Staff Appointment Form Help

The Staff Appointment Form (DOC) 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 Human Resources. 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.

PERSONAL INFORMATION Section   MANDATORY? DROP DOWN LIST? HYPERLINK LIST?
Employee 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 (unless new hire)    
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. If an appointment is being made for a visiting professor, their local Vancouver address would go here.
  • 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. If an appointment is being made for a visiting professor from the USA, then their USA address would go here.
  • 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.
     
Primary Email Address
  • UBC work email address.
     
Gender
  • MANDATORY field
  Yes  
Date of Birth
  • Must be in YYYY-MM-DD format
Yes    
Student No.
  • If UBC alumni
Yes    
Social Insurance Number
  • MANDATORY field unless the individual is new to Canada and has not yet received their SIN from HRSDC.
Yes    
Applied for SIN
  • MANDATORY for new appointments
  • If the individual has applied for a SIN, but has not yet received it, check this box.
Yes    
DETAILS OF EMPLOYMENT Section   MANDATORY? DROP DOWN LIST? HYPERLINK LIST?
Action/Reason
  • A list of actions and reasons that describe what you are doing on the appointment form.
  • Check both lists.
Yes Yes  
VP / Faculty
  • The VP or Faculty that has the appointment.
  • Select from the 2 drop down lists.
Yes Yes  
Department CodeDepartment 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 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.
     
Employment Group
  • Select the appropriate employment group (union, association, etc.) from the drop down list.
Yes Yes  
Classification Title
  • Provide the job title in this field.
  • Click on the hyperlink to the right for a complete list of job titles by employment group.
Yes    
Business Title
  • Use this field to record a business title that is different from the classification title
     
Job Family
  • This field subdivides staff into various job families.
  • It needs to be provided for M&P, SUDs (Service Unit Directors), and XMP (M&P excluded from AAPS).
M&P,SUD, XMP only    
Position #
  • The position number from Position Management.
  • Applies to all staff except those unpaid and pay masters.
Yes    
Grade
  • Provide the grade for the position
  • Most jobs have a grade
  • Check collective agreement or employee handbook to see if this field applies.
     
Salary Level
  • Provide the level for the position.
  • This field applies to M&P, SUDs (Service Unit Directors), and XMP (M&P excluded from AAPS).
M&P,SUD, XMP only Yes  
Step
  • Provide the step
  • Typically, this field applies to CUPE116, CUPE 2950, Non-union Childcare workers, BCGEU Child care workers, and CUPE 2278 Instructors.
  • Check collective agreements and handbooks for specific information
CUPE&

 

Child-care Wkrs

Yes  
Regular/Temporary
  • If the position is ongoing then the select Regular.
  • If it is a term position then select Temporary.
Yes Yes  
Full/Part TimePart Time %
  • Identifies whether an appointment is full or part time.
  • Records the FTE % (full time equivalent)
Yes Yes  
Employee Class
  • Red circled is used when a change occurs in the classification of a position where the position is reclassified to a lower pay level. As such, the salary of the incumbent in the position now exceeds the maximum of the lower pay level. The incumbent can retain the salary but no further salary increases will be applied (i.e., general wage increase, or market adjustment) until such time that the scale rates catch up with the incumbent’s salary.
  • Super Temp is used specifically by Staff Finders.
  • Leave replacement is used for CUPE 2950 employees. Check the collective agreement for a definition.
  • Seasonal is used for CUPE 116 employees. Check the collective agreement for a definition.
  • Sessional is used for CUPE 2950 employees. Check the collective agreement for a definition.
  Yes  
Acting
  • Used when a person is temporarily promoted into someone else’s position while they’re absent.
     
Retire Option
  • Check this box if the staff member is selecting early retirement.
     
Meals
  • Used by Food Services staff for a meal allowance.
     
FUNDING Section   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.
     
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.
     
Amount
  • This amount must correspond to the ‘Monthly, Hourly 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.
     
Monthly,Hourly,

 

Per Period

  • Click the applicable box (one only) and ensure the salary amounts correspond.
Yes    
Totals
  • A total of all funding sources.
  • This field is not data entered, however, it is used to cross check against system totals.
Yes    
 
SIGNATURES 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.
     
Human Resources/Payroll Use
  • An area for HR and Payroll to record comments.
  • This are is usually stamped when the appointment for is received.
     
Signatures
  • Provide signatures as necessary.
Yes    
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