New Employee Orientation

Welcome & Congratulations

Congratulations! You have just been hired by UBC Hiring Solutions, a division of the Human Resources department at UBC. By now, you would  have received an e-mail welcoming you and a copy of the details of your first assignment. This online orientation,  a quick introduction to UBC Hiring Solutions and UBC, will provide you with important information on our policies and procedures and your responsibilities.  Once you’ve settled in, please visit our FAQ pages for more information. Please read each section completely before moving on to the next.

All staff must be aware of UBC’s Respectful Environment statement and their obligation to maintain a respectful workplace free of bullying and harassment. Please read the information on the Respectful environment Statement, bullying and harassment, training and awareness building, as well as reporting procedures.


UBC Hiring Solutions’ Confidentiality Agreement and Job Description

Please read the “UBC Hiring Solutions’ Confidentiality Agreement” and Temp Job Description” as you will need to sign off your agreement to them on your Employment offer letter.
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 Campus Map & Transit

Get to know the campus by visiting the Wayfinding at UBC website.

If you take the bus or skytrain, visit the Translink website for information on how to get to UBC.
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On Your First Day at Work

You will receive an e-mail from us with the subject “UBC Hiring Solutions on-boarding”.  Please advise your supervisor that you will need to monitor your personal e-mail during your breaks and use a computer in their office to fill out forms on-line to get you set up on UBC systems.to top


On Your Second Day at Work

On your second day at work at UBC,  we will e-mail you an offer letter along with other forms to complete to finalize your on-boarding.  We will call you to review it before you sign off on it. This will take approximately 10 minutes.  to top


Assignments

The UBC Hiring Solutions Placement Coordinator will manage your placements/assignments. She will provide you with the following assignment information by phone and by email – please record this information when you receive it as you will need it to complete your timesheets.

  • the department or faculty
  • the address and location
  • classification and position
  • your supervisor’s name and phone number
  • departmental speed chart
  • start and end dates
  • hours of work
  • duties and other relevant information

Remember that you are a UBC Hiring Solutions hourly employee and any concerns involving your placement should be brought to our attention first. to top


Completing Your Timesheet Form

We have prepared a list of payperiods, timesheet cut off/submission deadlines and paydays. Please print out a copy of and record the dates in your personal calendar for reminders. As a courtesy, we e-mail a reminder a day before the submission deadline. Please read these reminders carefully to ensure you are paid correctly and on time.

See Completing & Submitting Timesheets for information on filling out your timesheets.
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Paydays

UBC pays its employees semi-monthly (twice a month).

Hourly employees (temps are hourly employees) are paid wages based on the hours they submit. It takes 5-7 days for hourly timesheets to be processed for payment; therefore the pay days are different than salaried employees.

To clarify, timesheets submitted for the first half of the month, 1-15 (inclusive), will be paid on the 21, 22 or 23 of that month (depending on weekends and statutory holidays). Please check the 2016 timesheet due dates, paydays and Statutory Holidays and 2017 Timesheet Submission dates, paydays and Statutory Holidays for the exact dates.

Timesheets for pay periods of the second half of the month, 16-31 (inclusive), will be paid on the 6, 7 or 8 of the following month (depending on weekends and stats). Please check the 2017 Timesheet Submission dates, paydays and Statutory Holidays for the exact dates. It is a good idea to check your paystub on SelfService to ensure that you have been paid correctly. If there are any discrepancies between the hours you submitted and the hours you were paid for, please email Administration.
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Hours of Work

Normal hours of work for employees in CUPE 2950, Excluded and CUPE 116 office positions are 35 hours per week which is equivalent to maximum (7) hours per day. You are entitled to not less than 30 minutes and not more than 1 hour for an unpaid meal period, approximately in the middle of your work day. You are also entitled to a paid 15 minute break mid-morning and another paid 15 minute break  mid-afternoon. The department head or supervisor in your area should advise you when you are scheduled to take your breaks. Please note: breaks that are not taken are forfeited – they cannot accumulate for extended lunch or early departure.

Normal hours of work for employees in CUPE 116 labor or research positions are 37.50 hours per week which is equivalent to a maximum of 7.50 hours per day. You are entitled to not less than 30 minutes and not more than 1 hour for an unpaid meal period, approximately in the middle of your work day. You are also entitled to a paid 15 minute break mid-morning and another paid 15 minute break  mid-afternoon. The department head or supervisor in your area should advise you when you are scheduled to take your breaks. Please note: breaks that are not taken are forfeited – they cannot accumulate for extended lunch or early departure.

Normal hours of work for employees in M&P positions are thirty-five (35) hours per week which is equivalent to maximum (7) hours per day.. Please note that M&P do not get overtime pay for extra work.  Please contact Wendy Kutasiewich if you have any questions.

For those employees working in other affiliations, we will advise you at the time of placement.
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Minimum Hours Paid

Once an employee commences work, she / he receives a minimum of four (4) hours pay. If less than four (4) hours is worked on an assignment (i.e. temporary asked to leave early), we ask that you advise the department of our four (4) hour minimum charge. They may not be aware of this provision.
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Overtime

When you are requested to work overtime, regardless of the affiliation or union, UBC Hiring Solutions must be contacted . We want to ensure that proper authorization is obtained in order to avoid any misunderstanding when we bill our client department. Please note that M&P don’t get paid overtime for extra hours worked.  Please contact Wendy Kutasiewich if you have any questions.

In CUPE 2950, Excluded and CUPE 116 positions,  overtime is paid at double time. Overtime applies when you work over seven (7) hours in a given day or over thirty-five (35) hours in a given week. For example: if you work Monday through Thursday, and your fifth day is a Saturday, you will not be paid overtime for Saturday.

CUPE 2950 employees who work consecutive overtime for more than 2 hours are entitled to a half hour paid meal breaks as per the union contract.

CUPE 116 employees who work consecutive overtime for 2 hours or more are entitled to a meal pay of $8 which will be added to their pay as per the union contract.

M&P don’t get paid overtime for extra hours worked.  Please contact Wendy Kutasiewich if you have any questions.

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Statutory Holidays

Pay entitlements will vary based on employment group (affiliations, unions, agreements…).

CUPE 2950/Excluded positions: To be paid for seven hours, a temporary employee must work 15 seven-hour days in the 30 days prior to the statutory holiday, and must be on active assignment the first working day following the stat. If you have worked less that 15 seven-hour days in the previous 30 days, your stat entitlement will be pro rated (based on 152 hours) provided you return to an active assignment the day after the stat.

CUPE 116 positions: To be paid for seven hours, a temporary employee must work 11 seven-hour days in the 30 days prior to the statutory holiday, and must be on active assignment the first working day following the stat. If you have worked less that 15 seven-hour days in the previous 30 days, your stat entitlement will be pro rated (based on 152 hours) provided you return to an active assignment the day after the stat.

M&P positions: To be paid for seven hours, a temporary employee must work 11 seven-hour days in the 30 days prior to the statutory holiday, and must be on active assignment the first working day following the stat. If you have worked less that 15 seven-hour days in the previous 30 days, your stat entitlement will be pro rated (based on 152 hours) as long as you return to an active assignment the day after the stat.

Exceptions:

Christmas stats are defined as Christmas Day and Boxing Day. Please check our FAQ – Statutory Holidays for details.
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Probation

Employees who are new to UBC Hiring Solutions (regardless of affiliation or union) serve a probationary period of 66 worked days of accumulated service, which helps to determine the suitability of the new employee to the University.

UBC Hiring Solutions contacts the department that you are assigned to during this time to ensure that our high standards are maintained. Using a performance evaluation form, we ask questions about your communication skills, dependability, quality of work, computer skills, etc. If a concern is brought to our attention, we will investigate and make a judgment call regarding notifying  you immediately about it. Otherwise, we will address it during your probation interview.

At the end of the 66 worked days our Placement Officer, Wendy Kutasiewich, will contact you  for a probationary interview.

Please contact our office if you have any concerns about the assignment you have been given.
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Benefits Eligibility

Upon completion of 66 actual days worked (not including statutory holidays, vacation, sick days or weekends) with UBC Hiring Solutions (regardless of affiliation or union), you may be eligible to apply for basic benefits (effective on the first of the month following your eligibility), including:

  • Medical
  • Dental
  • Extended Health
  • EFAP

At the end of the month we review all employees approaching the end of their 66 worked days and send a detailed email explaining benefit entitlement and benefit enrolment procedures and processes.

Please note that eligibility for benefits and completing probationary period are handled separately.  You don’t need to wait for confirmation of your completion of  probation in order to apply for benefits.  You can submit your applications as soon as you receive our benefit package e-mail.
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Sick Leave

Policy

After 66 worked days, you complete your probationary period with UBC Hiring Solutions and (based on your status) become eligible for benefits on the 1st of the following month; this includes sick leave entitlement of 8.75 hours per month, provided you meet the eligibility criteria, which includes the requirement that you work a minimum of 11 days in a given month. Please note that you are an employee of “UBC Hiring Solutions” a division of Human Resources at the University of British Columbia.  This means that you work for UBC Hiring Solutions. We in turn send you out on assignments to various departments. Gerry Doiron is your Manager, while the person you report to in the department is your direct supervisor. The Work order, i.e. your assignment, is a contract between UBC Hiring Solutions and the department and as such, any deviations from it should be addressed to or discussed with us not the department. Examples include change in hours, tasks outside the position description, requests for absences, etc.

Reporting Procedure:

When you are off sick, whether you are on probation or not, it is critical that you communicate with the department and us by phone as soon as possible, preferably an hour before the start of your workday.

Please leave a voice mail message at the Placement Coordinator’s phone at 604.827.1736 and state clearly the reason for your absence and advise whether you have phoned the department or not.

It is important that we provide the best service possible to our clients, and when you are unavailable, even for a day, we like to offer the department the option of another temporary employee until you are able to return.

For timesheet purposes, deduct the hours/days for the sick time taken and note in the comment section (D) of your timesheet the date and the hours you missed due to illness. If you are eligible for sick time,  we will cover the payment of wages.

Important Reminders Regarding Sick Leave

  • Please use the phone to contact us if you are unable to make it to work. There are problems associated with using e-mail communication – servers go down, computers fail and viruses can corrupt. Further, there are timing considerations.
  • If the individual you have e-mailed is for example, away for the day and your message is not appropriately routed, the payroll process becomes severely hobbled and may compromise our ability to respond to a department’s needs for adequate coverage.
  • In our environment, e-mail reporting is not an acceptable option for communicating absences. Please call any of the office staff if you are unable to report to work.
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Vacation

Please note that this information is for an employee with a CUPE 2950 status. If your employment status or affiliation changes, this information might change as well. Please contact Lucy Hovan in such a situation to get details.

Vacation is 6% of your gross pay and it is paid out on each of your paycheques. 6% vacation is equivalent to 3 weeks off per calendar year. We allow our employees to take up to 3 weeks of unpaid time off in lieu of vacation per calendar year (regardless if earned or not).  We will pro-rate your entitlement if your start date is in the latter part of the year. 3 weeks of unpaid vacation time off starts anew each calendar year.

Vacations need to be pre-approved by us. We will make every effort to accommodate you, but due to the nature of “temp” work, we also need to accommodate the departments (our clients). So before you book a plane ticket or a hotel room, please e-mail your request to Wendy Kutasiewich.  She will contact the department on your behalf, make the necessary arrangements, and will email you the outcome. Your e-mail should include the dates of your vacation and the actual day you will be available to return to work. Please allow her enough time to respond to your requests: notify her at least one (1) week in advance of your vacation plans for vacation requests that are less than one (1) week and at least two (2) weeks’ notice for any vacation request of more than one (1) week.

The busiest time of year at UBC Hiring Solutions is between August 15 and September 30. As such, we apply a vacation blackout period during that time and we may have difficulty accommodating any requests during this period.

All vacation requests must be addressed to UBC Hiring Solutions for approval, not the department that you are assigned to.

You are an employee of “UBC Hiring Solutions” which is a division of Human Resources at the University of British Columbia.  You do not work in the  UBC hiring Solutinos office because we send you out on assignments to various departments.  As such, we manage you and your benefits and entitlements including vacation, at arm’s length. Gerry Doiron is your Manager, while the person you report to in the department is your direct supervisor. The Work order, i.e. your assignment,  is a contract between UBC hiring Solutions and the department; any deviations from it should be addressed to or discussed with UBC Hiring Solutions, not the department. Examples include change in hours, tasks outside the position description in the work order, requests for absences etc.to top


UBC’s Policy on Internet Use

The Internet is to be used for work purposes only. If the Internet is used for personal use, the employee should advise their supervisor that they are on lunch / coffee break. Inappropriate use of the Internet is unacceptable and has lead to termination in some instances.

For details of this policy, please visit http://www.universitycounsel.ubc.ca/policies/policy104.pdf
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Resigning or Transferring

See Resigning or Transferring Out of  UBC Hiring Solutons for information on terminating your employment with UBC Hiring Solutions.

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