Designing the work environment to support healthy work postures and purchasing the right equipment can reduce the risk of musculoskeletal injury and increase productivity.  More information and examples of equipment can be found online.

• Please refer to our Office Ergonomics Page for more information
• If you are looking to purchase office furniture and equipment please check out our Ergo Design & Purchasing Considerations for tips and examples.
• If you or your staff are interested in sit-stand desks, please refer to our Sit-Stand Ergo Resources for more information
• We encourage each DEPT or unit to have an Office Ergo Rep to assist with initial set-up and problem solving.

1. Discussion with Manager. We encourage staff/faculty to let their Supervisor/Manager know if they are experiencing pain or difficulty at work. As feasible, the Manager and staff or faculty member can explore options available within the department. Purchasing decisions are made by the department. Please note that standard equipment at a UBC office (e.g. an external keyboard, mouse/pointing device, one or more external monitors, and standard options such as a palm rest, monitor riser, keyboard tray or footrest) do not require an ergonomics assessment. 

    

2. Reporting an injury. If the staff/faculty member reports that they an injury that occurred as a result of work, this should be reported to WSBC and a CAIRS report should be completed—see UBC Safety & Risk Services for details. 

    

3. Ergonomic resources. Staff and faculty are encouraged to complete the Ergo Your UBC Office and Remote Work. Home Office Ergonomics for guidance on how to set up your workstation. If available, staff and faculty can connect with a Department Office Ergo Rep for initial assistance. 

3. Ergonomics assessment. If Staff/Faculty would like to proceed with an assessment they can complete the Ergonomic Assessment Request Form. 

    

4. Assessment. We will meet privately with the staff/faculty member for the ergonomics assessment. The assessment will involve a 15 to 20 minute interview to review background, concerns and symptoms followed by 30 to 45 minutes of observations, education, and, if possible, adjustments to the actual workstation.

    

5. Meeting with department and ergonomics report.  After the assessment, we will call the Supervisor/Manager to discuss findings and recommendations to determine suitable and feasible options for your department. A formal report will be sent to both the Staff/Faculty and the Supervisor/Manager.  The supervisor and staff/faculty member are encouraged to meet to review this report. This will require an open dialogue to explore options, barriers and solutions. These solutions may require creativity, flexibility and compromise by both parties.

    

6. Purchasing Decisions. Purchasing decisions are the responsibility of the department. It is recommended that the supervisor follow-up with their department to determine, who, within their department, has the authority to approve purchases and to determine if the department has a preferred provider for equipment/furniture purchases. Providers listed in our reports are merely suggestions of where equipment can be purchased.

    

7. Follow-up. The Ergonomics Program will send a follow-up survey to both the supervisor and staff/faculty member approximately one month after the assessment.  During the assessment, we provide education regarding proper workstation set-up; the goal is for the Staff/Faculty member to set-up and adjust their workstation if new equipment is received or they move to another workstation. A follow-up assessment is conducted only if requested.

Requirements. Under the WSBC Ergonomic MSI Requirements (4.51), workers must receive training in ergonomic risk identification, recognition of MSI signs and symptoms and, how to safely use equipment and do their jobs.

How to meet the WSBC Ergonomic Requirements.

• Ensure Staff/Faculty have received the necessary ergonomic and MSI training either by taking the relevant Ergonomics Orientation Workshops or contact us to arrange a customized workshop if necessary.
• Alternatively, the DEPT may develop their own ergonomic training in accordance with the WSBC Ergonomic MSI Requirements, if preferred.
• The DEPT is also responsible for training staff on how to safely use equipment and do their jobs.

Requirements. Under the WSBC Ergonomic MSI Requirements (4.47), the employer must identify Ergonomic (MSI) Risk Factors.

How to meet the WSBC Ergonomic Requirements.

• Review CAIRS Reports and First Aid Reports and consult with the Joint Committee/Worker Health & Safety Rep
• Refer to a tip sheet the Ergo MSI Incident Investigation Tip Sheet
• For lifting related injuries, complete the Lifting Incident Investigation Form and submit it to the Ergonomics Program
• Check-in with your staff and faculty to identify tasks that are difficult or associated with near misses and/or tasks that faculty and staff have identified as having musculoskeletal injury risk factors.
• Encourage staff and faculty to report MSI injury signs & symptoms early

Requirements. Under the WSBC Ergonomic MSI Requirements (4.48 and 4.49), when MSI risk factors have been identified, the employer must ensure that the risk is assessed. the employer must identify Ergonomic (MSI) Risk Factors.

How to meet the WSBC Ergonomic Requirements.

• Consult with the Joint Committee/Worker Health & Safety Rep and a representative sample of workers and workers with MSI injury signs & symptoms
• Refer to an overview of risk factors
• If you need assistance, contact us to arrange an ergonomics assessment

Requirements. Under the WSBC Ergonomic MSI Requirements (4.50, 4.51 and 4.52), the employer must implement controls that eliminate or, if that is not practicable, minimize the risk of musculoskeletal injury to workers; provide workers with training on how to use the control measures; and, must evaluate the effectives of the control measure.

How to meet the WSBC Ergonomic Requirements.

• Consult with the Joint Committee/Worker Health & Safety Rep
• Refer to WSBC Hierarchy of Controls: implementing engineering controls is more effective than providing training on correct body mechanics
• If you need assistance, contact us and we will work with you to source appropriate control measures.
• Train workers on how to safety and effectively use the equipment or control measures implemented
• If cost is a barrier, the DEPT may apply for funding for innovative solutions for non-office environments through the Ergo Fund. Refer to our Info Sheet and Application Form

• Safe Lifting Resource Sheet
• General Ergonomics Website

• Workplace risk assessments with consideration of personal health histories of employees
• Supportive consultation with the Occupational Health Nurse, including a focus on prevention of injury/exposure
• Immunization review with an Occupational Health Nurse
• Vaccinations, tests, and screenings based on workplace exposure risks
• Medical clearance for respirator fit testing
• Pregnancy planning and workplace risk assessments (i.e. chemical exposure risk)
• Occupational allergy prevention, diagnosis, and follow-up care
• Workplace risk assessments for exposure to infectious agents (i.e. Hepatitis B Virus)
• Consultations with the OPH Physician
• Specialist referrals for occupational related health concerns
• Referral to the Centre for Workplace Accessibility or the Stay at Work/Return to Work Team

As a manager or supervisor, you are responsible for the health and safety of your employees at work. For some employees, enrolment in the OPH program is required by the provincial and/or federal regulations described below.

• WorkSafeBC Regulation 6.39 states that an employer must offer vaccination to all workers who are at risk of occupational exposure to biological agents for which there is a vaccine that prevents against infection.
• The Canadian Biosafety Standards & Guidelines state that a medical surveillance program must be in place to help prevent and detect illnesses related to the exposure of personnel to infectious material or toxins.

Employees are encouraged to enrol in OPH as a part of their UBC onboarding process, or at any point during their employment at UBC if they meet one or more of the following criteria.

1. If your employees’ work at UBC involves one or more of the following exposure risks, ask them to enrol in OPH by booking a First Assessment appointment with the OPH Nurse. Alternatively, you can contact us directly and we will facilitate the enrolment of your employee or team in the OPH program.

• Entry into a hospital, clinical or dental facility
• Potential exposure to human blood, body fluid, tissue or cell lines
• Work with animal species
• Potential exposure to human feces and/or urine
• Potential exposure to infectious biological agents
• Work in a childcare facility
• Potential exposure to dirt/soil or rusty metal
• Entry into a Containment Level III facility

2. If one of your employees has had a workplace exposure incident (i.e. to human blood, body fluid, or tissue), instruct them to contact OPH after they have received appropriate first aid and/or medical follow-up.

To book an appointment, please email the OPH team at oph.info@ubc.ca. 

Every situation is unique and OPH will work with you and/or your employees to determine the next steps to help support physical and mental health in the workplace. We take into account potential workplace risks within the context of personal health needs in order to recommend and provide follow-up services like vaccinations, tests, health screenings and referrals to specialists.

Care & support

Our medical team provides evidence-based services, resources and advice to promote a healthy UBC community, in support of UBC’s Strategic Plan.

Accessibility

OPH is committed to providing accessible services. OPH offers appointments over the phone and in-person at our accessible on-campus clinic. Employees are expected to engage in all OPH activities during work hours. If there’s anything we can do to make an appointment more accessible (i.e. sign language interpretation, captioning, accessible parking, etc.), please contact oph.info@ubc.ca.

Confidentiality

OPH operates under the Freedom of Information and Protection of Privacy Act and does not disclose personal or medical information to anyone without their written consent.

Maryam Nabavi, ALDP Program Director 

As Program Director, Maryam guides the overall design, development, and delivery of ALDP and contributes to building a culture of academic leadership at UBC. Maryam is an Academic Leadership Coach and has extensive training in group facilitation, conflict engagement, and a variety of tools and frameworks for advancing systems change. 

Tom Scholte, ALDP Academic Director

Tom is a Professor in the Department of Theatre and Film. In addition to receiving his acting (BFA) and directing (MFA) training at UBC, he holds a PhD in Systems Science from the University of Hull (UK).

Olivia Sperry-Tatti, ALDP Senior Program Manager

As Senior Program Manager, Olivia manages all aspects of the program, including serving as the liaison with Faculties, supporting participant engagement and coordination. 

Expanded bios can be found here. 

Am I eligible for the relocation expense allowance?

Eligible individuals (“designated professionals” in the policy) are tenure-stream faculty members, prospective tenure-stream faculty members, senior management staff, professional librarians, and Program Director in Continuing Studies.

Your department administrators will advise you in writing (i.e., in the offer letter) that you are eligible to claim these expenses.

Please refer to Eligibility for Relocation Policy for more information on eligibility.

How is “senior management” defined (i.e. which staff positions are eligible under the current relocation policy?)

Senior management staff at UBC are the President, Vice-Presidents (VPs) and Associate Vice-Presidents (AVPs).

For a complete list of eligible faculty, librarian and executive positions (e.g. Deans), visit our Eligibility page.

Do I need to have a minimum length of employment in order to be eligible under the relocation policy?

Yes. Your position must be a “full-time” position and for a minimum period of 2 years. However, your department must intend to renew your appointment.

For faculty appointments, which include Librarians and Program Director, these positions must be tenure-stream.

Positions that are temporary, visiting, or sessional are not eligible under this policy.

If you voluntarily leave UBC before completing 24 months of paid service, then you must re-pay a pro-rated portion of relocation expenses paid earlier by UBC.

If I am relocating to the UBC Vancouver campus and already reside in Metro Vancouver or relocating to the Okanagan campus and already reside in the Kelowna area, will my moving expenses be covered under the relocation policy?

No. If you already live within 75 km of the workplace, then you aren’t eligible for reimbursement from the Central Relocation Fund (the UBC fund that supports the policy).

Is it mandatory that I use the relocation and moving companies designated by UBC or CAUBO?

If you want to use a moving company and be reimbursed from the Central Relocation Fund, you must use the moving companies designated by UBC or CAUBO. If any other moving company is used, your moving expenses won’t be eligible for reimbursement from the Central Relocation Fund.

Please note that QMM is the designated moving company for UBC senior management relocations (e.g. President, VPs, AVPs) and executives (e.g Deans) if hiring departments wish to access the Central Relocation Fund.

If you choose to relocate without a moving company, you are still eligible for reimbursement from the Central Relocation Fund.

What is the process for obtaining relocation assistance for eligible faculty and senior management?

Please see our Relocation Process page for a step-by-step guide.

How do the relocation expenses get paid?

The hiring department initially pays for most relocation expenses using Purchase Orders or expense reports.

If you pay for some approved expenses first, you should submit invoices/receipts to the hiring department administrator for reimbursement of your expenses.

Your hiring department administrator will apply for reimbursement from the Central Relocation Fund, the UBC fund that supports the relocation policy, either through Workday for Vancouver campus or through Finance Operations, UBC Okanagan for the Okanagan campus.

How long will it take to receive reimbursement from UBC’s Finance department?

Once the hiring department submits the requests (expense reports or Relocation Reimbursement Claim forms) with the backup documentation, it may take up to 4-6 weeks to receive reimbursement.

What is the relocation expense allowance/overall cap?

The allowance varies depending on a few different factors such as from where you are moving and whether you have dependents. Please see the Central Relocation Fund Table.

Effective June 30, 2016, there are new and separate allowances for travel expenses and for tax and financial advising services related to relocation.

Are travel expenses included in the overall limit eligible for reimbursement from the Central Relocation Fund?

Yes. For more information on eligible travel and related expenses, please see Policy FM8 - Business Expenses (formerly Policy #83) on the University Counsel’s website.

Is the weight of “Tools of the Trade” included in the overall weight limit?

No, the weight of Tools of the Trade isn’t a factor. However, the cost of moving Tools of the Trade is a factor. The cost is included in the overall cap that the Central Relocation Fund reimburses. Please see the Central Relocation Fund Table to calculate overall caps.

Is the cost of moving “Tools of the Trade” included in the overall cap that the Central Relocation Fund reimburses?

Yes.

Is the cost of pre/post move expenses such as a house hunting trip included in the overall limit that the Central Relocation Fund reimburses?

Yes, with limitations. Please see Policy HR6 – Relocation (formerly Policy #82) for these limitations.

For house hunting trips, are costs of car rentals or other forms of public transportation (buses and taxis) covered in the overall limit?

Yes, with limitations. Please see Policy FM8 - Business Expenses (formerly Policy #83) for these limitations.

Is the cost of duties and taxes on personal goods, including vehicles, included in the overall limit?

No. Only expenses related to relocation and moving are covered by the relocation policy. Expenses regarding ownership of personal goods are not covered by the relocation policy.

Is the cost to purchase furniture or other household items eligible under the relocation policy?

No. Only expenses related to relocation and moving are covered by the relocation policy. Expenses regarding ownership of personal goods are not covered by the relocation policy.

Are any relocation expenses considered taxable benefits?

Moving expenses are not considered taxable benefits (please see: Canada Revenue Agency).

However, any relocation expenses not listed in the “moving expenses paid by employer that are not a taxable benefit” are considered taxable benefits:

• Immigration fees include work permit application fees, temporary resident visa fees and permanent resident fees.
• UBC Payroll will include any taxable benefits on the T4 slip (the Statement of Remuneration Paid) that the relocating faculty or senior management will submit to the Canadian Revenue Agency when filing their taxes. Please contact the appropriate payroll representative if you have any questions with the T4.

Is the cost of the English language test, which is a requirement to apply for permanent residency, eligible under the relocation policy?

Yes.

The relocation policy states that premiums for healthcare insurance are eligible for reimbursement during the waiting period for coverage with the BC Medical Services Plan (MSP). Where can I obtain that initial coverage?

The initial coverage will need to be with a private health insurance company and you should have this coverage in place while waiting for coverage with the BC Medical Services Plan. Please refer to Out-of-Country Private Medical Insurance for more information.

Are premiums for private health care insurance taxable benefits?

No.

Who do I contact if I have questions about the relocation process?

For about Central Relocation Fund, and the relocation process, please contact the appropriate UBC Relocation contact.

Who do I contact regarding housing, immigration and other relocation services

Contact a member of the of the Housing, Immigration, and Relocation team.

Who do I contact if I want to speak to the moving company about a quote/make a claim for damaged or missing items/more information?

Visit Moving companies: options, contacts, and claims for more contact details.

I want to seek reimbursement for travel expenses related to the move, who do I contact?

Any travel claim related to relocation is eligible for reimbursement from central relocation funds, regardless of the provider. If you require assistance with travel arrangements, please find more information on the Travel at UBC website, including information about UBC’s contracted travel agency.

I have questions about the procurement process regarding purchase orders and requisitions, who do I contact?

For queries on training (e.g. how to create requisition) and Workday assistance, contact the Integrated Service Centre

Does the relocation have to be from the location where I was living when I signed the employment offer letter?

No. The relocation can be from the location where you are living at the time of the relocation; however, it must be 75 km outside of work location to be eligible.

Can I use my moving allowance in two parts (e.g. to move myself at one point in time, and then to move the rest of my family at a later time)?

Yes, this is possible, but note that you will only be reimbursed for up to the overall limit specified in the Central Relocation Fund Table.

Does the dependent care allowance have to be spent in Canada?

No. If your dependents are living outside of Canada, it can be spent where they are living.

For the dependent care allowance, can this include day camps or sports schools?

Yes, dependent care includes:

• Eligible child care provider.
• Day nursery school of day care centre.
• Day camp or day sports school.
• Boarding school or camp.
• Educational institution for the purpose of providing child care services.

Quality Move Management (QMM) has been UBC’s designated relocation and moving company since 2007 for hiring departments, faculty and senior managers.

QMM contact details

Quality Move Management
Canada, United States, or International Moves:
Primary: 604-952-3650 (Head office)
Secondary: 604-952-3652
Email: ubc@qmm.com

Because of its negotiated agreement with UBC, QMM works to:

• Provide effective customer service through a single point of contact and through the development of online capabilities that are available on a 24/7/365 basis for international relocations
• Identify opportunities to reduce the cost of moves and to improve the effectiveness of related processes
• Offer current and consistent information related to relocation

Note to Hiring Departments:

• UBC will continue to manage the agreement with QMM. If you select QMM as your moving company, please continue to follow existing practices and administrative procedures. UBC and QMM’s relocation coordinators remain your key contacts for QMM moves.
• QMM is the preferred moving company for UBC senior management relocations (e.g. President, VPs, AVPs) and executives (e.g. Deans) if hiring departments wish to access the Central Relocation Fund.

Claims process for damaged or missing goods: QMM

UBC is the administrator for this moving vendor. Please note that:

• For moves within Canada, you have 60 days from the date of delivery to file a written claim.
• For moves between the United States and Canada, you have 9 months from the date of delivery to submit a written claim.
• For international moves, you have 30 days from the date of delivery to submit a written claim.

The following process is for filing a claim for domestic moves within Canada, cross-border moves from the US and international moves:

1. Contact your QMM relocation coordinator to initiate a claim.
2. Fill out the claims form and return it to the Claims Manager.

For more information, contact your QMM relocation coordinator or the appropriate relocation contact at UBC.

The additional CAUBO moving company options were added on July 1, 2019.

UBC is a member of the Canadian Association of University Business Officers (CAUBO), which means the University can take advantage of CAUBO’s agreements with Armstrong and AMJ Campbell. CAUBO negotiates competitive tariff agreements with its moving vendors based on a larger volume of moves. This ensures the competitiveness of quotes/estimates.

Because CAUBO manages the agreements with its moving companies, they are responsible for maintaining the appropriate quality of service. If you choose to use one of CAUBO’s moving companies, you must work directly with CAUBO and its vendors.

Claims process for damaged or missing goods: CAUBO vendors

Moving companies do their best to ensure that moves and relocations go smoothly; however, with all the complexities associated with moving, there are times when items may go missing or get damaged in transit. 

If there are any issues, please contact the relocation coordinator for Armstrong Moving and Storage/Armstrong International Movers Ltd. or AMJ Campbell.

Contact details

Armstrong Moving and Storage & AMJ Campbell are contracted through CAUBO, of which UBC is a member and more information may be found on the CAUBO page here. [Please note you will need to register an account with CAUBO to access this information.]

Queries about the CAUBO Contract:

Primary: David Sturge, Contracts Manager, Interuniversity Services Inc.
Email: david.sturge@interuniversity.ns.ca
Phone: 782-640-7632

Secondary: David H. Davidson, CEO, Interuniversity Services Inc.
Email: david.davidson@interuniversity.ns.ca
Phone: 902-497-3187

Elizabeth Taylor
Email: contracts@caubo.ca

Get a quote or estimate from one of UBC’s designated moving companies as soon as you have a date to move to Vancouver or Kelowna, BC (for our Vancouver or Okanagan campuses) and coordinate with your hiring department administrator to get approvals.

For cross-border and international moves, please speak to your selected moving company for more specific information on timelines and move process.

After the relocation coordinator from your selected moving company has arranged a survey with you, the moving company will send a local surveyor to do the estimate. Please advise the surveyor of the transportation mode you would like your goods to travel (e.g. wardrobe by air, books by truck or sea freight), if there are any high value items, and if some of your household items are stored in another facility.

Be sure the surveyor sent by your selected moving company provides you with a guaranteed estimate.

It’s recommended you allow the movers to handle the packing for you. Responsibility for damage to goods in a carton that you have packed is difficult to establish if there is no visible damage to the outside of the carton. Unless the carton shows obvious structural damage, the moving company won’t include these items in the Valuation of a claim for damaged items.

When you have confirmed where you will be moving to, notify the relocation coordinator from your selected moving company if there will be any problems with a moving van accessing the residence. Some issues to be aware of include one-way streets, low hanging wires, overhanging trees, short driveways or narrow streets.

Advise the relocation coordinator from your selected moving company as soon as possible regarding your desired moving dates. Specific delivery dates can’t be guaranteed. However, moving companies will generally do everything possible to accommodate your request.

If you don’t have Canadian citizenship or you are considered a non-resident of Canada, please confirm your move date or your flight into Canada when you have the appropriate immigration paperwork to obtain your work permit.

If you are relocating from outside Canada, your shipment will have to clear customs before our moving company can complete the delivery into your new home. Your shipment may be held in bonded storage until Canada Customs releases it. To get your shipment released, you are responsible for appearing at the nearest customs office to have your documentation reviewed. You will be given 24 hours notice that your shipment has arrived in your destination city.

Please refer to the Canada Border Services Agency for more information on customs regulations or policies about moving to Canada.

If you are moving to Canada, you will generally be allowed to bring your household goods free of duties and taxes. Please refer to the Canada Border Services Agency for more information on customs regulations or policies of moving to Canada. Adding to this, please be aware that the relocation policy won’t reimburse for any import, duties and taxes or bond charges that you take on.