Administrator Tools

This page provides information and links for administrators who are responsible for matters related to Faculty members, Librarians and Program Directors.

General Information

  • Academic Calendar for Administrators: This calendar provides administrators with dates for key faculty-related issues.
  • A to Z Guide: This is a handy list of all things faculty-related with links to the appropriate webpage.
  • Deadlines: Paperwork should be forwarded to Faculty Relations as far in advance of the effective date as possible. Completed paperwork received by Faculty Relations at least 10 working days prior to the Payroll cut-off dates will normally meet the cut-off dates outlined.
  • Earnings Codes:  Provides a list and description of earnings codes.
  • Forms: All faculty-related forms are found on this page.
  • Guidelines for Personnel Files
  • HRMS Query List: Distributed users of HRMS are able to run a variety of queries which can provide useful data for appointees in their units.  Refer to the Reports & Data Extracts section found via the HRMS Query List link.
  • Newsletters: Faculty Relations produces newsletters approximately every 3-4 months. All newsletters are archived on our website.

Appointment Information




  • Advertising Guidelines: Please refer to the guidelines to find out what positions need to be advertised, for how long and where.
  • Offer Letters: Template offer letters have been created for a variety of faculty positions.

Retirement / Departing from UBC

  • Sample Retirement Letters: Faculty Relations has created template letters to be used to inform faculty members approximately 12-18 months in advance of their 65th birthdate of their options.
  • Departure Checklist: This form is a handy checklist for administrators to refer to ensure a smooth transition as a faculty member leaves UBC.
  • Emeritus Status


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