It's important to advertise as widely as possible in both print and/or online media and in accordance with Policy HR11 – Employment Advertising​​​​.

There are a variety of publications and/or websites that can be utilized: University Affairs, CAUT Bulletin, CMAJ, Nature, Pacific News Group (Vancouver Sun & Province), and the Globe and Mail.  It is imperative that openings, particularly for Tenure stream positions are posted widely. Units may want to make use of the advertising feature on the Graduate and Postdoctoral Studies (G+PS) website, which provides access to a number of posting sites without cost to the unit.

See the section on advertising procedures below for details on how to advertise in these sites and publications.

Vacancies must be advertised for at least one month (unless exception noted below) on the appropriate UBC website/s and as follows:

Some positions at UBC don't require advertising, as follows:

• The provost may approve non-competitive appointments in special circumstances. Please refer to the advertising waiver information in section 5.2 of Policy HR11 – Employment Advertising for details.
• Postdoctoral fellows
• Visiting appointments, for faculty from other academic institutions. These are temporary appointments for individuals who are expected to return to their home institution.
• Adjunct, clinical and honorary appointments
• Administrative appointments of heads of departments and directors of schools, when a well-documented case for an internal appointment has been made to the provost. The decision as to the adequacy of the documentation presented will rest with the provost.
• Emeritus appointments
• Term appointments less than one year in length except sessional lecturers. If a term appointment that was originally less than one year is to be extended beyond one year, the position must be advertised.

• Develop a detailed profile or description of the position for which you're hiring. You may wish to refer to the Collective Agreement (Articles 3 & 4 of Part 4 – for Faculty and Articles 2 & 3 of Part 5 – for Librarians) and university policies for criteria and expectations.
• Obtain approval from UBC's faculty relations department and the vice provost for tenure stream appointments. Advertisements of term appointments don't require this approval.

Vancouver Campus

All positions for tenure stream positions must be approved by the provost. As part of the approval workflow Faculty Relations will review the ad, and if no changes are required, the position/ad will be be forwarded to the Vice Provost Academic for review and approval.

Okanagan Campus

All position for tenure stream positions must be approved by the provost at UBCO. As part of the approval workflow Human Resources will review the ad, and if no changes are required, the position/ad will be be forwarded to the Provost's Office for review and approval.

In the event a tenure stream appointment requires re-advertising, approval must be obtained from the Provost’s Office prior to posting the position again.

The re-advertisement request must follow the same procedures for approval as new requests. This allows for the provosts to be aware of problem recruitment areas. It is also provides for an opportunity to review the ad for possible amendments and improvements. Depending on the length of time since the initial approval, government or UBC policy and procedure changes may also need to be incorporated.

For structure, required elements, and sample phrases, review the UBC Faculty Advertisement Checklist and Guidelines (updated January 2025)

For faculty ranks, review the Faculty Appointment Matrix.

Once the advertisement has been approved, as applicable by the Provost’s Office, departments must place the advertisement themselves.

Faculties are encouraged to use an approved UBC credit card whenever possible. Campus-wide Standing Offer contracts have been set up for the Pacific News Group (Vancouver Sun & Province), the Globe & Mail and TMP Worldwide. Please visit Payment and Procurement Services website for information and the list of preferred vendors.

For the Pacific News Group (Vancouver Sun & Province), the Globe and Mail, simply contact the publication directly to place your order using your P-Card.

Human Resources has a central UBC account with the National Job Bank. Postings placed on the National Job Bank will automatically appear on the WorkBC site, the BC Provincial Government’s job posting board. In order to advertise faculty openings on the National Job Bank,  UBC Vancouver units will need to set up a sub-account through Human Resources (contact Faculty Relations). At UBC Okanagan Trisha Kasawski will make the necessary arrangements. If your unit does not have one already please contact Faculty Relations or Trisha Kasawski.

Policy HR11 – Employment Advertising provides that in special circumstances the responsible executive may waive UBC’s advertising requirement. Refer to section 5.2 of Policy HR11 for full details. 

A request for a waiver must be made and fully approved IN ADVANCE of any job offer using the UBC Employment Advertising Waiver Request Form (HR11):

Waiver Request Form

The UBC Employment Advertising Waiver Request process is as follows:

1. Department, Faculty or Provost’s Office completes the UBC Employment Advertising Waiver Request Form (HR11) and:
   • Attaches appropriate and relevant supporting documentation (e.g. CV for faculty appointments), and
   • Obtains Requestor’s signature as outlined by the relevant UBC policy, and
   • Dean's Offices reviews requests made by Departments.
2. For faculty positions the Dean's Office forwards form with supporting documentation:
   • For UBCV requests, to Central HR Advisory (hr.info@ubc.ca)
   • For UBCV requests requiring the President’s approval, to the Director, Human Resources, Office of the President, Office of the Provost and VP Academic, Office of the VP Research and Innovation (patrizia.todaro@ubc.ca)
   • For UBCO requests, include the hiring request form with your submission to Human Resources (ubco.hr@ubc.ca).
3. Faculty Relations/Human Resources will review the rationale and supporting documentation to facilitate completion of approval process.
4. Once approval has been obtained a copy of the form with the necessary approval will be returned to the Department and/or the Dean's Office.
5. When processing the appointment, the initiating unit must attach the approved Employment Advertising Waiver Request Form to the Business Process in Workday. The Initiator will need to ensure that the appropriate reason is selected in the Business Process to indicate that a waiver has been approved:
   • Approved special circumstances (Waiver Exemption – HR11 5.2); attach approved UBC Employment Advertising Waiver Request Form (faculty/staff).

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.  For CUPE 116, CUPE 2278, CUPE 2950 and IUOE 115, we suggest eight weeks notice as well.

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.  For CUPE 116, CUPE 2278, CUPE 2950 and IUOE 115, we suggest four weeks notice as well.

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.

Am I eligible for a pre-placement adoption leave?

You are eligible for a paid pre-placement adoption leave of up to 20 days for each adoption.

You will still have access to your UBC benefits while you are on a pre-placement adoption leave.

What can the leave be used for?

This leave may be taken intermittently and if applicable, taken before any unpaid adoption leave to:

• take a pre-requisite adoption course,
• complete adoption suitability evaluations, including pre-placement visits with the prospective adoptive child, or
• complete the legal process in the child’s or children’s country, including travel, for an international adoption while employee is in the country.

Your ability to access a pre-placement adoption leave will end with the placement of the adoptive child. This leave cannot be used in the event of a direct placement of a child.

How do I apply for a pre-placement adoption leave?

You must notify your supervisor, in writing, of your intent to apply for this leave. You should indicate the date you expect to go on leave and the date you expect to return to work. This leave can be taken intermittently. You or your department can then submit the leave request through Workday. 

Login to Workday

For Workday resources and help visit the Integrated Service Centre.

What happens after I have adopted my child?

Once you are caring for your newly adopted child, you can apply for an unpaid adoption leave and Employment Insurance benefits.

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 up to the number of weeks specified below:

• during adoption 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.  For CUPE 116, 2278, CUPE 2950 and IUOE 115, we suggest four weeks notice as well.

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.

CUPE 116 employees are eligible for one day paid leave for the birth of a child. Please apply for this one day paid leave with your department head or manager.

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, with the exception of CUPE 2950 who will receive the additional 5% once they return to work.

Am I eligible for the SEB?

You may be eligible for SEB if you are 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 6 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.

In-basket tests are developed by departments to evaluate the specific skills and qualifications required of a particular position, and are commonly used when recruiting for clerical and administrative positions.

Tests should focus on an example of work that will be required in the role, and allow the candidates to demonstrate their skills. 

If you would like assistance with developing an in-basket test, please contact your Human Resources Representative. 

Office skills aptitude testing is available for short-listed internal and external applicants. It tests spelling, checking (proofreading), grammar, math, and vocabulary skills.

You can arrange the testing through UBC Hiring Solutions. Testing can be arranged at any time at a nominal fee. Test results will be provided to you and can be discussed with your Human Resources Representative. 

UBC Hiring Solutions (formerly Staff Finders) can provide you with tests that can be done at your convenience in your own office or, you can choose to have them done for you. In both situations, Hiring Solutions e-mails test results about an hour after the candidate finishes the tests.

Testing done through eSkill's online platform: UBC Hiring Solutions uses the services of a company called eSkills, an online platform in which candidates are guided through each step by the program.

Available tests" See eSkill's list of available tests, and contact the Hiring Solutions Recruitment Team if you’d like assistance in selecting tests.

Interpretation of test results: Test results provide you detailed analysis of the results. Most tests evaluate a candidate’s skill at beginner, intermediate and advanced level and provide you with an average score of the three levels combined. The interpretation of the results should be based on what your needs are (e.g. the position level that you are testing for).

Costs of testing: UBC Hiring Solutions is a self recoverable division of Human Resources and as such we charge a nominal administration fee for our services. Here are the fees:

• Tests at Hiring Solutions office: The cost per candidate is $45 which includes up to five tests. Each additional test administered to the same candidate is an additional $5 per test.
• E- ticket testing in your office: The cost per candidate is $35, which includes up to five tests. Each additional test administered to the same candidate is an additional $5 per test. E-ticket option is the candidate conducts the tests in your office, and your staff supervises the testing. Results are e-mailed to you by us.

Requesting a package: E-mail your request to Hiring Solutions Recruitment Team.

There are normally two ways in which foreign academics can obtain a temporary work permit: under a Labour Market Impact Assessment (LMIA) exemption, or through an LMIA. Refer to the Requirements to obtain an LMIA or Exemption section below for the list of items administrators are required to submit to Faculty Relations. 

Faculty Relations arranges for all LMIAs or LMIA exemptions for tenure stream faculty, Lecturers, and Research Associates. LMIA exemptions may be granted by Immigration, Refugees and Citizenship Canada (IRCC) in specific circumstances, such as a work permit granted for an accompanying spouse, or a post graduation work permit granted to a recent graduate of a Canadian university.

The following are the typical LMIA exemptions that apply to faculty members:

• Free Trade Agreement (FTA) exemption: U.S. and Mexican citizens who meet the definition of Business Professionals fall under the new Canada-United States-Mexico agreement, and Chilean citizens fall under the Chilean Free Trade Agreement. Departments submit the appropriate documents from the documentation required list (below) to UBC's faculty relations department, which will confirm eligibility and pre-approval from IRCC.
• Award recipient exemption: Foreign academics who are the direct recipient of an award that's strictly based on academic excellence may apply for a work permit under an LMIA exemption. Departments submit the appropriate documents from the documentation required list (below) to UBC's faculty relations department, which will confirm eligibility and pre-approval from IRCC.
• Visiting professor exemption: Visiting foreign academics with a current faculty appointment at their home institution fall under this exemption. This is regardless of citizenship and is limited to two years under IRCC rules. Department administrators are responsible for preparing the necessary documents and submitting an Offer of Employment (OOE) on the IRCC portal. Refer to our OOE completion guide.
• Postdoctoral Fellow exemption: Recent PhDs who have accepted a postdoctoral position at UBC fall under this exemption. This is regardless of citizenship. Department administrators are responsible for preparing the necessary documents and submitting an Offer of Employment (OOE) on the IRCC portal. Refer to our OOE completion guide..

A positive LMIA must be obtained for all other foreign academics. The LMIA is an opinion provided by Service Canada to IRCC (and the employer), which assesses the likely impact that hiring a foreign academic may have on the Canadian labour market. Please also note that Service Canada will not normally consider providing LMIAs for part-time positions.

Fees for an LMIA or LMIA exemption must be paid by UBC. We may not ask the foreign national to pay fees under any circumstances.  

Please note that a set of new amendments came into effect in 2022 that require employers provide and pay for private health coverage for Temporary Foreign Workers who have obtained a work permit under a LMIA. Please review this checklist for more information.

Supporting documentation required for all foreign academic appointments where Faculty Relations will be obtaining a Labour Market Impact Assessment or an exemption:

Note that UBC units are required to keep copies of all information and documentation relating to the recruitment and hiring process for a period for six years following the hire date of the foreign worker, and that an audit could be performed at anytime during that six-year period.

Please refer to the Employment and Social Development Canada website for further details.

• Recruiting at UBC: The guide provides in depth information on the recruitment process.
• Health Insurance Coverage during waiting period.
• Checklist and information for Administrators hiring Temporary Foreign Workers under a Labour Market Impact Assessment
• Relocating to Vancouver
• Relocating to Kelowna
• IRCC Offer of Employment - completion guide for Postdoc & Visitor appointments (September 2025)
• LMIA-Exemption Offer Number Confirmation Letter (November 2022)

1. Faculty member contacts their department/school. In the case of individuals with term positions, a determination will need to be made as to whether or not they will be reappointed at the same rank.

2. Department administrator forwards to Faculty Relations (UBCV)/Human Resources (UBCO) the necessary documents for the LMIA or Exemption application.

3. Faculty Relations (UBCV)/Human Resources (UBCO) completes the application for a new Labour Market Impact Assessment (LMIA) or Exemption, as applicable.
Please note: Service Canada requires that non-tenure stream positions held by foreign academics must be re-advertised and a new LMIA must be requested (the LMIA must be requested within 3 months of the closing date of the ad). Renewals for tenure stream faculty do not require re-advertising.

4. For renewals under an LMIA, Faculty Relations (UBCV)/Human Resources (UBCO) sends the LMIA request to Service Canada. Note that it can take several weeks for Service Canada to process the request.

For renewals under an LMIA exemption, Faculty Relations (UBCV)/Human Resources (UBCO) will complete the Offer of Employment Form upon receipt of the necessary documents and compliance fee form from the department.

5. For renewals under an LMIA, Service Canada will issue a Labour Market Impact Assessment; if the application is successful Faculty Relations will email the LMIA to HR Immigration who will then forward it to the faculty member..

For renewals under an LMIA exemption, Faculty Relations will send the Offer of Employment number provided by  IRCC to HR Immigration who will then forward it to the faculty member.

6. Upon receipt of the necessary document/instructions from HR Immigration the faculty member completes a request to extend their work permit and submits the application to the IRCC along with the required documents. The faculty member is responsible for paying the work permit processing fee (currently $155). IRCC processing times vary during the year and individuals are advised to check the IRCC website for information on processing times. Please note that the application must be submitted prior to the expiry date of the current work permit; preferably far enough in advance to ensure that the new work permit is received before the expiry date of the current work permit.

Those faculty members who also require a temporary resident visa (TRV) should be aware that should they leave Canada they will need to apply for a another TRV.

If applicable, a request to renew an accompanying spouse and/or child’s work or study permit or temporary resident status is to be made at the same time and on the same application form as the faculty member.

7. Faculty member receives their new work permit. Upon receipt they must immediately apply for a new SIN card.

8. Faculty member uploads a copy of the new work permit and SIN card to Workday. They can also provide these to their department administrator who will arrange for Workday to be updated. Refer to the Implied/Maintained Status & MSP section below for further details.

If the new work permit does not arrive prior to the expiry of the current one please forward a copy of the proof of submission of application to IRCC to the department administrator. As long as the faculty member has applied for their new work permit prior to the expiry of their current one they will have maintained status (refer to Implied Status section for more details).

1. Visitor/Postdoctoral Fellows contacts their department/school to make arrangements, if necessary, to continue their stay at UBC. Note that Visitors may only spend a maximum of 2 years at UBC; Postdoctoral Fellows appointments are limited to 5 years, with the Dean’s approval.

2. If the appointment is to be renewed, the department administrator arranges for a new Letter of Offer/Invitation to be produced and provides it to the Visitor/Postdoctoral Fellow along with the IRCC Offer of Employment number and proof of payment of the compliance fee.

Follow steps 6 to 8 above and refer to the Maintained Status section below.

Maintained Status, previously called Implied Status, refers to a foreign worker’s status when they are continuing in the same position, have applied for a new work permit prior to the expiry of their current permit and are awaiting a decision from IRCC. It is important to note that should a foreign worker leave Canada while they have Maintained Status their status expires and they will have to re-apply for status. Should a foreign worker be without status the University must cease processing pay to the individual.

If a faculty member has not received their work permit prior to the expiry of the current one they must upload a copy the Confirmation of Receipt Letter issued by IRCC to Workday at the time the appointment is renewed.   Work permit applications should normally be submitted online.  However, if the application is made in paper format a copy of the payment receipt as well as proof that the application is delivered (e.g. Canada post tracking information) must be uploaded.  This provides UBC with the confirmation that the member has Maintained Status, which allows UBC to continue to pay the faculty member.

Please refer to the helpful Implied Status ‘Map’ that illustrates when implied status is in effect and what the implications are if out of status.

Further details on Maintained Status is found on the IRCC website.

If you are working in British Columbia under a work permit and you are enrolled in MSP, your medical coverage will end at the end of the month that your work permit expires. If you are applying for a new work permit, it is important that you apply as far in advance as possible to avoid a lapse in medical coverage.

Once you receive your new work permit, you must provide a copy to MSP directly. You can upload your documentation through Health Insurance BC’s website. If you have a lapse in coverage contact them through Health Insurance BC directly for reinstatement or extension of coverage.

Please note that it may take as long as 90 days for MSP to process the reinstatement of benefits. MSP coverage will not be active during this time and you will need to personally pay for any medical expenses incurred during this time. Once your MSP benefit is reinstated, you may request reimbursement for these expenses from Health Insurance BC by completing their Reimbursement Request form.

If you have any questions about your MSP, please contact Health Insurance BC directly.

BCGEU Vancouver employees have recall rights provided they have the ability and training to perform the work that is available, and that licensing standards can be maintained."  "For specific language referring to recall, see the BCGEU Collective Agreement Article 4.17.

BCGEU Okanagan employees have recall rights within the bargaining unit to any job in a job grouping comparable to their former role.

For specific language referring to recall, see the BCGEU Collective Agreement.

CUPE 116 employees only have recall rights to their previous position, or a position of equal pay which they are qualified for, within the same department or unit from which they were laid off.

For specific language referring to recall, see the CUPE 116 collective agreement: Article 11.05

CUPE 2950 employees have recall rights to any vacancy in their benchmark cluster across the university.

For specific language referring to recall candidates, refer to CUPE 2950 collective agreement: Articles 19, 22.10 and 34.

If you're in a position of interviewing a recall/placement candidate, here are a few things to remember:

• The employee has been employed in a position at a similar level, therefore, likely has the skills and requirements  for which you're recruiting.
• You should not ask employees why they're interested in your position – it can make employees uncomfortable to have to explain that they were laid off from their previous position, and the circumstances around that.
• Recall/placement candidates only have to meet the minimum qualifications for the position.
• Duty to accommodate candidates must be given first consideration for the position and then recall/internal placement employees. You're required to objectively decide if they meet the minimum qualifications required.

If you have questions about interviewing recall or placement candidates, contact your HR Advisor prior to the start of the interview process.

A legal spouse can be enrolled in the RSB Program even if you are separated, but not after the divorce is final. A common-law spouse cannot remain on the RSB Program if they are no longer living with the plan member.

Yes, you can add your new spouse to your coverage.

No, your new spouse cannot be added to your benefits, and since your remarriage means that you no longer meet the definition of a dependent under the plan, you will also have to give up the plan at the time of your marriage.

No, all employees who are leaving TRIUMF and want medical/dental retirement benefits must enroll in the TRIUMF retirement plan. Paymaster employees who are leaving UBC are not eligible for the UBC RSB program.

No, the primary person, that is, the retired UBC member, must be enrolled in a particular benefit for the spouse to be able to also enrol in it

The same rules apply as when you are leaving UBC to enjoy retirement. That is, you can still enrol in the RSB Program if you meet all of the eligibility requirements. However, you must enrol within 31 days of leaving your employment at UBC.

Whether you’re taking off for a period of travel or staying close to home, you must still enroll in the RSB at the time that you leave employment at UBC or within 31 days of the end of your coverage if you are a surviving dependent under the RSB Program. While traveling, the RSB will offer you some coverage, but the coverage is limited when you are outside the province. Be sure to familiarize yourself with the Medi-Passport before leaving home.

Both out-of-country and Medi-Passport coverage will only cover services obtained within 90 days of the date you leave the province where you live. If hospitalization occurs within this period, in-patient services are covered for 90 days except where transportation would endanger the life of the patient, in which case the 90 day limit will be extended.

If you are leaving UBC for reasons other than retirement, you must enrol in the UBC RSB Program within 31 days of your coverage under the UBC plan ending. You will not have the option of joining the UBC RSB Program at a later date. You may enroll now and continue having double coverage. Since you will now be paying your own premiums on the retirement plan, consider the level of coverage for each plan and how much you foresee claiming on the plan to determine if this second option is the right one for you.

If you are retiring from UBC and have comparable coverage under a spouse’s/partner’s plan, you may be able to enrol in the UBC RSB Program within 31 days of coverage under your spouse’s/partner’s plan ending. Please contact the RSB Administrator for more information.

In the benefits program for active staff and faculty, premium payments for extended health, dental, as well as Employee and Family Assistance coverage are deducted from each paycheque to cover benefits for that period. When you leave UBC, your extended health and dental benefits end at the end of the month of your last paid day. Employee and Family Assistance coverage continues for three months after the end of the month of your last paid day. For example, if your last paid day is March 20, your extended health and dental coverage will continue until March 31 and your Employee and Family Assistance coverage will continue until June 30.

No, vision care such as glasses, frames, contact lenses, etc. are not available under the RSB Extended Health Plan.

No, foot orthotics are not available under the RSB Extended Health Plan.

For information that doesn’t appear in the Sun Life booklet, you can contact the Sun Life Customer Care Centre directly at 1-800-661-7334 or 1-800-361-6212, or by email through their members’ website at mysunlife.ca.

You will receive a new Sun Life Pay-Direct Drug Card if you enroll in the Extended Health benefits, however, there is no card for enrolling in only the Dental benefits.

If you experience adverse reactions to the generic drug, you may be reimbursed based on the brand name drug. Your doctor must indicate “No substitutions” on the prescription and your Pharmacist must enter this into the system in order for you to be reimbursed accordingly.

The UBC Retirement and Survivor Benefits Contract/Plan/Group Number for Sun Life is 020605. The contract number may also be referred to as a Group or Policy Number.

Your Access ID and PIN are used to access services on the Sun Life Plan Member Services’ web page. The Plan Member Services’ page allows you to:

• Check when you’re eligible to be covered for your next dental exam;
• See detailed information about medical and dental claims you’ve submitted;
• Sign up to have your claim payments deposited directly into your bank account;
• Update personal information, such as your address, telephone number, email address and Internet password;
• Fillable online claim forms with pre-populated personalized information to print-off;
• Print a personalized out-of-country travel card;
• Link to Sun Life’s Health and Work Resource Centre which provides a wide range of health information.

If you have forgotten your Access ID, please contact the Sun Life Customer Care Centre at 1-800-661-7334.

If you have forgotten your password, go to mysunlife.ca, and click on “Forgot your password?”. Enter your Access ID and you will be walked through the steps in order to reset your password.

You have up to 90 days to submit any claims that have incurred before your cancellation date.

You must submit a doctor’s note along with your claim for massage therapy and psychological services only. A doctor’s note is required every 12 months.

You will need to provide the Group Policy (Contract) Number 020605 and your Member ID (Certificate) Number, which is your 7-digit UBC Employee ID. Your UBC Employee ID can be found on your former pay statements.

The Dental Fee Guide is a guide published by the Dental Association for General Practitioners and differs based on province. Each province assigns a specific benefit amount for a given procedure based on a “reasonable and customary” basis or fee commonly charged for the performance of the procedure by eligible dental care practitioners within the province.

Once you are notified by Sun Life that you have reached your extended health lifetime maximum, please contact the Retirement Benefits Administrator at 604-822-4580 to terminate your premium payments. If you have dependents, you can determine whether you will continue coverage for them or not at the same rate.

If a RSB member passes away, the surviving spouse and children already listed as dependents are eligible to continue their coverage. The coverage will continue until the dependent child no longer meets the definition of a dependent on the plan, the surviving spouse re-marries (or new common-law partner) or until the end of the period for which premiums have been paid for the coverage.

Yes, a T4A slip for the Extended Health Plan and Dental Plan premiums paid is sent out to RSB members in February. This slip can be used to claim medical expenses on your taxes.

If you terminate your Extended Health Plan and Dental Plan in the middle of the year, a T4A slip showing premiums paid up to the termination date will be mailed out to you.

• Advisory committees shall be established in accordance with the relevant provisions of policies. For appointments of deans and principals refer to Policy AP5 – Deans/Principals Appointment. For appointments of heads and directors, refer to Policy AP9 – Academic Heads.
• Each member of an advisory committee shall become familiar with Policy SC3 – COI on conflict of interest.

The nature of the recommendation the committee is to make shall be specified when it's established. It may be asked to recommend with reasons: (a) a single candidate; (b) two or more candidates in order of preference; (c) two or more candidates with no order of preference.

• The quorum for any meeting of the committee shall be not less than two-thirds of its total membership.
• Many committees operate by consensus. Where votes are taken, the committee may act by majority vote. In the event of a tie a motion is lost. Where the chair is receiving a recommendation or representing the office to receive the recommendation, the chair will not vote.
• When a member is not present at a meeting of the committee, the member and the committee shall take all reasonable steps to inform the member of the significant questions dealt with at the meeting.

Except with the consent of all members of the committee, due notice shall be given of any meeting and members shall be informed of the purpose of the meeting.

The committee shall at the outset discuss the weighting to be given to the criteria relevant to the duties and the expected qualifications and experience. Different members of the Committee may give different weightings to particular criteria. Each member is expected to apply those weightings consistently.

1. Eligible candidates shall be invited by a specified date to provide the committee with a curriculum vitae, the names of at least two referees and any statement the candidate wishes to provide.
2. The committee may reject candidates on the basis of the information provided under (1) above.
3. Subject to (1) and (2) above, the chair shall solicit references from the referees nominated by candidates.
4. On the basis of the information provided by the candidate and the letters of reference, the committee shall strike a shortlist of candidates to be invited for interviews and presentations at the University. Equivalent opportunities for interviews and/or presentations shall be afforded each candidate. Those who meet the candidates or who hear presentations by the candidates may provide their opinions in writing to the committee.
5. The committee may at any time, through its chair, solicit further information from a candidate, the candidate’s referees or from any third party who in the opinion of the committee may have information which would be useful in its deliberations.

• Committee members shall make a particular effort to attend the meeting at which the committee is to decide on its recommendation. If a member is not able to be present, the member shall submit their views in writing to the chair. These views shall be circulated to the committee, but shall not count as a vote.
• It's expected that there be full attendance by all committee members. The chair has the discretion to disallow a member from voting where, in the chair’s opinion, a member has failed to attend a reasonable number of meetings (to include interviews and presentations).
• The chair of the committee shall submit the recommendation of the committee in writing.

In carrying out its task, the committee may implement such additional ancillary procedures as it sees fit, provided that they are not in conflict with these guidelines or any other university policy. If the committee is of the opinion any ancillary procedure is of a significant nature, it should seek the approval of the person to whom it will be making a recommendation.

• In carrying out its task, the committee shall adhere to any relevant policies, including Policy HR10 – Employment Equity and Policy SC7 – Discrimination.
• The committee shall also adhere to any applicable legislation or regulations.
• Without limiting the generality of adherence to university policies, the committee shall comply with relevant legislation and regulations concerning the recruitment of foreign academics.

Where in the opinion of the person with the authority to make an appointment there are circumstances which justify the making of an appointment without following these guidelines, that person may make an appointment, including an acting or pro tem appointment. Such an appointment shall not normally be for more than one year, and if renewed shall not be renewed for more than one further year.

At the termination of the process the Chair shall advise the unsuccessful candidates of the decision and, upon request, in general terms, the reasons for it.