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.
  • Training tool: An on-line training program has been developed to help demystify the steps of Faculty job classification, recruitment and form completion.  Refer to the “Payroll & Positions” module found through the link for faculty appointment specific information.  The module is a combination of instructional videos, self-test questions and an appendix which highlights key documents and useful links.  To access this information you need to create an account on the Edx training platform – You will need to use your CWL username and ID.  Select ‘Use my institution/campus credentials’, complete the one time setup, and then click on the link to enroll and view in the course.

Appointment Information

  • Faculty Appointment Matrix: The Appointment Matrix can assist in determining the appropriate job title/rank for new faculty appointments.
  • 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.
  • Postdoctoral Fellow – Sample appointment Forms: Not sure how to complete the appointment form please refer to our 3 samples – Sample – PDF with REG earnings,  Sample – PDF with PFL earnings & Sample – PDF with NUF earnings.
  • Reappointment Letters: Template reappointment letters have been created for a variety of faculty positions.
  • Position Management: Find information on requirements for position numbers and appointments.
  • Titles & Ranks: Refer to this page for a description of appointment types that are processed through Faculty Relations.
  • Unpaid Appointments:  All unsalaried appointments are processed to be processed via  ePaf and not in paper format.  Refer to ePaf Training if you do not yet have access to ePaf.




  • 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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