Memo: Submit Staff Sick Leave Statistics for 2018 (Jan. 16, 2019)

Date: Jan. 16, 2019
From: Michelle Berner, Managing Director, Total Compensation, Human Resources
To: Deans, Directors, Department Heads and Administrators at the Vancouver campus
Subject: Submit Staff Sick Leave Statistics for 2018

Every year, Human Resources provides the Board of Governors with a report on key health indicators at the university. The report provides a snapshot of the health of our staff and faculty, and includes statistics on the average number of paid sick leave days taken by staff.

In preparation for this year’s report, we require all heads of units/departments to ensure that your department’s administrator enters your unit’s staff sick leave statistics for the 2018 calendar year using the online reporting tool at by Feb. 8, 2019. Note that if you are off campus, you will need to connect to VPN before you can access the site.

If your statistics have already been entered into the online reporting tool, no further action is required.

For more information on how to report your statistics, visit

If you are entering your staff sick leave statistics using UBC IT’s Personnel Absence Tracker (PAT) application, you do not need to re-enter the data into the online reporting tool. Instead, please download an Excel report of your 2018 statistics by month and employee group and email it to Janet McHugh, Benefits Administrator, in Human Resources at by Feb. 8, 2019.

If you are experiencing any issues exporting your PAT report to Excel, please note the following steps:

  • When you are logged into the PAT system, there should be a ‘Reporting’ button. From there, you will need to select your Department/Faculty, then ‘All Unions’, and the year ‘2018’.
  • Next, click on ‘Detailed Reports’. From this new screen, there should be a button near the bottom that says ‘Export to Excel’.

Aggregate Sick Leave Data from 2017 and Prior Years

To help you benchmark sick leave usage in your faculty/department/unit, we have aggregated sick leave statistics from 2011 to 2017. This data reflects staff sick leave usage only, and is representative of the faculties and departments that have reported their data to Human Resources.

2017 Highlights

  • The average number of sick leave days taken per staff member in 2017 was 7.8 days (a slight decrease over the 2016 average of 8.9 days).
  • The average number of sick days per staff member in 2017 was 8.3 for the Vancouver campus (a slight decrease from 9.7 days in 2016).
  • The average number of sick days per staff member in 2017 was 3.6 for the Okanagan campus (a slight decrease from 3.8 days in 2016).

Sick Leave Statistics for Key Employee Groups (2011 – 2017)

The chart below summarizes the average number of staff sick leave days taken between 2011 and 2017 for the following employee groups:

  • BCGEU (Child Care)
  • BCGEU Okanagan
  • CUPE 116
  • CUPE 2278 English Language Instructors
  • CUPE 2950
  • Executive Administrative (i.e. excluded clerical staff)
  • IUOE 115 (formerly IUOE 882)
  • Non-Union Technicians & Research Assistants (TRAs)
  • Management & Professional (M&P) (i.e. AAPS, SUDs, and Excluded M&P)

Staff employee groups represented at UBC’s Okanagan campus include: M&P, BCGEU Okanagan, and Executive Administrative. With the exception of BCGEU Okanagan, the other employee groups at the Okanagan campus have been included in their general employee group. For example, M&P employees at the Okanagan campus were included along with M&P employees at the Vancouver campus in the general M&P group.

The chart below is based on submitted sick leave data, and as such may not be completely representative of all departments and faculties (on average, about 50%–70% of staff “full-time equivalents” (FTEs) were captured – this varied by employment group).

In addition, the following employee groups are small in size (120 employees or less): Child Care Workers, IUOE 115, CUPE 2278, and Executive Administrative. As such, the average sick time for these groups can be greatly impacted by only a few sick leave instances.

Average Number of Sick Days Taken by Employment Group (2011 – 2017)
Both Campuses

For both campuses, the average number of sick days taken by a staff employee from 2011 – 2017 was:

  • 2011: 9.0
  • 2012: 9.4
  • 2013: 8.5
  • 2014: 8.2
  • 2015: 9.0
  • 2016: 8.9
  • 2017: 7.8


If you have any questions about this memo, please contact Janet McHugh at 604-822-6823 or