Your first days at UBC

Workday is UBC’s finance and human resource management system. You will receive emails from Workday with tasks and to-do's that you must complete as part of your onboarding. Not completing these tasks could result in  payment, tax slip or benefit coverage issues.

The Integrated Service Centre (ISC) offers support with Workday questions, issues, and requests. Here, you can submit a Workday support request, speak with a representative, or search their Workday knowledge base. Below are some knowledge base articles that may be beneficial as you navigate your onboarding:

• How to use the Workday Knowledge Base
• How to complete your Onboarding in Workday
• How to change your direct deposit or payment elections in Workday
• How do I enroll in benefits and pension as a new hire?
• How do I - view my benefits?
• Required Onboarding and Job Specific Training

Set up your Enhanced CWL. Have your Campus Wide Login but trouble logging into some sites? To enhance cybersecurity you will need to set up multi-factor authentication for your CWL. 

Login and complete your tasks and to-do’s in Workday Onboarding:

• Complete your payroll information, including your primary address, banking information (payment elections), direct deposit task and tax elections. Not completing this in a timely manner could impact your pay.
• Personal and contact information and Government ID will be the next tasks assigned to you
• If eligible, you will receive a task in your Workday inbox to enroll in Benefits. To complete this, you will need your Social Insurance Number (SIN) and the Personal Health Number (PHN) for you and your dependents. There is a helpful Benefits Enrolment Guide you can follow for additional support and guidance.
• Complete the UBC mandatory trainings. Workday will link you to the trainings you are required to complete within the Workplace Learning Ecosystem (WLE). 
• Troubleshoot any Workday issues through Service Now  

Review UBC Orientations & Onboarding website and access the Orientations & Onboarding WPL catalog for resources designed and curated by the UBC Orientation & Onboarding team. Be sure to register for the Welcome to UBC Orientation event! 

Learn about your sustainable commute options and benefits to make your travel to/from and on campus a
breeze.

Test your virtual set-up and access, troubleshoot with manager if needed.

Your manager will schedule check-ins with you.

Your team will schedule virtual or in person introductions with you. 

You will have frequent check-ins with your manager. Topics to consider: 

• Onboarding needs or administrative support 
• Progress and performance goals 
• Social connection and networking 
• Discuss the hybrid work program and resources available for staff at UBC (if desired)

Time to review documentation and information relevant to your role. 

Ergonomically set-up your workstation.  

Introductory conversations with colleagues on your team. Learn about their roles and how you will work together. 

Introduction to projects and initiatives you will be working on and supporting. 

Peer-training on relevant systems and processes. 

Create an on-brand email signature using this generator. 

Explore the UBC Today website for the latest news, updates, events, useful dates and curated resources from across UBC, curated for faculty and staff by Internal Communications. 

Ask your team what university newsletters you should consider subscribing to. 

Review relevant strategic initiatives: 

• UBC’s Strategic Plan 
• Focus on People 
• Inclusion Action Plan 
• Indigenous Strategic Plan  
• Wellbeing Strategic Framework 

Review UBC’s policies and procedures: 

• UBC Statement on Respectful Environment 
• Policy GA4 – Records management 
• Policy SC1 – Health and Safety  
• Policy SC5 – Snow  
• Policy SC7 – Discrimination 
• Policy SC13 – At-Risk Behaviour 
• Policy SC14 – Information Systems  
• Security Standards 

Explore some of the onboarding and learning opportunities available:

• Orientations & Onboarding WPL Catalog
• Indigenous learning resources for staff and faculty
• Antiracism and Inclusive Excellence events

Continue to have regular check-ins with your manager. 

Have a conversation with your manager about your probationary period and prepare for your performance conversation.  

Consider ways to grow your career at UBC.  

• For Workday issues or questions: submit a support request through the UBC Self Service Portal or call 604-822-8200 for UBC Vancouver or 250-807-8163 for UBC Okanagan
• For questions about your benefits coverage or eligibility: benefitsinfo@hr.ubc.ca or call 604-822-8111 between 8:30 a.m. - 4:30 p.m.
• For questions around your onboarding experience, or resources available to you, contact the Orientations & Onboarding team at workplace.orientations@ubc.ca. We would also love to hear your feedback on this resource!