LFS Faculty and Staff

This site is a general guide on the Policies and Procedures for working in the Faculty of Land and Food Systems. All personnel who will be working in LFS buildings should go through all the information, complete the required forms and training if needed, and contact lfs.safety@ubc.ca if you have any concerns or questions.


Safety and Access

For your overall safety, please complete the LFS Mandatory Training.

For lab and building access, please read the Building Access documents.

Emergency Procedures

Fire

  1. Pull the nearest fire alarm.
  2. Close the doors behind you as you exit a room.
  3. Follow the nearest exit route to the muster station, and then call 9-1-1. Give them the full address of the building (2357 Main Mall for MCML; 2205 East Mall for FNH), and the room number where the fire began.
  4. Wait for emergency personnel outside the main entrance of the building. Provide SDS if necessary.

Earthquake

  1. During the shaking, DROP under heavy furniture, stay away from objects which may fall.
  2. COVER your head, face, and torso.
  3. HOLD ON to the object that you are under so that you remain covered.
  4. If you can’t get under something strong, crouch against an interior wall and protect your head and neck with your arms.
  5. After the shaking stops, count to 60, assess for dangers, then evacuate. WALK, DO NOT RUN. Do NOT use the elevator.
  6. Remain at the muster station until clear by the Fire Department

Major Spills

  1. Evacuate the affected area. Shut down equipment.
  2. Isolate area and prevent re-entry.
  3. Call 9-1-1. Give them the full address of the building (2357 Main Mall for MCML; 2205 East Mall for FNH), and the room number where the spill occurred. Provide the following information: any injuries, chemical name, quantity, hazards.
  4. Wait for emergency personnel outside the main entrance of the building. Provide SDS (Safety Data Sheet). Inform supervisor and the operations team.

Minor Spills

For minor spills, please follow the instructions in the Chemical Safety Manual. Chemical spill kits can be found in the lab and the spill kit cart can be found in Rm 208.

Workers may be able to respond to a small, contained spill; however, one should never put oneself at risk. If there is any doubt about safely responding to a spill, immediately call 911. Vancouver Fire and Rescue Services (VFRS) will notify the Hazmat Team. You must also notify Safety & Risk Services by phoning the Main Office at 604-822-2029.

Gas Leak

  1. Pull the nearest fire alarm.
  2. Try to close the gas valve in your laboratory if it is accessible.
  3. Close the doors behind you as you exit a room.
  4. Follow the nearest exit route to the muster station, and then call 9-1-1. Give them the full address of the building (2357 Main Mall for MCML; 2205 East Mall for FNH), and report the source/room of the leak to the operations team.

Work Related Injuries

Work-related injuries must be reported online using the CAIRS System as soon as possible after immediate first aid has been given. See Safety & Risk Services (SRS) for further information. Below are some points of contact:

Emergency Contacts
In the event of an emergency, call 911 first and then first aid at 604-822-4444.

Personnel who are not on UBC Payroll (eg. students, visitors) are NOT covered by WorkSafeBC and should liaise with the HR Director for information on obtaining additional coverage.

Working Alone

For safety reasons, it is NOT RECOMMENDED to work alone in the laboratory outside of regular working hours (8:00 am to 6:00 pm weekdays), including weekends as per WorkSafeBC regulations. Refer to the UBC Safety & Risk Services Policy on Working Alone.

According to UBC Safety & Risk Services, it is not recommended to work alone in the laboratory unless permitted by your PI. The definition of working alone is: “the performance of work by an individual who is out of audio or visual range of another individual for more than a few minutes at a time”. The other individual must be aware of the safety aspects of this laboratory and also be familiar with the emergency procedures. If it is not sufficient to rely on an individual otherwise occupied in another area of the laboratory, the other individual must be in the work area and be able to provide immediate aid. Even when performing relatively safe procedures, at least one other person in the laboratory should be aware that you are working alone, of the nature of the work you are doing, and how long you will be performing the task. Checks at half-hour intervals will reduce the risk of a serious injury going unnoticed.


Navigating Campus

MacMillan Building

Hours: Monday - Friday 7am - 7pm; Saturday 10am - 6pm; Sunday 12pm - 6pm

The MacMillan Building is home to the following Faculty Units:

  • Dean's Office (Administration, Faculty Relations, Development, Communications, HR) - MCML 248
  • Finance - MCML 254
  • Student Services (Undergraduate, Graduate, International, Aboriginal, CBEL) - MCML 344
  • The Learning Centre (IT, Multimedia, Learning Management System) - MCML 264
  • MacMillan Learning Commons (Student study space) - MCML 360
  • Agora Cafe (Student-run cafe, LFSUS)  - MCML Lower Level
  • Conference Rooms: MCML 139 & MCML 350
  • LFS Faculty/Staff Lunch Room: MCML 370b
  • Booking classrooms and meeting rooms

Food, Nutrition, and Health Building

FNH Building/Lab Site Orientation is required for personnel that are going to be working at the FNH Building. Please contact Peter Hoffman at Peter.Hoffman@ubc.ca to schedule for the orientation.

UBC Campus Resources


Human Resources

Respectful Environment

Building an Environment of Respect, Diversity, Opportunity & Inclusion:

In late September 2008, President Toope introduced the UBC Respectful Environment Statement for Students, Faculty and Staff. The Statement speaks to our freedoms and our responsibilities, and provides the guiding principles to support us in building an environment in which respect, civility, diversity, opportunity and inclusion are valued. Read the revised UBC Respectful Environment Statement

Please familiarize yourself with the University's Respectful Environment webpage to learn about the various resources and services that are available to you as well as Policy #3 - Discrimination & Harassment.

Workday Training

Workday is an integrated system for UBC’s core HR, Finance and Student administrative systems. Self-directed training for Workday can be found in the Workplace Learning website: https://wpl.ubc.ca/?query=Workday

The training is self-service for most roles and is designed to enable you and your teams to become more familiar with specific functionality in Workday. There are courses available for employees, managers, and specific courses in HR and Finance.

We recommend the following courses:

  • Workday basics - Orientation that covers the basic functionality of Workday which is also the pre-requisite course before attending any of the more role-specific, hands-on training scheduled for the fall.
  • Workday HR 101 - Learn about key HR concepts in Workday. Modules include Onboarding, Absence (replacing PAT), Benefits, and more!
  • Workday Finance 101 - Learn about Finance key concepts including Workday's Foundation Data Model and terms such as Worktags and Cost Centres. In this course we will cover basic Travel and Expense Management, including how to claim out-of-pocket expenses.
  • Workday for Faculty (if applicable) – UBC faculty will get a quick overview of relevant actions they can initiate in Workday, including delegations, expensing to a grant, and more. The course includes access to a training account to test out Workday as a faculty member.
  • Workday for Managers (if applicable) - For UBC faculty and staff who are managers with direct reports will get an overview of Workday for team management, review and approvals process and other manager related topics.

Payroll, benefits, and other HR items

UBC ID Card

The UBC card is the official identification card of the University of British Columbia. Your UBC card is used to access services and facilities at UBC, including UBC Library and UBC Food Services. To obtain your card, please visit the online portal, where you can apply for a UBC card, deactivate a lost or stolen card, or load money onto your UBC card account. https://services.ubccard.ubc.ca/

Updating my personal information

It's important to keep your employee file up to date. Updates to contact information, including mailing address, phone number, email address, and emergency contacts can made on Workday.

Payroll and direct deposit

Monthly paid employees are paid on the 15th and the last working day of each month.   Hourly paid employees are paid on the 8th and 23rd of each month. Depending on when paperwork is processed in central payroll, you may have to pick up your first paycheque at the Payroll Office, Financial Services, General Services Administration Building.

The university recognizes these statutory holidays:

  • New Year's Day (Jan. 1)
  • Family Day
  • Good Friday
  • Easter Monday
  • Victoria Day
  • Canada Day (July 1)
  • BC Day
  • Labour Day
  • National Day for Truth and Reconciliation
  • Thanksgiving Day
  • Remembrance Day (Nov. 11)
  • Christmas Day (Dec. 25)
  • Boxing Day (Dec. 26)

If a statutory holiday falls on a weekend, the university will determine an alternate day.  Alternate days for statutory holidays falling on a weekend are posted in each department in December for the following year.  Click here for the current statutory holiday listing.

Benefits

UBC’s Online Enrolment method  allows new employees to complete all the forms necessary for payroll and to enrol in eligible benefits . Visit Enrolling in Benefits (one stop sign on) at https://hr.ubc.ca/benefits/eligibility-enrolment/enrolling-benefits

Note:  To use the online enrolment system you will need the Enrolment Code shown on your Letter of Offer.

Employee Pensions

Information on enrolling in the Employee Pension Plan (both Faculty & Staff) can be found at http://www.pensions.ubc.ca/


IT and Tech Support

Email Setup

UBC employees are entitled to a faculty and staff email address with 50GB of mailbox space. Features of UBC's Faculty and Staff email service (FASmail), and support documentation, including initial set-up, and how to access your UBC email on your laptop or mobile device can be found here: https://it.ubc.ca/microsoft-365/current-projects/exchange-online-migration#ios

New LFS employees should contact the LFS Learning Centre at it@landfood.ubc.ca if they need assistance with setting up access to their account.

Canvas Learning Management System

Canvas is UBC’s primary learning platform for delivering online course content.​ In Canvas, you can share materials (e.g., text or multimedia), enable student collaboration, manage assignments and assessments, and assign grades. Canvas can also be used with many other UBC learning technologies.

Campus-Wide Login (CWL)

Manage your account at Campus-Wide Login (CWL).

CWL Guest Accounts

CWL guest accounts are available for people who have a relationship with UBC, but are not active staff members or students.

Instructions for sponsoring a guest CWL account can be found at https://it.ubc.ca/services/accounts-passwords/campus-wide-login-cwl/how-sponsor-guest

Basic Accounts

CWL basic accounts are for people who wish to use RISe or myCV and who are not eligible for a standard or guest account.

Basic accounts can't access UBC Wireless, VPN, and other online services.

Instructions for creating a basic CWL account can be found at https://it.ubc.ca/services/accounts-passwords/campus-wide-login-cwl/how-create-account

Borrowing A/V or Multimedia equipment

To book Multimedia, AV equipment and Marketing Materials, visit the Booking page.

Setting up a research website/blog

Through the UBC Centre for Teaching and Learning (CTLT), faculty, staff, and students can create a personal or professional blog using the UBC Blogs service. UBC Blogs is built on the WordPress open-source blogging platform, and is easy to set up.

Some examples of LFS blogs:

UBC research groups and units wishing to set up a website incorporating the UBC Common Look and Feel (CLF), can also utilize the UBC Content Management System (CMS), which is also built on WordPress. These sites are reserved for official LFS affiliates (rather than for personal use).

Some examples of LFS Websites using the UBC CMS:

If you're interested in setting up a website or blog for your research group, please contact our Digital Communications Specialist Pia Lim (pia.lim@ubc.ca)

Important Contacts

For any AV, IT, instructional/learning support, multimedia, or software development issues:


Purchasing

Sylvia Leung (sylvia.leung@ubc.ca) is the Buyer for the Faculty of Land and Food Systems. She is the first point of contact for assistance with any purchasing requests including:

  • Placement of orders
  • Sourcing of vendors, UBC contracted/preferred vendors
  • Assistance in obtaining price quotes
  • Queries regarding UBC Procurement Policies
  • Tracking order status
  • Customs clearance procedures
  • Or any other queries related to purchasing

For a more detailed breakdown of purchasing policy and order forms, please visit our purchasing page.

Any further questions regarding Purchasing, please contact:

Sylvia Leung
Buyer, Faculty of Land and Food Systems
Tel.: (604) 822-3454
Fax: (604) 822-6394

Email: sylvia.leung@ubc.ca

Records Management

The Records Management office provides a unified approach to records management, supports overall effective information management, and leads the transition to electronic records management at UBC in an efficient, secure, and sustainable manner.