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 physician service or expense would normally cost in BC and is considered the first payor. Hospital services are limited to a daily maximum reimbursement rate of $75.  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.

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

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. 

Other benefits

The Benefits Cost Calculator can tell you what it will cost you to maintain your benefits.

Cancelling your benefits

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.

For more information about benefits packages and your eligibility, visit Faculty: Benefit Eligibility, Start Dates and Cost page.

Reapplying for benefits

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.

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