Faculty Appointment Form Help

The Faculty Appointment Form is available in MS Word format. Although it may be completed by hand, we strongly encourage you to complete it electronically so that you can take advantage of the built in dropdown boxes. Please do not enter paragraph returns or spaces, as this will cause the form to move onto 2 pages.

Once the form has been completed electronically, print it, have it signed and forward it to Faculty Relations. Please ensure all necessary signatures are provided, along with all applicable fields. Missing information or signatures will result in paperwork being returned to the Department and/or Faculty and will delay the processing of the appointment.

When complete, send this form to Faculty Relations.

TOP RIGHT CORNER
  MANDATORY? DROP DOWN LIST? HYPERLINK LIST?
Position Information.
  • Enter Budget related notes here.
     
Previous Incumbent.
  • If applicable please enter the name of the previous incumbent.
     
PERSONAL INFORMATION Section
  MANDATORY? DROP DOWN LIST? HYPERLINK LIST?
HRMS ID
  • This is the UBC employee ID.
  • New staff – Where you’ve assigned the ID via the Early ID feature, enter the ID here. If you have not used Early ID leave it blank. An employee ID will be assigned when the appointment is entered into HRMS.
  • Other cases – Provide the ID if you can find it on HRMS or if the staff member knows it.
Yes    
Prefix   Yes Yes  
First & Last Name fields   Yes    
Suffix
  • Complete only if applicable.
  Yes  
Current home address -City

 

Province

Postal Code

Country

  • Address of local residence. For example, if an appointment is being made for a visiting professor, their local Vancouver address would go here.
  • These fields are MANDATORY for new appointments
  • In the case of a non-Canadian address, use the Province field for state, etc., and use the Postal field for Zip, etc,
  • The country field only needs to be completed for addresses outside of Canada.
Yes    
Permanent home address -City

 

Province

Postal Code

Country

  • Address of permanent residence. For example, if an appointment is being made for a visiting professor from the USA, then their USA address would go here.
  • These fields are mandatory for new appointments
  • In the case of a non-Canadian address, use the Province field for state, etc., and use the Postal field for Zip, etc,
  • The country field only needs to be completed for addresses outside of Canada.
Yes    
Primary Phone Number
  • This may be a home, cell or work number and is the number where the individual is most likely reached.
Yes    
Primary Email Address
  • Preferably work email, but other email addresses can be recorded here
     
Gender
  • Mandatory field
  Yes  
Date of Birth
  • Must be in YYYY-MM-DD format
Yes    
Social Insurance Number
  • Mandatory field unless the individual is new to Canada and has not yet received their SIN from HRSDC.
Yes    
DETAILS OF EMPLOYMENT Section
  MANDATORY? DROP DOWN LIST? HYPERLINK LIST?
Appointment Start & End Dates
  • Must be in YYYY-MM-DD format.
  • Reflects the whole term of the individual’s appointment (for new hires) or reappointment. For example, a new hire might be funded from one P/G from January to March, and from a second P/G from April to June. In this case, the appointment dates are January to June.
  • If the appointment is ongoing, enter ‘ongoing’ in the end-date field.
Yes    
Action/Reason
  • A list of actions and reasons that describe what you are doing on the appointment form.
Yes Yes  
VP / Faculty
  • The VP or Faculty that has the appointment.
  • Select from the 2 drop down lists.
Yes Yes  
Department Code Department name

 

Work Location

  • Click on the link to the right for a list of department codes, names and locations.
  • Copy and paste the information into the field boxes on the form.
  • Only locations that are officially associated with a specific department are listed.
Yes    
Mail Location
  • Unless otherwise stated, all paper mail, including the pay stub, is sent to the work location identified in the previous field.
  • Use the Mail Location field only if you desire mail to be sent to another location.
  • This can be any campus location, even ones that are not normally associated with a specific department.
  • Click on the link to the right for a list of location codes.
     
Job Title
  • The job title refers to the basic academic title for the individual and does not reflect if they are a visitor, have honourary status or are tenure-track, grant-tenure-track, etc.
  • Used in conjunction with Appointment Type and Term Type fields.
  • The Appointment Type and Term Type fields provide further clarification.
  • Check both pull-down lists.
Yes Yes  
Position #
  • The position number from Position Management system.
  • Applies to all staff except those unpaid.
     
Appointment Type
  • Describes whether an appointment is adjunct, clinical, visiting, etc.
  • Used in conjunction with Job Title and Term Type fields.
Yes Yes  
Appointment Status
  • Describes whether an appointment is acting, reduced work load, etc.
  • Used in conjunction with Job Title and Appointment Type
Yes Yes  
Full/Part TimePart Time %
  • Identifies whether an appointment is full or part time.
  • Records the FTE % (full time equivalent)
Yes Yes  
Term Type
  • Describes whether the appointment is Tenured, Term, Without Review, etc.
Yes Yes  
Principal Subject Taught
  • Principal Subject Taught is not required for all appointments. It should only be included for regular Professorial ranks, Instructor ranks, 12-month & Sessional Lecturers and Postdoctoral Teaching fellows. Click on the link to the right for a list of principal subject codes.
Yes(for regular ranks)    
Previous Years in Rank
  • Indicate the number of previous years the new hire has held a rank equivalent to their rank of hire.
  • If a number has been indicated you must attach a completed Years in Rank Form.
     
FUNDING Section (applies to paid positions only)
  MANDATORY? DROP DOWN LIST? HYPERLINK LIST?
Start & End Dates
  • If the salary is ongoing, enter ‘ongoing’ in the end-date field.
  • Please note that these dates may differ from the Appointment Start and End Dates.
Yes    
Reference #
  • Enter any departmental reference information that you choose.
Yes    
Earnings Code
  • Click on the link to the right for a list of Earnings codes and a brief description.
  • Talk to your Payroll Services Rep if you need more information
Yes Yes  
Speed Chart
  • Enter the appropriate 4-letter speed chart number.
  • If you don’t know your Speedchart, you, or one of your co-workers with ‘FMIS on the Web’ access, can look it up (keep reading).
  • Sign on to ‘FMIS on the Web’, select the ‘Chartfields’ menu item, and then select ‘Speedcharts’.
  • Enter your Chartfield info and, if a Speedchart exists, the system will tell you what it is.
  • If this doesn’t work, then a Speedchart does not exist and you will have to complete a ‘Chartfield Request – Project/Grant’ form and request a Speedchart be created for an existing P/G.
Yes    
Account
  • Provide the appropriate account chartfield.
Yes Yes  
Fund CodeDept ID

 

Project Grant (P/G)

  • Of these 3 fields, only the P/G is MANDATORY.
  • The other fields are optional, and can be added to help in on-line data entry verification.
Yes    
%
  • Percent of salary paid by this speedchart.
  • Only data-entered for hourly appointments.
     
Monthly or Per Period
  • Click the applicable box (one only) and ensure the salary amounts correspond.
Yes    
Amount
  • This amount must correspond to the ‘Monthly or Per Period’ check box above.
  • If unpaid enter ‘0’.
Yes    
Annual Amount
  • This is the amount field x 12.
  • This field is for informational purposes only and is not data entered.
     
Totals
  • A total of all funding sources.
  • This field is not data entered, however, it is used to cross check against system totals.
Yes    
SIGNATURE Section
  MANDATORY? DROP DOWN LIST? HYPERLINK LIST?
Faculty/Department Use
  • An area where the faculty an/or department can insert comments for themselves or as additional information to Faculty Relations.
     
Faculty Relations Use Only
  • An area for Faculty Relations and Payroll to record comments.
  • This are is usually stamped when the appointment form is received.
     
Signatures
  • Provide signatures as necessary.
Yes    
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