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.
Campus Map & Transit
Get to know the campus by visiting the Wayfinding at UBC website.
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. Also, we will e-mail you an offer letter along with other forms to complete to finalize your on-boarding. to top
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
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).
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). 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.
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.
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.
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.
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.
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.
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:
- Extended Health
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.
UBC offers an Online Assessment Tool
The Ergo Your Office Online Guide gives you the power to ensure your workstation is set-up safely and properly. This tool features step-by-step instructions designed to empower staff and faculty to make workstation adjustments that will benefit their health and safety while at work.
Department Office Ergo Reps
UBC trains department office ergo reps to assist colleagues with correctly adjusting office equipment. If your department doesn’t have a rep, we offer free training every second month. This is a great professional development opportunity for volunteers who have an interest in health and safety. Please promote this opportunity within your unit. Learn more and register here.
More Tools to Help
- Attend our Ergo Your Office Training Session for hands-on instruction from UBC’s Ergonomics Advisor.
- Fill out our Ergo Your Office Self Assessment Form for a step-by-step approach to setting up your workstation.
- Consult with a trained Office Ergo Rep from your department. Don’t have a rep in your department? We offer Office Ergo Rep training sessions.
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.
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.
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
Resigning or Transferring
See Resigning or Transferring Out of UBC Hiring Solutons for information on terminating your employment with UBC Hiring Solutions.