Be proactive. Try to resolve the problem on your own. Do not wait until a recurrence or assume the problem will go away. Approach the person who made you feel uncomfortable, explain how it affected you and ask them to stop. Do this calmly, respectfully, and in confidence. Often, they may not be aware that their behaviour is offensive, and most will change the behaviour once they are aware of the problem. If another employee approaches you regarding an issue of respect, then careful listening, respectful discussion and honesty will often lead to a resolution.

If you have attempted to resolve the problem without success or if you are not comfortable addressing the problem on your own, discuss the problem and possible solutions with your immediate supervisor. Confidentiality considerations should be discussed and agreed upon.

If for any reason you are unable to discuss the problem with your immediate supervisor, other avenues are available to help you resolve the problem. You may contact another appropriate level of management up to and including the Head of your unit.

If you have attempted to resolve the problem, as outlined in Step 2, and it has failed to correct the situation, then assistance through Human Resources, Faculty Relations, the Equity Office or your union/association may be necessary.

Adapted from Respectful Workplace Program, Newfoundland Labrador Public Service Commission.

The UBC Respectful Environment Statement is our commitment to a respectful environment for our students, faculty and staff. It was created in part to respond to personal harassment issues that arise in our working, learning and living environment that are not addressed under the Discrimination Policy (SC7) (formerly Policy #3) and the Equity Office mandate. The Statement’s purpose is firstly to encourage workplace practices that foster an environment in which respect, civility, diversity, opportunity and inclusion are valued, and, secondly, to articulate the expectation that everyone at UBC conduct themselves in a manner that upholds the Statement’s principles in all communications and interactions with fellow UBC community members and the public in all university-related activities.

Personal harassment is objectionable and unwanted behaviour that is verbally or physically abusive, vexatious or hostile, that is without reasonable justification, and that creates a hostile or intimidating environment for working, learning or living. Personal harassment may be intentional or unintentional. While personal harassment usually consists of repeated acts, a single serious incident that has a lasting harmful effect may constitute personal harassment.

Personal harassment behaviour includes persistent demeaning or intimidating comments, gestures or conduct; threats to a person’s employment or educational status, person or property; persistent comments or conduct, including ostracism or exclusion of a person, that undermines an individual’s self-esteem so as to compromise their ability to achieve work or study goals; unwarranted and excessive supervision or criticism of an individual; abuse of power, authority or position; sabotage of a person’s work; hazing; spreading of malicious rumours or lies; or making malicious or vexatious complaints about a person.

Bullying or harassment are behaviours that prevent us from the kind of respectful and productive environment envisioned in the Respectful Environment Statement. Bullying or harassment are not acceptable and will not be tolerated at UBC. 

Visit the UBC Bullying & Harassment Prevention website to learn more.

Matters relating to discrimination or harassment based on age, ancestry, colour,  family status, marital status, physical or mental disability, place of origin, political belief, race, religion, sex, sexual orientation, and criminal conviction unrelated to employment are addressed in Policy SC7 – Discrimination (formerly Policy #3).

The role of the Equity Office is to address concerns that may constitute complaints under Policy SC7 – Discrimination (formerly Policy #3).

Where there is concern about conflict of interest, faculty and staff should contact their employee association, union, or Human Resources.

Faculty or staff who have concerns about personal harassment should contact their direct supervisor or Administrative Head of Unit. Where the issue is not resolved or there is concern about conflict of interest, faculty and staff should contact their employee association, union, or Human Resources.

Students should contact their professor, Department head or Dean’s Office, if their concern relates to a course of academic matter. If the concern is related to a UBC service unit or a residence, students should contact the Unit Head of the particular service or the Vice President, Students Office at UBC Vancouver, or the Unit Head or the Associate Vice President, Students at UBC Okanagan.

Where the issue is not resolved or there is concern about conflict of interest, students should contact the Office of the Ombudsperson for Students or the Associate Vice-President, Students or Student Union (UBC Okanagan).

There are a myriad of existing training options either directly or indirectly related to Respectful Environment. Among them are the Leadership and Management training programs and initiatives currently offered through Organization Development and Learning (ODL) or Teaching and Academic Growth (TAG). Training programs are also available through the Equity Office.

The Respectful Environment initiative has specific training for administrators and Department Heads, so please visit our site regularly for updates. In the meantime, if you would like to discuss your specific training and development needs, contact your HR Representatives.

Firstly, we recommend you review section E of the Statement to understand the existing policies and provisions that the Statement is intended to supplement. One point to note is that departmental policies regarding Respectful Environment can add to but not derogate from the principles of the Statement. If you decide to pursue your own departmental policy, there are many already in existence at UBC that may serve as a precedent for you. We encourage you to review your draft policy with your HR Representatives.

In the context of an academic community, freedom of expression and freedom of inquiry must be exercised responsibly, in ways that recognize and respect the dignity of others, having careful regard to the dynamics of different relationships within the environment, such as between professor and student, or supervisor and employee. Personal harassment, which is sometimes referred to as psychological harassment or bullying, is harmful to a respectful environment and therefore has no place at UBC.

Students who have concerns about personal harassment related to a course or academic matter, should contact their professor, Department head or Dean’s Office. If the concern is related to a UBC service unit or a residence, students should contact the Unit Head of the particular service or the Vice President, Students Office at UBC Vancouver, or the Unit Head or the Associate Vice President, Students at UBC Okanagan.

UBC employees must be:

• A full-time tenure-stream faculty member, or a confirmed or confirmation-track librarian. If you have questions about eligible positions, contact your Faculty Relations advisor.
• Employed at UBC Vancouver. The program is not available to employees at UBC Okanagan.
• Receiving financial assistance from UBC for the purchase of housing for the first and only time.

The property must be:

• purchased in the 10-year period following the start date of the initial university appointment in an eligible rank, or within six months prior to the start date;
• located within the Metro Vancouver region; and
• the applicant's principal residence as defined by the Canada Revenue Agency. 

Applications are accepted on an ongoing basis. If you have identified a property you wish to purchase, please ensure that you submit the documents outlined in Step 4 to UBC Treasury no later than 21 days prior to the closing date of the purchase.​​​ Please note the new application process outlined below, effective July 1^st, 2024.

Step 1: Complete the application

Current eligible employees: Confirm your eligibility by downloading a Confirmation of Eligibility letter through Workday by following the instructions outlined below or in the Knowledge Base Article.

1. Login to Workday.
2. Enter “Housing Assistance Application” in the search bar and select the Housing Assistance Application –.Distributed report from the results.
3. Read the instructions and complete the three (3) required fields:
   • Tenure Stream Start Date: Enter the date. If unsure of the date, refer to the Appendix in the KBA for guidance on finding this date in Workday.
   • Confirmation of Understanding: Enter an “X” in the field.
   • Anticipated Closing Date: Enter the date.
4. Click Ok.
5. Click Print button at the bottom of the report page to generate the letter.

Employees yet to start an eligible faculty position: Confirm your eligibility by completing the Housing Assistance Program application form and submit to Faculty Relations. Faculty Relations will provide confirmation of your eligibility.

Note that Confirmation of Eligibility does not constitute approval for the Down Payment Assistance Program; approval from the faculty Dean is required in Step 4 before funding can be granted.

Step 2: Purchase an eligible property

Once you have a signed Contract of Purchase and Sale or a Title Certificate, proceed to Step 3 at your earliest opportunity to provide the UBC Treasury department with adequate time to prepare and complete all necessary documentation prior to the closing date. Please be advised that the home purchase must be completed within the 10-year eligibility period.

Step 3: Complete the election form

Complete the Election Form to confirm your participation in the Down Payment Assistance program. 

Step 4: Forward documents 

Forward the following documents to your Dean's office:

• Confirmation of Eligibility letter;
• Completed Election Form;
• Copy of the signed Contract of Purchase and Sale or the Title Certificate for an eligible property; and,
• Subject Removal Addendum (if applicable).

The Dean will acknowledge receipt, provide approval and forward the documents to Treasury for processing. Please ensure that you submit the documents to Treasury at treasury.housing@ubc.ca no later than 21 days prior to the closing date of the purchase.

Step 5: Final instructions

The Treasury department will process the application, prepare the relevant loan agreements, and issue the Down Payment Assistance loan.

Contact Housing, Immigration and Relocations Services at employeehousing.help@ubc.ca if you have questions about the DPA program and application process. 

Full-time tenure-stream UBC Vancouver faculty members and strategic senior executive staff hires supported by the VP Human Resources are eligible for consideration. There is a recruitment stream for candidates still in the hiring process and a retention stream for current faculty.

The loan can be used to purchase or refinance residential property in Metro Vancouver to be used as the only and principal residence of the borrower as defined by the Canada Revenue Agency (CRA) The borrower cannot own any other property in Metro Vancouver while the PIRL remains outstanding.

UBC requires the borrower to have a minimum of 5% of their own funds as equity in the property. Any borrowed funds, including UBC Down Payment Assistance program funding, cannot be used towards this 5% equity requirement.

The borrower will need to qualify for a mortgage loan through a participating financial institution unless they have sufficient funds to complete the purchase without one.

The PIRL is a UBC-funded 15-year interest-payment-only repayable loan. Loan amounts range from $100,000 to $300,000, although loans in the upper limit are rare. If approved under the retention stream, the loan must be activated within 10 years of approval. If approved under the recruitment stream, the loan must be activated within 10 years of appointment or six months prior to the start date. Once the loan is activated, the borrower will make monthly interest payments to UBC through regular payroll deductions. No principal payments are made throughout the loan period. 

UBC charges the borrower the CRA prescribed interest rate, which is the lowest interest rate UBC is able to charge without the loan being considered a taxable benefit. The CRA announces this interest rate on a quarterly basis. The prescribed annual interest rate for the second quarter of 2026 is 3%. 

The interest rate is set for five-year periods throughout the 15-year term of the loan (the “Period Rate”). The initial annual interest rate for the first five years of the term is set at the time the loan is advanced and resets at the start of each subsequent five-year period to the then applicable CRA Prescribed Interest Rate. During each five-year period, PIRL interest rates are adjusted (either decreased or increased) in alignment with changes in the CRA Prescribed Interest Rate, subject to a maximum ceiling of the Period Rate for that specific five-year period. This means that:

• If the CRA Prescribed Interest Rate decreases, UBC will adjust the interest rate on the loan down.
• If the CRA Prescribed Interest Rate increases, UBC will adjust the interest rate on the loan up, but ensuring it does not exceed the Period Rate for the specific 5-year period.

Loans in excess of $125,000 will be secured by a mortgage registered on title. Where there is a first mortgage, the PIRL will be secured as a second mortgage subject to the consent of the primary lender. Borrowers will not be entitled to refinance their home unless it is for the purpose of repaying the PIRL in full or to refinance or renew their first mortgage where the mortgage amount is less than or equal to the then outstanding first mortgage balance. Any other financing related to the property is subject to UBC approval. 

The loan must be repaid in full to UBC upon the sale of the home or at the end of the 15-year loan period, whichever is earlier. The borrower may also make repayments throughout the loan period without any penalty. The minimum repayment amount is $5000.

UBC can demand repayment of the loan in certain circumstances, including if the borrower ceases to be a UBC employee or eligible faculty member, or if the property ceases to be the borrower's primary and only residence in Metro Vancouver. Tenants in UBC Faculty Staff Rental housing on the UBC Vancouver campus are not permitted to have an active Down Payment Assistance (DPA) loan and/or a Prescribed Interest Rate Loan (PIRL) loan.

For more information on loan terms and conditions and the process to activate the loan once you have been approved, please refer to the PIRL Instruction Booklet.

Applicants are assessed on academic merit and strategic importance to faculty and university-wide recruitment and retention priorities through an adjudication process overseen by the Office of the Provost. Department heads, directors, and deans are engaged to review applications and make recommendations to the Office of the Provost. Decision-making authority rests with the Office of the Provost. Decisions are final with no appeals allowed, but unsuccessful applicants may reapply in a subsequent fiscal year.  

The PIRL program is highly competitive with finite funding, so not all applications can be approved. Faculty members should speak to their department head, director or dean before applying to understand how their application may be assessed.

It is important to plan ahead. Processing times can vary based on priority, application volume, and funding availability. Priority is currently being given to recruitment applications and retention applications of the highest strategic importance. Once approved, applicants must submit the full set of documents outlined in the PIRL Instruction Booklet at least 4 weeks prior to the closing date to allow sufficient time for loan documentation to be prepared and funds to be released on time.

Recruitment Applications

Department heads, directors, or deans may apply on behalf of prospective or new recruits still in the hiring process through the recruitment application portal. Be prepared to respond to a series of questions and upload documents including a candidate curriculum vitae and recommendation letters from the sponsoring faculty and department or school. 

In dual career cases, only one PIRL will be allocated per household and it is awarded solely to the primary hire. A single application is to be submitted for the household and the abovementioned information will be required for each faculty member.

Apply now

Retention Applications

Current faculty members who have been in an eligible position for at least one full year can apply through the retention application portal. In spousal cases, both faculty members must apply jointly on a single application as only one PIRL will be allocated per household.

Faculty members are strongly encouraged to speak to their department head, director, or dean before applying to understand how their application may be assessed. Applications are reviewed by the Office of the Provost on a quarterly basis (March, June, September and December). 

Be prepared to respond to a series of questions and upload documents including your UBC curriculum vitae, a scholarship statement, and any other information you consider relevant to your application. You will also be required to acknowledge key terms of the PIRL program.  

Apply now

Contact Housing, Immigration and Relocations Services at employeehousing.help@ubc.ca if you have questions about the PIRL program and application process. 

UBC offers rental housing to faculty and staff on the Vancouver campus. This portfolio of 1396 apartments and townhomes is managed by UBC affiliate Village Gate Homes. All suites are unfurnished and a minimum of a one-year lease is required.  For details, photos, floor plans, and to apply for a rental suite, please go to the Village Gate Homes website.

Suites are allocated on a priority basis. Apartment suites are offered to tenure-track faculty first, followed by tenured faculty and then to staff and other eligible faculty, including postdoctoral fellows and research associates. Within each of these groups, priority is assessed by the date of registration with Village Gate Homes. There is a separate allocation process for townhomes in which tenured faculty are prioritized.  

UBC Vancouver faculty and staff are eligible to apply by registering with Village Gate Homes. Please register only once you have a job offer for an eligible position. Be sure to provide complete information or else you may not be added to the waitlist. Village Gate Homes will confirm your eligibility once you are offered a suite.

Note:  Tenants are not permitted to reside in Village Gate Homes and have an active UBC Down Payment Assistance (DPA) loan and/or a Prescribed Interest Rate Loan (PIRL) loan.

Questions about availability, rents, suites and tenancy can be directed to Village Gate Homes at info@villagegatehomes.com. 

Questions about eligibility and allocation guidelines can be directed to UBC Housing, Immigration and Relocation Services at employeehousing.help@ubc.ca.

UBC offers a limited number of UBC Faculty Staff Rental Housing suites to eligible employees at rental rates equal to 30% of their gross household income before taxes and adjustments. Employment, income and assets criteria apply.  To view program details and apply please go to UBC RGI Program.

A number of property management companies offer long-term unfurnished, market rentals for faculty, staff, students and the general public on campus. Visit their websites for more information, including photographs, virtual tours, unit plans, prices, and current vacancies.

• Wesbrook Properties
• Chancellor Court by Austeville
• Coast and Westpoint by Bastion Development
• Axis by Concert Properties
• leləm̓ Living

If you need short-term housing, there are a number of options available on campus that are within close proximity to all UBC facilities and amenities, including affordable food outlets, student pubs, pool and gym.

• UBC Conferences and Accommodations
• TRIUMF House
• St. John’s College
• Green College
• Carey Lodge

Neighbourhood services and amenities, living costs and commute times are important factors when looking for housing. Our neighbourhood profiles include information on housing types and costs, commute time to UBC, walkability, amenities, demographics and schools to give you a feel for each neighbourhood.

Arbutus (PDF) |  Downtown (PDF) |  Dunbar-Southlands (PDF) |  Fairview (PDF) | Grandview-Woodland (PDF) |  Hastings-Sunrise (PDF)  |  Kensington-Cedar Cottage (PDF)  |  Kerrisdale (PDF)  | Killarney (PDF) |  Kitsilano (PDF) |  Marpole (PDF)  |  Mount Pleasant (PDF) |  Oakridge (PDF)  |  Renfrew-Collingwood (PDF)  |  Riley Park (PDF)  |  Shaughnessy (PDF)  |  South Cambie (PDF) |  Strathcona and Downtown Eastside (PDF) |  Sunset (PDF) |  Victoria-Fraserview (PDF)  |  West End (PDF)  |  West Point Grey (PDF)

Housing can move quickly so contact landlords immediately if you come across a listing you like. As tenants generally only give one month’s notice to end a tenancy, vacancies will only start showing 25 to 45 days prior to availability. Always exercise caution with any online listing platform.

• liv.rent
• Sabbatical Homes
• Rentseeker
• Rent Faster
• Make Yourself at Home
• Craigslist
• Kijiji
• Padmapper
• AirBnb
• VRBO
• Zumper
• Zillow
• Rentals.ca
• Hollyburn Properties
• Austeville Properties
• Bastion Development
• Facebook Marketplace

Please note that UBC isn't affiliated with any of the agencies listed above. They're listed for information purposes only.

Documents:

Landlords may request the following information from prospective tenants: 

• Name and contact information;
• Photo ID to verify the name on the application;
• Current address and past rental history;
• References from previous landlords or employers;
• Proof of income and employment.

Tenancy Agreement:

A tenancy agreement, which is a written contract outlining the rules of the tenancy, must be signed by both the landlord and the tenant. Tenancy agreements can either be:

• Month-to-month: The tenancy renews each month and does not have an end date.
• Fixed-term: The tenancy is usually for a year and has an end date. The tenant and landlord can decide to renew it for another year when it ends or let it go month-to-month.

Deposits:

A security deposit, also known as a damage deposit, is a sum of money paid by the tenant to the landlord at the start of the lease, which is held until the tenancy ends. The deposit cannot exceed half of the first month’s rent. After the tenant has paid the deposit, the tenancy is considered to be established and the landlord is not allowed to rent the unit to another person.

If the tenant is permitted to have pets, the landlord may require a pet damage deposit in addition to the standard security deposit. The deposit cannot exceed half of the first month’s rent, regardless of the number of pets allowed. The tenant must pay the pet damage deposit at the beginning of the tenancy or when they acquire a pet during the tenancy.

Move-in Condition Inspection:

A move-in condition inspection, also known as a walk through, involves the landlord and tenant inspecting the unit together to note any damages or issues. During the walk through, a condition inspection report should be completed. This inspection is essential for determining responsibility for any damages and deciding if the landlord is entitled to retain part or all of the security and pet deposits when the tenant moves out. The walk through should take place on the day the tenant receives the keys, though both parties can agree to schedule it at another time.

To learn more about your rights and landlords’ responsibilities during a tenancy and when ending a tenancy, please visit the Government of British Columbia website.

Residential Tenancy Branch: Information, education and dispute resolution services for residential tenancies in British Columbia.

Tenant Resource and Advisory Centre (TRAC): Online guide to better understanding tenant-landlord law in British Columbia and free legal representation to eligible tenants.

BC Housing: Resource for a range of affordable and subsidized housing options across British Columbia.

YWCA Housing: Provides safe and affordable homes for single women and their dependent children across Metro Vancouver.

City of Vancouver: Resources for renters in finding safe and suitable housing in the city.

Catalyst Community Developments: BC-based not-for-profit real estate developer that owns and operates a number of affordable rental housing in the region.

Brightside Community Homes Foundation: Offers affordable rental housing for seniors, families and people with disabilities.

Metro Vancouver Housing: Offers affordable housing for households with low to moderate incomes.

UBC as an employer is required by law to calculate, report, withhold, and remit tax on cash and non-cash taxable benefits.

• The employee is solely responsible for paying income tax on taxable employment benefits as well as any applicable Canada Pension Plan contributions or Employment Insurance Act premiums.
• UBC withholds income tax from an employee’s pay, and then remits the tax to Canada Revenue Agency for each applicable pay period, just as with normal payroll withholding.
• Most taxable benefits appear on the employee’s pay stub for each pay period during the year.
• At the end of the tax year, the total of all taxable benefits in respect of housing will appear on an employee’s T4 in the Other Information area under Code 30. The total taxable benefit for housing will also be included in total taxable income in Box 14 of the T4.

See examples of taxable benefit calculations for down payment assistance (pdf). See UBC's finance website for more information on taxes and taxable benefits.