We’ve created checklists of documentation that is required for specific faculty appointments, changes and leaves.
Please ensure that all the attachments are included for the appropriate business process.
1. New tenure/Tenure track appointments
The following must be uploaded to Workday for a new hire:
- Offer letter, copy signed by the new faculty member
- Current curriculum vitae
- Years in Rank form
If a foreign academic the following must also be included:
- Copy of a valid work permit
- Copy of SIN confirmation letter if they have not received their SIN and expiry
*Note: a SIN expiry date must always be entered in Workday
If the appointment has to be reviewed by the Senior Appointments Committee (SAC) letters of reference need to be uploaded to the SAC database:
- Four letters
- Letters must be arm’s length and external to UBC and to the individual’s previous institution. For the Professor of Teaching Stream it may be appropriate for some of those letters of reference to come from the individual’s previous institution, so long as they are arm’s length.
If Associate or Full Professor see the Tenure and Promotion Guide for further requirements.
2. New term appointments (excluding visitors and postdoctoral fellows)
- Copy of the offer letter signed by the new faculty member
- Current curriculum vitae
- Proof of advertisement, unless waiver obtained in advance through Faculty Relations or if not applicable.
- Proof of legal entitlement to perform work for UBC. For citizens or permanent residents of Canada entering the Social Insurance Number (SIN) in the system is sufficient. For unpaid appointments where the SIN is not provided a copy of one of either a Canadian passport, birth certificate, CRA tax receipt showing SIN or citizenship or permanent resident card must be provided.
If a foreign academic the following must also be included:
- Copy of a valid work permit
- Copy of SIN confirmation letter if they have not received their SIN and expiry
*Note: a SIN expiry date must always be entered in Workday
Further details on the immigration process and immigration documents can found in our Immigration for Foreign Academics Section.
3. Visitors and postdoctoral fellows
- Copy of the offer letter signed by the new visitor or postdoctoral fellow
- For all postdoc award recipients a copy of the award from the granting/funding agency
- Current curriculum vitae
- Proof of legal entitlement to perform work for UBC. For citizens or permanent residents of Canada entering the Social Insurance Number (SIN) in the system is sufficient. For unpaid visitors where the SIN is not provided a copy of one of either a Canadian passport, birth certificate, CRA tax receipt showing SIN or citizenship or permanent resident card must be provided.
If a foreign academic the following must also be included:
- Copy of a valid work permit, or Visitor Record if an unpaid appointment
- Copy of SIN confirmation letter if they have not received their SIN and expiry
*Note: a SIN expiry date must always be entered in Workday
4. Honorary appointments (i.e. without salary)
- Current curriculum vitae
- Copy of the appointment letter signed by the new honorary faculty member
- Proof of legal entitlement to perform work for UBC, for example, one of either a Canadian passport, birth certificate, or citizenship or permanent resident card must be provided.
- Note: if appointment ends on June 30th, the appointment can be renewed through the annual reappointment process that occurs every spring.
- Note: please consider whether an informal designation might be more appropriate such as Associate Member.
5. Administrative appointments – Associate Deans, Heads and Directors of academic units
- See Academic Administrative Appointments
- Note that the administrative job and the academic job should be on separate appointment forms.
6. Reappointments
Tenure stream
- Copy of the recommendations of the Dean and Department for reappointment (see Article 5 of Part 4 of the Collective Agreement). This confirms that the reappointment has been made subject to the provisions of the Collective Agreement.
- Copy of new work permit (if applicable) if foreign academic. See work permit renewal process.
- Proof of valid SIN with expiry date: copy of Social Insurance Number card or copy of SIN application receipt.
TERM
- Copy of work permit if foreign academic (see work permit renewal process)
- Copy of SIN confirmation letter if they have not received their SIN and expiry
*Note: a SIN expiry date must always be entered in Workday - Copy of confirmation of reappointment/new appointment letter
7. Additional concurrent appointments
- Only to be used for additional concurrent appointments
- Copy of the offer letter signed by the faculty member
- Proof of advertisement, unless waiver obtained in advance through Faculty Relations or if not applicable (please review the advertising guidelines)
- Note: additional appointments can affect benefits eligibility. Please contact Faculty Relations for assistance in determining benefits eligibility.
8. Changes of salary
Salaries for Faculty members of the bargaining unit may only change in accordance with the Collective Agreement. Salaries for Research Associates and Postdoctoral Fellows may change annually as of the anniversary date.
- Copy of Reappointment Letter
If the salary is changing on a date other than the anniversary date a rationale must be provided first to Faculty Relations.
9. Change from grant tenure to tenure
- Approval must be obtained in advance from the Provost for requesting a transfer from grant tenure to tenure.
10. Leaves
Study & Professional Development leaves
- Study leave application signed by Head/Director and Dean (Dean’s signature only in non-departmentalized Faculties)
- Report or summary of accomplishments during last study leave
- Professional Development Leave for Lecturers Form signed by Head/Director and Dean (Dean’s signature only in non-departmentalized Faculties)
Unpaid leaves
- Leave without Pay application form signed by Head/Director and Dean (Dean’s signature only in non-departmentalized Faculties
Other leaves
- For administrative, maternity/parental/adoption and medical leaves
- Leave request from the faculty member
- In the case of Health/Medical Leave the doctor's note should be uploaded as long as it does not contain confidential information. A redacted copy removing confidential information is acceptable.
- in the case of Administrative Leave a copy of the offer letter outlining the period of the leave.
11. Honoraria
- View Honoraria page
- Lump-sum honoraria: Process in Workday under Request One-Time Payment Business Process.
- Ongoing honoraria: Process in Workday under Request Compensation Change Business Process.
- In all cases a description of what additional duties were performed by the faculty member outside of regular job duties and/or supporting document(s) must be included
- All honoraria paid to Sessional Lecturers, regardless of amount, must be reviewed by Faculty Relations at UBCV or Human Resources at UBCO.
12. Post-retirement appointments
- View Post-retirement appointments policy
- Copy of the signed offer letter
13. Resignations and retirements
- A copy of the resignation/retirement letter
- Please refer to off boarding business process