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.
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 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.
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:
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.
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)
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.
The interview and assessment phase is a critical step in the recruitment process, allowinghiring managers to evaluate the knowledge, skills and competencies of potentialcandidates, while also enabling potential candidates to gauge their interest and fit in the role and in joining the team. Interviews are typically stressful events for potential candidates, so it is important to foster a welcoming and conversational atmosphere, provide clear expectations and ensure a fair and consistent evaluation process.
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
When scheduling interviews, make sure to book interview times with sufficient notice for both the candidate and the interview panel – generally 1-2 weeks in advance is good practice.
Inform your candidates about the interview details and what to expect. Let them know the following information:
Date and time
Length of interview (usually 45-60 minutes)
Interview format (in-person or virtual)
Who will attending the interview (introduce the interview panel)
If there will be a skill testing component, and the duration (usually 15-30 minutes)
Location, directions and accessibility info (link to UBC Wayfinding Map)
Ask if they need an accommodation (e.g. captions, ASL interpreter, extra time, note-taking options)
What else they can expect regarding the interview (e.g. if and when you will be sending the interview questions in advance – usually 60-90 minutes in advance is recommended).
Other details pertaining to the process (e.g. if there will be second interviews).
Pro-tip
It is recommended that you send the interview questions 60–90 minutes before the interview to give candidates time to prepare.
Interview questions should not be designed to stump candidates and take them off guard. Giving candidates some time to review the questions in advance and focus their answers and attention, will help the interview run smoother on both ends and will help ease anxiety for candidates.
Interview format
Choose a format that best fits the role and supports equity. Consider the following formats and associated best practices:
In-person interviews – greet the candidate, offer water, ask if they need anything to feel more comfortable.
Ensure interview questions allow you to gather the most relevant information about your candidates, are related to the core job demands and contribute to an equitable and accessible interview environment. Design your questions around the key competencies listed in the job description and use behavioural or situational prompts when possible.
Review the following supporting documents to help you build an interview and ensure you are asking the right questions.
View this resource on competency-based interview questions.
View useful documents and resources related to interviewing job candidates.
Interview guides
View these guides for conducting interviews for various levels of positions, including question development, assessment, tips for conducting a focused interview, suggested agenda, rating scales/rubrics, taking notes and evaluating candidates.
View the interview guide for entry-level positions:
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
Depending on the skill set you are seeking for the position to be filled, you may choose to incorporate a testing in-basket portion as part of your interview process. Testing should generally take anywhere between 15-45 minutes.
UBC Hiring Solutions offers testing services that include in-basket tests to assess hard skills and competencies.
Hiring should be done while keeping equitable practices top of mind. Ensure that consistency and fairness is applied across interviews, and that you reduce bias and support equitable decision-making.
Ask all candidates if they require accommodation or accessibility support during the interview (e.g. extra time to process questions, closed captions enabled, ASL interpretation, a pen and paper for mind mapping, etc.). If applicable, share the building and room location, including accessibility information. For example, send accessible parking spots and pathways to elevators and ramps.
Always apply inclusive practices to your hiring process. This includes the following:
Consider how culture, disability, and communication styles may affect interviews.
Reflect on your own biases.
Focus on skills, not personal traits.
Equitable hiring resources
Learn more on the Inclusive recruiting page and review the list of courses and resources to take part in prior to beginning your recruitment efforts:
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.
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.
You may need to take a leave to attend to business related to your work at the University or to the union to which you belong.
Some of these leaves are paid and others are unpaid. Your eligibility for these leaves depends on your employee group.
Leaves related to university matters include:
administrative leaves
university committee leaves
leaves at the request of the university
exchange leaves
Leaves related to union matters include:
union business
negotiations and grievance pay provisions
full-time union or public duties
Administrative leave
If you are a member of the Academic Executive, you may be granted paid administrative leave in accordance with Policy AP5 – Deans/Principals Appointment (formerly Policy #21).
University committee leave
If you are a member of BCGEU Okanagan, you can take a paid leave to attend meetings of a University committee to which you have been elected or appointed.
Leave at the request of the university
If you are a member of the Academic Executive, BCGEU Okanagan or Faculty employee groups, you may be granted a paid leave as described below:
Academic Executive: If you are a full-time Academic Executive, you may be granted a paid leave if requested by the University to pursue special studies or research.
BCGEU Okanagan: You may be granted a paid leave to attend a course in connection with your employment.
Faculty: If you are a full-time faculty member, you may requested to take a paid leave of absence to carry on special studies or research (for eligible members of the Faculty Association, please refer to Collective Agreement for details).
Exchange leave
If you are a member of BCGEU Okanagan on a regular full-time appointment with three or more years of service, you can exchange positions with an individual of comparable qualifications and experience for one year, with full salary and benefits during the exchange period. You are responsible for initiating the negotiation with your counterpart.
Leaves for union business
You may need to take a leave for union business. This includes time off for:
union conventions, annual meetings, steward seminars, steward activity or perform other functions on behalf of the union,
negotiations, grievances, arbitration, joint University/union committees, and
full-time union or public duties.
The employee groups that are eligible for these types of leave are:
BCGEU Child Care Vancouver
BCGEU Okanagan
CUPE 116
CUPE 2278
CUPE 2950
The leave may be paid or unpaid, depending on the type of leave. Refer to your collective agreement for more details.
You may need to take a leave to attend to various personal matters – from attending jury duty to running for political office. Some of these leaves are paid and others are unpaid.
Jury or court witness duty leave
You are eligible for a paid leave of absence if you are required by law to serve as a juror or witness in any court. You must remit any payment from the Crown to your departmental office.
If you are appearing as a plaintiff or defendant in a civil or criminal action, you will be granted a leave of absence without pay.
If you are faculty and you have been called for jury selection, please contact Faculty Relations for assistance.
Special leave
For BCGEU Okanagan auxiliary employees only, you are entitled to three days of paid leave in a calendar year for any or all of the circumstances listed below:
birth or adoption of your child,
serious household or domestic emergency,
attendance at your citizenship hearing,
court appearance for your child,
wedding of your child, and
moving your household furniture and effects (maximum of one day for each move).
Personal emergency leave
For CUPE 2950 and Management & Professional employees only, you are eligible for up to one day of paid leave per year to deal with a personal emergency, provided you immediately notify your department head.
Citizenship leave
For CUPE 2950 and CUPE 116 employees only, you are eligible for time off with pay to process your Canadian citizenship application. BCGEU Okanagan auxiliary employees are eligible for paid time off as part of their Special Leave (see above). This does not apply to permanent staff of the UBC Aquatic Centre.
Military leave
For CUPE 2950 employees required to attend military training courses, you may take half of the time as a paid leave of absence and half as a deduction from your holidays.
Leave to take political office
You can take an unpaid leave if you are running for political office if you are a member of faculty, an academic executive, a member of BCGEU Okanagan or a member of CUPE 2950.
If you are a faculty member or academic executive, you can take an unpaid leave if you are running for election to public office, provided this does not create serious difficulties for your colleagues or students. See Policy HR2 – Political Leave for information on the conditions of your leave if you are elected to office.
If you are a member of BCGEU Okanagan and you have been nominated as a candidate for election at the federal, provincial or municipal level, you may be granted an unpaid leave to run in the election campaign. If you are elected to full-time office, you will be granted an unpaid leave of up to one year.
Public Duties
You can take an unpaid leave if you are elected or selected for a position within a First Nations Band Council or Indigenous Political organization if you are a member of CUPE 116.
Religious and Cultural Observance
CUPE 116 and CUPE 2950 employees can take time off for religious and cultural observance as an unpaid leave of absence in accordance with Article 18.09 (CUPE 116 Collective Agreement) or Article 30.01 (CUPE 2950 Collective Agreement); vacation in accordance with Article 16.09 (CUPE 116), or Article 27 (CUPE 2950) banked overtime, a day off with pay for working a statutory holiday in accordance with article 15.05 (CUPE 116); equivalent time for working without loss of pay, paid at regular rates, for working a statutory holiday in accordance with Article 26.04 (CUPE 2950); or by rescheduling their work hours subject to operational requirements.
Management & Professional employees can take time off for religious and cultural observances as an unpaid leave of absence, vacation or by re-scheduling their work hours.
Employees should make requests to their manager or administrative head of unit with as much notice as possible; requests will not be unreasonably denied.
As a Sessional Lecturer, you are eligible to maintain your current benefits (for up to eight months) and pension between appointments, if:
You previously held an appointment eligible for pension and benefits, or
You held an appointment eligible for pension and benefits, within the previous 24 months and have been making continuous benefit contributions.
Maintaining your benefits between appointments is optional.
Keeping your benefits
At the end of your sessional appointment, you may have the option to maintain some or all your current benefits at your own cost. This means that you will be responsible for both the employee and employer portions of the premiums. You may not sign up for additional benefits while you are in between appointments. If you are teaching during the summer, UBC will pay the employer portion of the benefits and pension you wish to maintain for any months in which you hold an appointment.
You will receive a Benefits Task in your Workday inbox to make your elections for On Leave benefit plans if you are on Sessional Benefit Eligible Leave. You can choose to continue all, some or none of your benefits. You are responsible for paying the full cost (employee plus employer share) for any benefits you choose to continue. Once you submit your benefit elections, a Benefits Partner from Payroll will check that your benefits elections are correct and notify you of the monthly cost and next steps.
Pension
Pension enrolment between appointments is not mandatory. If you do not maintain your pension while on Sessional Benefit Eligible Leave, you will be able to re-enroll at the start of your new appointment.
If you elect to maintain your pension between appointments, you will pay the employee contributions and (if you choose) the employer contributions for each month (or portion of a month). Contributions are calculated based on your appointment immediately prior to the leave. A Leave of Absence representative will contact you to confirm the amount you elect to pay. You may elect to contribute any amount up to the maximum. However, if you hold a sessional appointment during the summer, you must contribute the full employee portion in order to receive the employer portion.
You may cancel all of your benefits at the end of your active sessional appointment. If you choose this option, some of your benefits will be automatically reinstated upon your return to your sessional position, while you will have to reapply for others. Re-enrolment in cancelled benefits will be based on the appointment to which you return.
Sessional Benefit Eligible Leave
If you previously held an appointment eligible for pension and benefits and are reappointed to a position below 50% FTE, you are eligible for pension and benefits as though your appointment is at least 50% FTE for up to 24 months.
Sessional Recall Leave
If you previously held an appointment eligible for a modified benefits package (Extended health, Dental and Employee and Family Assistance Plan), you are not eligible to maintain your current benefits in between appointments.
These appointments include:
full-time or part-time sessional lecturer with an appointment of less than four months (regardless of % FTE) and hired before age 71, or
part-time sessional lecturer with an appointment of less than 50% (regardless of length) and hired before age 71.
If you hold another appointment while on Sessional Recall Leave, you may be eligible for benefits based on the other position.
Optional Life Insurance, Optional Accidental Death & Dismemberment
If you decide to not maintain your optional life insurance or your optional accidental death & dismemberment benefits, and then later re-enroll when you start a new term, you will need to re-apply for coverage by submitting a health questionnaire. A medical examination may be necessary at your own expense.
Automatic reinstatement and re-enrolment
If you decide not to maintain some or all of your benefits, your Basic Life Insurance, Disability and Employee and Family Assistance Plan are automatically reinstated the day you return to work, as long as you meet the eligibility requirements. You will receive a notification in Workday to re-enrol in the Extended Health, Dental and Faculty Pension plans (if eligible). You can complete your re-enrolment for these plans directly in Workday.
You may need to take time off work to care for a family member who is terminally or critically ill or for the death of a family member.
The first two types of leave are called a compassionate care leave or family caregiving leave, and the third type of leave is known as bereavement leave.
What is a compassionate care leave?
There are provincial and federal government programs in place that allow you to take a compassionate care leave to care for a terminally ill family member.
There are two parts of a compassionate care leave. You need to apply for both of them:
an unpaid leave from UBC of up to 27 weeks that you are entitled to under the BC Employment Standards Act, and
a compassionate care benefit where you receive Employment Insurance (EI) benefits for 26 weeks if you meet eligibility requirements.
A compassionate care leave provides up to 27 weeks of job-protected unpaid leave for you to care for or support a family member if a medical practitioner issues a certificate stating that your family member has a serious medical condition with a significant risk of death within 26 weeks.
You may also be eligible for up to 26 weeks of EI compassionate care benefits from Employment & Social Development Canada (ESDC). These benefits are administered by Service Canada.
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.
Who is considered a family member?
You may receive EI compassionate care benefits to care for a terminally ill eligible family member, as defined by ESDC.
You may also receive EI compassionate care benefits to care for a terminally ill person if that person considers you a family member, such as a close friend or neighbour. You must submit a signed Compassionate Care Benefits Attestation form from the terminally ill person or their legal representative.
What are the EI compassionate care benefits?
You can receive up to 26 weeks of EI compassionate care benefits from Service Canada within a 52-week period if you:
meet Employment Insurance (EI) eligibility rules (600 insurable hours in the 12-month period before the start of the leave) and
serve a one-week waiting period.
The payment is generally around 55% of your pre-leave earnings up to a specific maximum amount. For 2026, the maximum is $729/week.
You may share the 26 weeks of EI compassionate care benefits with another family member who is also providing care. Only one person is required to serve the one-week unpaid waiting period. Each family member can claim the benefits at any time during the 52-week period, either at the same time or at different times.
How and when do I apply for an unpaid compassionate care 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.
You will also need to include a copy of the medical certificate from a doctor or medical practitioner stating that your family member has a serious medical condition with a significant risk of death within 26 weeks and requires the care or support of one or more family members. Save the original for your EI compassionate care benefits application. The personal information provided in the medical certificate is collected under section 26(c) of the Freedom of Information and Protection of Privacy Act, RSBC 1996, c. 165 and will be used for the purposes of leave administration.
You or your department can submit the leave through Workday.
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 compassionate care benefits through 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:
When can I start my compassionate care leave and EI compassionate care benefits?
You may start your unpaid compassionate care leave and EI compassionate care benefits on the earlier of the following weeks, and within 52 weeks of that week:
the week the doctor signs the medical certificate, or
the week the doctor examines the terminally ill family member, or
the week the family member became terminally ill, if the doctor can determine that date (for example, the date of the test results).
You do not need to take your leave all at once. You can take the leave in units of one or more weeks.
When does my EI compassionate care benefits end?
Your EI compassionate care benefits will end:
when 26 weeks of compassionate care benefits have been paid to you or other caregivers; or
after the terminally ill family member dies or no longer requires care or support (benefits are paid to the end of the week); or
the 52-week period has expired.
The maximum number of EI compassionate care benefits that is payable is 26 weeks. However, you may also take EI compassionate care benefits consecutively with EI family caregiver benefits (see next section).
What is a family caregiving leave?
There are also provincial and federal government programs in place that allow you to take a family caregiving leave to care for a critically ill or injured family member or person that considers you a family member.
There are two parts of a family caregiving leave. You need to apply for both of them:
an unpaid leave from UBC of up to 16 weeks to care for an adult over age 18 or up to 36 weeks to care for a child aged 18 and under which you are entitled to under the BC Employment Standards Act. If you plan to apply for EI family caregiving benefits you will need to apply for Family Caregiver Leave from your department in writing, notifying them of the dates you expect to leave and return to work.
You may also be eligible for EI family caregiving benefits to care for a critically ill or injured family member or person that considers you a family member (up to 15 weeks to care for an adult over age 18 or up to 35 weeks to care for a child aged 18 and under) from Employment & Social Development Canada (ESDC). You will apply for the EI family caregiving benefits for adults or children through Service Canada.
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.
You may take EI compassionate care benefits consecutively with EI family caregiving benefits (you can receive EI family caregiving benefits after your EI compassionate care benefits come to an end; or you can receive EI compassionate care benefits after your EI family caregiving benefits in the unfortunate event that the critically ill or injured person’s health deteriorates. In this case, you must meet the eligibility criteria for both benefits).
Who is considered a family member?
You may receive EI family caregiving benefits to care for a critically ill or injured eligible family member, as defined by ESDC.
You may also receive EI family caregiving benefits to care for a critically ill or injured person if that person considers you a family member, such as a close friend or neighbour. You must submit a signed Family Caregiving Benefits Attestation form from the critically ill or injured person or their legal representative.
What are the EI family caregiving benefits?
You can receive up to 15 weeks of EI family caregiving benefits from Service Canada for an adult and up to 35 weeks of EI family caregiving benefits from Service Canada for a child (age 18 or under) within a 52-week period if you:
meet Employment Insurance (EI) eligibility rules (600 insurable hours in the 12-month period before the start of the leave) and
serve a one-week waiting period.
The payment is generally around 55% of your pre-leave earnings up to a specific maximum amount. For 2026, the maximum is $729/week.
You may share the 26 weeks of EI family caregiving benefits with another family member who is also providing care. Only one person is required to serve the one-week unpaid waiting period. Each family member can claim the benefits at any time during the 52-week period, either at the same time or at different times.
How and when do I apply for an unpaid family caregiving leave and EI benefits?
The BC Employment Standards Act includes family caregiver leave under Sec 52.11 Critical illness or injury leave; if you plan to apply for EI family caregiving benefits you will need to apply for Family Caregiver Leave from your department in writing, notifying them of the dates you expect to leave and return to work.
You will also need to include a copy of the medical certificate from a doctor or medical practitioner stating that the life of your family member is at risk as a result of an illness or injury and requires the care or support of one or more family members. Save the original for your EI family caregiving benefits application. The personal information provided in the medical certificate is collected under section 26(c) of the Freedom of Information and Protection of Privacy Act, RSBC 1996, c. 165 and will be used for the purposes of leave administration.
You or your department can submit the leave through Workday.
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 family caregiving benefits through 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:
When can I start my family caregiving leave and EI family caregiving benefits?
You may start your unpaid family caregiving leave and EI family caregiving benefits on the earlier of the following weeks, and within 52 weeks of that week:
the week the doctor signs the medical certificate, or
the week the family member became critically ill or injured, if the doctor can determine that date (for example, the date of the test results).
You do not need to take your leave all at once. You can take the leave in units of one or more weeks.
When does my EI family caregiving benefits end?
Your EI family caregiving benefits will end:
when the maximum 35 or 15 weeks of family caregiving benefits have been paid to you or other caregivers; or
after the critically ill or injured family member no longer requires care or support (benefits are paid to the end of the week); or
the 52-week period has expired.
The maximum number of EI family caregiving benefits that is payable is 15 weeks for an adult or 35 weeks for a child (age 18 or under). However, you may also take EI family caregiving benefits consecutively with EI compassionate care benefits (see section above).
Will I still receive my benefits when I’m on compassionate care or family caregiving leave?
Under the BC Employment Standards Act, employees are eligible for up to 3 days of unpaid bereavement leave if an immediate family member dies. You may be eligible for paid compassionate or bereavement leave from UBC depending on your Employee Group.
UBC Employee Group
Allowed Length of Compassionate or Bereavement Leave
Academic Executive
Not eligible.
Administrative Executive
You will be granted three days of paid leave for the death of an immediate family member, which is defined as a parent, grandparent, spouse, partner, child, in-law, brother or sister.
Upon request, there is the option to extend your paid leave for an additional three days.
BCGEU Vancouver (Child Care)
You will be granted three days of paid leave for the death of an immediate family member, which is defined as a child, (including stepchild), parent, spouse, partner, sibling, parent-in-law, grandparents, grandchildren and any other relative permanently residing with you. For self-identifying Indigenous employees, this leave will also be granted for the passing of an Elder close to them and/or the community, as well as any individual the employee considers a close family member consistent with the cultural norms of their community (e.g., aunt, uncle).
Upon request, there is the option to extend your paid leave for an additional three days.
BCGEU Okanagan
You will be granted up to five days of paid leave for the death of an immediate family member, which is defined as a parent, spouse, partner, sibling, child, partner’s child, ward, grandparent, grandchild, mother-in-law, father-in-law, sister-in-law, brother-in-law, daughter-in-law, son-in-law, and any other relative permanently residing with you or who you reside with.
As well, with the approval of your department head, you may also have one day’s leave without a deduction in pay to attend a funeral of a friend or relation not defined as above.
CUPE 116
You will be granted five days of paid leave for the death of an immediate family member, which is defined as a parent, spouse, partner or child.
You are entitled to three days of paid leave for the death of a brother, sister, mother-in-law, father-in-law, daughter-in-law, son-in-law, sister-in-law, brother-in-law, grandmother, grandfather or grandchild. For self-identifying Indigenous employees, this leave will also be granted for the passing of an Elder close to them and/or the community, as well as any individual the employee considers a close family member consistent with the cultural norms of their community (e.g., aunt, uncle).
Permanent staff of the UBC Aquatics Centre are entitled to up to three days of paid leave for the death of an immediate family member, which is defined as a parent, step-parent, spouse, partner, child, brother, sister, parents-in-law, grandparents and grandchildren. To be eligible for a leave for the death of a partner, you must have cohabitated with your partner for one year before their death
CUPE 2278
Teaching Assistants:
You are entitled to five days of paid leave for the death of an immediate family member, which is defined as a parent, spouse, partner or child.
You are entitled to three days of paid leave for the death of a brother, sister, mother-in-law, father-in-law, daughter-in-law, son-in-law, grandmother, grandfather or grandchild.
In special circumstances, an employee may be granted further leave without loss of pay.
English as an Additional Language Instructors:
Continuing employees are eligible for the same compassionate leave benefit as Teaching Assistants (part-time employees on a pro-rata basis according to the number of hours worked per month).
Casual employees are not eligible for paid compassionate leave.
CUPE 2950
You will be granted five days of paid leave for the death of an immediate family member, which is defined as a spouse, common-law spouse or partner, children, grandchildren, parents, parents-in-law, sibling, sibling-in-law, and grandparents, or for the death of a person whose relationship is not defined above, but the impact of which is comparable to that of the immediate family (e.g., a close friend). Any relative permanently residing in the employee's household or with whom the employee permanently resides is also considered an immediate family member.
For self-identifying Indigenous employees, this leave will also be granted for the passing of an Elder close to them and/or the community, as well as any individual the employee considers a close family member, consistent with the cultural norms of their community (e.g., aunt, uncle).
Upon written request, there is the option to extend your paid leave for an additional three days. You may also have a one day of leave without a deduction in pay to attend a funeral or memorial service upon request.
Executive Administrative
You will be granted three days of paid leave for the death of an immediate family member, which is defined as a parent, grandparent, spouse, partner, child, ward, brother, sister, grandchild, or in-law
Upon request, there is the option to extend your paid leave for an additional three days. Upon approval, you may also have a half-day paid leave to attend a funeral or memorial service. The half day may be extended to a full day if you have a significant role in arranging or conducting the service or ceremony.
Faculty
Not eligible.
Farm Workers
You are entitled to five days of paid leave for the death of your parent, spouse, partner or child.
You are entitled to three days of paid leave for the death of a brother, sister, mother-in-law, father-in-law, daughter-in-law, son-in-law, sister-in-law, brother-in-law, grandmother, grandfather or grandchild.
In special circumstances, you may be granted further leave without loss of pay or benefits. Upon approval, you may also have a half-day paid leave to attend a funeral or memorial service. The half day may be extended to a full day if you have a significant role in arranging or conducting the service or ceremony.
IUOE 115
You will be granted five regularly scheduled consecutive work days of paid leave for the death of a parent, spouse, common-law spouse or child.
You are entitled to three regularly scheduled consecutive work days of paid leave for the death of a brother, sister, mother-in-law, father-in-law, daughter-in-law, son-in-law, sister-in-law, brother-in-law, grandmother, grandfather or grandchild. For self-identifying Indigenous employees, this leave will also be granted for the passing of an Elder close to them and/or the community, as well as any individual the employee considers a close family member, consistent with the cultural norms of their community (e.g., aunt, uncle).
With the approval of your department head, you may also have a half-day of leave without a deduction in pay to attend a funeral or memorial service.
Management & Professional
You will be granted five days of paid leave for the death of an immediate family member, which is defined as a parent, grandparent, spouse, common-law spouse, child, in-law, brother or sister.
For Indigenous employees, this leave will also be granted for the passing of an Elder close to them and/or the community, as well as any individual the employee considers a close family member, consistent with the cultural norms of their community (e.g., aunt, uncle).
Upon request, there is the option to extend your paid leave for an additional three days.
Non-Union Technicians and Research Assistants
You are entitled to five days of paid leave for the death of your parent, spouse, partner or child.
You are entitled to three days of paid leave for the death of a brother, sister, mother-in-law, father-in-law, daughter-in-law, son-in-law, sister-in-law, brother-in-law, grandmother, grandfather or grandchild.
In special circumstances, you may be granted further leave without loss of pay or benefits. Upon approval, you may also have a half-day paid leave to attend a funeral or memorial service. The half day may be extended to a full day if you have a significant role in arranging or conducting the service or ceremony.
Postdoctoral Fellows (Award Recipients)
You may take bereavement leave in accordance with your fellowship/granting agency. Ensure that your supervisor is informed of your leave and the reason for it.
Post-doctoral Fellows (Employees)
You are entitled to up to three days of unpaid leave on the death of a member of your immediate family, which is defined as a spouse, child, parent, guardian, sibling, grandchild or grandparent of an employee; and any person who lives with the employee as a member of the employee’s family. These days do not have to be consecutive, or start on the date of death. At the discretion of the Department and Supervising Faculty member, you may be paid bereavement leave.
Becoming a parent is a major event. Under the BC Employment Standards Act, the following unpaid leaves are available:
Pregnant Employee: an unpaid maternity leave of up to 17 weeks, which can be combined with an unpaid parental leave of up to 61 weeks to extend your total time off work,
Birth Parent: an unpaid parental leave of up to 62 weeks (includes one week waiting period if not served during maternity leave),
Adopting Parents: an unpaid adoption leave of up to 62 weeks, and from UBC a pre-placement adoption paid leave of up to 20 days, if you are an Administrative Executive, CUPE 116, CUPE 2278, CUPE 2950 or Management & Professional employee.
Maternity, parental and adoption leaves are unpaid. 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 additional approved leave will be considered a general unpaid leave.
When you apply for a maternity, parental or adoption leave, you can also apply for Employment Insurance (EI) maternity or parental benefits from Employment and Social Development Canada (ESDC). EI benefits are administered by Service Canada.
If you meet EI’s eligibility rules for benefits, you will receive EI benefits if you are a pregnant employee, birth parent or adopting parent.
Pregnant Employee:
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.
Birth Parents:
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.
Adopting Parents:
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 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.
Some employee groups are also eligible for Supplementary Employment Benefits that can be used to top up your EI benefit payments to 75% or 95% of your pre-leave salary for a specified period of time.
If you are planning to take a maternity, parental or adoption leave, you will need to:
notify your supervisor of the start and end dates of your leave (please review the section below that applies specifically to your group for the number of weeks advance notice you are required to give),
You must apply to your supervisor or department head for a general leave. The length of time you are allowed to take off from work depends on your employee group.
If you wish to take additional maternity, parental, adoption or compassionate care and/or the family caregiving 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.
If your leave is approved, you can choose whether you want to maintain your current UBC benefits or cancel your UBC benefits. If you want to maintain your UBC benefits, you are responsible for paying both the employee and employer portion of the cost.
How do I apply for general leave?
You must apply for a general leave of absence from your department head or manager. Let them know:
the reasons for your leave,
when you would like to start your leave, and
when you intend to return to work.
For Staff appointments, if your request is approved, your department head or manager will update your employment status through Workday. For Faculty appointments, all leave requests will be routed to Faculty Relations.
What happens to my benefits when I’m on a general leave?
When you are on leave, you can choose to keep your benefits or cancel your benefits. See Benefits Coverage while on a Leave for more information.
How long am I allowed to be on a general leave?
The length of time you are allowed to take depends on your employee group. The table below shows the time you are allowed to be on leave without pay or benefits.
UBC Employee Group
Allowed Length of General Leave
Academic Executive
2 years
Administrative Executive
1 year
BCGEU Vancouver (Child Care)
6 months
BCGEU Okanagan
6 months with a possible extension to a maximum of 1 year