Student Appointment Form Help

The Student 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 or Payroll as required. 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 Human Resources.

The following Student Appointments must be authorized by Human Resources. All others are sent directly to Financial Services:

  • Co-op Student (999606)
  • Co-op Student – Medicine (990108)
  • Intern (995018)
  • Project Assistant (990805)
  • Project Associate (990606)
  • Project Worker (990603)
  • Student Dentist (995017)
PERSONAL INFORMATION Section   MANDATORY? DROP DOWN LIST? HYPERLINK LIST?
Employee ID
  • This is the UBC employee ID. For new staff, leave this field blank. An employee ID will be assigned when the appointment is entered into HRMS. In all other cases it is MANDATORY. You can look it up on the HRMS system, or ask the staff member (it is printed on their pay stub).
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. 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.
     
Primary Email Address
  • Preferably work email, but other email addresses can be recorded here
     
Gender
  • MANDATORY field
  Yes  
Student Number
  • Provide the Student number for UBC students only
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 HRDC.
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 the event taking place on the appointment form.
  • Select from the pull-down list.
Yes Yes  
VP / Faculty
  • The VP or Faculty that has the appointment.
  • Select from the drop down list.
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.
     
Employment Group
  • Select the appropriate employment group (union, association, etc.) from the drop down list.
Yes Yes  
Job Title – Student Service Appointments
  • If the position is a Student Service Appointment, choose one of the job titles from the pull-down list.
Yes

 

or

Yes  
Job Title – Miscellaneous Service Appointments
  • If the position is not a Student Service Appointment, choose one of the job titles from the miscellaneous pull-down list.
Yes

 

or

Yes  
Job Title – Other
  • If the job title can not be found in either of the pull-down list, type the job title in this field.
Yes    
Position #
  • The position numner from the Position Management system.
  • Not mandatory for students.
     
Full/Part Time

 

Part Time %

  • Identifies whether an appointment is full or part time.
  • Records the FTE % (full time equivalent)
Yes Yes  
Employee Class
  • Used to identify UBC-O BCGEU Auxilary appointments
     
Career Placement –

 

Faculty

Project #

Max Hours

  • If the job falls under the Career Placement Program, provide the faculty, project number and maximum hours that can be worked for the appointment.
     
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 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 Code

 

Dept 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.
  • Data-entered for hourly appointments only.
     
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    
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.
     
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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