Onboarding for new hires

The first part of your onboarding will be on Workday, UBC’s finance and human resource management system. To access Workday and many other UBC employee sites, you will need to create your Campus-Wide Login (CWL) account.

Create your Campus-Wide Login (CWL) Account.

• Follow the email instructions from UBC IT to activate your CWL account. Within 24 hours after your employment agreement has been signed, you will receive an email from UBC IT with instructions on how to activate your CWL account. If you are a returning UBC employee, your original CWL account will be automatically reactivated within 24 hours – no further action is required.
   
• Set up your Enhanced CWL (Multi-Factor Authentication). To enhance cybersecurity, access to some UBC sites may require the use of multi-factor authentication with your CWL account.

Complete your payroll and benefits elections on Workday.

You will receive emails from Workday with a series of onboarding tasks to complete based on your role. It is recommended that you complete pay-related onboarding tasks before or on your first day so that the information needed to process your pay is set up correctly for your first pay. It is also recommended that you familiarize yourself with and enrol in benefits (if your role is eligible for benefits) before beginning your role as eligible employees are entitled to benefits from the first day.

• Complete your payroll information on Workday, including your contact information, direct deposit setup and payment elections, and federal and provincial tax elections. Visit UBC Finance’s Payroll website for additional information about payroll and taxes, and to access the payroll calendar for important dates.
   
• If eligible, enrol in Benefits on Workday. To complete this, you will need your Social Insurance Number (SIN) and the Personal Health Number (PHN) for you and your dependents. There is a helpful Benefits Enrolment Guide and a how-to video you can follow for step-by-step guidance.
   
• ​​​​​​The Integrated Service Centre (ISC) offers support with Workday questions, issues, and requests. Here, you can submit a Workday support request, speak with a representative, or search their Workday knowledge base. Below are some knowledge base articles that may be beneficial as you navigate your onboarding:
  • How to use the Workday Knowledge Base
  • How to complete your Onboarding in Workday
  • How to change your direct deposit or payment elections in Workday
  • How to fill out federal and provincial tax elections in Workday
  • Required Onboarding and Job Specific Training

Prepare for your first day at work.

• Review information about Hybrid work at UBC to see how it may apply to your role. Your manager or supervisor will contact you prior to your first day with details about your first day, including whether you will begin your work in person or remotely.
   
• If applicable, discuss any accommodation or accessibility support needs with your manager or contact the Centre for Workplace Accessibility (CWA) should you not want to disclose your disability to your manager. The CWA is available to support you with resources to help remove barriers in the workplace for faculty and staff with disabilities or ongoing medical conditions.
   
• Plan your commute to campus with information about sustainable commute options and campus parking to make your travel to, from and on campus a breeze on your first day.

Meet with your manager/supervisor and get settled into the workplace.

• Tour the workplace with your manager or onboarding buddy and meet the people you will be working with. Learn where to find important spaces and supplies such as the kitchens/lunchrooms, bathrooms, emergency exits, meeting spaces, first-aid kit, and supply stations.
   
• Meet with your manager/supervisor and discuss work expectations. Examples could be:
  • Regular work hours, hybrid work arrangements/guidelines, and job description
  • Communication and working styles, and expectations for requesting time off
  • Overview of technology, software and platforms available and what the team uses
  • Organizational structure and team landscape, highlighting areas of collaboration

Set up your essentials for work.

• Retrieve any keys or access cards required for building access and any other equipment essential to your job from your manager or department administrator.
   
• ​Apply for a UBC Card, UBC’s official identification card that functions as your Employee ID and library card. For some departments, the UBC Card will also serve as your building access card.
   
• Sign in and familiarize yourself with your UBC Faculty and Staff email (FASmail) account. If you are new to UBC, you will have received an email from UBC IT with instructions on how to set up your FASmail account. If you are a returning employee, your original FASmail account will be automatically reactivated. Some departments may have administrators complete email account setup on your behalf. Some departments may also provide you with a department-specific email account.
   
• Create an on-brand email signature for work emails.
   
• If applicable, test your devices to ensure they are configured for working off-campus, including VPN access. Troubleshoot with your manager or submit a ticket to UBC IT if needed.
   
• Ergonomically set up your workstation. Whether you are working in an office, classroom, lab or remote work environment, proper ergonomic design of your workspace can minimize the risk of a wide range of work-related injuries. If desired, you can request an ergonomic assessment.

Complete all general required trainings and begin job-specific training.

• Complete the UBC general required trainings. You will receive an onboarding task in Workday for each course you are required to complete within the Workplace Learning Ecosystem (WPL).
   
• Review documentation and information relevant to your role. Ask your manager/supervisor for any additional training manuals or transition documents that you can keep for future reference. Additionally, your team members may schedule peer-instructional sessions with you to train or transfer knowledge on relevant applications and processes.
   
• Learn about administrative processes and procedures, including those specific to your role (e.g. sick leave, vacation and attendance tracking, and purchasing).

Familiarize yourself with campus resources for faculty and staff.

• Complete the New to UBC Orientation Course (either for the Vancouver or Okanagan campus). This course is the one place where new hires can find and explore everything you need to know about UBC, including campus resources, services, information, and community networks.
   
• Familiarize yourself with UBC’s health and wellbeing resources, in particular the resources available to support your mental health. Here, you will be able to learn about the Employee and Family Assistance Program (EFAP) and access many of the resources available to help you and
  your dependents.
   
• ​​​Check out UBC’s perks for faculty & staff to find information on employee discounts and other perks available at UBC’s attractions, recreation and fitness centres, and other campus services.
   
• Explore the UBC Today website for the latest news, updates, events, useful dates and curated resources from across UBC especially for faculty and staff. Ask your team what other university newsletters you should consider subscribing to.
   
• Regularly check the UBC Events calendar and UBC HR Events page to stay up-to-date with exciting events and opportunities happening on campus.

Have check-in conversations with your manager/supervisor.

• Have check-in conversations with your manager/supervisor on a regular basis. Some important conversation topics may include:
  • Onboarding needs and administrative support.
  • Work expectations and best practices. Discuss hybrid work program if applicable.
  • Top priorities for your role and where you should be focusing your efforts to start. Discuss ongoing projects and progress, or explore project management tools that would be suitable for you and/or your team.
  • Your team’s strategic priorities/goals and how you contribute to them.
  • Your progress towards your performance goals. Seek feedback where appropriate.
  • Social connection and networking opportunities.

Participate in employee orientations and team meetings to get situated in your work.

• Participate in team meetings and introductory meetings with colleagues to learn about how you will work together and any ongoing projects you may be involved in. Also connect socially with your colleagues and team members. This can include a team lunch, coffee chats with colleagues, orientation and other campus events, and exploring the campus community.
   
• Register for department-wide orientation events and meetings, where applicable, to learn about the culture, priorities, and practices of the faculty/department, onboarding resources, and meet with your colleagues. In some departments, there may be a dedicated HR professional responsible for orientations who will connect with you directly.
   
• Learn about campus-wide Orientations & Onboarding events to support building cross-campus connections and a sense of community. You can find more details about these offerings below on this page.

Review important UBC plans, policies and procedures.

• Review the collective agreement and terms of employment for your employee group and note down important contacts for your union group or labour association. If applicable, attend any member orientation sessions offered by your union group or labour association.
   
• Review relevant strategic initiatives
  • UBC’s Strategic Plan
  • Focus on People
  • Strategic Equity and Anti-Racism Framework
  • Indigenous Strategic Plan
  • Wellbeing Strategic Framework
  • Climate Action Plan
     
• Review UBC’s policies and procedures. Here are a few to get you started.
  • UBC Statement on Respectful Environment
  • Policy GA4 – Records management
  • Policy SC1 – Health and Safety
  • Policy SC5 – Snow
  • Policy SC7 – Discrimination
  • Policy SC13 – At-Risk Behaviour
  • Policy SC14 – Information Systems
  • Security Standards

Continue to explore onboarding and professional development opportunities at UBC.

• Continue to have check-in conversations with your manager/supervisor on a regular basis. Have a conversation with your manager about your probationary period and prepare for your performance conversation.
   
• ​​​​​Check out learning and professional development resources and opportunities at UBC. Examples include:
  • ​​​​Professional development funding
  • Tuition waiver benefits
  • Coaching services and solutions
  • Workplace learning opportunities
  • Indigenous Learning Pathways (Indigenous-focused learning)
  • Antiracism and Inclusive Excellence events
     
• Complete the 30-Day and 3-month Entrance Surveys when prompted in Workday. These surveys will appear in your Workday inbox after 30 days and 3 months, respectively. Feedback from faculty and staff in these Entrance Surveys are aggregated and will help inform and shape ongoing improvements to UBC onboarding programs and processes.

As a temporary foreign worker, you are entitled to the same employment rights and workplace protections as Canadians and permanent residents. 

For more information, please refer to the PDF pamphlets below, available from the Government of Canada.

International Mobility Program (ENGLISH)

International Mobility Program (FRENCH)

Temporary Foreign Worker Program (ENGLISH)

Temporary Foreign Worker Program (FRENCH)

The Temporary Foreign Worker Program information is also provided in Spanish, Chinese, Hindi, Korean, Tagolog and Thai.

Learn more about the Temporary Foreign Worker Program.

Learn more about the International Mobility Program.