepts the appointment, the department will need to process the hire of the co-op student in Workday and formalize the offer letter and proceed with the student's onboarding.

Once hired, the supervisor needs to have performance reviews and discussions with the co-op student to help the student meet their learning objectives and goals.

The co-op coordinator will meet with both the supervisor and co-op student together midway through the appointment to review how things are going and if the student is on-track to meeting those objectives. If any issues and/or concerns arise, the co-op coordinator is the contact person and resource for both students and departments.

To be eligible for most student appointments, students must maintain the necessary course load required to meet full-time student status as determined by the UBC Student Registrar.  Students who do not meet full-time status may still be eligible for student appointments in exceptional circumstances.

Departments are responsible for confirming the minimum eligibility as outlined above. If a student falls below the minimum full time status by dropping or withdrawing from courses, the department must terminate the student’s appointment. It's also the department’s responsibility to ensure a student is not on academic probation.

To be eligible for a student appointment, a full-time graduate student isn't required to fulfill the minimum credit criteria noted above.

For information on teaching and research assistant opportunities, visit the Student Services website or the Graduate school website.

A student is no longer considered a student after their convocation date. However, as a practice, students have been allowed to continue working until the end of the term. For example, if Fred’s convocation is in November, Fred can continue their student appointment until the end of December.

International students studying at UBC who are in possession of a valid student visa are eligible for student work opportunities at UBC. They don't require further permission from the federal government to work on campus.

If an international student is studying at another Canadian institution, they must have an off-campus work permit to work for UBC.

October 2022: temporary lifting limit to off-campus hours

International Students from Designated Learning Institutions (DLI’s) were previously restricted to working a maximum of 20 hours per week off-campus when their program is in session and they hold a valid Study Permit. On October 7,  Immigration, Refugees and Citizenship Canada (IRCC) announced the temporary lifting of the 20-hour-per-week cap to address labour shortages in Canada.  From November 15, 2022 to December 31, 2023, eligible international students may work unlimited hours off campus. The eligibility to work criteria for Students are set out here IRCC Regulation 186(f) and (v) and it is sub-paragraph 186(v)(iii) that will be temporarily suspended for students. Students must have the work condition “May accept employment on or off campus if meeting the eligibility criteria” listed on their Study Permit if they intend to work.

Hiring managers can hire non-UBC students into term positions with unlimited hours when the following conditions have been met:

• hold a valid (in-date) Study Permit that contains the condition that confirms “May accept employment on or off campus if meeting the eligibility criteria”
• declaration from the student (in writing) that they will remain actively engaged in the full-time course of study associated with their valid Study Permit
• declaration from the student (in writing) that they will not take an authorized leave from their studies while they are employed by UBC
• the job only exceeds the previous 20-hour-per-week limit in off-campus work between the dates of November 15, 2022 and December 31st, 2023 (inclusive)
• the signed UBC offer letter must include the immigration language stating that authorization to work must be maintained and have a duration that is equal to or less than the expiry date on their valid Study Permit

Most full-time UBC students are already authorized to work unlimited hours on campus, as long as the Study Permit includes the condition that they are authorized to work.

For more details, review the announcement. For questions please contact your HR Advisor or Manager.  

Social Insurance Number required

All students, whether international students or not, must have a Social Insurance Number (SIN) before they can be paid by UBC. A SIN is not an employment authorization. It registers the student with Revenue Canada so that statutory deductions (taxes) will be recorded properly.

Creating a clear and complete job description is the first step in determining the type of work that's needed from a student employee.

Student employee job descriptions will be entered into Workday. They don't need to be as comprehensive as staff job descriptions, but they should contain the following:

• job summary
• duties
• responsibilities
• minimum qualifications

Find all the steps required with the Create Position: GRA & TA article in the Workday Knowledge Base. For more Workday resources and help, visit the Workday Knowledge Base (CWL required). 

All student positions are subject to the BC Employment Standards Act and university policies. 

If a student position performs work typically considered part of a bargaining unit (CUPE Locals 2950, 116 or 2278 at the Vancouver campus, or BCGEU at the Okanagan campus), the position becomes part of the bargaining unit and the provisions of the applicable collective agreement must be observed (including hours, wages, benefits, etc.).

If a position is not considered part of a bargaining unit, such positions must not contain work that is reserved for unionized employees.

• For more information on collective agreements, please refer to the collective agreements details on the employee website.
• For information about employment-related legislation, please refer to the BC Employment Standards Act.

For information on foreign and international student workers, please visit the 'Student employees' section of the Foreign workers and work permits page.

The collective agreements specify wage rates for students covered by those agreements. For non-union student appointments, the wage rate must at least meet the provincial minimum wage.

When determining the appropriate wage, we encourage you to take into account:

• Nature of the work
• Equity of student wages within the department
• Academic benefit to the student/department
• The department/unit’s ability to pay.
• The fact that many students rely on these wages as a means of financial support for their studies.

For Work Learn (Vancouver) and Work Study (Okanagan) student employees, please refer to the UBC Vancouver Work Learn website or the UBC Okanagan Work Study website.

For undergraduate NSERC students, the minimum pay is $7,571.20 over 16 weeks. For more information, please refer to the NSERC USRA website.

Where a student employee performs work covered by a collective agreement, the provisions of the collective agreement apply. This includes provisions on hours of work and overtime. 

For non-union student employees, refer to the BC Employment Standards Act for the relevant provisions. The Act states that an employer must pay the employee overtime wages if the employee works more than eight hours in a single day or more than 40 hours in a week (but not both). The overtime rate of pay is 1.5 to 2 times the employee’s regular wages.

Recommended 12 hours per week maximum

As a guideline, we recommend that students work a maximum of 12 hours per week in non-union and non-scholarship student positions. While this limit is only a recommendation, we understand there will be times when additional hours are requested by students or required by departments.

Given the various demands placed on our students, it's expected that faculty members consider each student’s individual circumstances and commitments prior to scheduling them to work additional hours.

Unionized and scholarship positions

Students in unionized, scholarship, and certain types of student appointments must follow the applicable collective agreement, scholarship requirements, and outlined regulations regarding hours of work per week.

Review the maximum hours within the Work Learn program.

Supervisor responsibilities

It's the supervisor’s responsibility to plan and set up the work the student will perform. Students depend upon these wages for support so it is important that the supervisor ensures that work is in place for times that the student is scheduled to come in.

If you have any questions about hours of work, contact your Human Resources Representative.

• CUPE 2278 positions for the September to April period are required to be posted by the preceding March 31 in accordance with Article 13.01 of the CUPE 2278 collective agreement.  For more information, refer to the CUPE 2278 Collective Agreement.
• BCGEU Okanagan Teaching Assistant positions for the September to April period are required to be posted by the preceding March 31 in accordance with Appendix F -- Teaching Assistants of the BCGEU Collective Agreement. 

Other student positions don't require posting. You may choose to advertise on your department’s website. UBC departments may post UBC jobs for free on the Hire a Student website.

It's strongly recommended that departments interview applicants and conduct two to three supervisory reference checks on their top candidate, including a reference from the student's current supervisor.

Is the student working elsewhere?

During the interview, the department should ask the student whether they currently hold any other active student or staff appointments. It's beneficial to both the student and the department to address this topic prior to making an offer, not only to determine if the student’s hours per week exceed the maximum under the guidelines, but also to assess whether the student can reasonably meet the commitments required to successfully perform the role.

Know your collective agreements

It's important to consult the relevant collective agreement for unionized positions, as certain positions will have recall or priority rights.

Remember that a verbal offer is legally binding. If you have any questions or concerns, contact your department administrator, human resources manager or team member prior to making a verbal offer.

Positions requiring access to children or vulnerable adults require a criminal records check.

Employment agreements will be created in Workday, and will be routed to the successful candidate for review and agreement.  For Workday resources and help, visit the Workday Knowledge Base (CWL required). 

After making an offer and receiving acceptance from your desired candidate, you can hire the student in Workday. Refer to the following Workday Knowledge Base resources for details: 

• Direct Hire into Student Positions
• Add Job
• Change Job: Reappointment or Extension (Staff & Student)
• Change Job: Transfer (Staff and Student) 

Supervisors are responsible for ensuring student employees get paid on time, and know how and when they should report their hours, whether directly into Workday or by using some other method such as a departmental timesheet. Supervisors must inform student employees of any reporting deadlines to ensure that they are paid on time. Student employees will be able to view their pay statements on Workday. To learn more about student onboarding as it relates to payment, including ensuring students complete the necessary WPL Workday training course, please see the Managing student employees page. 

For Workday resources and help, visit the Workday Knowledge Base (CWL required). 

Students aren't eligible for staff benefits unless they're employed as staff in staff positions.

Eligibility is determined by the applicable collective agreement or handbook. 

Students are eligible for the student health plan (in Vancouver, the AMS/GSS health and dental plan; in the Okanagan, the UBCSUO health and dental plan.)

Certain categories of student employment have vacation pay calculations included in their wage rate. Other student appointments  receive 4% holiday pay in addition to the wage on each pay cheque.

Please consult with your Human Resources Representative for further information.

Student employees may be eligible for legislative sick leave. Learn more about legislative sick leave at UBC.

If a student employee is not yet eligible for legislative sick leave, please visit the Workday Knowledge Base (CWL required) for additional information regarding recording absenteeism in Workday.

For unionized student positions, please refer to the collective agreement or Employee Handbook for Students for sick time information.
 

If a student meets the eligibility requirements under the BC Employment Standards Act, then they're eligible to receive statutory holiday pay.

Affiliation/pay: Must comply with the Employment Standards Act. Wages considered 100% regular earnings. Wages, when paid monthly, include vacation pay.

Examples of typical duties: Performs work not academic in nature, not performed by a TA, and not directly related to students’ field of study. e.g. Performing research for a faculty member that’s not of direct benefit to the student’s academic field of study.

When it’s appropriate to hire: Hire a UAA/GAA for work related to the faculty’s area of research.

Affiliation/pay: A Graduate Research Assistantship or an Undergraduate Research Assistantship (Fellowship) is a form of financial support for a period of graduate or undergaduate study and is, therefore, not covered by a collective agreement or handbook. Unlike other forms of fellowship support for graduate or undergraduate students, the amount of a GRA or URA (Fellowship) is neither fixed nor subject to a university-wide formula. To determine appropriate pay methods depending on the circumstances of the arrangement, visit the Student Service Appointments page on the Graduate School website.

Examples of typical duties: The duties usually constitute part of the student's graduate or undergraduate degree requirements. The entire stipend is considered to be a scholarship, the conditions of which may be specified by the granting agency. For tax purposes, it is considered to be a fellowship rather than payment for work.

When it’s appropriate to hire:  Professors may be able to provide Research Assistantships from their research grants to support full-time graduate or undergaduate students studying under their direction. 

Affiliation/pay: Must comply with CUPE 2278 Collective Agreement. Salary for all TAs is 80% regular earnings and 20% fellowship earnings.

Examples of typical duties: Lab instruction, discussion, tutorials and lectures, marking of exams, tests and assignments, invigilation duties, academic assistance during office hours.

When it’s appropriate to hire: A GTA 1 is a graduate student who has completed two (2) years’ service as a graduate student teaching assistant.

Affiliation/pay: Must comply with CUPE 2278 Collective Agreement. Salary for all TAs is 80% regular earnings and 20% fellowship earnings.

Examples of typical duties: Lab instruction, discussion, tutorials and lectures, marking of exams, tests and assignments, invigilation duties, academic assistance during office hours.

When it’s appropriate to hire: A GTA 2 is a graduate student who has completed less than two (2) years’ service as a graduate student teaching assistant.

Affiliation/pay: Must comply with CUPE 2278 Collective Agreement. Wages considered 100% regular earnings.

Examples of typical duties: Lab instruction, discussion, tutorials and lectures, marking of exams, tests and assignments, invigilation duties, academic assistance during office hours.

When it’s appropriate to hire: UTA registered in a Bachelor degree program at UBC.

Affiliation/pay: Must comply with CUPE 2278 Collective Agreement. Wages considered 100% regular earnings.

Examples of typical duties: Marks exams, tests or assignments that require only objective marking..

When it’s appropriate to hire: Hire a Marker when only marking is necessary.

Affiliation/pay: Must comply with CUPE 2950 Collective Agreement. Full-time students working no more than 10 hours per week. Certain exceptions apply to hours of work. Contact your HR Advisor for further direction.

Examples of typical duties: Performs duties normally done by bargaining unit employees, paid at the base rate. Shall not displace members of the bargaining unit. Are outside of the certification

When it’s appropriate to hire: Hire when only clerical, library or other bargaining unit work is required.

Affiliation/pay: Must comply with the Work Learn position classification guide (listed on the Work Learn website). Program subsidizes wages by $8/hour. Department pays the rest + benefits (which is approximately 11.48%).

Duties fall under various categories including: clerical, research, project, and daycare assistant..

When it’s appropriate to hire: Apply for funding when hiring a student part-time during the school year, or full time during the summer. See the Work Learn website) for details.

Affiliation/pay: Can be assigned full-time or part-time work. IUOE 115 Collective Agreement applies with certain exceptions.

Examples of typical duties: Performs work within the bargaining unit as “supernumeraries” to the crew. Paid hourly at no less than $16.50/hr.

When it’s appropriate to hire: Hire for a maximum of 4 months in any 12-month period.

Affiliation/pay: Must comply with the Employment Standards Act and any UBC collective agreement and/or handbook. 

Examples of typical duties: Public and private-sector employers (which include most UBC faculties & departments) are eligible to receive a subsidy for up to 50% of the provincial minimum wage. Not-for-profit employers on campus are eligible for a subsidy of up to 100%.

Examples of typical duties: Duties depend on the type of position. Positions should provide career-related experience or early work experience. 

When it’s appropriate to hire: Apply for funding when hiring a student full-time (30-40 hours/week). Six to 16 weeks in duration during the summer months. Note that applications are accepted in January and finalized in March/April. For more information, see the Canada Summer Jobs page.

Affiliation/pay: Must comply with CUPE 116 Aquatic Centre collective agreement. Winter: may work a maximum of 20 hours per week. Summer: may work up to 8 hours per day 34 hours per week (or up to 40 hours per week with Union approval).

Examples of typical duties: Duties fall under the classifications of lifeguard instructor, shift supervisor, and cashier attendant.

When it’s appropriate to hire: Full time undergraduate or graduate student hired for work in the UBC Aquatic Centre. Normally permitted to work one four-month semester period immediately following graduation.

Affiliation/pay: Typically 16 weeks of full-time employment. Minimum pay is $7,571.20 over 16 weeks and NSERC will reimburse $4,500.

Examples of typical duties: Students should be engaged in research projects that are in the natural sciences or engineering.

When it’s appropriate to hire: When an undergraduate student receives an NSERC award. Visit the NSERC USRA page for information about deadlines.

Affiliation/pay: Non-union. Three-month probation period.

Examples of typical duties: Contact your Human Resources Representative.

When it’s appropriate to hire: Contact your Human Resources Representative.

Affiliation/pay: Non-union.

Examples of typical duties: Performs work pertaining to fitness instruction.

When it’s appropriate to hire: When the position provides fitness instruction.

Affiliation/pay: Can only work the hours assigned by Access and Diversity. Maximum 10 hours per week. Student positions are advertised on UBC CareersOnline.

Examples of typical duties: Alternate Format Production Assistant – Level 1 and 2, Exam Assistants and Invigilators (note that Exam Invigilators are only open to registered UBC graduate students who are not currently taking courses with exams), Library Access Assistant 1 and 2, Mobility Assistant, Note Taker, Scribe, Peer Tutor. For more information, see Centre for Accessibility website

When it’s appropriate to hire: See Centre for Accessibility website for more information.

Affiliation/pay: Summer positions for student workers. 10 ­– 35 hours per week. Salary for full-time work (35 hours per week) ranges from $8,000 – $10,500 for the summer.

Examples of typical duties: Orientation and Transition Coordinators, Centre for Student Involvement and Peer Programs Assistant, Student Development Assistants – Science, Terry Project Student Assistants, Chapman Learning Commons Assistants.

When it’s appropriate to hire: See Student Development’s website.

Affiliation/pay: Must comply with the Employment Standards Act. Wages considered 100% regular earnings. Wages, when paid monthly, include vacation pay.

Examples of typical duties: Performs work not academic in nature, not performed by a TA, and not directly related to students’ field of study. e.g. Performing research for a faculty member that’s not of direct benefit to the student’s academic field of study.

When it’s appropriate to hire: Hire a UAA/GAA for work related to the faculty’s area of research.

Affiliation/pay: A Graduate Research Assistantship or an Undergraduate Research Assistantship (Fellowship) is a form of financial support for a period of graduate or undergaduate study and is, therefore, not covered by a collective agreement or handbook. Unlike other forms of fellowship support for graduate or undergraduate students, the amount of a GRA or URA (Fellowship) is neither fixed nor subject to a university-wide formula. To determine appropriate pay methods depending on the circumstances of the arrangement, visit the Student Service Appointments page on the Graduate School website.

Examples of typical duties: The duties usually constitute part of the student's graduate or undergraduate degree requirements. The entire stipend is considered to be a scholarship, the conditions of which may be specified by the granting agency. For tax purposes, it is considered to be a fellowship rather than payment for work.

When it’s appropriate to hire:  Professors may be able to provide Research Assistantships from their research grants to support full-time graduate or undergaduate students studying under their direction. 

Affiliation/pay: Must comply with BCGEU Collective Agreement (Appendix F).

Examples of typical duties: Lab instruction, discussion, tutorials and lectures, marking of exams, tests and assignments, invigilation duties, academic assistance during office hours.

When it’s appropriate to hire:  Graduate student in a PhD program

Affiliation/pay: Must comply with the BCGEU Collective Agreement (Appendix F). 

Examples of typical duties: Lab instruction, discussion, tutorials and lectures, marking of exams, tests and assignments, invigilation duties, academic assistance during office hours.

When it’s appropriate to hire: Student registered in a Master's degree.

Affiliation/pay: Must comply with BCGEU Collective Agreement (Appendix F).  Wages considered 100% regular earnings.

Examples of typical duties: Lab instruction, discussion, tutorials and lectures, marking of exams, tests and assignments, invigilation duties, academic assistance during office hours.

When it’s appropriate to hire: Student registered in a bachelor's program.

Affiliation/pay: Must comply with BCGEU Collective Agreement (Appendix F). Wages considered 100% regular earnings.

Examples of typical duties: Marks exams, tests or assignments that require only objective marking.

When it’s appropriate to hire: Hire a Marker when only marking is necessary.

Must comply with BCGEU Letter of Understanding 1, Student Appointments. 

The term "student assistant" shall mean any full-time student who is enrolled at the University and works no more than 12 scheduled hours in any one week. Such student assistants are outside the certification. Certain exceptions apply to hours of work. 

A student who is hired to regularly work more than 12 scheduled hours per week shall be considered an employee as defined in the BCGEU collective agreement. Student assistants performing duties normally done by employees bound by this agreement shall be paid at the base hourly rate of the salary scale as outlined in the collective agreement. Student assistants shall not be used to displace members of the bargaining unit. 

Contact your HR Advisor for further direction.

Affiliation/pay: Appointments approved through Work Study Program. The Work Study Program provides a subsidy of 80% of BC’s minimum wage. Employers are responsible for paying the remaining 20% of minimum wage, plus 14% employer paid payroll expenses (CPP, EI, etc.) and any discretionary salary top up via an authorized UBC cost center according to payroll deadlines.

Duties fall under various categories including: Non-operational; project-based, or value-added work. Research, administrative and professional practice, scholarly activity including creative process and practice and academic.

When it’s appropriate to hire: Apply for funding when hiring a student part-time during the school year, or full time during the summer. (See the Work Study Program website for details).

Affiliation/pay: Must comply with the Employment Standards Act and any UBC collective agreement and/or handbook. 

Examples of typical duties: Public and private-sector employers (which include most UBC faculties & departments) are eligible to receive a subsidy for up to 50% of the provincial minimum wage. Not-for-profit employers on campus are eligible for a subsidy of up to 100%.

Examples of typical duties: Duties depend on the type of position. Positions should provide career-related experience or early work experience. 

When it’s appropriate to hire: Apply for funding when hiring a student full-time (30-40 hours/week). Six to 16 weeks in duration during the summer months. Note that applications are accepted in January and finalized in March/April. For more information, see the Canada Summer Jobs page.

Affiliation/pay: Typically 16 weeks of full-time employment. Minimum pay is $7,571.20 over 16 weeks and NSERC will reimburse $4,500.

Examples of typical duties: Students should be engaged in research projects that are in the natural sciences or engineering.

When it’s appropriate to hire: When an undergraduate student receives an NSERC award. Visit the NSERC USRA page for information about deadlines.

Affiliation/pay: Must comply with BCGEU Collective Agreement (Appendix E). 

Examples of typical duties: Engage in community building, offer student activity programming, participate in training and development, contribute to Residence Life meetings, provide community management support, perform on-call rounds and response.

When it’s appropriate to hire: Full time UBC student in good academic standing.

• Research Associate positions must be advertised in accordance with UBC’s faculty advertising guidelines. If the appointee is a not a citizen or permanent resident of Canada, please see the recruiting foreign academics page.
• Advertising is not required for honorary research associates.

Available positions will be posted on UBC’s website. Please visit the faculty careers page for more information.

Every Research Associate must receive an offer letter, which must be signed by the Research Associate accepting the terms of the offer. Offer letters are important in verifying the verbal contract between the Research Associate and their department, as well as detailing expectations and commitments of both parties.

Foreign Research Associates are required to obtain a temporary work permit in order to be employed and perform work for UBC. Please review the recruiting foreign academics page, which outlines the steps involved and provides details on obtaining a temporary work permit and Social Insurance Number (SIN), and also provides information on what is expected after the foreign Research Associate arrives at UBC.

1. Research Associate appointments can be made one year at a time and can be renewed indefinitely. Please review our checklist for required documentation. In addition, please submit proof of advertising.

2. Honorary Research Associate appointments can be made for 10 years at a time and can be renewed. Please review our checklist for required documentation. If appointed with an end-date of June 30th, the appointment can be renewed through the annual renewal process that occurs every spring.

Salaries and benefits of Research Associates are paid from research grants or contracts. Starting salaries are negotiated between the new Research Associate and their department and will change as per the mandated increases approved by the Board of Governors.

Additionally salaries may also increase annually upon the anniversary of the hire date if the offer or reappointment letter contains language that specifically allows for a salary increase upon reappointment.

There is no salary scale for Research Associates but there is a minimum per annum salary required for full-time appointments which will be pro-rated for part-time appointments. Research Associates are eligible for salary increases under the provincial mandate.

Minimum salary & increases are as follows:

• July 1, 2021: $60,205 (2% GWI)
• July 1, 2022: $62,692 (3.24% GWI + 0.25/hour)
• July 1, 2023: $66,924 (6.75% GWI)
• July 1, 2024: $68,932 (3% GWI)

A minimum salary is also required for benefit eligibility.

Research Associates may be eligible for pension and benefits. The normal eligibility requirements for pensions and benefits are:

• an appointment of at least 1 year in length
• a minimum 50% appointment
• must meet the minimum salary requirements for that position

Note that fellowship earnings do not attract pension and benefits.

For those Research Associates ineligible for pension and benefits, the Province of BC requires enrolment with the BC Medical Services Plan and we also recommend that you have private coverage where necessary.

Vacation entitlement is subject to negotiation with your supervisor but is at minimum 2 weeks per year with salary and benefits. Refer to the vacations page for full details.

Research Associates are eligible for the following types of leaves:

• sick leave;
• maternity, parental, and adoption leave;
• general leave (without salary): Possible up to a year at a time, but normally limited to a maximum of 2 years and must be authorized by Department Head and Dean.
• jury duty or court witness request; or
• compassionate care leave.

Get details about UBC's leaves and vacations. 

Research support is available through the Office of the Vice President Research.

The expense fund for Research Associates is administered by UBC Human Resources. Get information about learning opportunities.

Where a Research Associate is given formal teaching duties, a concurrent teaching appointment will be given.

The best way to handle a problem between a Research Associate and their supervisor is to identify it while it’s small and manageable, and collaborate on finding a solution. Unresolved problems may be brought in confidence to the attention of the Department Head. If an issue cannot be resolved by the Department Head, it may be brought in confidence to the attention of the Dean. Faculty Relations can also be contacted at any time for assistance.

The amount of a fellowship will vary depending on the award and funding source.

Postdoctoral Fellows who receive fellowship earnings administered by UBC will receive payment directly deposited to their bank account on the 15th and the last day of every month. 

Postdoctoral Fellows who receive financial support from other sources not administered by UBC will have an appointment with UBC but will not receive payment from UBC. However, the monthly amount of the external award/funding is recorded on Workday as an External Allowance. This is to ensure that externally funded Postdoctoral Fellows are covered under UBC’s liability insurance and are covered under the Extraordinary Expense Fund (EEF). 

While at UBC, any earnings received are considered Canadian income, unless otherwise indicated by Canada Revenue Agency (CRA) in writing prior to arrival.

UBC Payroll withholds income tax from fellowship earnings. At the end of the tax year in February a T4A slip will be issued by Payroll which will be used to file your taxes. Please ensure that your forwarding address is up to date in the event you leave UBC prior to this time. Contact a financial advisor or the Canada Revenue Agency for tax and financial information.

If there are any questions about paying income tax in Canada, please refer to CRA’s information for non-residents or contact the International Tax Services Office:

• Calls from Canada and the US: 1.800.267.5177
• Calls from outside Canada and the US: 1.613.952.3741
• Fax number: 1.613.941.2505

***Collect calls are accepted***

Check the CRA website for a self-directed online course on Learning About Taxes. According to the site, this online course has been developed to help explain the fundamentals of the Canadian tax system and how to file a tax return.

Postdoctoral Fellow award recipients are eligible for health benefits if they meet the eligibility requirements. Please refer to the benefits section on the main Postdoctoral Fellows page for detailed information on eligibility requirements. Detailed information regarding benefits and leaves is found on the benefits page of the employee website.

Postdoctoral Fellows whose awards are paid through UBC receive Worker’s Compensation coverage but not other Statutory Benefits, such as Employment Insurance and Canada Pension Plan. However, these Postdoctoral Fellows are eligible for all statutory holidays. Postdoctoral Fellows whose awards are paid directly to them and are not processed by UBC do not have Worker’s Compensation coverage.

UBC encourages Postdoctoral Fellows who are award recipients to take scheduled time off for personal reasons up to two weeks per year unless otherwise agreed to with the supervising faculty member.

Please note that the external granting agency or sponsoring agency may have guidelines or requirements regarding vacations and leaves. If a supervising faculty member has any concerns regarding attendance, they should seek advice from Faculty Relations.

Postdoctoral Fellow award recipients are eligible for the following types of leaves:

• sick leave
• maternity, parental, and adoption leave;
• general leave (without salary);
• jury duty or court witness leave; or
• compassionate care leave.

Award recipients who receive funding directly through an external agency should check the sick leave guidelines of the external granting agency. If the external granting agency does not provide for paid medical leave, funds may be available from the Extraordinary Expense Fund to cover up to 5 months paid sick leave.

Postdoctoral Fellows who are award recipients set their own hours and days of work, provided that sufficient progress in research is made. Postdoctoral Fellows are advised to consult with their supervising faculty member regarding hours and days of work so both parties are aware of expectations.

UBC encourages award recipients to take scheduled time off for personal reasons up to 2 weeks per year unless otherwise agreed to with the supervising faculty member. Please note that the external granting agency or sponsoring agency may have guidelines or requirements regarding vacations and leaves. If a supervising faculty member has any concerns regarding attendance, they should seek advice from Faculty Relations.

If an appointment will not be renewed, supervising faculty members should give reasonable (normally 3 months) notice to a Postdoctoral Fellow. The appointment will end as per the letter of appointment.

Supervising faculty members should contact Faculty Relations in advance of a termination of appointment at any other time than the original end date.

Salary ranges for Postdoctoral Fellows will vary depending on the availability of funding and may be governed by the regulations of granting agencies.

Where no specific salary is mandated, the Postdoctoral Fellow’s compensation is based on their relevant experience and responsibilities, with the final salary established by the supervising faculty member following consultation with the Postdoctoral Fellow.

At the discretion of the supervising faculty member, total compensation may exceed the regulated maximum of a single granting agency, provided that other sources of funding are available and the granting agency allows additional compensation. Given the short-term nature of the appointment, salaries are not normally reviewed mid-term.

Postdoctoral Fellows who receive salaries through UBC Payroll from UBC funding sources are employees of the University and receive statutory benefits such as Canada Pension Plan, Employment Insurance and Worker’s Compensation coverage.

While at UBC, any earnings received are considered Canadian income, unless otherwise indicated by Canada Revenue Agency (CRA) in writing prior to arrival.

Please note that by law deductions are taken from the salary for Canada Income Tax, Canada Pension Plan (CPP) and Employment Insurance (EI). A T4 slip will be issued by Payroll, which will be used to file your taxes. Please ensure that your forwarding address is up to date in the event you leave UBC prior to this time. Contact a financial advisor or the Canada Revenue Agency for tax and financial information.

If there are any questions about paying income tax in Canada, please refer to CRA’s information for non-residents or contact the International Tax Services Office:

• Calls from Canada and the US: 1.800.267.5177
• Calls from outside Canada and the US: 1.613.952.3741
• Fax number: 1.613.941.2505

***Collect calls are accepted***

Check the CRA website for a self-directed online course on Learning About Taxes. According to the site, this online course has been developed to help explain the fundamentals of the Canadian tax system and how to file a tax return.

By the nature of the work performed by Postdoctoral Fellows, it is possible that there will not be a strictly defined work schedule that will apply at all times. For jobs with special requirements where scheduling flexibility is a fundamental aspect of the work, it is essential that the Postdoctoral Fellow and the supervising faculty member will meet at the outset of the appointment to discuss and agree on issues and expectations around the scheduling of work, including how overtime requirements will be handled.

However, it is the University’s expectation that full-time work as a Postdoctoral Fellow will conform generally to the following guidelines and standards:

• Typical work week – The typical work week for all Postdoctoral Fellows in all departments, except as noted below, is forty (40) hours per week.
• Overtime – All overtime work performed for which overtime payments will be requested must be approved by the supervising faculty member in writing in advance of the overtime work and compensated accordingly. With mutual agreement between the Postdoctoral Fellow and the supervising faculty member, equivalent time off may be taken. The Postdoctoral Fellow must use accrued paid days off within the calendar year or project year in which they are accrued unless there is prior written approval of the supervising faculty member or the Department Head.
• Supervising faculty members have the right to direct days and hours of work for Postdoctoral Fellows as employees.

Postdoctoral Fellows who are employees are eligible for health benefits if they meet the eligibility requirements. Please refer to the benefits section on the main postdoctoral fellows page for detailed information on eligibility requirements. Detailed information regarding benefits and leaves is found in the benefits section of the employee website.

Vacation entitlement is governed by BC’s Employment Standards Act, and is at least 2 weeks per year with salary and benefits. Additional vacation time may be granted at the discretion of the supervising faculty member.

Leaves are governed by BC’s Employment Standards Act. Postdoctoral Fellows as employees are eligible for the following types of leaves:

• short term sick leave;
• maternity, parental, and adoption leave;
• general leave (without salary);
• jury duty or court witness leave; or
• compassionate care leave.

To be appointed to a Postdoctoral Research Fellow position an individual must be within five years of being awarded the Ph.D. degree or 10 years of being awarded the MD or DDS degree. Exceptions will be considered where the research career has been interrupted by circumstances such as parental responsibilities or illness. If near completion of PhD please contact Faculty Relations.

Postdoctoral Fellows are researchers at UBC who are in training and work under the general supervision of a faculty member. Appointments as a Postdoctoral Fellow, according to Policy AP10 – Postdoctoral Fellows. 

The objective of such an appointment is to contribute to UBC’s research and teaching mission, and to strengthen one’s publication record and CV in order to build a reputation and enhance one’s chances of securing a more permanent faculty position in both teaching and research. The ranks are as follows:

• A Postdoctoral Fellow is a member of a research group or an individual researcher working under the general supervision of a faculty member and may assist with the supervision of graduate students.
• A Postdoctoral Teaching Fellow is an additional appointment for those Postdoctoral Research Fellows who are given formal teaching assignments. Postdoctoral Fellows can be involved in both undergraduate and graduate lecturing, laboratory instruction, tutorials, and supervision of undergraduate projects.

Please note that individuals who do not qualify for appointment as Postdoctoral Fellows may be considered for appointment as Research Associates.

PDF appointments are for a limited period of time. Subject to the requirements of an external funding organization, a PDF typically holds successive one‐year PDF appointments at the University, for up to three years. With the approval of the Dean, a person may hold PDF appointments at the University for up to five years.

Advertising is not required for Postdoctoral Fellows. However, if an advertisement is placed, please ensure that the UBC faculty advertising guidelines are followed. Please note there are no immigration restrictions regarding citizenship.

When recruiting Postdoctoral Fellows, faculty members should adhere to relevant legislation, such as the Human Rights Code of British Columbia and the Employments Standards Act. Information on human rights legislation is available from Faculty Relations. Faculty members will consider UBC’s employment equity goals when recruiting Postdoctoral Fellows.

Most often, a faculty member who has funding to support a Postdoctoral Fellow will conduct the selection process personally, or with other faculty members if there is joint funding for the position. Killam Fellowships and fellowships funded by external agencies are awarded by an adjudication process established by the external agency. In all cases, faculty members are encouraged to obtain letters of reference as well as following up with references either in person or by phone prior to offering an appointment.

Interested individuals can check the faculties/departments of interest to them to see if there are any Postdoctoral Fellow positions available. Please visit the Faculty Career Opportunities page and apply as indicated.

Interested individuals may also directly contact a faculty member with related research interests (even if there are no current postings in that area). Each department has a list of faculty members and their research topics. Postdoctoral applications can be made directly to a specific faculty member(s).

Every postdoctoral fellow must receive an appointment letter, which must be signed by Academic Head of Unit and the postdoctoral fellow accepting the terms of the appointment. Appointment letters set out in writing the terms of the appointment, as well as detailing expectations and commitments of both the Postdoctoral Fellow and the supervising faculty member.

A Postdoctoral Fellow will be associated with one or more faculty colleagues for the purpose of research collaboration. The supervising faculty member provides whatever resources are needed to support the collaborative research activities.

All Postdoctoral Fellows must hold a formal appointment at UBC. Postdoctoral Fellow appointments are made one year at a time, and are renewable up to three years. With the approval of the Dean, appointments may be renewable up to five years - check with your Dean’s Office regarding approval for an appointment beyond three years. Please note that an appointment should be made regardless of funding source. The following documentation is required for all appointments:

• Copy of the offer letter accepted by the Postdoctoral Fellow
• Current curriculum vitae
• Proof of legal entitlement to perform work for UBC
  • For citizens or permanent residents of Canada, providing the Social Insurance Number (SIN) in Workday is sufficient
  • For foreign nationals:
    • Copy of a valid work permit
    • Copy of Social Insurance Number application receipt (not required for appointments not paid by UBC)
  • For appointments of Canadians or Permanent Residents where the funding is being paid directly to the postdocs and a SIN is not provided, a copy of one of the following:
    • a Canadian passport;
    • birth certificate;
    • CRA tax receipt showing SIN; or
    • PR or citizenship card.

Please note that where an additional appointment is being made for a Postdoctoral Teaching Fellow, a copy of the offer letter signed by the Postdoctoral Teaching Fellow must be included when the appointment is processed. Refer to the Postdoctoral Teaching appointments section below for further information on teaching appointments.

A Postdoctoral Fellow's employee file resides with the department with copies of official documentation uploaded to Workday.

Postdoctoral Fellows receive earnings from either a supervisor’s grant or from a fellowship which may or may not be administered via UBC. In some cases earnings are paid from a combination of sources. Earnings from a supervisor’s grant are salary, and as such as subject to the BC Employment Standards Act (ESA), as well as the Canada Revenue Agency. Fellowship earnings are not subject to the same deductions as regular (General Salary Plan) deductions. Please refer to the information on Income Tax found on the Postdoctoral Fellows Employees page and on the Postdoctoral Fellow Award Recipients page.

Compensation needs to be recorded accurately in Workday and will be in one or a combination of the following earnings types:

• General Salary Plan:  Where the supervising faculty member’s grant is providing compensation.
• Faculty & Postdoc Fellowship: For fellowship funds that are paid via UBC and are specifically in the name of the postdoc.
• External Allowance:  For any funds that are paid directly to the postdoc from the funding source. External funds need to be recorded in Workday to ensure individuals are covered under UBC’s liability insurance and are covered under the Extraordinary Expense Fund (EEF). 

Compensation must be in Canadian dollars and as the monthly amount.  These are the defaults in Workday and should not be adjusted.

MITACS Awards

• Accelerate Grant: In the case of MITACS Accelerate awards they must be coded as General Salary Plan earnings. Although the award has both the name of the supervisor and the award recipient (referred to as Intern by MITACS), the award can be transferred by a supervisor to another postdoctoral fellow. This indicates that the award is granted to the supervisor rather than the Postdoc and therefore is to be handled as employee earnings.
• Elevate Award: Must be paid to Award Recipients as Fellowship earnings as the funding ceases upon the Postdoc's departure.

Postdoctoral Teaching Fellows 

• Earnings for Teaching Fellows is always General Salary Plan earnings.

There's no salary scale for Postdoctoral Fellows, however, as a guideline the salaries offered to our postdocs should be in line with the annual award amounts provided by the Tri-Agencies (CIHR, NSERC & SSHRC). If we are unable to offer a salary that is in line with Tri-Agency amounts we must at least provide a salary that meets the BC minimum wage.

All British Columbia (BC) residents are required to have basic medical coverage through the BC Medical Services Plan (MSP). Postdoctoral Fellows must apply for coverage directly from MSP upon arrival in B.C.

Please note that there is a three-calendar-month waiting period prior to enrolment with MSP. During the waiting period, we encourage Postdoctoral Fellows to have private coverage which can be purchased through David Cummings Insurance Services Ltd. (DCIS).

Foreign Postdoctoral Fellows holding work permits for one year or more are considered residents of B.C. by MSP. Postdoctoral Fellows with work permits for less than one year can also purchase private medical coverage through David Cummings Insurance Services Ltd. (DCIS).

i) Postdoctoral Fellows receiving earnings from UBC. Those who are in receipt of earnings paid by UBC (regular salary or fellowship) may be eligible for health benefits, which include Extended Health, Dental and the Employee and Family Assistance Program. The eligibility requirements for benefits are:

• an appointment of at least 1 year in length
• a minimum 50% appointment
• must meet the minimum salary requirements for that position

ii) Postdoctoral Fellows receiving earnings from outside of UBC. Postdoctoral Fellows who receive funding directly from an organization/agency other than UBC, may be eligible for benefits. Requirements for benefit eligibility are as above. Additionally the individual must have a valid Canadian Social Insurance Number.

Detailed information on benefits and Leaves can be found in the benefits section of the employee website.

The costs for benefits are primarily covered by the supervising faculty member. An Employer Benefit Cost Calculator is also available on the Payroll website for supervising faculty member to determine how much money to budget for salaries and benefits when applying for research grants (note that postdocs benefits fall under the Faculty umbrella). In the case of fellowship earnings, benefit expenses cannot be charged to the fellowship unless the award/grant agency specifically allows for benefit expenses to be changed to the fellowship – confirmation in writing is required. Where the fellowship does not allow benefit costs, the department administrator will need to set up a separate account for benefit charges. In the case of Non-University Funded (NUF) Postdoctoral Fellows, the department administrator will also need to set up a separate account for benefit charges. Prior to charging benefits to a research grant, units must ensure that benefit costs are an eligible expense under the grant.

Postdoctoral fellows who are ineligible for extended health benefits are encouraged to make private arrangements for benefit plans and insurance coverage.

Information regarding enrolling in benefits is found on the employee benefits site. 

The supervising faculty member is one of the most important links between the Postdoctoral Fellow and the University. The University expects that the supervising faculty member/postdoctoral fellow relationship will be one of mutual respect and consideration. The policies and practices of the University are geared to equitable treatment of all appointees with a measure of consistency; however, written materials cannot cover every situation. The supervising faculty member has some latitude and discretion in handling individual situations as they arise.

Besides the Postdoctoral Fellow, the supervising faculty member is the person most responsible for the continuing development of the Postdoctoral Fellow. The University encourages individual growth and the supervising faculty member is in a good position to help determine what actions should be taken to ensure development within the University environment.

UBC's housing and relocation services team at UBC can assist with the orientation to Vancouver and to campus life.

The Postdoctoral Fellows Office in the Faculty of Graduate & Postdoctoral Studies provides a semi-annual PDF Orientation Day. Please refer to their website for further information.

The supervising faculty member, Department Head and Dean are responsible for orienting Postdoctoral Fellows to the Department and Faculty. Departmental or faculty administrators prepare written materials about services, procedures and standards in the department and faculty, and useful contacts at UBC. The supervising faculty member is responsible for orientation to the worksite, and for providing information about performance expectations, standards for hours of work, safety procedures and ethical/scholarly integrity issues.

Postdoctoral Fellows are generally regarded as advanced research trainees and are treated accordingly in such matters as departmental communications, social interaction and consultation about matters affecting them.

The experience of each Postdoctoral Fellow varies throughout the University and is influenced by such factors as the academic discipline, the needs and obligations of the supervising faculty member, and the culture of the assigned lab or research unit. Postdoctoral Fellows are encouraged to take ownership of their experience, within the bounds of common sense and University policy, much as one would with any postgraduate career.

Universally accepted standards of academic achievement typically include publication of research in peer-reviewed academic journals, and/or the advancement of intellectual property through patenting or licensing. Research outputs in the Fine Arts may include exhibitions, performances and media installations. It is expected that Postdoctoral Fellows will be appropriately recognized for their contributions to publications, patents and other products of research. It is the responsibility of the supervising faculty member to develop a clear understanding of rights and obligations under the policies on Research, Patents and Conflict of Interest with the Postdoctoral Fellow at the beginning of the Postdoctoral Fellow’s appointment. Postdoctoral Fellows themselves should become familiar with their obligations under UBC’s Scholarly Activity Policies.

Postdoctoral Fellows are frequently involved in the preparation of proposals for research grants and in other forms of acquiring research support. The degree of involvement in these processes by the Postdoctoral Fellow, and the level of supervision offered by the supervising faculty member, varies widely. Beyond the support offered by the supervising faculty member and academic unit, additional support and information about available research funding is available from the Office of Research Services.

Professional development courses and workshops are regularly offered through Centre for Teaching, Learning Technology (CTLT), including programs on leadership, supervising graduate students, and peer coaching. Professional development in grant proposal writing is offered periodically through the Office of Research Services and the Office of the Vice President Research & International.

It's recognized that Postdoctoral Fellows are an intellectual resource in the university and that both undergraduate and graduate programs benefit from their participation. Postdoctoral Fellows may be involved in undergraduate and graduate lecturing, laboratory instruction, tutorials, supervision of undergraduate projects, and assistance with the supervision of graduate students.

Postdoctoral Fellows should discuss their desire to participate in the teaching activities of the department with their supervising faculty member and with the Department Head. In cases of formal assignment of teaching duties, the Department Head will give the Postdoctoral Fellow an additional appointment as a Postdoctoral Teaching Fellow. In advance of making this type of appointment, Heads should be aware of any granting agency restrictions on the amount of teaching that can be assigned to the Postdoctoral Fellow.

The university recognizes the right of staff to work in an environment free from harassment and discrimination.

Policy SC7 – Discrimination addresses problems arising from grounds prohibited from discrimination under the Human Rights Code of British Columbia. The prohibited grounds of discrimination include: age, ancestry, colour, family status, marital status, physical or mental disability, place of origin, political belief, race, religion, sex, sexual orientation and criminal conviction unrelated to employment. If there are any concerns related to discrimination or harassment, please bring them to the attention of the supervising faculty member or the Equity Office.

The University’s statement on Respectful Environment for Students, Faculty and Staff addresses concerns an employee may have about personal harassment that does not involve prohibited grounds of discrimination covered under the Human Rights Code of British Columbia. Again, these concerns should be brought to the attention of the supervising faculty member or Head of Academic Unit for investigation and resolution in a timely manner.

The best way to handle a problem between a postdoctoral fellow and his/her supervising faculty member is to identify it when it first arises, and collaborate on finding a solution. Unresolved problems may be brought to the attention of the Head of Academic Unit or the Equity Office. The Dean of the Faculty of Graduate & Postdoctoral Studies may act as an Ombudsperson in any dispute of a serious nature where a neutral third party may be required. Faculty Relations can also be contacted at any time for assistance.

Postdoctoral Fellow appointments at UBC can be renewed one year at a time, normally up to 3 years. With the Dean’s written approval, appointments may be extended for a further two one-year terms (i.e. up to a maximum of 5 years in total).

Supervising faculty members should give reasonable notice (usually 3 months) to a Postdoctoral Fellow on their intention to renew or not to renew an appointment. Renewals must be confirmed in writing and if terms and conditions have changed, a new offer letter should be signed. Please review the documentation checklist page to ensure all requirements are met. Keep in mind that foreign postdoctoral fellows may require 4 months’ notice to renew their work permit.

Postdoctoral Fellows who wish to leave their position prior to the appointment end date should provide at least one months’ notice to their supervising faculty member in writing. The notice period may be waived by the supervising faculty member. The supervising faculty member must work with their departmental administrator to process the resignation through Workday. A copy of the resignation letter is required.

There are a number of career sites available to assist you in finding different opportunities such as University Affairs, Academic Works, and Academic Careers Online.

Please see the Safety & Risk Services website for up-to-date information on laboratory safety, Workplace Hazardous Materials Information System (WHMIS), and mandatory and optional laboratory training courses. Each department also has an established Safety Committee. Please see the supervising faculty member or department administrator for information regarding department specific safety policies and procedures.

Appointment at or promotion to the rank of Professor is reserved for those whose contributions are considered outstanding. These persons will have met appropriate standards of excellence and have wide recognition in the field of their interest.

They must have:

• shown high quality in teaching and sustained and productive scholarly activity,
• attained distinction in their discipline, and
• participated significantly in academic and professional affairs.

Promotion to this rank is neither automatic nor based on years of service and it's expected that some persons will not attain this rank.

These appointments are full-time and are normally tenured or grant tenured. These appointments are subject to the approval of the Senior Appointments Committee and the President. For the Senior Appointments Committee’s approval, please review the Guide to Promotion and Tenure (pdf).

Initial appointments at the rank of Professor can be tenure track or grant tenure track. Renewal of a grant/tenure track appointment will normally be made without term. By the end of an appointee’s fifth year of continuous service in a term appointment with review, a recommendation must be made to the President either to grant a tenured appointment or not to renew the appointment.

In exceptional cases a recommendation may be made before the end of the fifth year, or in the case of an Associate Professor or Professor, before the time when it would normally be made; in particular an early recommendation to grant a tenured appointment may be made when a candidate has had academic, professional, or other comparable experience before being appointed by the University.

Appointment at or promotion to the rank of Associate Professor normally requires evidence of successful teaching and of scholarly activity beyond that expected of an Assistant Professor.

The candidate for appointment or promotion will be judged on teaching as defined in Section 4.02 in the Agreement on Conditions of Appointment for Faculty, and specifically judged on:

• sustained and productive scholarly activity,
• ability to direct graduate students, and
• willingness to participate and participation in the affairs of the Department and the University.

Promotion to this rank is not automatic or based on years of service and it is expected that some persons who may be granted tenured appointments will not attain this rank. In exceptional circumstances, initial appointment at this rank may be based upon evidence of the candidate’s potential to meet these criteria, including the opinion of scholars or other qualified persons familiar with the candidate’s work and capability.

These appointments are normally full-time and are tenured or grant tenured. These appointments are subject to the approval of the Senior Appointments Committee and the President. For the Senior Appointments Committee’s approval, please review the Guide to Promotion and Tenure (pdf).

Initial appointments at the rank of Associate Professor can be tenure track or grant tenure track. Renewal of a grant/tenure track appointment will normally be made without term. By the end of an appointee’s fifth year of continuous service in a term appointment with review, a recommendation must be made to the President either to grant a tenured appointment or not to renew the appointment. In exceptional cases a recommendation may be made before the end of the fifth year, or in the case of an Associate Professor or Professor, before the time when it would normally be made; in particular an early recommendation to grant a tenured appointment may be made when a candidate has had academic, professional, or other comparable experience before being appointed by the University.

Appointment at or promotion to the rank of Assistant Professor normally requires completion of academic qualifications, and evidence of ability in teaching and scholarly activity.

Evidence will ordinarily be required to demonstrate that the candidate for an appointment or promotion is:

• involved in scholarly activity,
• a successful teacher, and
• is capable of providing instruction at the various levels in his or her discipline, but it is sufficient to show potential to meet these criteria.

The evidence may include the opinion of scholars familiar with the candidate’s work and capability.

These appointments are full-time and are tenure track or grant tenure track upon initial hire. Appointments at this rank are normally for a term of four years. Renewal of an individual’s appointment is for another term of four years, with mandatory review for tenure and promotion in year 7.

Decisions on the award of tenured appointments are made in accordance with the provisions of Article 2.03 of the Agreement on Conditions of Appointment for Faculty. In special cases an Assistant Professor may be given the rank of Senior Instructor and a tenured appointment.

Appointment to this rank requires evidence of potential ability in teaching and research. Appointment is for a maximum of two years.

Upon completion of a terminal degree, the person’s rank shall be converted to Assistant Professor. A person will not normally be reappointed as an Acting Assistant Professor. The pre-tenure period begins at the start of an appointment as Acting Assistant Professor.

These appointments are full-time and are tenure track or grant tenure track.

Appointment at or promotion to the rank of Professor of Teaching requires:

• evidence of outstanding achievement in teaching and educational leadership
• distinction in the field of teaching and learning
• sustained and innovative contributions to curriculum development, course design and other initiatives that advance the University’s ability to excel in its teaching and learning mandate.

Initial appointments at this rank are normally tenured appointments.

These appointments are full-time and are normally tenured or grant tenured. These appointments are subject to the approval of the Senior Appointments Committee and the President. For the Senior Appointments Committee’s approval, please review the Guide to Promotion and Tenure (pdf).

Appointment at or promotion to the rank of Associate Professor of Teaching requires:

• evidence of excellence in teaching and demonstrated educational leadership
• involvement in curriculum development and innovation, and
• other teaching and learning initiatives.

It's expected that Associate Professors of Teaching will keep abreast of current developments in their respective disciplines, and in the field of teaching and learning. Promotion to the rank of Professor of Teaching may occur in the fifth or subsequent years in rank.

These appointments are full-time and are tenured or grant tenured. These appointments are subject to the approval of the Senior Appointments Committee and the President. For the Senior Appointments Committee’s approval, please review the Guide to Promotion and Tenure (pdf).

Appointment to this rank normally requires:

• completion of academic qualifications,
• evidence of ability and commitment to teaching, and
• promise of educational leadership.

Appointments and reappointments are normally made for three years, but in exceptional circumstances may be made for a lesser period. An Assistant Professor of Teaching who is in the fifth year of appointment shall be considered for promotion to the rank of Associate Professor of Teaching and if successful shall be granted tenure in that year.

If a person holding an appointment as an Assistant Professor of Teaching is appointed to a professorial rank, service in the pre-tenure appointment in the professorial rank shall be deemed to commence at the date of the appointment to that rank.

Individuals at this rank should normally have a PhD or combination of degree and equivalent experience.

These appointments are full-time and are tenure track or grant tenure track.