At UBC, we endorse and support our faculty and staff in their use of names other than legal names to identify themselves for professional, personal, or privacy reasons.

The following guidelines explain the importance of, the ways to support, and legal limitations around the use of preferred names.

As part of our commitments to build a more welcoming, inclusive, and equitable environments, please respect the preference identified; an exception may be made in the few instances where legal obligations exist.

Preferred names: Is it a preference?

UBC’s HR system provides an option for all UBC employees to provide a “preferred name.” To reflect language in most HR systems, these guidelines primarily use the term “preferred name” to refer to the name that an employee uses that is different from their legal name.

This terminology does not suggest that a preferred name is merely a preference that can be disregarded. UBC staff and faculty may choose to use other expressions, such as “chosen names,” in reference to a name that is different from a person’s legal name.

Background and rationale

The following guidelines provide direction to ensure that employees’ preferred names are used wherever legally possible (and more consistently) at the university. Using the preferred names of faculty and staff, whether on official university documentation, in IT systems, and in everyday conversation, upholds Policy SC7 – Discrimination (formerly Policy #3) and the UBC Respectful Environment Statement.

Many employees use preferred names. For example, some employees have a professional identity that includes a first or last name that is different from their legal name.

Having information systems display a preferred name helps lessen confusion in interactions with students and colleagues (who may not realize that “Jane Kim” and “Michelle Doe” are the same people as “Minjun Kim” and “Michelle Perez”), supports faculty and staff’s professional identities, ensures privacy when needed, and helps create a respectful work environment.

For trans and non-binary employees, who are protected on the ground of gender identity and gender expression in BC Human Rights legislation, the use of preferred names can be especially important to ensure safety and privacy. Learn more about gender diversity.

Considering that many people make assumptions about someone’s gender based on their name, many trans and non-binary people use a preferred name that reflects their gender identity and/or expression.

Being able to use a preferred name can also help reduce the likelihood of trans and non-binary employees being misgendered by colleagues. Addressing a person using their preferred name and gender has been recognized by human rights tribunals as best practice for non-discrimination (2022/2023 BCHRT 54).

Permissible use of preferred names

As per the UBC Data Standards on Person Name (page access requires CWL login), preferred names may concern an employee’s given name, last name, or both.

Except as defined in Section 3 of these guidelines, members of the university community are entitled to use preferred names to identify themselves. The university acknowledges that preferred names should be used as consistently as possible in an employee’s daily work life, in communications with the employee/er, and in information systems.

For example, an employee’s preferred name can be used in the following contexts:

• UBC Directory
• Faculty & staff email (FASmail)
• Offer letters
• Recommendation letters
• Name tags, website staff bios

Prohibited use of preferred names

a.) The use of a preferred name does not replace areas where a legal name is required by law (Section 5).
b.) The use of a preferred name cannot be used for misrepresentation or fraudulent purposes.
c.) The choice of a preferred name must be appropriate, cannot be obscene, and must not violate any university, provincial, or federal policies or regulations.
d.) Images or symbols (such as $ or %) are not administratively eligible to be implemented in preferred names. Accents and other linguistic symbols should be accepted if there is technical ability (e.g., Bäcker, Muñoz, Loïc, Sørina). This includes phonetic characters used in Indigenous languages, such as xʷməθkʷəy̓əm (Musqueam).

The university reserves the right to remove any preferred name in contravention with these guidelines without prior notice to the individual.

Display of preferred names

The university recognizes that current systems do not consistently display preferred name information.

Going forward, the university should work to display preferred name information to the university community wherever feasible and appropriate, and should make a good faith effort to update reports, documents, and systems so that an employee’s preferred name(s) can be used consistently.

The display of preferred name information should be a priority in all systems that display name information publicly (e.g., course schedules, directories) and/or to other members of the university community (e.g., UBC Card, service requests).

Legal name requirements

The use of an employee’s legal name is required in the following contexts:

a.) Forms or documents related to Canada Revenue Agency, such as pay stubs, T4s or T4As.
b.) Forms or documents related to health benefits.
c.) Forms or documents related to the employee’s pension plan.

The university reserves the right to add additional contexts when in accordance with legislation or law.

Prefixes

To support a welcoming, inclusive, and equitable environment at the university and the consistent use of preferred names, prefixes (such as Ms., Mr., Mx., Dr., etc.) should always be optional on forms and in systems.

This recommendation is aligned with UBC Data Standards on Person Name (page access requires CWL login).

Privacy

UBC staff with certain administrative needs (e.g., Human Resources) may see both legal and preferred names.

All employees with access to employment, benefits, and other sensitive information should be trained on the implications of this access, the use of preferred and legal name, and the importance of keeping legal name information private except on a “need-to-know” basis.

Procedure for employees to enter a preferred name in Workday

Employees can change their preferred name in Workday. For Workday resources and help visit the Integrated Service Centre. 

Conclusion

We continue to advance a consistent use of preferred names across UBC, building on earlier efforts that focused on enhancing the student experience. If you or your staff would benefit from further education on these topics, the Equity & Inclusion Office supports education efforts as well as systems change across the university.

A resource for managers and administrators to support transgender, Two-Spirit, and non-binary (T2SNB) employees at work, wherever they are in their journey and whether or not they have shared with you. 

Ensuring a T2SNB employee has a seamless experience at UBC begins with respecting their chosen first name and pronouns, and maintaining their privacy around their identity. This toolkit contains terms and concepts for greater understanding of T2SNB individuals. Learn more about applicable human rights legislation and recent case law clarifying managers’ roles in washroom access and pronouns.

The toolkit also provides information on how to indirectly support T2SNB employees who choose not to come out or before they do so. It also covers specific steps managers need to take to support someone while they come out at work (e.g., communications and educational plans). For some, there is a continuous need for support with ongoing challenges, even after coming out. This toolkit summarizes key expectations for workplace culture and interpersonal interactions.

Toolkit for managers

If you are looking to support a T2SNB employee in the workplace, view the Supporting T2SNB Employees toolkit (PDF).

Supporting T2SNB Employees

If you would like to provide feedback on the contents of this toolkit, we welcome your thoughts, ideas, and concerns via a brief, anonymous survey.

Disclosure plan

You can download a disclosure plan template (Word) that is designed to help managers and supervisors support a T2SNB employee in coming out at work.

Disclosure Plan

The toolkit above provides answers to frequently asked questions common among managers and supervisors supporting T2SNB employees, such as: 

• What are the unique and often invisible challenges that T2SNB employees face at UBC?
• Are there different needs among T2SNB employees at various stages of their journey?
• What are the specific steps to take when supporting T2SNB employees when coming out at work for the first time?
• How does human rights legislation and case law apply to me as a manager of a T2SNB employee?
• Do I have to remember all the different terms and concepts?
• How much time does it typically take to support someone to come out at work?

A manager's responsibilities to T2SNB employees include:

• Keep private T2SNB person’s legal name and T2SNB status
• Encourage respectful work environment and lead by example
• Be aware and respectful of cultural needs of Two-Spirit employees
• Educate yourself on gender diversity
• Support education of your team/department
• Ensure T2SNB employee has resources and support they need, including accommodations
• Prevent discrimination as part of hiring, training, compensating, promoting, and terminating processes
• Prevent bullying and harassment related to gender identity and/or expression
• Provide access to appropriate washrooms, change rooms, dress code, and uniforms
• Avoid unnecessary personal questions
• Efforts should be made to accommodate if a T2SNB employee needs all-gender facilities (even if there are only men’s and women’s facilities)
• Do not require T2SNB employees to use only all-gender facilities
• If disclosing, support the employee through a well-defined and documented process of disclosing their gender to colleagues and within the system 

Information for employees

This page provides resources specifically for managers and supervisors supporting their T2SNB employees. Related resources for faculty and staff are available on the Getting support as a T2SNB employee page.

UBC recognizes and values staff and faculty from a diverse range of religious backgrounds.

In some situations, they may require time away from work for religious observance. In such circumstances, they should make requests to their Manager or Administrative Head of Unit with as much notice as possible, and reasonable efforts will be made to accommodate such requests. It is the responsibility of the Manager or Administrative Head of Unit to respond to these requests in a timely manner.

Some options that Managers or Administrative Heads of Unit may consider for time off include, but are not limited to, unpaid leave of absence, rescheduling of work hours, vacation, and making up work hours.

Questions regarding requests for time off or other arrangements should be made to your Human Resources Advisor or Faculty Relations Manager.

UBC, as with all employers in the province, has a duty under the BC Human Rights Code to provide a work environment that is free from discrimination and harassment on a number of prohibited grounds, including religion. More information can be found in Policy SC7 – Discrimination (formerly Policy #3).

Related resources

• Interfaith Calendar
• Equity & Inclusion Office

For staff and faculty who wish to volunteer at a time that coincides with their scheduled work hours/responsibilities, UBC's human resources team can suggest options for how they can request that time away from work.

Volunteering during work hours

UBC wants to provide opportunities for staff and faculty to take part in community activities as volunteers, while being accountable to the public for our financial and operational practices.

When that wish to volunteer coincides with their scheduled work hours and responsibilities, they can request that time away from work.

Faculty

In the ordinary course of carrying out their duties and responsibilities, faculty members have considerable flexibility in allocating their time, including evenings and weekends, subject to class schedules, deadlines, research and service commitments.

Casual commitments can usually be accommodated within the work week. Should faculty members wish to participate more extensively in volunteer activities during work days, they're requested to discuss the nature and duration of their proposed commitments with their head, director or dean, as appropriate, and make the necessary arrangements.

Staff

Staff members who wish to participate in volunteer activities in a way that impacts their ability to perform their normal duties and responsibilities may apply for various leave arrangements, as outlined . Details are provided for in collective agreements, handbooks and policies.

In reviewing leave requests, managers must balance requests with the operational requirements of their units.

Questions and contacts

If you have questions regarding a staff member’s request to volunteer during work hours, we encourage you to speak with your HR Advisor before you make any decisions.

At times, changes in the organization result in staff members being laid off. The steps for laying off staff differ with each employment group.

Layoff help and procedures

When layoffs are being considered, the first step is to call your advisor in UBC's human resources department.  The advisor will help ensure you follow the right steps for layoffs, as they differ by employee group, and they'll guide you through the process.

Some of the things your human resources advisor will ask of you:

• Identify the employee(s) to be laid off.
• Identify the cause of the layoff, i.e., a service reduction, a reorganization of work, or a technological change that will make the position unnecessary or redundant.
• Consider why the layoff is necessary, and prepare a list of business reasons justifying the layoffs.
• A revised organizational chart and current seniority list.

Please contact your HR Advisor for support. 

Employee group specifics

You should also identify which union, if any, represents the affected employee(s), and consult the relevant collective agreement.

The agreements will provide you with information on required notice periods and specific procedures. 

• CUPE 116 – Article 11 – Layoff and recall procedure
• CUPE 2950 – Article 34 – Employment security and Article 19 – Technological, automation & other Changes
• CUPE 2278 – Component 2: ELI – Article C 11- Layoff and Recall
• IUOE 115 – Article 12 Technological Change
• BCGEU Child Care – Article 4.17 Layoff and Recall
• BCGEU Okanagan – Article 34 Layoff and Recall 

Employee resignations

When an employee resigns, you must enter the relevant information into Workday to avoid any overpayment. Upload a copy of the employee’s resignation letter to Workday when prompted, if applicable. For Workday resources and help visit the Integrated Service Centre. 

Cover off all outstanding work-related items prior to your employee's last day. This includes ensuring the return of any UBC property including keys and equipment. There is also a resignation checklist on the employee website leaving UBC page that will remind your employee of personal items they may wish to look into before leaving the university.

Offboarding

As part of the offboarding process, HR Administrators and Managers should remind employees leaving UBC to keep their home address, phone number, and email address up to date in Workday. This is helpful to avoid potential issues with receiving pay and tax slips. Employees who left UBC after November 1, 2019, can access Workday using their existing CWL and password for 18 months past their Termination Date. Employees can access other UBC systems (FASMail, Library, Parking, etc.) for up to 9 months from their Termination Date if a Grace Period is assigned to them as part of the Termination Business Process in Workday.  

For Workday resources and help visit the Integrated Service Centre.

UBC has policies and offers guidance on staffing for essential and non-essential services during extreme weather that may curtail access to the campus and/or lead to the cancellation of classes or services. 

Extreme weather at UBC's campuses

On occasion, extreme weather events may disrupt access to our campuses in Vancouver or Kelowna. UBC continues to provide services and operations during these periods, but may operate at a reduced level.

The university’s official policy is the Disruption of Classes/Services by Snow Policy: the Snow Policy (SC5) (.pdf).

Essential and non-essential services

Administrative heads of unit must consider which services are essential. Essential services in the context of extreme weather conditions are those services that are needed to ensure the safety, security, welfare, and health of the community, property, and research and certain operational activities of the university.

Once a manager has determined what the essential work is, they must determine which positions and staff are needed to do this work. Specific questions should be directed to your Human Resources Representative.

Because of the wide diversity of work at UBC, from pharmacists to farm workers, no single schedule will fit everyone.

Typical hours of work by employee group

Here is an overview of typical hours of work for our major employee groups. However, this list doesn’t cover all of the possibilities, so please consult the relevant collective agreement or terms and condition of employment for the precise language.

CUPE 116                                           

• 7.5 hours / day for 5 consecutive days in 7 for a total of 37.5 hours per week
• shifts can be day (between 7:00 a.m. to 6:00 p.m.), evening (between 3:30 p.m. and 12:30 a.m.), and night (between 11:00 p.m. and 8:00 a.m.)
• see Article 12 of the CUPE 116 collective agreement

CUPE 2278

• An average of 12 hours per week, Monday to Friday
• see Article B 4 of the CUPE 2278 collective agreement

CUPE 2950

• "Standard Work Week": 7 hours per day Monday to Friday for a total of 35 hours per week
• shifts can be day (8:00 a.m. to 4:00 p.m.), evening (4:00 p.m. to 12:00 midnight), and night (12:00 midnight to 8:00 a.m.), where more than one-half of the scheduled hours fall between the respective time frame.
• most CUPE 2950 employees work the UBC business hours of 8:30 a.m. to 4:30 p.m.
• see Article 28 of the CUPE 2950 collective agreement; For details on alternate forms of work week, see Article 28.02 (B).

Management & Professional (AAPS)

• 7 hours per day, 5 days per week for a total of 35 hours
• hours coincide with the University’s business hours of 8:30 a.m. to 4:30 p.m.
• see Article 10 of the AAPS handbook

IUOE 115

• not more than 8 hours per day for a total of 36 hours per week
• see Article 7 of the IUOE collective agreement

Non-union technicians / research assistants

• 7.5 hours per day, 5 days per week for a total of 37.5 hours
• see the Handbook for Technicians and Research Assistants

BCGEU Child Care

• Infant and Over 3 Centres: 7.5 hours per day Monday to Friday for a total of 37.5 hours per week
• Toddler Centres: Other childcare facilities follow a 8 hours per day schedule for a total of 40 hours per week
• see Article 5 of the BCGEU Child Care collective agreement

With a reduction in services at UBC every year between Boxing Day and New Year’s Day, there are provisions for paid leave in several staff agreements.

Five staff employee groups qualify for leave

There are provisions for paid leave in several staff agreements for this seasonal closure each year between Boxing Day and New Year’s Day.

The five staff employee groups with this leave provision are BCGEU Okanagan, CUPE 2950, CUPE 116, IUOE 115, and AAPS.

Options for other groups: Although there's no official policy in place for non-union staff, excluded management and professional staff, and service unit directors, UBC's human resources team has recommendations regarding these groups.

Questions and contacts

If you have any questions or would like to review any particular situations in your department, please contact your UBC human resources advisor.

Determine whether a worker is an independent contractor or employee.

Making the right call

Determining whether a worker is an independent contractor or employee is a challenge for administrators and lawyers alike. The mutual understanding of a particular working relationship may not in fact be supported by law. And the consequences of error can be significant.

The information on this page is intended to assist in the process of distinguishing the independent contractor from the employee.

Risks of a wrong decision

The risks of an improper determination relate to third-party interests in the employment relationship; typically, government and administrative bodies.

The following outline some of the impacts of making an improper determination on worker status.

Guides and help in making the decision

Any adverse ruling from the Canada Revenue Agency that a worker being treated as a contractor is, in fact, an “employee” will be borne by the department.

If in doubt, consult with your HR Advisor.

General distinctions: a comparison

The following is a list of general distinctions between the two categories. You'll see that independence and self-control factor largely in favour of the independent contractor.

• Employee follows instructions on how to work.
  Contractor works without detailed directions on procedure.
• Employee is trained on how job should be done. 
  Contractor uses own experience, expertise to do job.
• Employee works within campus environment. 
  Contractor works alone – isn't part of campus “team effort”.
• Employee is hired to work as an individual, based on skills, talent, and potential.
  Contractor is hired to provide service many times, regardless of who actually does work.
• Employee has indefinite employment status hired for a set time period only.
  Contractor works under set hours or sets own hours.
• Employee works for one employer at a time
  Contractor may work for several employers at a time
• Employee works mainly on-site and is employer-directed off-site.
  Contractor can work either on-site or off-site, without employer direction.
• Employee works in employer-established order to allow for supervision.
  Contractor works any way desired to provide required service or product.
• Employee reports on work efforts as part of supervision.
  Contractor reports only as agreed upon.
• Employee is compensated regularly, at specified time periods.
  Contractor is paid on per-job basis in a lump sum.
• Employee has work-related expenses paid by employer.
  Contractor pays own expenses out of expected compensation.
• Employee has tools and supplies provided by employer.
  Contractor provides own tools and supplies.
• Employee doesn't own or control work site.
  Contractor may own or control work site.
• Employee generally does not work on profit/loss basis
  Contractor generally works on profit/loss basis
• Employee gives employer exclusive effort.
  Contractor works for many contractors at once.
• Employee can't offer efforts to general public.
  Contractor markets services to anyone who wants them.
• Employee can be fired at employer’s discretion (subject to employment agreement).
  Contractor can be fired only if work falls short of expectations.
• Employee can end employment at any time.
  Contractor is responsible for completing job as agreed upon.

Independent Contractors, Contingent Workers and Workday

Independent contractors are paid directly through accounts payable and do not have Workday Access. 

Contingent workers must be entered into Workday because they are required to access some of Workday's finance or HR functions. For Workday resources and help visit the Integrated Service Centre.