Compassionate care, family caregiving & bereavement leaves

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. 

For Workday resources and help visit the Integrated Service Centre.

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. 

Login to Workday

For Workday resources and help visit the Integrated Service Centre.

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?

See the section Benefits Coverage while on a Leave for more information.

Bereavement leaves

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  GroupAllowed Length of Compassionate or Bereavement Leave
Academic ExecutiveNot 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.

FacultyNot 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.

Maternity, parental & adoptive 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),
  • apply for the EI maternity or parental benefit through Service Canada,
  • apply for Supplementary Employment Benefits if this benefit is available to your employee group, and
  • decide whether to maintain your benefit coverage and pension contributions. See Benefits Coverage while on a Leave for more information.

Learn more about maternity, parental and adoption leave and paid benefits during your leave

There are some differences between the plans for each of UBC’s employee groups, so please review the section that applies specifically to your group.

General leave

You may wish to take a general leave without pay.

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 GroupAllowed Length of General Leave
Academic Executive2 years
Administrative Executive1 year
BCGEU Vancouver (Child Care)6 months
BCGEU Okanagan6 months with a possible extension to a maximum of 1 year
CUPE 1166 months
CUPE 22782 years
CUPE 29506 months
Executive Administrative6 months
Faculty2 years
Farm Workers6 months
IUOE 1156 months
Management & Professional1 year
Non-Union Technicians and Research Assistants6 months
Postdoctoral Fellows (Award Recipients)At discretion of supervisor
Postdoctoral Fellows (Employees)At discretion of supervisor

Questions about your benefits while on leave?

Learning & professional development leaves

UBC offers opportunities for its staff and faculty to take time away from work to improve their professional qualifications, embark on a course of study or go on a sabbatical.

These types of leaves may be fully or partially paid, and only some employee groups are eligible to take these leaves. You must apply to your supervisor or department head for a leave. The length of time you are allowed to take depends on your employee group.

If you are approved for an unpaid leave, 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.

If you are approved for a paid leave, your current UBC benefits will continue as normal. If you are on a partially paid leave, your current benefits will continue as normal provided you continue to meet the eligibility rules for benefits.

How do I apply for a leave?

You must apply for a 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. After discussing your leave with your department head or manager, you or your department head or manager can submit your leave request through Workday. 

Login to Workday

For Workday resources and help visit the Integrated Service Centre.

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.

What types of leave can I take?

The type of study leave that you can take depends on your employee group.

UBC Employee GroupGuidelines for the Type of Study Leave
Academic ExecutiveYou may take an unpaid leave for improving your basic qualifications, such as to pursue a PhD.
Administrative Executive

You are eligible for a professional development leave to maintain your currency in your area of expertise or to gain knowledge or professional competency. This may be paid, partially paid or unpaid, and at the discretion of your Supervisor.

 

You are eligible for a partially paid study leave if you have completed four years of continuous service and you wish to pursue a course of study that will directly benefit you in your position. Your planned studies must go beyond simply meeting the basic qualifications of the position. If approved, you are eligible for 50% of your salary for three months, plus one month for each year of full-time employment up to a maximum of one year.

BCGEU Vancouver (Child Care)You are eligible for a paid professional development leave of up to four days per year to observe other daycare centres, or preschool programs, or to attend seminars, workshops, training sessions or conferences that will be of benefit to your professional development.
BCGEU Okanagan

You may be requested to take a paid educational leave to attend a course connected to your employment.

You are eligible for a paid development leave to maintain or improve your knowledge and skills related to your responsibilities or to your career development at UBC.

CUPE 116You are eligible to take one UBC course per year during working hours, provided your department head approves your request for time off and you make arrangements to make up the lost time. If you are an hourly paid employee, you must complete 12 months of accumulated service and should be scheduled to work 20 hours or more per week. This benefit does not apply to permanent staff of the UBC Aquatics Centre.
CUPE 2278Not eligible.
CUPE 2950You are eligible to take one UBC course per year during working hours, provided your department head approves your request for time off and you make arrangements to make up the lost time.
Executive AdministrativeNot eligible.
Faculty

You may take an unpaid leave for improving your basic qualifications, such as to pursue a PhD. Please refer to your Collective Agreement for details.

You are eligible to apply for a partially paid study leave of up to 12 months to pursue a course of study or research that will directly benefit both you and UBC. You must have completed at least four full-time years of service in an appropriate rank before you can apply. Please refer to Part 3 of the Collective Agreement for details on study leaves. Download the Application for Study Leave form (Word). 

Administrative Leave: The years of service for determining eligibility for administrative leave are exclusive of years of service for determining eligibility for study leave.

Illness During Study Leave: Please contact Faculty Relations for assistance.

Leave Requests During a Retirement Option: Please be aware that restrictions on study leaves apply when a tenured faculty member is entering a “Retirement Option”, per the Letter of Understanding Re: Retirement Options.

Leave Requests in a Tenure Decision Year: UBC Policy Number 36 provides for further conditions on leave requests in a tenure decision year.

Reduced Appointments: If you are on a reduced appointment, please review the Agreement on Reduced Appointments for how your salary and qualifying periods are impacted.

Research Grants as Part Payment During Study Leave: You may wish to designate a portion of your study leave salary as a research grant as provided for in Policy LR3 – Grants During Leave (formerly Policy #37). Contact the Office of Research Services for assistance.

Farm WorkersNot eligible.
IUOE 115You are eligible for an unpaid professional development leave for training in
areas directly relevant/applicable to the duties of the employee’s current position or next immediate position.You are eligible to take one UBC course per year during working hours, provided your department head approves your request for time off and you make arrangements to make up the lost time.
LecturersPlease refer to Article 3, Professional Development Leave for Lecturers in the Collective Agreement and the Professional Development Leave for Lecturers Form.
Management and Professional

You are eligible for a professional development leave to maintain your currency in your area of expertise or to gain knowledge or professional competency. This may be paid, partially paid or unpaid, and at the discretion of your supervisor.

You are eligible for a partially paid study leave if you have completed four years of continuous service and you wish to pursue a course of study that will directly benefit you in your position. Your planned studies must go beyond simply meeting the basic qualifications of the position. If approved, you are eligible for 50% of your salary for three months, plus one month for each year of full-time employment up to a maximum of one year.

See the HR Study Leave Form for M&P staff. 

Non-Union Technicians and Research AssistantsNot eligible.
Postdoctoral Fellows (Award Recipients)Not eligible.
Post-doctoral Fellows (Employees)Not eligible.

Personal safety on campus

UBC is committed to fostering a safe, healthy and respectful environment for everyone in the campus community. We have programs and services in place to minimize risks and help you stay safe.

If you feel unsafe at any time, please contact Campus Security either using one of the blue emergency phones around campus or by calling 604-822-2222 at UBC’s Vancouver campus or 250-807-8111 at UBC’s Okanagan campus.

Staying safe on campus

If you are uncomfortable walking alone on campus, please make use of the following services.

UBC’s Vancouver campus

If you would like an escort across campus or feel unsafe at any time, please contact Campus Security. Call 604-822-2222 or contact them using a Campus Blue Phone. These phones can be found across the Vancouver campus. Simply push the button and you will be connected to the Campus Security Dispatcher.

Consider taking the #68 TransLink around UBC. 

UBC’s Okanagan campus

If you would like an escort across campus, trained students or Campus Security will happily assist you. Call Safewalk at 250-807-8076, 24 hours a day, to access this service.

If you feel unsafe at any time, please contact Campus Security. Call 250-807-8111 or use a blue emergency security phone, located around campus.

Accidents and incidents at UBC

If there is an accident or incident at your UBC workplace, immediately call 911 or 2-4444 (Vancouver) or 7-8111 (Okanagan) for serious accidents that:

  • result in serious injury or death,
  • involve an explosion or major structural failure,
  • involve the major release of a hazardous substance, or
  • involve a diving accident.

Offer immediate assistance to anyone who is injured. Try not to disturb the location of the accident beyond what is required to provide assistance or prevent harm to other individuals or the environment.

To report an accident or incident at UBC, visit the Safety & Risk Services website to fill out the UBC Central Accident Incident Report within 24 hours of the occurrence.

Staying safe at work

The following guidelines can help you stay safe at work:

Your location

  • Know the locations of the nearest telephone and exits.
  • Be familiar with your building’s fire escape/evacuation plan, and the location of the muster point.
  • If you work in an office or building that contains hazardous or restricted materials, know what to do in case of an incident.

Your colleagues

  • Know your office’s safety warden(s) and their roles in the event of an emergency.
  • Know who in your office is first aid certified.
  • If possible, know who usually works in your office and their hours. If you encounter someone unfamiliar in your space and it is making you uncomfortable, contact Campus Security. If you fear for your safety or the safety of others, call 911.
  • If you are working alone, be familiar with UBC’s Working Alone Procedures: Vancouver | Okanagan.

Prevent bullying and harassment

At UBC, we strive to provide a safe, respectful and productive work environment for our faculty, staff and student employees. Bullying or harassment are not acceptable and will not be tolerated at UBC.

Visit the Bullying and Harassment Prevention at UBC website for information on preventing bullying and harassment in the workplace; how to handle and report bullying and harassment; and how to support a respectful environment in the workplace.

Prevent and respond to sexualized violence

UBC is responsible for maintaining a respectful environment where everyone can study, work, and live free from sexual misconduct and sexualized violence.

Visit the Sexual Violence Prevention and Response Office website to find support, resources, and education, including prohibited relationships.

To learn about reporting, visit the Investigations Office website.

UBC Thrive

UBC Thrive is a mindset and a month-long series of events focused on helping everyone at UBC explore their path to mental health.

UBC Thrive runs November 1-30. 

Mental health literacy is a key component to building the mental health and resilience of UBC’s people and communities. It involves understanding how to obtain and maintain positive mental health, understanding mental disorders and their treatments, decreasing stigma related to mental disorders, and understanding how to seek help effectively 1.

Thrive promotes mental health literacy for all at UBC by:

  • Promoting knowledge of mental health and how to foster and maintain it
  • Reflecting and celebrating the diversity of experiences related to mental health at UBC
  • Ensuring our actions and communications are informed by evidence in the field of mental health

Learn more

  • Visit thrive.ubc.ca for information about the events that are held annually, during the month of  November.
  • Access the Thrive calender here
  • Check out our mental health resources to equip you with a wide range of tools and strategies in support of mental health for UBC staff, faculty and postdocs.

1 Kutcher et al., 2016, p.155; Whitley, Smith, & Vaillancourt, 2012; Whitley & Gooderham, 2016

Workplace Wellbeing Ambassador program

The Workplace Wellbeing Ambassador (WWA) program plays a key strategic role at UBC, supporting the Human Resources – Health, Wellbeing & Benefits team in their effort to embed wellbeing and wellbeing practices within UBC workplaces.

About the program

The Workplace Wellbeing Ambassador Program (WWA) is designed to promote and enhance a culture of health and wellbeing within UBC. Every year, faculty and staff at UBC Vancouver and UBC Okanagan are encouraged to take on the volunteer role of Workplace Wellbeing Ambassador for a term of one year. As WWAs, faculty and staff are empowered to embed wellbeing into their teams with tailored guidance and resources delivered by our workplace wellbeing specialists.  

The WWA program aims to empower staff and faculty to support and promote wellbeing activities within UBC departments. The program provides opportunities for ambassadors to build their knowledge around workplace wellbeing, apply their learnings in the workplace, and support their colleagues in creating a supportive workplace environment. Through this program, ambassadors will contribute to fostering a healthy, inclusive, and supportive work environment across UBC.

What does a Workplace Wellbeing Ambassador do? 

Role of an Ambassador:

  • Champion wellbeing practices and activities: Engage your unit or department in wellbeing activities and encourage participation in workplace wellbeing workshops, programs, and initiatives.
  • Share wellbeing resources and learning opportunities with faculty and staff in your department/unit.
  • Stay informed about relevant priorities and initiatives at the unit/department level by maintaining communication with the Workplace Wellbeing team.
  • Provide feedback to the Workplace Wellbeing team regarding the emerging needs of employees within your faculty or department.
  • Show commitment to personal and collective wellbeing through professional development and by role modelling promising practices in the workplace.
  • Participate in bi-monthly WWA Community of Practice meetings to share experiences and learn from fellow ambassadors.

Time commitment and length of term

  • Ambassadors are asked to commit to this role for a minimum of one year, with the option to recommit to the role annually
  • Time commitment is 1-2 hours per month (this may vary depending on individual capacity and actions)

Training and Support:

Ambassadors will receive training to equip them with the knowledge and skills needed to effectively promote wellbeing within the workplace. Training will include:

  • Building health literacy around wellbeing related topics and concepts with a focus on psychological health and safety in the workplace
  • How to navigate and utilize the available UBC wellbeing resources, programs and support.
  • Support in rolling out wellbeing programs and initiatives
  • Learning about diversity, equity, and inclusion in the context of wellbeing.

Being a WWA has its rewards!

  • Opportunity to be directly involved in fostering a culture of wellbeing and making a difference in your workplace
  • Connect with colleagues across different departments and levels and learn how to
  • Personal and professional development: opportunities to learn and role model promising practices in the workplace.
  • Play a key role in fostering a positive and supportive workplace culture.

Examples of what Ambassadors have been involved in this past year:

  • Promoted staff and faculty wellbeing events and initiatives in their departments/units
  • Applied for funding for wellbeing initiatives such as the Healthy Workplace Initiatives Fund Program, Move UBC
  • Partnered with the HR Health and Wellbeing team to promote or host events during the year such as Thrive, Not Myself Today
  • Organized teams and signed up for Staff and Faculty Sports Week and the Pick Your Peak Stair Challenge. 

Here are our current WWAs 2025-2026

WWAs at a meeting

List of the Vancouver Workplace Wellbeing Ambassadors 

UBCO WWAs at a meeting

List of Okanagan Workplace Wellbeing Ambassadors

For more information, please contact:

Breastfeeding-friendly spaces at UBC

As part of our commitment to providing an inclusive workplace for all who work, research and teach at UBC, we also recognize the importance of supporting faculty and staff in bringing their whole selves to work.

For breastfeeding mothers, UBC has established a number of spaces on campus where you can breastfeed your child, pump milk and tend to your child’s needs.

The ability to breastfeed in public without harassment or censure is a right protected under both Policy SC7 – Discrimination and the BC Human Rights Code. To learn more, please visit the UBC Equity & Inclusion website.

If you are a UBC faculty or staff member returning to work after parental leave or if you are interested in establishing a breastfeeding-friendly space in your work area, we encourage you to first talk to your department administrator or department head. The resources and information provided below for private and semi-private spaces may help inform your conversations.

UBC students who require support and/or accommodation should contact their faculty’s advising office for assistance.

This page provides information about breastfeeding-friendly spaces for faculty and staff at UBC’s Vancouver campus. To learn about spaces at UBC Okanagan, visit the Okanagan Baby Friendly Initiative.

Healthy Workplace Initiatives Fund Program

The Healthy Workplace Initiatives Program (HWIP) is an annual fund available to UBC departments and units to support grassroots wellbeing activities in the workplace.

The Healthy Workplace Initiatives Fund Program or HWIP is a funding source available to any Vancouver or Okanagan UBC department/unit or UBC-recognized operational committees that represent various departments/units that are eligible to apply for funding to support grassroots activities that promote wellbeing in the workplace.

HWIP applications for 2026-2027 are now closed. All applicants will be notified shortly.

HWIP Funding   

The program provides up to $3000 of seed funding to support for health-related, sustainable initiatives. 

HWIP funds are intended to:  

  • Enable units and departments to create and maintain healthy work environments
  • Build capacity and knowledge within units 
  • Support the introduction of healthy initiatives intended to be adopted long-term by the department
  • Reduce individual health risks 

HWIP is based on a reimbursement model, and all applications must be signed off by a Senior Leader.  

All successful departments will need to cover the cost of the initiatives upfront and then submit receipts for reimbursement. Reimbursement will only be made to the UBC faculty/school/department account.  

Application process

  1. Review and select one of the funding categories below.
  2. Have a conversation with your senior leader about the application and let them know about the reimbursement model for HWIP.
  3. Complete the application form.
  4. Submit the senior leader sign-off (you will receive instructions upon completing the application form).

HWIP categories categories

Take a look at the HWIP categories to find your inspiration. Click on each category to see recent examples, and review the category-specific toolkits to learn more about each application category, including funding specifications and more.

Group of staff sitting at a table doing crafts

Review the toolkit

Person riding a bike share

Review the toolkit

Group yoga class outside on the grass in poses

Review the toolkit

A group of faculty and staff crafting a healthy meal together

Review the toolkit

Six people sitting around a table smiling and talking with each other

Review the toolkit

A group of people outside working on creating a community garden

Review the toolkit

Team of people in a longboat paddling in the waters in front of the backdrop of the city of Vancouver.

Review the toolkit

Individual in a large room presenting to a group of people and pointing to colourful sticky notes on a whiteboard.

Review the toolkit

Free Little Library at Central HR

Review the toolkit

Funding criteria 

Each department may submit one application per year and eligible applications are selected on a lottery basis until the available funding is exhausted.  

Previous HWIP recipients are welcome to apply again, however, priority will be given to departments and units that have not received funding in previous rounds. 

The following criteria will be used to assess initiative proposals: 

  • Applications must demonstrate a clear link between the proposed activities and the promotion of the wellbeing of faculty, staff and postdoctoral fellows to promote health equity, reduce barriers, and increase opportunities for UBC faculty and staff to implement healthy behaviours.
  • Proposed initiatives should involve more than one-time workshops, events and team socials. They must encompass a multi-pronged approach to promote wellbeing, reduce barriers and increase opportunities for UBC staff and faculty to implement healthy behaviours.
  • Consider how the initiative will contribute toward building a healthy workplace culture and how initial efforts can be sustained for the long-term, with or without further funding. Applicants should outline how they expect this initiative to continue after the one-year HWIP funding period has finished.
  • Proposed initiatives should be accessible, inclusive of various abilities, culturally sensitive
  • Endorsement from the senior leader is required.

What to avoid

The following applications will not be funded: 

  • Operational expenses (hiring of faculty/staff as instructors or to coordinate the program)
  • Gift cards or certificates of any denomination
  • One-time workshops, events, team socials
  • Use of funding to cover membership/admission/registration fees
  • Items or projects that fall within the responsibility of the department to provide
  • To conduct primarily research-oriented activities
  • Building renovations, furniture, or large-scale fitness equipment.
  • Expenses related to physical changes to your workspace. If adjustments to your workspace are required to remove barriers for faculty and staff with disabilities or ongoing medical conditions.  You may be eligible for the Workplace Accommodation Fund through the Center for Workplace Accessibility 

HWIP funding process 

Here is a quick rundown of the process you can expect if you apply for HWIP funding. We hope this helps to set the expectations as you consider applying for funding. 

  1. Conduct a needs assessment to determine what would interest and benefit your unit/department
  2. Discuss and seek approval from your senior leader to submit a grant application and authorization to cover up-front costs
  3. Apply by the deadline
  4. All eligible applications are entered into a lottery, and funding is allocated until the available funds are exhausted. All applicants will be notified about the outcome of their application.
  5. If your application is successful: Attend the HWIP orientation. Attendance at the orientation, or viewing the recording, is mandatory.
  6. Familiarize yourself with the important documents
  7. Carry out your HWIP initiative
  8. Take some photos! We love to see your initiatives come to life
  9. Reach out for help, for planning and for navigating the reimbursement process
  10. Keep all the receipts and other documentation around your HWIP initiative to ensure you have everything you need to seek reimbursement
  11. Submit your reimbursement documents by the deadline.

Information for successful applicants

If you are a successful applicant from 2025-2026 looking for information about your HWIP initiative, including running your initiative, important dates, the reimbursement process and required documents for submission after your initiative is complete, please visit Healthy Workplace Initiatives Program – successful applicants (CWL required).

We are here to help 

For more information, please email ubcempl-g-hwip@mail.ubc.ca 

Sign up for the monthly Healthy UBC e-Newsletter to stay informed about HWIP criteria and application deadlines. 

Nutrition

Eating well is as important to your overall health as taking the time to be physically active and engage in activities that support your wellbeing.

Eating the daily recommended amount and types of food will help you:

  • meet your needs for vitamins, minerals and other nutrients,
  • reduce your risk of developing obesity, type 2 diabetes, heart disease, certain types of cancer and osteoporosis, and
  • contribute to your overall health and vitality.

Start by exploring HealthLink BC to find nutritional information and resources. If you have questions about healthy eating, food, or nutrition, call 8-1-1 (or 7-1-1 for the deaf and hard of hearing) toll-free in BC or send a question by email.

UBC Resources

Assistance through EFAP

Access UBC’s Employee and Family Assistance Program to connect with trained professionals including nutritionists and coaches to help you achieve your goals. Learn more about the nutrition options by visiting Work, health, and life services. 

Assistance through your Extended Health Benefits

Did you know eligible faculty, staff and their dependents can use the UBC benefit plan to see a registered dietitian?

Many dietitians offer in-person or virtual appointments, and you and your family are covered for 80% of the costs for registered dietitians after you pay the deductible and up to a combined maximum of $600 (for CUPE 2950 members, the maximum is $500). For complete details about your Extended Health Plan, please refer to the Sun Life Benefits booklet for your employee group. And remember, you can use your extended health plan to help other members of the household. For example, you may be interested in exploring this service for a listed dependent, like your child, who needs support for an allergy or take on athletic pursuits. 

Subscribe to

UBC Human Resources

600 - 6190 Agronomy Road
Vancouver, BC Canada
V6T 1Z3
Contact us

UBC Crest The official logo of the University of British Columbia. Urgent Message An exclamation mark in a speech bubble. Caret An arrowhead indicating direction. Arrow An arrow indicating direction. Arrow in Circle An arrow indicating direction. Arrow in Circle An arrow indicating direction. Time A clock. Chats Two speech clouds. E-commerce Cart A shopping cart. Facebook The logo for the Facebook social media service. Home A house in silhouette. Information The letter 'i' in a circle. Instagram The logo for the Instagram social media service. Linkedin The logo for the LinkedIn social media service. Location Pin A map location pin. Locked A locked padlock. Mail An envelope. Menu Three horizontal lines indicating a menu. Minus A minus sign. Pencil A pencil indicating that this is editable. Telephone An antique telephone. Play A media play button. Plus A plus symbol indicating more or the ability to add. Search A magnifying glass. Settings A single gear. Speech Bubble A speech bubble. Star An outline of a star. Twitter The logo for the Twitter social media service. Unlocked An unlocked padlock. User A silhouette of a person. Vimeo The logo for the Vimeo video sharing service. Youtube The logo for the YouTube video sharing service.