See below to help you get started in your new role and to provide a guide for your first week.
Tour of the office: Start the day right by taking a tour of the office and meeting the people you will be working with.
Safety and Compliance: Both safety and working in a Respectful Environment are important at UBC. Online training in these areas is available. Completion of each of the modules below is mandatory for every UBC employee to ensure WorkSafe BC requirements are met.
Safety Orientation: Complete the Safety Orientation, covering a range of topics to keep you and your colleagues safe. Safety training is a mandatory provincial requirement for all faculty and staff (including student workers) on their first day on the job.
First Aid & Health: Know your department’s first aid officer and the location of the first aid kit. Dial 604-822-4444 for a direct line to first aid services at UBC Vancouver or 250-807-8111 at UBC Okanagan.
The UBC Hospital at the Vancouver campus has an urgent care centre, open daily 8:00 a.m. to 10:00 p.m.
If you need an ambulance, call 911. You do not need to dial “9” first to access an off-campus line.
Your First Week
As you start to settle in and get familiar with your new role, there are some things you need to do. Not all these are applicable to all staff and faculty. We encourage you to speak with your supervisor to determine which are right for you.
Keys & Access: Your administrator will submit a request to the Keys & Access office for the keys you will need for work. These keys need to be picked up in person, and you will need to make a cash deposit for your keys at the Vancouver campus. (Vancouver or Okanagan)
UBC Card: Your UBC Card functions as your UBC Employee ID and Library card. You can also use your UBC Card to pay for food at UBC Food Service locations (Vancouver campus). You can get your card in-person or online at the Vancouver campus. In the Okanagan, visit the Student Services department, second floor of the UNC building to get your card in person.
Training: As part of UBC’s commitment to foster a respectful, inclusive and collegial work environment, and to maintain compliance with external requirements (WorkSafe BC, FIPPA), UBC provides the following online training, that should be completed in your first week.
- Accident/Incident Reporting & Investigation
- General WHMIS
- Privacy & Information Security – Fundamentals
Also, some UBC systems have specialized training sessions that are administered centrally. Ask your supervisor to arrange training if needed:
- HRMS: Vancouver | Okanagan: Alana Jordan at 250-807-9819.
- Finance training (FMS): Vancouver | Okanagan
Pensions: If you are eligible to join the UBC Pension Plan, now is the time. Learn more about the Staff Pension Plan or the Faculty Pension Plan. If you want more information before you to enroll in the pension plan, consider taking a pensions orientation session at the Vancouver campus, or contact the Pensions Administration Office at 604-822- 8100 with your specific questions.
Work Space: During your first week, you’ll receive an overview of your work space and start to get settled in. This can include setting up your computer and email and voicemail. If you are looking to make your workplace more ergonomic to meet your needs, contact your department’s ergonomics representative to ask for help (Vancouver | Okanagan)
Unions & Associations: UBC is a unionized environment, and most employees belong to either a union or an association, including faculty. Be familiar with your collective agreement and your union’s website. The unions and associations also offer new member orientations, so contact your union or association for more information.
Pay & Vacation
Pay Statements: UBC employees are paid via direct deposit. You can view your detailed pay statement online on Faculty & Staff Self-Service (accessible off-campus via VPN). UBC does not provide printed pay statements to employees.
Vacation: Vacation for UBC employees varies, depending on your employee group (which you will find in your offer letter). Visit the Vacations page to review your vacation allotment. Ask your supervisor how and when you should submit your vacation request.
Payroll & Benefits Changes: If you need to make any changes to your payroll record (direct deposit, name changes), please print off the relevant form from the HR Forms page and submit it, along with any accompanying documentation, to Payroll.
Attention: Payroll, Payment and Procurement Services
Fifth Floor – TEF III
6190 Agronomy Road
Vancouver, BC V6T 1Z3
Attention: Payroll, Payment and Procurement Services
ADM 006 – 3333 University Way
Kelowna, BC V1V 1V7
If there are other changes to your employee record, such as changes to your address, phone number, email or emergency contacts, you can make those changes yourself in Faculty & Staff Self-Service (accessible off-campus via VPN).
If you need to make any changes to your benefits enrollment, such as adding or removing a dependent, download the relevant form from the Benefits forms page and submit the completed form to Payroll.
UBC Policies & Guidelines
In your first week at UBC, familiarize yourself with the following policies:
- Summary of UBC Policies and Expectations for Faculty & Staff
- Policy #3: Discrimination and Harassment
- Policy #7: University Safety
- Policy #14: Response to At-Risk Behaviour
- Policy #68: Disruption of Classes/Services by Snow
- Policy #104: Acceptable Use and Security of UBC Electronic Information and Systems
- Policy #117: Records Management
View all UBC policies.
It is your responsibility to know about the policies that impact the work that you do. Please ask your supervisor about additional UBC policies that will impact your work.
Additionally, there are guidelines and initiatives that have an impact on the work environment for us all. You can familiarize yourself with the University’s guidelines and initiatives during your first week at UBC:
Protection of Privacy: In our jobs, we can often handle a lot of personal information on campus. As employees in a BC post-secondary institution, UBC faculty and staff are required to comply with the Freedom of Information and Protection of Privacy Act (FIPPA). Learn about your FIPPA responsibilities in the fact sheet. Ask your supervisor for specific details on how your unit handles personal information in the workplace.
One of the most important requirements under the FIPPA is to maintain the security of personal information in your custody or control. For electronic security, all UBC faculty and staff are required to comply with UBC’s Policy #104. More information on the policy and standards can be found at http://cio.ubc.ca/securitystandards and http://it.ubc.ca/security/securitypolicies.html. We also have information on physical security of personal information.
Social Media Guidelines: UBC encourages everyone in the UBC community to engage in intellectual discourse in a respectful and transparent way. The University has some suggested guidelines for social media usage for faculty and staff.
Copyright: At UBC, we are all responsible for ensuring proper copyright usage is met. Copyright in the University setting can be complicated, and UBC has created a central resources website to aid you in dealing with copyright. To learn more, and to sign up for a copyright workshop, visit http://copyright.ubc.ca/.