• Reduced Appointment Form
• Retirement Option Election
• Years in Rank

• Retirement Counselling Reimbursement Claim Form

• Curriculum Vitae for the Professoriate stream
• Curriculum Vitae for the Professor of Teaching stream

Refer to the recruitment of foreign academics page

• Postdoc Maternity, Parental & Adoption Leave Form
• Maternity-Adoption-Parental Leave Form for Faculty & Librarians
• Study Leave Application
• Application for Leave of Absence for Purpose Other than Study, and without Salary
• Professional Development Leave for Lecturers Form

SAC Cover Sheet

• Deadlines: When submitting an action on Workday allow enough time for processing keeping in mind that it should not normally be more than two pay periods in advance. To allow enough time for Faculty Relations to review a BP for the next pay period, it needs to reach us about 10 working days in advance of the paycheque deadline.
• Workday report list: Administrators are able to run a variety of reports which can provide useful data for appointees in their units. Search Custom and Standard Reports for the list of reports you have access to. 

For Workday resources and help visit the Integrated Service Centre.

• Faculty appointment matrix: Assistance in determining the appropriate job title/rank for new faculty appointments.
• Compensation matrix: A comprehensive list of salary and benefits, including leaves, available to the different faculty groups.
• Reappointment Letters: Template reappointment letters have been created for a variety of faculty positions.
• Titles and ranks: Descriptions of appointment types processed through UBC Faculty Relations.

• Benefits at UBC: Information on coverages and benefits eligibility, including  the breakdown of costs for employer and employee.
• Benefit cost calculator – Employer paid benefits: Use this calculator to cost out the employer paid benefits.
• Compensation matrix: A comprehensive list of salary and benefits, including leaves, available to the different faculty groups.

• Foreign academics: Information on documentation required for foreign academics.
• Relocating and immigration

• Advertising guidelines: Which positions need to be advertised, for how long and where.
• Offer Letters: Template offer letters have been created for a variety of faculty positions.

• Sample retirement letters: UBC faculty relations has created template letters to be used to inform faculty members of their options about 12-18 months in advance of their 65th birthday.

• Faculty salary increases: Information on the annual increase process for bargaining unit members.
• Faculty & Librarian Salaries
• Minimum salary rates for benefits
• Research associate salaries

Should there be a deviation from the UBC Faculty Relations-approved template, please complete the Documentation form (doc) and submit it with the unsigned offer letter to UBC Faculty Relations. Please review the Procedures and Documentation for Tenured and Tenure Track Offer Letters (doc).

In drafting your offer letter for tenured and tenure track positions, you have the following three options:

• Use the faculty relations tenured/tenure track offer letter template
• Request the faculty relations department's review modifications to tenured/tenure track offer letter template
• Modify the tenured/tenure track letter with no review by the faculty relations department prior to signing the letter

If you have questions about the process or contractual elements of the offer letter templates, or require a pre-approval of a letter, please contact the appropriate senior manager.

Approvals and legal consequences

Note that a signed offer letter which doesn't follow the revised faculty relations template or has not been pre-approved will be the responsibility of the unit, in terms of legal consequences that may flow from the contractual terms (including legal fees and potential damages). Where a pre-approval is requested, UBC Faculty Relations will aim to provide an answer within 24 hours.

To support and promote the university’s salary equity goals, documentation of the starting salary and the rationale for the salary offer is required.

Document the starting salary and indicate whether or not you require a review of the offer letter using the Procedures and Documentation for Tenure Track Offer Letters (doc) form. This form must be included with every tenured and tenure track offer letter and accompanying tenured and tenure track faculty appointment form.

The templates on this page are in Word format to allow editing and saving for future reference.

Please ensure that you provide the candidate sufficient time to sign within the offer date stated at the end of the offer letter; if the candidate’s signature is after this period, the contract will not be valid.

If you need any assistance with preparing offer letters, please contact a senior manager in faculty relations at the Vancouver campus or Okanagan campus.

Instructions for structure and language of letters

• Please maintain the template letter’s structure.
• Omit any clauses which do not apply to the particular position; for example, work permit requirements. These clauses are highlighted in yellow. Please feel free to modify the wording to make the letter more personal and less formulaic, taking care not to make substantive changes to the language.
• Ensure that formatting (headings, font usage) and abbreviations usage are consistent throughout.
• Include appropriate, full titles and credentials for those listed as signatories.
• Print on Unit or Faculty Letterhead.
• Ensure that the signature lines are included with the body of the letter, and not by themselves on the last page.  If necessary, add some spaces to ensure that the final paragraph of the letter and the signature lines are on the same page.
• Remove instructional language, such as the header information on the first page and the last updated by information and email on the signature page.

To streamline offer letters across both campuses, there's now one consolidated set of template letters for tenure stream faculty and probationary/confirmed librarians.

Instructions and the offer letter template for offer letters to be used at both UBCV and UBCO follow:

• Faculty members, tenure stream (January 2025)
• Librarian, confirmed and probationary (January 2025)

Please ensure when producing an offer letter that you follow the procedures and documentation for review of tenure stream offer letters at UBCV are followed.

• Faculty members - PT Term or FT Without Review (February 2025)
• Lecturer (February 2025)
• Sessional Lecturers - New Hires (February 2025)
• General Librarians
  • General Librarian Without Review Offer Letter  (August 2025)
  • Part-time general librarians, with appointments of 50% or greater
  • Part-time general librarians, with appointments of less than 1 year or less than 50%

• Guest Speaker - Letter of Invitation (March 2025)
• Post Retirement Appointment (September 2023)
• Research Associates, with 1 year appointments 50% or greater (February 2026)
• Research Associates, with appointments less than 1 year or less than 50% (February 2026)
• Term faculty appointments-unpaid for Canadian/PR (October 2022)
• Term faculty appointments-unpaid for Foreign Nationals (September 2025)
• Term faculty appointment-paid for Canadian/PR (February 2025)
• Visiting Faculty under Visiting Professor Exemption (February 2025)
  • LMIA-Exemption Offer Number Confirmation Letter (November 2022)
• Visiting Researcher under 120-Day Work Permit Exemption (February 2025)

• Postdoctoral fellow welcome letters
  • UBC Vancouver Postdoctoral fellow welcome letter
  • UBC Okanagan Postdoctoral fellow welcome letter
• Postdoctoral fellow offer letter - Employee -  (January 2026)
• Postdoctoral fellow offer letter - Award Recipient (January 2026)
• Postdoctoral teaching fellow (April 2024)
• Postdoc Reappointment Letter-Award Recipient (January 2026)
• Postdoc Reappointment Letter-Employee (January 2026)
• LMIA-Exemption Offer Number Confirmation Letter (November 2022)

Please review the Instructions for administrative appointment offer letters

• Heads of academic units (October 2022)
• Associate deans (December 2024)

Please review instructions section above before using these templates

• Sessional lecturer reappointment template (October 2022)
• Lecturer renewal (October 2022)
• Research Associate reappointment template (October 2022)

Generic reappointment letter templates

• Faculty members in the faculty association (March 2023)
• Faculty members not in the faculty association (March 2023)

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.

Vancouver Campus

Approval of tenure stream ads is obtained from Faculty Relations via Workday as part of the Create a Position process prior to the posting of the position in any publication, website or other media. If no changes are required, the position/ad will be approved. Advertisements of term appointments don't require this approval.

Okanagan Campus

Faculty positions must go through the go through the hiring review process.  Grant-funded, sessional lecturers, and short-term positions that are less than 6 months in length are not required to go through the hiring review process. 

Please send a copy of the ad to Human Resources for review prior to the posting of the position in any publication, website or other media.

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.

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.