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 three weeks prior to a payday will normally be processed in time for that payday.
• 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.
• Newsletters: Faculty Relations produces newsletters approximately every 3-4 months. All newsletters are archived on our website.

Appointment Information

• Faculty Appointment Matrix: The Appointment Matrix can assist in determining the appropriate job title/rank for new faculty appointments. – UPDATED
• Benefits: To find out what benefits faculty members are eligible for click on the benefits link.
• Benefit Cost Calculator: This calculator provides a breakdown of employer costs for benefit deductions.
• Compensation Matrix: The Compensation Matrix provides a comprehensive list of salary and benefits, including leaves, available to the different faculty groups.
• Documentation checklists: Not sure what forms and/or attachments need to be sent to Faculty Relations? Check our documentation checklists.
• Reappointment Letters: Template reappointment letters have been created for a variety of faculty positions.
• Titles & Ranks: Refer to this page for a description of appointment types that are processed through Faculty Relations.

Benefits

• Benefit Information for Faculty: This page provides links to benefits eligibility, benefit package information and the breakdown of costs for employer and employee.
• Benefit Cost Calculator – Employer paid benefits: Use this calculator to cost out the employer paid benefits.

Immigration

• Foreign Academics: This page provides information for administrators regarding the documentation required for foreign academics.
• Letters of Invitation for Postdocs and Visitors: Information and the template letters are found on this page.

Recruitment

• 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

Salaries

• Faculty Salary Increases: Information on the annual increase process for bargaining unit members.
• Minimum Salaries for Librarians
• Salary Scale – Sessional Lecturers
• Research Associate Salaries