As a Sessional Lecturer, you are eligible to maintain your current benefits (for up to eight months) and pension between appointments, if:
You previously held an appointment eligible for pension and benefits, or
You held an appointment eligible for pension and benefits, within the previous 24 months and have been making continuous benefit contributions.
Maintaining your benefits between appointments is optional.
Keeping your benefits
At the end of your sessional appointment, you may have the option to maintain some or all your current benefits at your own cost. This means that you will be responsible for both the employee and employer portions of the premiums. You may not sign up for additional benefits while you are in between appointments. If you are teaching during the summer, UBC will pay the employer portion of the benefits and pension you wish to maintain for any months in which you hold an appointment.
You will receive a Benefits Task in your Workday inbox to make your elections for On Leave benefit plans if you are on Sessional Benefit Eligible Leave. You can choose to continue all, some or none of your benefits. You are responsible for paying the full cost (employee plus employer share) for any benefits you choose to continue. Once you submit your benefit elections, a Benefits Partner from Payroll will check that your benefits elections are correct and notify you of the monthly cost and next steps.
Pension
Pension enrolment between appointments is not mandatory. If you do not maintain your pension while on Sessional Benefit Eligible Leave, you will be able to re-enroll at the start of your new appointment.
If you elect to maintain your pension between appointments, you will pay the employee contributions and (if you choose) the employer contributions for each month (or portion of a month). Contributions are calculated based on your appointment immediately prior to the leave. A Leave of Absence representative will contact you to confirm the amount you elect to pay. You may elect to contribute any amount up to the maximum. However, if you hold a sessional appointment during the summer, you must contribute the full employee portion in order to receive the employer portion.
You may cancel all of your benefits at the end of your active sessional appointment. If you choose this option, some of your benefits will be automatically reinstated upon your return to your sessional position, while you will have to reapply for others. Re-enrolment in cancelled benefits will be based on the appointment to which you return.
Sessional Benefit Eligible Leave
If you previously held an appointment eligible for pension and benefits and are reappointed to a position below 50% FTE, you are eligible for pension and benefits as though your appointment is at least 50% FTE for up to 24 months.
Sessional Recall Leave
If you previously held an appointment eligible for a modified benefits package (Extended health, Dental and Employee and Family Assistance Plan), you are not eligible to maintain your current benefits in between appointments.
These appointments include:
full-time or part-time sessional lecturer with an appointment of less than four months (regardless of % FTE) and hired before age 71, or
part-time sessional lecturer with an appointment of less than 50% (regardless of length) and hired before age 71.
If you hold another appointment while on Sessional Recall Leave, you may be eligible for benefits based on the other position.
Optional Life Insurance, Optional Accidental Death & Dismemberment
If you decide to not maintain your optional life insurance or your optional accidental death & dismemberment benefits, and then later re-enroll when you start a new term, you will need to re-apply for coverage by submitting a health questionnaire. A medical examination may be necessary at your own expense.
Automatic reinstatement and re-enrolment
If you decide not to maintain some or all of your benefits, your Basic Life Insurance, Disability and Employee and Family Assistance Plan are automatically reinstated the day you return to work, as long as you meet the eligibility requirements. You will receive a notification in Workday to re-enrol in the Extended Health, Dental and Faculty Pension plans (if eligible). You can complete your re-enrolment for these plans directly in Workday.
You may need to take time off work to care for a family member who is terminally or critically ill or for the death of a family member.
The first two types of leave are called a compassionate care leave or family caregiving leave, and the third type of leave is known as bereavement/funeral leave.
What is a compassionate care leave?
There are provincial and federal government programs in place that allow you to take a compassionate care leave to care for a terminally ill family member.
There are two parts of a compassionate care leave. You need to apply for both of them:
an unpaid leave from UBC of up to 27 weeks that you are entitled to under the BC Employment Standards Act, and
a compassionate care benefit where you receive Employment Insurance (EI) benefits for 26 weeks if you meet eligibility requirements.
A compassionate care leave provides up to 27 weeks of job-protected unpaid leave for you to care for or support a family member if a medical practitioner issues a certificate stating that your family member has a serious medical condition with a significant risk of death within 26 weeks.
You may also be eligible for up to 26 weeks of EI compassionate care benefits from Employment & Social Development Canada (ESDC). These benefits are administered by Service Canada.
If you wish to take additional leave beyond what is stipulated under the BC Employment Standards Act, you must request this in writing from your supervisor and any approved additional leave will be considered a general unpaid leave and you will be responsible for paying the full cost of the benefits and pension you choose to maintain.
Who is considered a family member?
You may receive EI compassionate care benefits to care for a terminally ill eligible family member, as defined by ESDC.
You may also receive EI compassionate care benefits to care for a terminally ill person if that person considers you a family member, such as a close friend or neighbour. You must submit a signed Compassionate Care Benefits Attestation form from the terminally ill person or their legal representative.
What are the EI compassionate care benefits?
You can receive up to 26 weeks of EI compassionate care benefits from Service Canada within a 52-week period if you:
meet Employment Insurance (EI) eligibility rules (600 insurable hours in the 12-month period before the start of the leave) and
serve a one-week waiting period.
The payment is generally around 55% of your pre-leave earnings up to a specific maximum amount. For 2026, the maximum is $729/week.
You may share the 26 weeks of EI compassionate care benefits with another family member who is also providing care. Only one person is required to serve the one-week unpaid waiting period. Each family member can claim the benefits at any time during the 52-week period, either at the same time or at different times.
How and when do I apply for an unpaid compassionate care leave and EI benefits?
You should apply for a leave of absence from your department in writing, notifying them of the dates you expect to leave and return to work.
You will also need to include a copy of the medical certificate from a doctor or medical practitioner stating that your family member has a serious medical condition with a significant risk of death within 26 weeks and requires the care or support of one or more family members. Save the original for your EI compassionate care benefits application. The personal information provided in the medical certificate is collected under section 26(c) of the Freedom of Information and Protection of Privacy Act, RSBC 1996, c. 165 and will be used for the purposes of leave administration.
You or your department can submit the leave through Workday.
To coincide with EI payment weeks and avoid any possible loss of EI benefits, begin your leave on a Sunday and end it on a Saturday (return from the leave on a Sunday).
You should apply for EI compassionate care benefits through Service Canada as soon as possible after you stop working. If you delay applying for benefits later than four weeks after your last day of work, you risk losing these benefits.
A Record of Employment (ROE) is required for your EI application. Your Payroll Representative will automatically send your ROE electronically to Service Canada after your last paycheque. You do not need to request a ROE from UBC.
If you would like to speak with someone at UBC regarding your Record of Employment:
When can I start my compassionate care leave and EI compassionate care benefits?
You may start your unpaid compassionate care leave and EI compassionate care benefits on the earlier of the following weeks, and within 52 weeks of that week:
the week the doctor signs the medical certificate, or
the week the doctor examines the terminally ill family member, or
the week the family member became terminally ill, if the doctor can determine that date (for example, the date of the test results).
You do not need to take your leave all at once. You can take the leave in units of one or more weeks.
When does my EI compassionate care benefits end?
Your EI compassionate care benefits will end:
when 26 weeks of compassionate care benefits have been paid to you or other caregivers; or
after the terminally ill family member dies or no longer requires care or support (benefits are paid to the end of the week); or
the 52-week period has expired.
The maximum number of EI compassionate care benefits that is payable is 26 weeks. However, you may also take EI compassionate care benefits consecutively with EI family caregiver benefits (see next section).
Supplemental Employment Benefit for Compassionate Care Leave: Management & Professional (including: Excluded Management & Professional, Service Unit Director and Administrative Executive)
Eligible members of the Management & Professional (Excluded Management & Professional, Service Unit Director and Administrative Executive) employee group may access a Supplemental Employment Benefit (SEB) top-up to supplement the 26 weeks of Employment Insurance (EI) compassionate care benefits, provided they are eligible for this federal leave.
For example, if you have monthly gross earnings of $4,000 ($1,000/week), your EI compassionate care benefit will pay you 55% of those earnings, up to a maximum of $729 a week (EI maximum for 2026). You will receive $550/week of EI benefits, and SEB will top this up by $400/week so that your combined EI and SEB benefit payment will total $950/week (95% of your weekly salary) during the specified number of weeks you are eligible for top-up. (This is an illustrative example only.)
Service Canada will calculate your compassionate care benefit based on your average weekly earnings over the 12-month period from the start date of your leave. UBC will calculate your SEB top-up based on your current salary at the time of your leave.
If you do not return to work after your leave for at least six months, you will be required to reimburse UBC the total value of the SEB payments you received while on leave.
Am I eligible for the SEB?
You may be eligible for SEB if you are a member of the Management and Professional employee benefits group (includes Management & Professional, Excluded Management & Professional, Service Unit Director and Administrative Executive) and you are taking a compassionate care leave. The SEB only applies for leaves commencing on July 1, 2026 or later.
You must also:
be currently actively employed by UBC,
have your EI benefits claim approved by Employment and Social Development Canada, and
be returning to work for at least six months following your leave. If you do not return to work for at least six months, you may be required to pay UBC back any top-up benefits you received depending on your employee group.
What benefits do I receive under the SEB program?
Management & Professional, Excluded Management & Professional, Service Unit Director and Administrative Executive
The SEB benefit provides the following top-up benefit:
Week 1 (1 week): 95% of salary
Week 2-20 (19 weeks): EI benefit plus SEB Top-Up (55% of salary up to a maximum of $729/week) topped up to 95% of salary
How do I apply for Supplemental Employment Benefits?
Submit a ticket to your Payroll Representative in Financial Operations – Payroll and attach the Letter of Agreement (CWL required) for the SEB Program. Payroll will sign the UBC Representative section of the form. If you are non-union, a Financial Services Payroll Manager must sign the letter as a witness.
By signing the Letter of Agreement, you agree to remain at work for a minimum of six months following your leave. If you do not remain at work for six months, you are required to repay UBC the full amount of the SEB benefits you received. If you return to a part-time position after your leave, you may have to repay some or all of your SEB benefits. If you are not sure whether you will remain at work for six months following your leave, you can apply for the SEB Program retroactively after you return to work for six months. This allows you to avoid a situation where you have to repay a benefit to UBC.
After you have signed the Agreement, provide your Payroll Representative in Financial Operations with a copy of your “My Latest Claim” from your myService Canada account after you receive your first EI payment. Payroll will use this information to calculate your SEB top-up.
What is a family caregiving leave?
There are also provincial and federal government programs in place that allow you to take a family caregiving leave to care for a critically ill or injured family member or person that considers you a family member.
There are two parts of a family caregiving leave. You need to apply for both of them:
an unpaid leave from UBC of up to 16 weeks to care for an adult over age 18 or up to 36 weeks to care for a child aged 18 and under which you are entitled to under the BC Employment Standards Act. If you plan to apply for EI family caregiving benefits you will need to apply for Family Caregiver Leave from your department in writing, notifying them of the dates you expect to leave and return to work.
You may also be eligible for EI family caregiving benefits to care for a critically ill or injured family member or person that considers you a family member (up to 15 weeks to care for an adult over age 18 or up to 35 weeks to care for a child aged 18 and under) from Employment & Social Development Canada (ESDC). You will apply for the EI family caregiving benefits for adults or children through Service Canada.
If you wish to take additional leave beyond what is stipulated under the BC Employment Standards Act, you must request this in writing from your supervisor and any approved additional leave will be considered a general unpaid leave and you will be responsible for paying the full cost of the benefits and pension you choose to maintain.
You may take EI compassionate care benefits consecutively with EI family caregiving benefits (you can receive EI family caregiving benefits after your EI compassionate care benefits come to an end; or you can receive EI compassionate care benefits after your EI family caregiving benefits in the unfortunate event that the critically ill or injured person’s health deteriorates. In this case, you must meet the eligibility criteria for both benefits).
Who is considered a family member?
You may receive EI family caregiving benefits to care for a critically ill or injured eligible family member, as defined by ESDC.
You may also receive EI family caregiving benefits to care for a critically ill or injured person if that person considers you a family member, such as a close friend or neighbour. You must submit a signed Family Caregiving Benefits Attestation form from the critically ill or injured person or their legal representative.
What are the EI family caregiving benefits?
You can receive up to 15 weeks of EI family caregiving benefits from Service Canada for an adult and up to 35 weeks of EI family caregiving benefits from Service Canada for a child (age 18 or under) within a 52-week period if you:
meet Employment Insurance (EI) eligibility rules (600 insurable hours in the 12-month period before the start of the leave) and
serve a one-week waiting period.
The payment is generally around 55% of your pre-leave earnings up to a specific maximum amount. For 2026, the maximum is $729/week.
You may share the 26 weeks of EI family caregiving benefits with another family member who is also providing care. Only one person is required to serve the one-week unpaid waiting period. Each family member can claim the benefits at any time during the 52-week period, either at the same time or at different times.
How and when do I apply for an unpaid family caregiving leave and EI benefits?
The BC Employment Standards Act includes family caregiver leave under Sec 52.11 Critical illness or injury leave; if you plan to apply for EI family caregiving benefits you will need to apply for Family Caregiver Leave from your department in writing, notifying them of the dates you expect to leave and return to work.
You will also need to include a copy of the medical certificate from a doctor or medical practitioner stating that the life of your family member is at risk as a result of an illness or injury and requires the care or support of one or more family members. Save the original for your EI family caregiving benefits application. The personal information provided in the medical certificate is collected under section 26(c) of the Freedom of Information and Protection of Privacy Act, RSBC 1996, c. 165 and will be used for the purposes of leave administration.
You or your department can submit the leave through Workday.
To coincide with EI payment weeks and avoid any possible loss of EI benefits begin your leave on a Sunday and end it on a Saturday (return from the leave on a Sunday).
You should apply for EI family caregiving benefits through Service Canada as soon as possible after you stop working. If you delay applying for benefits later than four weeks after your last day of work, you risk losing these benefits.
A Record of Employment (ROE) is required for your EI application. Your Payroll Representative will automatically send your ROE electronically to Service Canada after your last paycheque. You do not need to request a ROE from UBC.
If you would like to speak with someone at UBC regarding your Record of Employment:
When can I start my family caregiving leave and EI family caregiving benefits?
You may start your unpaid family caregiving leave and EI family caregiving benefits on the earlier of the following weeks, and within 52 weeks of that week:
the week the doctor signs the medical certificate, or
the week the family member became critically ill or injured, if the doctor can determine that date (for example, the date of the test results).
You do not need to take your leave all at once. You can take the leave in units of one or more weeks.
When does my EI family caregiving benefits end?
Your EI family caregiving benefits will end:
when the maximum 35 or 15 weeks of family caregiving benefits have been paid to you or other caregivers; or
after the critically ill or injured family member no longer requires care or support (benefits are paid to the end of the week); or
the 52-week period has expired.
The maximum number of EI family caregiving benefits that is payable is 15 weeks for an adult or 35 weeks for a child (age 18 or under). However, you may also take EI family caregiving benefits consecutively with EI compassionate care benefits (see section above).
Supplemental Employment Benefit for Family Caregiving Leave: Management & Professional (including: Excluded Management & Professional, Service Unit Director and Administrative Executive)
The Supplemental Employment Benefits (SEB) Program pays the difference between the Employment Insurance (EI) family caregiving benefit and 95% of your salary for a specified period of time.
For example, if you have monthly gross earnings of $4,000 ($1,000/week), your EI family caregiving benefit will pay you 55% of those earnings, up to a maximum of $729 a week (EI maximum for 2026). You will receive $550/week of EI benefits, and SEB will top this up by $400/week so that your combined EI and SEB benefit payment will total $950/week (95% of your weekly salary) during the specified number of weeks you are eligible for top-up. (This is an illustrative example only.)
Service Canada will calculate your family caregiving benefit based on your average weekly earnings over the 12-month period from the start date of your leave. UBC will calculate your SEB top-up based on your current salary at the time of your leave.
If you do not return to work after your leave for at least six months, you will be required to reimburse UBC the total value of the SEB payments you received while on leave.
Am I eligible for the SEB?
You may be eligible for SEB if you are a member of the Management and Professional employee benefits group (includes Management & Professional, Excluded Management & Professional, Service Unit Director and Administrative Executive) and you are taking a family caregiving care leave. The SEB only applies for leaves commencing on July 1, 2026 or later.
You must also:
be currently actively employed by UBC,
have your EI benefits claim approved by Employment and Social Development Canada, and
be returning to work for at least six months following your leave. If you do not return to work for at least six months, you may be required to pay UBC back any top-up benefits you received depending on your employee group.
What benefits do I receive under the SEB program?
Management & Professional (includes Excluded Management & Professional, Service Unit Director and Administrative Executive)
The SEB benefit provides the following top-up benefit:
Week 1 (1 week): 95% of salary
Week 2-10 (9 weeks) if family member is an adult: EI benefit plus SEB Top-Up (55% of salary up to a maximum of $729/week) topped up to 95% of salary; or
Week 2-15 (14 weeks) if family member is a child: EI benefit plus SEB Top-Up (55% of salary up to a maximum of $729/week) topped up to 95% of salary
How do I apply for Supplemental Employment Benefits?
Submit a ticket to your Payroll Representative in Financial Operations – Payroll and attach the Letter of Agreement (CWL required) for the SEB Program. If you are in a union, a union shop steward must sign the letter as a witness. Payroll will sign the UBC Representative section of the form. If you are non-union, a Financial Services Payroll Manager must sign the letter as a witness.
By signing the Letter of Agreement, you agree to remain at work for a minimum of six months following your leave. If you do not remain at work for six months, you are required to repay UBC the full amount of the SEB benefits you received. If you return to a part-time position after your leave, you may have to repay some or all of your SEB benefits. If you are not sure whether you will remain at work for six months following your leave, you can apply for the SEB Program retroactively after you return to work for six months. This allows you to avoid a situation where you have to repay a benefit to UBC.
After you have signed the Agreement, provide your Payroll Representative in Financial Operations with a copy of your “My Latest Claim” from your myService Canada account after you receive your first EI payment. Payroll will use this information to calculate your SEB top-up.
Will I still receive my benefits when I’m on compassionate care or family caregiving leave?
Under the BC Employment Standards Act, employees are eligible for up to 3 days of unpaid bereavement leave if an immediate family member dies. You may be eligible for paid compassionate or bereavement leave from UBC depending on your Employee Group.
UBC Employee Group
Allowed Length of Compassionate or Bereavement/Funeral Leave
Academic Executive
Not eligible.
Administrative Executive
You will be granted three days of paid leave for the death of an immediate family member, which is defined as a parent, grandparent, spouse, partner, child, in-law, brother or sister.
Upon request, there is the option to extend your paid leave for an additional three days.
BCGEU Vancouver (Child Care)
You will be granted three days of paid leave for the death of an immediate family member, which is defined as a child, (including stepchild), parent, spouse, partner, sibling, parent-in-law, grandparents, grandchildren and any other relative permanently residing with you. For 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. 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).
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 Indigenous employees, this leave will also be granted for the passing of an Elder close to them and/or the community, as well as any individual the employee considers a close family member, consistent with the cultural norms of their community (e.g., aunt, uncle).
Upon written request, there is the option to extend your paid leave for an additional three days. You may also have a one day of leave without a deduction in pay to attend a funeral or memorial service upon request.
Executive Administrative
You will be granted three days of paid leave for the death of an immediate family member, which is defined as a parent, grandparent, spouse, partner, child, ward, brother, sister, grandchild, or in-law
Upon request, there is the option to extend your paid leave for an additional three days. Upon approval, you may also have a half-day paid leave to attend a funeral or memorial service. The half day may be extended to a full day if you have a significant role in arranging or conducting the service or ceremony.
Faculty
Not eligible.
Farm Workers
You are entitled to five days of paid leave for the death of your parent, spouse, partner or child.
You are entitled to three days of paid leave for the death of a brother, sister, mother-in-law, father-in-law, daughter-in-law, son-in-law, sister-in-law, brother-in-law, grandmother, grandfather or grandchild.
In special circumstances, you may be granted further leave without loss of pay or benefits. Upon approval, you may also have a half-day paid leave to attend a funeral or memorial service. The half day may be extended to a full day if you have a significant role in arranging or conducting the service or ceremony.
IUOE 115
You will be granted five regularly scheduled consecutive work days of paid leave for the death of a parent, spouse, common-law spouse or child.
You are entitled to three regularly scheduled consecutive work days of paid leave for the death of a brother, sister, mother-in-law, father-in-law, daughter-in-law, son-in-law, sister-in-law, brother-in-law, grandmother, grandfather or grandchild. For self-identifying Indigenous employees, this leave will also be granted for the passing of an Elder close to them and/or the community, as well as any individual the employee considers a close family member, consistent with the cultural norms of their community (e.g., aunt, uncle).
With the approval of your department head, you may also have a half-day of leave without a deduction in pay to attend a funeral or memorial service.
Management & Professional
You will be granted five days of paid leave for the death of an immediate family member, which is defined as a parent, grandparent, spouse, common-law spouse, child, in-law, brother or sister.
For Indigenous employees, this leave will also be granted for the passing of an Elder close to them and/or the community, as well as any individual the employee considers a close family member, consistent with the cultural norms of their community (e.g., aunt, uncle).
Upon request, there is the option to extend your paid leave for an additional three days.
Non-Union Technicians and Research Assistants
You are entitled to five days of paid leave for the death of your parent, spouse, partner or child.
You are entitled to three days of paid leave for the death of a brother, sister, mother-in-law, father-in-law, daughter-in-law, son-in-law, sister-in-law, brother-in-law, grandmother, grandfather or grandchild.
In special circumstances, you may be granted further leave without loss of pay or benefits. Upon approval, you may also have a half-day paid leave to attend a funeral or memorial service. The half day may be extended to a full day if you have a significant role in arranging or conducting the service or ceremony.
Postdoctoral Fellows (Award Recipients)
You may take bereavement leave in accordance with your fellowship/granting agency. Ensure that your supervisor is informed of your leave and the reason for it.
Post-doctoral Fellows (Employees)
You are entitled to up to three days of unpaid leave on the death of a member of your immediate family, which is defined as a spouse, child, parent, guardian, sibling, grandchild or grandparent of an employee; and any person who lives with the employee as a member of the employee’s family. These days do not have to be consecutive, or start on the date of death. At the discretion of the Department and Supervising Faculty member, you may be paid bereavement leave.
Becoming a parent is a major event. Under the BC Employment Standards Act, the following unpaid leaves are available:
Pregnant Employee: an unpaid maternity leave of up to 17 weeks, which can be combined with an unpaid parental leave of up to 61 weeks to extend your total time off work,
Birth Parent: an unpaid parental leave of up to 62 weeks (includes one week waiting period if not served during maternity leave),
Adopting Parents: an unpaid adoption leave of up to 62 weeks, and from UBC a pre-placement adoption paid leave of up to 20 days, if you are an Administrative Executive, CUPE 116, CUPE 2278, CUPE 2950 or Management & Professional employee.
Maternity, parental and adoption leaves are unpaid. If you wish to take additional leave beyond what is stipulated under the BC Employment Standards Act, you must request this in writing from your supervisor and any additional approved leave will be considered a general unpaid leave.
When you apply for a maternity, parental or adoption leave, you can also apply for Employment Insurance (EI) maternity or parental benefits from Employment and Social Development Canada (ESDC). EI benefits are administered by Service Canada.
If you meet EI’s eligibility rules for benefits, you will receive EI benefits if you are a pregnant employee, birth parent or adopting parent.
Pregnant Employee:
during maternity leave, the EI maternity payment is 55% of your pre-leave earnings up to a specific maximum amount for 15 weeks after a one week unpaid waiting period is served;
during parental leave, birth parents have a choice of standard EI parental benefits (55% of your pre-leave earnings up to a specific maximum amount for 35 weeks) OR extended EI parental benefits (33% of your pre-leave earnings up to a specific maximum amount for 61 weeks) after a one week waiting period is served (this is not required if the pregnant employee has already served the waiting period). Two parents may share the EI parental benefits and both parents are required to choose the same option, either standard or extended. You cannot change between options once parental benefits have been paid.
Birth Parents:
during parental leave, birth parents have a choice of standard EI parental benefits (55% of your pre-leave earnings up to a specific maximum amount for 35 weeks) OR extended EI parental benefits (33% of your pre-leave earnings up to a specific maximum amount for 61 weeks) after a one week waiting period is served (this is not required if the pregnant employee has already served the waiting period). Two parents may share the EI parental benefits and both parents are required to choose the same option, either standard or extended. You cannot change between options once parental benefits have been paid.
Adopting Parents:
during adoption leave, adopting parents have a choice of standard EI parental benefits (55% of your pre-leave earnings up to a specific maximum amount for 35 weeks) OR extended EI parental benefits (33% of your pre-leave earnings up to a specific maximum amount for 61 weeks) after a one week waiting period is served (only one parent is required to serve the waiting period). Two parents may share the EI parental benefits and both parents are required to choose the same option, either standard or extended. You cannot change between options once parental benefits have been paid.
If you have a child born or placed with you for the purpose of adoption, and share EI parental benefits with another parent, you may be eligible for sharing parental benefits. With the sharing benefit, you can take up to:
40 weeks of parental benefits when choosing the standard option, or
69 weeks of parental benefits when choosing the extended option.
One parent cannot receive more than 35 weeks of standard or 61 weeks of extended parental benefits.
Some employee groups are also eligible for Supplementary Employment Benefits that can be used to top up your EI benefit payments to 75% or 95% of your pre-leave salary for a specified period of time.
If you are planning to take a maternity, parental or adoption leave, you will need to:
notify your supervisor of the start and end dates of your leave (please review the section below that applies specifically to your group for the number of weeks advance notice you are required to give),
You must apply to your supervisor or department head for a general leave. The length of time you are allowed to take off from work depends on your employee group.
If you wish to take additional maternity, parental, adoption or compassionate care and/or the family caregiving leave beyond what is stipulated under the BC Employment Standards Act, you must request this in writing from your supervisor and any approved additional leave will be considered a general unpaid leave.
If your leave is approved, you can choose whether you want to maintain your current UBC benefits or cancel your UBC benefits. If you want to maintain your UBC benefits, you are responsible for paying both the employee and employer portion of the cost.
How do I apply for general leave?
You must apply for a general leave of absence from your department head or manager. Let them know:
the reasons for your leave,
when you would like to start your leave, and
when you intend to return to work.
For Staff appointments, if your request is approved, your department head or manager will update your employment status through Workday. For Faculty appointments, all leave requests will be routed to Faculty Relations.
What happens to my benefits when I’m on a general leave?
When you are on leave, you can choose to keep your benefits or cancel your benefits. See Benefits Coverage while on a Leave for more information.
How long am I allowed to be on a general leave?
The length of time you are allowed to take depends on your employee group. The table below shows the time you are allowed to be on leave without pay or benefits.
UBC Employee Group
Allowed Length of General Leave
Academic Executive
2 years
Administrative Executive
1 year
BCGEU Vancouver (Child Care)
6 months
BCGEU Okanagan
6 months with a possible extension to a maximum of 1 year
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.
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 Group
Guidelines for the Type of Study Leave
Academic Executive
You 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 paiddevelopment leave to maintain or improve your knowledge and skills related to your responsibilities or to your career development at UBC.
CUPE 116
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. 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 2278
Not eligible.
CUPE 2950
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.
Executive Administrative
Not 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 Workers
Not eligible.
IUOE 115
You 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.
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.
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.
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.
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:
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.
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.
Applications are now open for the 2026–2027 year in Vancouver and the Okanagan
The application deadline is Friday, September 11, at 12 pm.
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
If you are looking for information for supervisors or managers to support an application as a WWA, we’re here to help! See below for helpful tools and resources.
Ambassadors are asked to commit to a minimum term of one year term. There is no maximum time commitment and there is the option to recommit to the role annually
Can more than one person from a unit/faculty be a WWA?
Yes, absolutely! This works particularly well with larger faculties or departments.
Do I need leadership approval?
Yes, prospective ambassadors are encouraged to consult and get leadership approval to be part of the program
Is there training or guidance provided to Ambassadors?
Yes, there is orientation training, in addition to with bi-monthly community of practices during the year.
I’ve never planned a wellbeing program/initiative before, is there support for me?
Yes. The Workplace Wellbeing Team have a team of wellbeing learning consultants and specialists who can guide your term as an ambassador. We also have a Community of Practice that is an excellent resource.
Both leaders and prospective ambassadors can contact the Workplace Wellbeing Program Specialists directly :
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.
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.
Private spaces
At UBC Vancouver, private breastfeeding-friendly spaces offer the following options:
Quiet, clean, sanitary single-user rooms
A chair with supportive arms
Electrical outlet
Garbage can
Change table installed in the room or in a nearby washroom
Sink available in the room or in a nearby washroom
Use of a fridge for storage (cannot be guaranteed due to the public nature of the spaces)
Signage that indicates the room is occupied
Note: Space may be a multipurpose room such as an infrequently used meeting room, but a high degree of privacy should be provided.
Semi-private spaces
At UBC Vancouver, semi-private breastfeeding-friendly spaces offer the following options:
Quiet, clean, sanitary rooms
A chair with supportive arms
Table, electrical outlet and garbage can
Use of a fridge for storage (cannot be guaranteed due to the public nature of the spaces)
Signage that indicates the room is occupied
Note: While semi-private rooms provide a reasonable degree of privacy, they are not explicitly single-user spaces and may often be shared by others. Some of the semi-private spaces are restricted to women only or individuals who self-identify as women due to the nature of the space (e.g. a women’s-only lounge or access through a women’s washroom).
Establishing a breastfeeding-friendly space in your workplace
For UBC faculty, staff, departments, faculties or units interested in establishing a private or semi-private breastfeeding-friendly space, we offer the following references to inform your conversations and next steps.
PHSA Breastfeeding Info Sheet – Contains general information, helpful tips and FAQs (Perinatal Services BC, Provincial Health Services Authority)
If you have questions about a specific breastfeeding-friendly space, please contact their building administrator. If you have feedback about the current spaces listed below, please contact efap.info@ubc.ca.
Forest Sciences Centre (Private)
Location: Room 1506, 2424 Main Mall, UBC Vancouver – First floor [view map]
Availability and restrictions:
Building is accessible with a keycard
Room is available Monday to Friday, 8:30 am– 4:30 pm
Space accessible with a key which can be picked up from the Faculty of Forestry Reception Desk, located on the second floor in the southwest corner above Tim Hortons
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. The next funding round will take place in April 2027.
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
Review and select one of the funding categories below.
Have a conversation with your senior leader about the application and let them know about the reimbursement model for HWIP.
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.
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Art & creative expression: up to $500
Creative and collaborative activity or series of ongoing activities. Successful applications include: knitting club, crafternoons, and group painting.
Example: Art Therapy Lunch & Learn Sessions: Invite an art therapist to lead sessions on stress relief and emotional expression.
To promote active commuting and physical wellbeing by providing a shared pool of bicycles for faculty and staff to use for work-related travel and short trips around campus providing a series of informational workshops about commuting by bike.
This initiative was established to promote healthy eating, preventative health practices, and lifestyle changes in the workplace.
Example: Staff volunteers prepared healthy lunches and provided education on the use of healthy ingredients, including the recipes used for the meal and other food preparation tips.
Example: Healthy lunchbox initiative that provides staff with a series of education sessions centred around building long-term, mindful food behaviours that support healthy eating. Education focused on cultivating skills in reading food labels, critically interpreting nutrition claims, and meal planning
This funding category is to support initiatives that advance health equity in the workplace. Health equity refers to ensuring that everyone has fair and just opportunities to be as healthy as possible.
Example: Empathy Lab: Immersive activities where participants experience accessibility challenges to build awareness and empathy.
Example: Anti-Racism Book Club: Monthly readings and discussions focused on racial equity and social justice.
Example: Neurodiversity Awareness Training: Topics such as neuroinclusive communication, strengths-based approaches, and workplace accommodations.
The initiative involves sessions for faculty and staff to create more natural spaces in the workplace to support stress and fatigue reduction and promotes calmness and improves wellbeing and connection to the land.
Example: After consulting with the campus community and holding workshops on gardening, a team developed a low-maintenance, eco-friendly, drought-hardy garden with plants indigenous to BC on their office patio.
Example: Patio Garden initiative was developed to help foster an improved sense of community. Utilizing an existing but unused patio area, the goal was to create a designated space that would encourage staff interaction
A workplace walking program to promote physical and mental well-being.
Example: Teams within the faculty used pedometers to track their walking distances, participating in 4 week challenges to walk the equivalent distance of Canada, coast to coast.
Example: The creation of a running group to help individuals train for 5km and 10km distance runs. Regular training sessions as well as in-services on running and nutrition were integrated into the initiative.
Example: A series of weekly, lunch-time dance competitions were organized, encouraging staff to leave their desks at lunch and participate in physical movement activities.
These initiatives are aimed to address the faculty and staff’s resilience, mental health and self-care strategies through offering workshops and lunch and learns during the year.
Example: The meditation and mindfulness initiative aimed to teach techniques to staff members in a group setting. Three meditation workshops combined were held during the year followed by weekly practice sessions to reduce stress, increase concentration and enhance team collaboration.
"Pause & Reset" Micro-Retreats: micro-retreats where employees can step away for guided relaxation. Sessions rotate themes: sound baths, mindful movement, creative journaling, and storytelling circles
Have a brilliant HWIP idea but it doesn't fit one of these categories? Submit an application in the Innovative new idea category, here are some examples to help you get started.
Example: Free Little Library: library bookshelf which offered a variety of intentionally curated books reflecting diverse topics, including EDI areas such as Truth and Reconciliation; LGBTQ+ themes; and gender, race, accessibility/(dis)ability, socioeconomic issues, and intersections with human resources
Example: Four Seasons of Health: In-office champion network themed around Movement (Summer), Stress Management (Fall), Rest and Recovery (Winter), and Nutrition (Spring).
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.
Conduct a needs assessment to determine what would interest and benefit your unit/department
Discuss and seek approval from your senior leader to submit a grant application and authorization to cover up-front costs
Apply by the deadline
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.
If your application is successful: Attend the HWIP orientation. Attendance at the orientation, or viewing the recording, is mandatory.
Familiarize yourself with the important documents
Carry out your HWIP initiative
Take some photos! We love to see your initiatives come to life
Reach out for help, for planning and for navigating the reimbursement process
Keep all the receipts and other documentation around your HWIP initiative to ensure you have everything you need to seek reimbursement
Submit your reimbursement documents by the deadline.
Information for successful applicants
If you are a successful applicant 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).
