Students are automatically enrolled in their post-secondary institution’s health plan, for example, UBC AMS/GSS Student Health Plan (UBC Vancouver) or UBCSUO Student Health Plan (UBC Okanagan).

This information is for UBC faculty and staff who need information about opting out of these plans. 

How to Opt Out

For faculty and staff who need to opt out of the Student Health Plan (either for yourself or on behalf of your dependent — see details below), you will need to log into Workday and save your Benefits Statement to prove there is coverage already in place. You can access, print and save a record of your benefits coverage electronically at any time by following these steps

• In Workday, Go to “View Profile”
• Select “Benefits” on the left navigation pane
• Next, select "View as Grid" at the top of the page to display the correct information for the opt out process
• Select the "Export to Excel" or "Download PDF" button in the top right corner of your Benefits summary. This will download a file that reflects your dependents and the plans they are enrolled in.

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Login to Workday

Dependent children or spouse

Eligible dependent children (up to the age of 25 and who are in full-time attendance in their program) or spouse who are covered under their parent’s (or spouse’s) UBC Extended Health and Dental Care plans and provide confirmation of this coverage may opt out of the UBC AMS/GSS Student Health plan (UBC Vancouver), UBCSUO Student Health Plan (UBC Okanagan) or other post-secondary institution’s health plan.

UBC Faculty or Staff

Faculty and staff who are taking undergraduate or graduate courses and covered under the UBC Extended Health and Dental Care plans and provide confirmation of this coverage may opt out of the UBC AMS/GSS Student Health plan (UBC Vancouver) or the UBCSUO Student Health Plan (UBC Okanagan).

Questions

For Workday resources and help visit the Integrated Service Centre.

If you are a member of the Faculty Association, have emeritus status or an Academic Executive, your dependent children may be eligible to have their tuition fee waived for a maximum of 120 credits of UBC undergraduate courses at UBC.

This maximum is equivalent in credits to the requirements for a standard undergraduate degree and is a lifetime maximum per dependent child. This benefit covers tuition fees only and does not cover any other fees that may be associated with each course. Tuition Waivers can be used at UBC’s Vancouver and Okanagan campuses.

Is my child eligible for the tuition waiver?

Faculty Association members: your dependent children are eligible if you are a member of the Faculty Association and you meet the following eligibility rules:

• you hold an appointment of at least one year in length at 50% time, or
• you hold a Sessional Lecturer active appointment of at least four months in length at 50% time OR hold an active appointment less than four months or less than 50% and are eligible to maintain pension and benefits, or
• you are a General Librarian with an appointment of more than 12 months or more than 50% time.

You must continue to be in an eligible position to remain entitled to the benefit. For example, if you were working full-time or part-time, and switch to less than 50% part-time, your dependent children are no longer eligible for the Tuition Waiver for courses after you switch.

Emeritus Faculty: if you have emeritus status (and were previously a member of the Faculty Association) your dependent children are also eligible for the Tuition Waiver.

Academic Executive: if you are a member of the Academic Executive, your dependent children are eligible for the Tuition Waiver.

Eligibility dependent children: to be eligible for the Tuition Waiver, your dependent children must also be:

• unmarried,
• under age 25, and
• substantially dependent on you for financial support at the start of the session to which the Tuition Waiver applies (either Winter or Summer Session).

Your dependent child must meet UBC’s student admission requirements. Please contact Enrolment Services at the Vancouver or Okanagan campus to confirm that you meet these requirements.

Exclusions of eligibility

Your dependent children are not eligible for the Tuition Waiver if the start date of the course is:

• after the termination date of your appointment,
• during your unpaid leave, or
• during your medical leave without pay. However, if you are receiving benefit payments through the Income Replacement Plan, your children are eligible for the Tuition Waiver while you are receiving IRP benefits.

Your dependent children are eligible for the Tuition Waiver during your paid leave, such as a sabbatical leave or maternity/parental leave.

What courses are covered?

Your dependent can use the Tuition Waiver for the following:

• UBC undergraduate-level courses numbered 100-199, 200-299, 300-399 and 400-499
• UBC undergraduate-level courses and programs with specialized fees (Medicine, Pharmaceutical Sciences, Law and Dentistry)

How much is my child eligible for?

Your child is eligible for a maximum of 120 credits of UBC undergraduate credit courses per lifetime. This maximum is equivalent in credits to the requirements for a standard undergraduate degree.

The current tuition cost is $202.64 per credit for domestic students (effective May 1, 2025). International students are charged international tuition fees and as of May 1, 2017 these fees are covered under the Tuition Waiver. Refer to the current UBC Academic Calendar for international tuition fees.

What costs are not covered by the tuition waiver?

The Tuition Waiver does not cover the following costs:

• Any non-refundable deposit for undergraduate credit courses/programs that are paid prior to registration.
• Graduate credit courses and programs.
• Tuition fees covered by funding that is not repayable, such as scholarships and prizes, sponsorship by a third party, bursaries and grants.
• Application and student fees.
• International undergraduate tuition fees incurred prior to May 1, 2017. However, you can apply for tuition waivers up to the domestic undergraduate or graduate tuition amount for these courses/programs.
• Non-credit courses and certificate programs offered by UBC Extended Learning.
• Administration fees for certificate programs offered by UBC Extended Learning.
• Courses and programs that are not UBC undergraduate credit courses.
• Sauder School of Business courses and programs, such as Continuing Business Studies, Executive Education, Summer Programs, Real Estate, Business Families, Ch’nook, Aboriginal Business, Diploma in Accounting and Diploma in Marketing and Sales.
• UBC MOOC courses offered by edX.
• Courses offered by other institutions (including the Open University).
• Botanical Gardens or UBC Recreation courses, listed in the UBC Extended Learning calendar.
• UBC-sponsored courses through Human Resources.

Paying student fees and opting out of the Student Health Plan

Student fees are not covered under the Tuition Waiver. You or your dependent child must pay these fees.

Registered students taking UBC credit courses are automatically enrolled in and charged for the UBC AMS/GSS Health Plan (UBC Vancouver) of the UBCSUO Student Health Plan (UBC Okanagan). Your dependent child may be eligible to opt-out of the Student Health Plan if they are covered by another benefit plan, such as the UBC Extended Health and Dental Plan (Group No. 025205).

Learn how to opt out of the Student Health Plan.

How and when do I apply for the tuition waiver?

Your child will need a valid UBC student number to enrol for courses.

You should submit the Tuition Waiver application before tuition payments are normally due. If you submit your Tuition Waiver application after the tuition payment deadline, you will be charged late fees and/or interest that will not be covered by the Tuition Waiver.

• Register for the course(s) that you wish to apply your Tuition Waiver against. Once registered, do not pay for the course.
• Apply for the Tuition Waiver online through your Workday account. For step-by-step instructions for applying for the Tuition Waiver search the Knowledge Base or contact the Integrated Service Centre.
• Any fees not covered by the Tuition Waiver must be paid by the deadline specified in the UBC Academic Calendar.

After you have applied

• In most cases, the Tuition Waiver will be approved instantly.
• The waiver will be sent to Enrolment Services for you the following day.
• Enrolment Services will process the waiver as payment (you can verify this by logging in to the UBC Student Services Centre). Processing times will vary depending on the time of year.

The procedure and cost for auditing a course is the same as taking a course for credit.

How do I withdraw from a course?

If your child withdraws from a course before the deadline to do so without a “W” (withdrawal) standing, you can cancel your waiver online and have your tuition credits reinstated.  Review the step-by-step instructions on cancelling a Tuition Waiver by searching for the job aid through the Knowledge Base.

If your child withdraws after the deadline, you will not be able to cancel the Tuition Waiver. The Tuition Waiver will be used to pay for the cost of the course and your Tuition Waiver credits will be reduced as if you took the course.

Is this a taxable benefit?

This is considered a taxable benefit for your dependent child, and UBC Enrolment Services will issue a T4A slip for your dependent child at year-end. If your dependent child meets certain criteria, they may be able to exclude the amount from income on his or her income tax return. 

Questions?

If you have general questions about tuition waivers or your eligibility, please contact UBC Benefits. If you have submitted a tuition waiver application, and have questions about the processing, please contact the Integrated Service Centre.

If you have a dependent child who is studying outside BC or Canada, emergency medical expenses for physician and hospital services may be covered by the BC Medical Services Plan and, if they are enrolled as your dependent, your UBC Extended Health Plan.

The coverage provided by the BC Medical Services Plan is limited to covering physician and hospital services in the event of a medical emergency only. The coverage provided by the UBC Extended Health Plan supplements the costs covered by the MSP for emergency care, and will also pay for the costs of ambulance services and some non-emergency medical services outside BC or Canada.

You should be aware of the limitations and exclusions of coverage. Please review the Sun Life Extended Health booklet for your employee group before your child embarks on their studies.

Is my dependent child covered for medical expenses while studying outside BC or Canada?

Yes, and coverage will depend on the expense.

BC Medical Services Plan

The BC Medical Services Plan (MSP) will cover some of your dependent child’s medical expenses incurred outside BC or Canada in the event of an emergency only. You (as the plan member) will be reimbursed for expenses that are typically covered by the MSP (such as physician and hospital services) in the event of an emergency only, if incurred outside of BC or Canada.

MSP will cover the cost of what the service or expense would normally cost in BC and considered the first payor. If your dependent child is also enrolled in your UBC Extended Health, this Plan will be the second payor. You will be reimbursed for 100% of the emergency medical expenses, less the annual deductible, up to your dependent child’s overall extended health lifetime maximum of $2,000,000. Only one claim form is required as the claim will be coordinated with MSP.

Your dependent child must maintain their MSP coverage while temporarily outside BC and they should contact Health Insurance BC prior to their departure from BC.

Extended Health Plan

If your dependent child is enrolled in your UBC Extended Health Plan, expenses incurred outside BC or Canada that are typically covered by UBC’s Extended Health Plan (such as ambulance services, prescription drugs, medical equipment and supplies, vision care and paramedical services obtained from qualified practitioners in Canada and the United States only) are also covered in the event of a medical emergency and non-emergency, subject to the conditions outlined in your plan and your dependent child’s overall extended health lifetime maximum of $2,000,000. Payment for these expenses will be limited to the reasonable & customary charge within BC, and in Canadian funds.

It’s a good idea to also review below what costs are not covered.

Medi-Passport

If your dependent child is faced with a medical emergency while studying outside BC or Canada, the Medi-Passport supplements the emergency portion of your Extended Health Care by providing assistance and referral services. Medi-Passport coverage is provided through Global Excel Management, Sun Life’s travel benefit provider.

See the Emergency Medical Coverage page for more information.

Dental care

If your dependent child is enrolled in UBC’s Dental Plan, you (as the plan member) will be reimbursed for any expenses based on the terms of the plan up to the BC Dental Association Fee Guide limits in Canadian funds.

Employee and Family Assistance Program

The Employee and Family Assistance Program (EFAP) provides confidential, self-referred counselling or other assistance to you or your family members. While studying outside BC or Canada, your dependent child can arrange for telephone, email, chat (text-based) or video counselling through the EFAP services.

For how long is my dependent child covered for?

Your dependent child is covered as long as they meet the definition of dependent child.

Coverage is provided for a period of 365 days at a time and it is expected that your child return to BC prior to the end of the 365 day period. The 365 days will restart when they leave BC to resume their studies. If your child will be outside BC for more than 365 consecutive days, please email benefitsinfo@hr.ubc.ca to request an exception from Sun Life.

Your dependent child should contact Health Insurance BC prior to their departure from BC. There is no need to contact Sun Life for Extended Health/Dental.

What medical expenses will not be reimbursed?

Not all medical expenses will be reimbursed. Before your dependent child leave BC or Canada, it is your responsibility to know whether they will be covered for the costs of a medical emergency or non-emergency situation. You are responsible for understanding any conditions and limits that apply, including conditions and limits of other coverage you may have through a spouse’s plan, or other plan purchased privately and not outlined on this website.

For complete details about the specific provisions of your plan, refer to the Sun Life Extended Health booklet for your employee group.

The following provides highlights of those exclusions that may apply while studying outside BC or Canada. Please see the appropriate links for further information.

Extended Health and Dental Plan

Any expenses related to the following situations are not covered:

• trip cancellation (even if the reason for the cancellation is medically related), trip delay or lost luggage;
• services that are not immediately required or that could reasonably be delayed until you return to BC, unless your medical condition reasonably prevents you from returning to BC before receiving the medical services;
• services relating to an illness or injury that caused the emergency, after such emergency ends;
• continuing services, arising directly or indirectly out of the original emergency or any recurrence of it, after the date that Sun Life or Global Excel Management, based on available medical evidence, determines that you can be returned to the province where you live and you refuse to return;
• services that are required for the same illness or injury for which you received emergency services, including any complications arising out of that illness or injury, if you had unreasonably refused or neglected to receive the recommended medical services;
• where the trip was taken to obtain medical services for an illness or injury, services related to that illness or injury, including any complications or any emergency arising directly or indirectly out of that illness or injury;
• illness resulting from the hostile action of any armed forces (military or police), insurrection, riot, civil commotion or terrorist activity that you participated in; and
• services for an illness or injury caused by your participation in a criminal offence.

Medi-Passport: Emergency travel assistance services

Medi-Passport supplements the emergency portion of your Extended Health Care by providing assistance and referral services. Medi-Passport coverage is provided through Global Excel Management, Sun Life’s travel benefit provider.

Global Excel Management, Sun Life’s travel assistance provider, will not provide services in the province where you live, or during any trip taken to seek medical attention.

In some situations, you may be required to reimburse Sun Life for expenses paid by Global Excel Management on your behalf. This could include amounts that were paid for services or supplies that are not covered by your plan, exceed the maximum amount of your coverage under your plan, or that you are responsible for, such as deductibles and the percentage of expenses you must pay under your plan.

Global Excel Management reserves the right to suspend, curtail or limit its services in any area, without prior notice due to the following conditions:

• a rebellion, riot, military uprising, war, labour disturbance, strike, nuclear accident or an Act of God; and
• the refusal of the authorities to permit Global Excel Management to fully provide service to the best of its ability during any of the above occurrences.

Due to conditions such as war, political unrest, epidemics and geographical inaccessibility, travel assistance services may not be available in some countries. For an up-to-date list of countries where travel assistance services may not be available, please contact Global Excel Management (1-800-511-4610) before your dependent child leaves BC. If conditions in the country, region, or city they are travelling to change while travelling, contact Global Excel Management to determine if there are any changes to its ability to provide services.

Other excluded benefits

Under your UBC Extended Health Plan, you can only make claims for paramedical services provided in Canada and the United States if the practitioner meets the specific qualifications/designations for their profession and is also licensed/registered with an appropriate regulatory body or society where the service is received.

Global Excel Management: Liability

Neither Sun Life Assurance Company of Canada nor Global Excel Management is responsible for the availability, quality or results of the medical treatment you or your insured dependents receive, nor if you fail to obtain medical treatment.

Any physician or other health-care professional who provides direct services to a covered person will be acting on the person’s behalf only and will not be considered acting on behalf of Sun Life Assurance Company of Canada or Global Excel Management.

Neither Sun Life Assurance Company of Canada nor Global Excel Management assumes any responsibility or liability for:

• any medical advice given by any physician or other health care professional, and
• the negligence or other wrongful acts or omissions of any physician or other health care professional providing services under your plan.

No person will have any recourse against Sun Life Assurance Company of Canada or Global Excel Management because Global Excel Management suggested, or contracted with, a physician or other health-care professional.

Decisions by a physician or other health-care professional as to the need for providing any of the services covered by this benefit are medical decisions based on medical factors, and as such will be conclusive in determining the need for these services.

Should I purchase additional medical insurance?

You will want to consider whether you have other sources of coverage. These could include your spouse’s benefit plan or student benefits plan offered by the institution your dependent child is attending.

It is up to you to decide whether to purchase additional medical insurance. If you are speaking with a travel agent or insurance broker about additional coverage, have them refer to the Sun Life Extended Health booklet for your employee group. Since insurance coverage and exclusions and limitations vary across plans, it is important you read and understand your benefit coverage and conditions.

You may wish to purchase additional medical insurance if your dependent child’s Extended Health Plan balance is low (the most you can be reimbursed for your dependent child in their lifetime is $2,000,000). You can find out their Extended Health Plan balance by contacting Sun Life at 1-800-361-6212 or 1-800-661-7334.

If you are travelling for leisure or work outside of BC or Canada and you seek medical assistance, your emergency medical expenses for physician and hospital services may be covered by the BC Medical Services Plan and, if you are enrolled, your UBC Extended Health Plan.

The coverage provided by the BC Medical Services Plan is limited to covering physician and hospital services in the event of a medical emergency only. The coverage provided by the UBC Extended Health Plan supplements the costs covered by the MSP for your emergency care, and will also pay for the costs of ambulance services and some of your non-emergency medical services outside of BC or Canada. Your dependent family members are also covered if they are enrolled in the Extended Health Plan.

You should be aware of the limitations and exclusions of your coverage before you travel. Please review the Sun Life Extended Health booklet for your employee group before you travel outside of the province.

Depending on your situation, you may want to purchase additional travel medical insurance.

If you are travelling for work and you are injured or become ill while working, your medical expenses may be covered by WorkSafeBC. Any workplace-related injury or illness must be reported to Workplace Health Services within 24 hours.

Am I covered for medical expenses for when travelling outside of BC?

Yes, and coverage will depend on the expense.

BC Medical Services Plan

Your BC Medical Services Plan (MSP) will cover some medical expenses incurred outside BC or Canada in the event of an emergency only. You will be reimbursed for expenses that are typically covered by the MSP (such as physician and hospital services) in the event of an emergency only, if incurred outside of BC or Canada.

MSP will cover the cost of what the service or expense would normally cost in BC and considered the first payor. If you are also enrolled for the UBC Extended Health, this Plan will be the second payor.  You will be reimbursed for 100% of the emergency medical expenses, less the annual deductible, up to your overall extended health lifetime maximum of $2,000,000.  Only one claim form is required as the claim will be coordinated with MSP.

You must maintain your MSP coverage while temporarily outside BC. If you will be absent from BC for six months or more in a calendar year, contact Health Insurance BC to confirm continued eligibility.

Extended Health Plan

If you are enrolled in the UBC Extended Health Plan, expenses incurred outside BC or Canada that are typically covered by UBC’s Extended Health Plan (such as ambulance services, prescription drugs, medical equipment and supplies, vision care and paramedical services obtained from qualified practitioners in Canada and the United States only) are also covered in the event of a medical emergency and non-emergency, subject to the conditions outlined in your plan and the overall extended health lifetime maximum of $2,000,000. Payment for these expenses will be limited to the reasonable & customary charge within BC, and in Canadian funds.

It’s a good idea to also review what costs are not covered.

Medi-Passport

If you are faced with a medical emergency when traveling outside of your home province, your Medi-Passport supplements the emergency portion of your Extended Health Care. Medi-Passport coverage is provided through Global Excel Management, Sun Life’s travel benefit provider.

See the Emergency Medical Coverage page for more information.

Dental care

If you are enrolled in UBC’s Dental Plan, you will be reimbursed for any expenses based on the terms of the plan up to the BC Dental Association Fee Guide limits in Canadian funds.

Employee and Family Assistance Program

The Employee and Family Assistance Program (EFAP) provides confidential, self-referred counselling or other assistance to you or your family members. While travelling outside BC or Canada, you can arrange for telephone, email, chat (text-based) or video counselling through the EFAP services.

WorkSafeBC

If you are travelling on UBC work-related business outside of BC and you are injured or become ill as a result of your work requirements, your healthcare expenses may be covered by WorkSafe BC.

For how long am I covered?

Coverage is provided for a period of 365 days of absence per trip. If you are hospitalized during this period as a result of a medical emergency, in-patient services are covered for up to 90 days.

If you will be absent from BC for six months or more in a calendar year, contact Health Insurance BC to confirm continued MSP eligibility. There is no need to contact Sun Life for Extended Health/Dental.

What if I have a pre-existing medical condition? Am I still covered?

Yes, if the pre-existing medical condition was stable and controlled at the time of departure from Canada and your doctor has stated that you are cleared to travel. It is strongly recommended you obtain a letter from your doctor clearing travel or request a note to your file.

If I’m pregnant or am the pregnant spouse of a UBC employee, am I still covered?

You are only covered for emergency services related to a pregnancy. Emergency services mean any reasonable medical services or supplies, including advice, treatment, medical procedures or surgery, required as a result of an emergency. Any emergency incident that happens while out of Canada must be considered unexpected to be processed through the travel benefit.

All pregnancy related claims are reviewed by Sun Life’s out-of-country benefits provider. Travelling to another province or country with the intention to give birth or get regular prenatal checkups are not covered.

If you, or your covered spouse, is travelling while pregnant and close to the expected due date, it is recommended that the pregnant person be cleared for travel by their doctor

What medical expenses will not be reimbursed?

Not all medical expenses will be reimbursed. Before you leave BC or Canada, it is your responsibility to know whether you are covered for the costs of a medical emergency or non-emergency situation. You are responsible for understanding any conditions and limits that apply, including conditions and limits of other coverage you may have through a spouse’s plan, a credit card or purchased privately and not outlined on this website.

For complete details about the specific provisions of your plan, refer to the Sun Life Extended Health booklet for your employee group.

The following provides highlights of those exclusions that may apply while travelling for work or leisure. Please see the appropriate links for further information.

Extended Health and Dental Plan

Any expenses related to the following situations are not covered:

• trip cancellation (even if the reason for the cancellation is medically related), trip delay or lost luggage;
• services that are not immediately required or that could reasonably be delayed until you return to BC, unless your medical condition reasonably prevents you from returning to BC before receiving the medical services;
• services relating to an illness or injury that caused the emergency, after such emergency ends;
• continuing services, arising directly or indirectly out of the original emergency or any recurrence of it, after the date that Sun Life or Global Excel Management, based on available medical evidence, determines that you can be returned to the province where you live and you refuse to return;
• services that are required for the same illness or injury for which you received emergency services, including any complications arising out of that illness or injury, if you had unreasonably refused or neglected to receive the recommended medical services;
• where the trip was taken to obtain medical services for an illness or injury, services related to that illness or injury, including any complications or any emergency arising directly or indirectly out of that illness or injury;
• illness resulting from the hostile action of any armed forces (military or police), insurrection, riot, civil commotion or terrorist activity that you participated in;
• any work for which you were compensated that was not done for the employer (UBC) as the provider of this plan; and
• Services for an illness or injury caused by your participation in a criminal offence.

Medi-Passport: Emergency travel assistance services

Medi-Passport supplements the emergency portion of your Extended Health Care. Medi-Passport coverage is provided through Global Excel Management, Sun Life’s travel benefit provider.

Global Excel Management, Sun Life’s travel assistance provider, will not provide services in the province where you live, or during any trip taken to seek medical attention.

In some situations, you may be required to reimburse Sun Life for expenses paid by Global Excel Management on your behalf. This could include amounts that were paid for services or supplies that are not covered by your plan, exceed the maximum amount of your coverage under your plan, or that you are responsible for, such as deductibles and the percentage of expenses you must pay under your plan.

Global Excel Management reserves the right to suspend, curtail or limit its services in any area, without prior notice due to the following conditions:

• a rebellion, riot, military uprising, war, labour disturbance, strike, nuclear accident or an Act of God; and
• the refusal of the authorities to permit Global Excel Management to fully provide service to the best of its ability during any of the above occurrences.

Due to conditions such as war, political unrest, epidemics and geographical inaccessibility, travel assistance services may not be available in some countries. For an up-to-date list of countries where travel assistance services may not be available, please contact Global Excel Management (1-800-511-4610) before leaving on your trip. If conditions in the country, region, or city you are travelling to change while travelling, contact Global Excel Management to determine if there are any changes to its ability to provide services.

Other limitations and exclusions 

Under your UBC Extended Health Plan, you can only make claims for paramedical services provided in Canada and the United States if the practitioner meets the specific qualifications/designations for their profession and is also licensed/registered with an appropriate regulatory body or society where the service is received.

Basic Group Life and Optional Employee and Spousal Life benefits remain in place with no exclusions.

Optional Accidental Death and Dismemberment benefit claims will not be paid if caused by the following:

• suicide or attempted suicide;
• self-inflicted injury by firearm or otherwise;
• drug overdose;
• carbon monoxide inhalation;
• flying in, descending from, or being exposed to any hazard incident with any kind of aircraft, if you:
• were receiving aeronautical instruction;
• had any duties to perform in connection with the aircraft;
• were being flown for a parachute descent; or,
• were a member of any armed forces and the aircraft was under the control or charter of the forces; or,
• the hostile action of any armed forces, insurrection, or participation in a riot or civil commotion.

Income Replacement Plan/Disability Benefit Plan benefits will not be paid for any total disability resulting from:

• the hostile action of any armed forces, insurrection or participation in a riot or civil commotion;
• intentionally self-inflicted injuries;
• participation in a criminal offence.
• bodily injury that are sustained while you are doing any act or thing pertaining to any occupation or employment for wage or profit, outside of your duties and responsibilities with the University.

Global Excel Management: Liability

Neither Sun Life Assurance Company of Canada nor Global Excel Management is responsible for the availability, quality or results of the medical treatment you or your insured dependents receive, nor if you fail to obtain medical treatment.

Any physician or other health-care professional who provides direct services to a covered person will be acting on the person’s behalf only and will not be considered acting on behalf of Sun Life Assurance Company of Canada or Global Excel Management.

Neither Sun Life Assurance Company of Canada nor Global Excel Management assumes any responsibility or liability for:

• any medical advice given by any physician or other health care professional, and
• the negligence or other wrongful acts or omissions of any physician or other health care professional providing services under your plan.

No person will have any recourse against Sun Life Assurance Company of Canada or Global Excel Management because Global Excel Management suggested, or contracted with, a physician or other healthcare professional.

Decisions by a physician or other health-care professional as to the need for providing any of the services covered by this benefit are medical decisions based on medical factors, and as such will be conclusive in determining the need for these services.

WorkSafeBC: Out-of-province/country coverage

WorkSafeBC coverage is provided to a faculty or staff member who sustains an injury arising out of and in the course of their employment. Coverage does not extend to all activities that the staff/faculty member might participate in while travelling.

Should I purchase additional medical insurance?

You will want to consider whether you have other sources of coverage. These could include your spouse’s benefit plan or a credit card that provides medical insurance coverage while travelling.

It is up to you to decide whether to purchase additional travel medical insurance. If you are speaking with a travel agent or insurance broker about additional coverage while travelling, have them refer to the Sun Life Extended Health booklet for your employee group. Since travel insurance coverage and exclusions and limitations vary across plans, it is important you read and understand your benefit coverage and conditions.

You may wish to purchase additional medical insurance if your Extended Health Plan balance is low (the most you can be reimbursed in your lifetime is $2,000,000). You can find out your Extended Health Plan balance for you and/or each of your covered dependants by contacting Sun Life at 1-800-361-6212 or 1-800-661-7334.

If you experience a medical emergency while travelling outside of Canada and you are enrolled in the UBC Extended Health Plan, contact Global Excel Management immediately.

Global Excel Management will refer you to medical help and in some circumstances, will arrange for payment of your medical emergency expenses to the provider directly. If you are travelling outside of BC but within Canada (except Quebec) and need emergency medical care, present your BC CareCard/BC Services Card and the healthcare provider will bill BC’s Medical Services Plan. If you are travelling in Quebec, you will probably be required to pay for your medical services and seek reimbursement later from MSP. You can also contact Global Excel Management if you require help.

What is a medical emergency?

A medical emergency is an acute illness or accidental injury that requires immediate, medically necessary treatment prescribed by a doctor. This could include:

• a sudden, unexpected injury;
• an acute episode of a medical condition that was not identified or being treated before you left BC; or
• an unexpected and unforeseen acute episode of a previously identified medical condition that was stable and controlled when you left BC.

What do I do in an emergency medical situation?

If you are in an emergency medical situation while travelling outside of Canada, call Global Excel Management immediately.

GEM’s operations centre is available 24 hours a day, seven days a week.

In the USA and Canada, call: 1-800-511-4610
Elsewhere, call: 1-519-514-0351 (call collect through an international operator)
Fax: 1-519-514-0374

24/7 assistance http://www.globalexcel.com/sunlife

If you cannot contact GEM before receiving medical care, be sure to call them as soon as possible afterwards. Your payment for medical expenses may be denied or limited if you significantly delay in calling GEM. More importantly, all invasive and investigative procedures, including any surgery, angiogram, MRI, PET scan, or CAT scan, must be pre-authorized by GEM – except in extreme circumstances where emergency surgery must be performed immediately after admission to a hospital.

GEM will manage your case and if possible, will arrange for payment of your medical emergency expenses to the provider directly. Physicians and hospitals can also call to confirm benefits and arrange direct payment.

If you do not contact GEM before seeking medical help, any expenses you must pay in order to submit the claim (such as fees for obtaining medical records, translation expenses, etc.) are your responsibility.

What information do I need to provide Global Excel Management?

Give Global Excel Management the following information:

• Your name or, if your dependent is the one needing assistance, your dependent’s name.
• Your current location, including city, state and country.
• Where you are calling from (e.g., hotel/residence, hospital, physician’s office).
• Your current phone number (e.g., at your hospital, the nursing station nearest you, hotel) so that GEM can get in touch with you. Give details of your hotel name, phone number, and room information in case GEM needs to leave messages.
• Your UBC benefit plan contract number – 025205.
• Your UBC benefit plan member ID number – your seven-digit UBC employee ID number.
• A description of the situation.

What emergency services are provided by Global Excel Management?

Global Excel Management provides emergency travel assistance services that include:

• referring you to a medical facility, physician or pharmacist,
• confirming your coverage and benefits,
• facilitating payments to a hospital or medical provider, whenever possible,;
• monitoring the medical situation if you are hospitalized, and
• overseeing your transfer to a different hospital or treatment facility, or transport home if it is determined to be safe to do so.

What costs are covered?

Eligible medical expenses as a result of a medical emergency may include the following:

• services and supplies while in hospital, including a semi-private hospital room,
• out-patient and physicians’ services and
• licensed ground or air ambulance service to the nearest hospital equipped to provide the required treatment.

Global Excel Management will also cover the cost of:

• hotel accommodation and meals, if your return trip is delayed by a medical emergency involving you or another person travelling with you who is also covered under your plan;
• replacement of transportation tickets, if you lose the use of your return ticket due to a medical emergency;
• safe return home of any unattended dependent children, if you are hospitalized;
• a visit by a family member, if you are travelling without a relative and are hospitalized for more than seven consecutive days;
• the return of your personal or rented car, if you are unable to drive;
• arrangements for replacing lost or stolen travel documents and luggage;
• translation services to help you communicate with local medical personnel;
• sending urgent messages to your home, business or other location; and
• return of remains to BC, in the event of death.

While these services are typically utilized in emergency situations while travelling outside of Canada, they can also be used within Canada if an emergency situation arises when you are travelling in Canada, outside of BC. You are covered for a period of 365 days of absence per trip. If you are hospitalized during this period as a result of a medical emergency, in-patient services are covered for up to 90 days.

What if I need emergency dental care?

If you receive emergency dental care while outside BC or Canada, your UBC Dental Plan will cover costs based on the terms of the plan up to the BC Dental Association Fee Guide limits in Canadian funds. All receipts must be translated into English, and amounts for procedures will be converted to Canadian funds. Submit your claim when you return home using a paper dental claim form. If your claim was a result of a dental accident, use the Emergency Travel Medical Claim form.

How does Sun Life determine when a medical emergency is over?

An emergency ends when you or your family member is medically stable and therefore able to return to BC. If you choose not to return to BC, you will not be reimbursed for any further expenses.

Before leaving on a trip outside of BC, it is a good idea to check for any travel advisories or health notices for your destination.

You are responsible for checking the status of the destination you are travelling so that you understand the risks inherent to that area.

If you are not sure whether you will be able to access medical emergency travel assistance while travelling outside of BC, contact Global Excel Management to ask if they are able to provide service in your area of destination.

It is important to check the Government of Canada’s travel advisories and the Public Health Agency of Canada’s travel health notices before you leave on your trip. You should also review all entry and exit requirements to make sure you understand passport and visa requirements, as well as other entry/exit requirements.

For more information on exclusions to UBC’s travel benefits, visit the Travel page.

Related links:

• Travel Advisories from the Department of Foreign Affairs and International Trade (DFAIT)
• Travel Health Notices from the Public Health Agency of Canada
• Travel Benefits home
• Advice for Travel with electronics

Be a well-prepared traveller, whether you are planning a holiday with your family or a trip for business. Prepare for your trip by reviewing the following tips and guidelines so that you know what to do if medical situations arise when you’re abroad.

Review our Preparing for Travel checklist for easy reference.

Before your trip

Pack your health insurance information. This should include your:

• Sun Life coverage card available from mysunlife.ca or my Sun Life mobile app,
• BC Services Card as proof of your MSP enrolment,
• Medi-Passport information,
• emergency help numbers, and
• family doctor’s contact information.

Review your benefits coverage. We’ve summarized the highlights of your UBC benefits coverage, and you should also refer to the Sun Life benefit booklet for your employee group. Your travel benefits coverage falls under the Extended Health Plan and your lifetime maximum under this Plan is $2,000,000 per person. To learn what the Extended Health Plan balance is for you and/or each of your covered dependents, contact Sun Life.

UBC is able to provide information about your coverage through the UBC group plans while travelling outside of BC; however, the decision to purchase additional medical or other insurance is yours to make. If you speak with your travel agent or insurance broker about additional coverage while travelling, have them refer to the Sun Life benefit booklet for your employee group. Note that coverage and exclusions and limitations vary across plans so it is important you read and understand your benefit coverage and conditions.

Fill your prescriptions if you take any medication on an ongoing basis. For a single purchase, you will be reimbursed for a 34-day supply and for maintenance drugs, you will be reimbursed for a 100-day supply. If you will be out of BC or Canada for a longer period of time and require more than a 34-day supply (or 100-day supply for maintenance drugs), pay the entire cost of the prescription at the pharmacy and then make an extended health claim to Sun Life at the end of each 34- or 100-day period. You must submit the same receipt at the end of each period to be reimbursed for your 34-day or 100-day supply (be sure to make a copy of the original receipt before you send your first claim).

• Note: If you purchase prescription drugs while outside the country, you can submit these expenses for reimbursement using a paper claim form when you return. The receipt must be in English and converted to Canadian dollars. While prescription drugs can be reimbursed, any doctor’s fees to write the prescription will not. Doctor’s fees are only covered in the event of an unexpected medical emergency. Going to a doctor to obtain a prescription for any medication you are taking on an ongoing basis is not considered a medical emergency.

Talk to your doctor if you have a medical condition and wish to travel. If you want to clarify your coverage while travelling outside of BC or Canada, contact Sun Life directly at 1-800-361-6212 or 1-800-661-7334 or send a secure e-mail via mysunlife.ca.

• If you have a pre-existing medical condition, you will be covered for emergency medical expenses related to that condition if it was stable and controlled at the time of departure from Canada and your doctor has cleared travel. It is strongly recommended you obtain a letter from your doctor clearing travel or request a note to your file.
• If you are pregnant, you are only covered for related emergency services. You are not covered for regular prenatal check-ups or for travelling to another province or country with the intention to give birth. If you, or your covered spouse, is travelling while pregnant and close to the expected due date, it is recommended that the pregnant person be cleared for travel by their doctor.

Contact the BC Medical Services Plan (MSP) if you are going to be absent from BC for more than six months of a calendar year. MSP will allow:

• a total absence of seven months per calendar year for vacation purposes under certain conditions and
• with approval, temporary extended absences of up to 24 months once in a 60-month period for work or vacation.

Learn more about temporary absences from BC.

Provide your family members and travelling companions with details of your health insurance. Visit mysunlife.ca or my Sun Life mobile app to get extra Travel Cards, which contain vital contact information for Global Excel Management, the 24-hour emergency travel assistance service provider that you or the person you will be travelling with will need to call if there is a medical emergency.

Check the travel report and health notices for your destination and all the points you will visit. You will want to look at:

• Travel Advisories from the Canadian Government  and
• Travel Health Notices from the Public Health Agency of Canada.

Learn more about Travel Advisories.

Determine if you need immunizations and/or are required to carry vaccination certificates when travelling to specific countries or areas.

Review the UBC Travel Policy. If you are travelling for work, review Policy FM8 – Business Expenses (formerly Policy #83) and note the exclusions that apply to the Accidental Death and Dismemberment business travel insurance plan.

Review WorkSafe BC Coverage. UBC faculty and staff who will be working outside of BC should contact WorkSafe BC Claims Associate: wcb.info@ubc.ca, for more information. 

During your trip

Carry your Sun Life coverage card and BC Services Card, along with the your Travel Card that contains Global Excel Management phone number, in your wallet at all times.

If you’re heading out to do field research or travelling to a venue for work, remember to review the WorkSafe BC guidelines and determine what safety precautions you may need to take.

If your travel destination becomes unsafe during your visit, check the national travel advisories for information on whether to stay or leave. In some cases, if you choose to stay, you may not be covered by UBC benefits.

Bookmark our What To Do in Emergency Medical Situations webpage – you never know when you’ll need it.

In the event of a medical emergency

If you experience a medical emergency, contact Global Excel Management (Sun Life’s travel benefits provider). Once you make contact with Global Excel Management, they will manage your case and where possible, will assume all of the expenses directly.

Physicians and hospitals can also call to confirm benefits and arrange direct payment.

Global Excel Management's operations centre is open 24 hours a day, 7 days a week.

• In the USA and Canada, call: 1-800-511-4610
• Elsewhere, call: 1-519-514-0351 (call collect through an international operator)
• Fax: 1-519-514-0374

Learn more about Emergency Medical Coverage.

Keep records of your expenses

Keep all out-of-pocket records of expenses for medical services or supplies. You will need these receipts for claim reimbursement after you return from your trip.

If you did not contact Global Excel Management before seeking treatment, you are responsible for any expenses required in order to submit the claim. These include fees for obtaining medical records, translating receipts into English, etc.

After your trip

Welcome home! If you had a medical emergency during your travels and paid out-of-pocket for services or supplies, you may be reimbursed for these expenses if Global Excel Management can confirm the circumstances of your emergency.

How to submit a claim for an emergency or non-emergency medical expense

Please see the Claims section for information on how to submit claims for emergency and non-emergency medical expenses you paid for while travelling outside of BC or Canada.

How to submit a claim for dental expenses

Please see the Claims section for information on how to submit claims for emergency and non-emergency dental expenses you paid for while travelling outside of BC or Canada.

Learn about the interview process and resources available for hiring managers to help plan and conduct inclusive, accessible and effective interviews, and assess candidates equitably using UBC-supported practices and templates. 

Preparing for interviews 

• Develop or update an interview guide such as an evaluation rubric that includes behavior-based interview questions linked to the minimum and preferred qualifications.
• Develop consistent methods (tests, interviews, presentations, simulations) to assess all minimum qualifications and any preferred qualifications.
• Determine with the interview panel how candidate responses will be rated, and broadly what you are looking for with each question.

Scheduling interviews 

Guides and templates

View useful documents and resources related to interviewing job candidates. 

Interview template

Download this Word doc template to use during the interview and record candidate responses. 

Download Interview Template (Word)

During the interview 

• Begin with a welcome and overview of the process.
• Allow each panelist to introduce themselves and assign someone to give a brief overview of the role and/or team.
• Ensure that the candidate is given sufficient time to respond to each question, which may mean limiting the amount of interview questions to allow time for probing and discussion.
• Time between interviews is important for selection committee members to discuss and debrief on candidate responses.
• Effective notetaking can assist in ensuring a clear record of responses is kept by the selection committee members.
• Use a consistent scoring rubric (e.g. 1 to 5 scale).

At the end of the interview 

• Allow candidate time to ask any questions.
• Thank them and share the next steps and expected timelines.
• Set up candidates for testing portion of the interview, if applicable.
• Review your notes and discuss as a panel.
• Include test results and references in your decision-making.

Testing 

Equity in hiring equity

• Hiring Equity course (4 modules, self-paced)
• Accessible Interviewing & Accommodations course (45-minutes, self-paced)
• Employment equity resources (from the Equity and Inclusion Office)

Some candidates value feedback to improve their interview skills – consider sending feedback to unsuccessful candidates. If there's no suitable candidate, we recommend starting the process again by reposting the position.

Maternity or parental leave

When you go on maternity leave, the length of your pre-tenure appointment will be extended by one year, unless you inform your Head in writing that you do not wish the pre-tenure period extended. If you are only going on parental leave, you must inform your Head in writing of the change in your family status and request the extension at the earliest possible date but no later than 6 months after the child is born or placed with you for the purpose of adoption.

Sick leave

If you are unable to perform your duties because of illness or injury, the University and the Faculty Association agree to consider whether, in the circumstance of each case, your period of pre-tenure appointment should be extended.

Please submit your written request for a tenure clock extension to your head of academic unit. If your head approves the request, your head will seek approval from the Dean or equivalent position, who will then seek approval from the Provost. The Provost will work with Faculty Relations (Vancouver campus) or Human Resources (Okanagan campus) to seek approval from the Faculty Association.

Disability leave

If you are on full disability leave and on IRP benefits, your tenure clock is automatically frozen. The tenure clock will restart upon your return to work, whether full- or part-time. If your return to work is part-time, your tenure clock will be pro-rated. Requests for further tenure clock extensions can be made by following the process noted above for sick leaves.