Faculty Onboarding

Before B.C’s Medical Services Plan benefits begin, new (and returning) residents are required to complete a wait period consisting of the balance of the month in which residence in British Columbia is established, plus two months. We highly recommend purchasing private coverage for this period. Please find more details: Coverage Wait Period and information about Insurance during MSP waiting period.

Foreign Faculty members are required to apply to Immigration, Refugees and Citizenship Canada (IRCC) for a Work Permit in Canada. The Immigration Process for Foreign faculty on the Faculty Relations website outlines the steps involved in obtaining a temporary work permit and Social Insurance Number (SIN). It also provides information on what is expected after the foreign faculty arrive at UBC.

Please visit the Faculty Relations website for complete information on topics such as:

• Work Permit
• Temporary Resident Visa (TRV)
• Electronic Travel Authorization (eTA)
• Where and how to apply for your visa/permit
• Permit for accompanying dependents
• Implied Status and how it affects MSP coverage

Please prepare the following documents and present them at the port of entry:

1. Valid Work Permit approval letter: This letter is provided by Immigration, Refugees and Citizenship Canada (IRCC) once they approve your worker status in Canada.
2. Employer support letter explaining the urgent and essential nature of the job in Canada: Our Assistant HR Manager Ayaka Bosshard will contact you to create this letter.
3. Signed Offer Letter
4. 14-day self isolation plan

Resource for Self Isolation Resource Packages: Please read, sign and return the form to ubcfrel-g-admin@mail.ubc.ca and immigration.help@ubc.ca. prior to your departure.

Foreign faculty members should receive their work permit at the port of entry. Please submit a copy of your work permit to our Assistant HR Manager, Ayaka Bosshard, immediately so she can process your appointment.

For more information about obtaining a Social Insurance Number, visit the Service Canada website.

The Social Insurance Number (SIN) is a nine-digit number that you need to work in Canada or to have access to government programs and benefits. All employees are required by Service Canada to present their SIN card to their employer within three days of starting work.

For more information about obtaining a Social Insurance Number, visit the Service Canada website.

B.C’s Medical Services Plan is mandatory for all B.C. residents.

For information about MSP and how to enroll: BC Medical Services Plan

*New (and returning) residents are required to complete a wait period consisting of the balance of the month in which residence in British Columbia is established, plus two months before benefits can begin. Please find more details: Coverage Wait Period

Find a physician for you and your family: College of Physicians and Surgeons of BC

Find a dentist in your area: BC Dental Association

• Vancouver Coastal Health (serving Vancouver, Richmond, North Vancouver, Sunshine Coast, Powell River, and Sea-to-Sky)
• Fraser Health (serving Burnaby, New Westminster, Surrey, Mission, Delta, Langley, and Chilliwack)
• BC Women’s Hospital
• BC Children’s Hospital

While at UBC, any earnings received are considered Canadian income, unless otherwise indicated by Canada Revenue Agency (CRA) in writing prior to arrival.

Please note that, by law, deductions are taken from your salary for Canada Income Tax, Canada Pension Plan (CPP) and Employment Insurance (EI). If you receive fellowship earnings, these will not be deducted for CPP and EI.

Please contact a financial advisor or the Canada Revenue Agency (CRA) for tax and financial information.

You can also access the CRA website for a self-directed online course on understanding taxes, which includes help on how to file a tax return.

If you have any questions about paying income tax in Canada, please refer to CRA’s information for non-residents or contact the International Tax Services Office (collect calls are accepted):

• Calling from Canada and the U.S.: 1 800 267 5177
• Calling from outside Canada and the US: 1 613 952 3741
• Fax: 1 613 941 2505

Get information about taxable benefits related to UBC housing programs.

There are a number of banking institutions and branches for you to choose from in British Columbia. Several banks are located near UBC’s Vancouver campus, including:

• Royal Bank of Canada
• Bank of Montreal
• TD Canada Trust
• CIBC
• HSBC
• Scotiabank

Automated Teller Machines (ATMs) can be found on campus and throughout Vancouver.

CWL Sign-up allows you to create a unique login name and password. A CWL and password is required to access your UBC email and a variety of UBC’s online applications.

If you do not have a Campus Wide Login (CWL) Account, please sign up immediately: CWL Sign-up

You will need your employee ID to sign up for your CWL. When your appointment is complete in Workday, Ayaka Bosshard will notify you of your employee ID.

As soon as you obtain a CWL, please apply for a UBC card for your access to our building and labs.

Please ensure to sign up for Campus Wide Login (CWL) Account and apply for UBC Card, so our staff, Naz Khan (naz.khan@ubc.ca) can grant you access to our building and lab.

Once your CWL has been created, please contact our IT Manager, Metha Kijsawangwong: metha.kij@ubc.ca

He will assist you in creating your UBC email account.

• Your first days at UBC: Resources to assist you as you settle into your new role at UBC
• New to UBC Vancouver Resource Hub: This UBC employee orientation hub is a self-directed resource and learning space to assist new faculty and staff in navigating UBC. Regardless of your specific role, this resource hub is designed to support you during your first few months at UBC. (Canvas access required)

Questions? If you have questions or need help in your first days and weeks at UBC, contact Sara Sawatzky at workplace.orientations@ubc.ca

• Preventing COVID-19 Infection in the Workplace
• New Worker Safety Orientation
• Preventing and Addressing Workplace Bullying and Harassment Training
• Workplace Violence Prevention Training

• Privacy & Information Security Fundamentals Training Part 1 & 2

• Employment Equity & Inclusion Survey
• Recruiting Experience Survey

You will be notified and instructed by our staff, Naz Khan: Naz.Khan@ubc.ca

What training is required for working in a lab?

• Professional Development Fund: The Professional Development Reimbursement (PDR) fund is a University program intended to provide financial assistance for professional development expenses. These expenses must relate to activities that enhance the performance, ability, or effectiveness of a Member’s work at the University.
• Tuition Waivers: As a faculty member, you and your dependent family members may be eligible to take many courses without paying some or all of the tuition fee.

• Academic Leadership Development Program (ALDP): A nine-month cohort-based leadership development program for new Department Heads, Associate Deans, Directors and those in related academic leadership roles at UBC.
• Career development: Information on programs and resources to help your career growth including workplace learning opportunities, leadership programs, Conflict Theatre, coaching, career retention, navigation, and transition; performance conversations, tenure and faculty appointments, and professional development funding.
• LinkedIn Learning: Free access to high-quality digital tutorials, courses, and curated learning paths.
• Mentoring: Opportunities to be mentored by senior faculty members or to become a mentor to a junior faculty member or student.
• Professional development by the Centre for Teaching, Learning & Technology (CTLT): The CTLT offers services for members of the UBC teaching and learning community at different stages in their careers.
• Supporting supervisors and administrators with HR resources (CWL login required): Information on supporting faculty and staff in the workplace.
• Workplace Learning (WPL) ecosystem: Free self-directed courses to support training, wellbeing and professional development.

A UBC card identifies you as an active student, faculty or staff member. UBC cards grant you access to:

• UBC Library privileges
• Building access and access to card-controlled rooms
• UBC Bookstore e-Money purchases
• Food Services’ dining convenience and discounts
• Meal plans for Housing residents
• Athletics facilities

Apply for a UBC Card: Apply Online

You will need to pick it up from the key desk at the back of the Bookstore.

• Your UBC card is your library card.
• Obtain your card from the UBC Carding Office
• A valid UBC card is required to borrow books and use library services.
• A valid UBC CWL account is required to access library eResources.

Biosafety: Any activities conducted at UBC facilities or affiliated institutions that involve biohazardous materials must be reviewed and approved by the UBC Biosafety Committee prior to the start of the research project. Applications for review and certification by the Biosafety Committee must be submitted electronically on RISe. UBC Safety and Risk Services provides technical expertise to researchers working with biohazardous materials, provides biosafety training, and reviews all procedures and facilities involving biohazardous materials.

For assistance with applying for or obtaining a biosafety certificate, or with questions about the Biosafety Committee, contact:

• Suzanne Richardson, Manager, Animal Care, Biosafety & Radiation Safety Committees (604-827-5111)
• Fred Woo, Assistant Manager, Animal Care, Biosafety & Radiation Safety Committees (604-827-5115)
• Janet Hankins, Biological & Radiation Safety Advisor, Safety & Risk Services (604-822-4353)

• UBC ORS: Office of Research Services (ORS) provides administrative support to UBC’s research community
• UBC UILO: University-Industry Liaison Office (UILO) provides assistance with research collaboration and innovation partnerships between researchers and industry, government and non-profit organizations
• Mednet Research Resources: Faculty of Medicine’s Research Resources for funding opportunities and deadlines, application deadlines and procedures, grant writing support and resources, and research-related policies
• Research Orientation UBC: Information about research orientation day, New Faculty Lunch and transferring research funding
• Research Finance: Research Finance provides financial administrative support to the research community, focusing on financial reporting, billing & collections, training and compliance
• RISe: For submitting applications and track them through to approval, certification or awarding of funds
• Research Project Information Form (RPIF): RPIF to download and guidance

For general departmental research assistance, please contact our Research Administrative Assistant, Naz Khan and Budget Analyst, Ruby Chang.