This site is a guide on the Policies and Procedures for working in general 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 if you have any concerns or questions.



  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.


  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.

MacMillan Site Plan

Muster Station for MCML: The meeting point is across Main Mall, between MacLeod and the Computer Science buildings.

One of UBC's original three founding faculties, the Faculty of Land and Food Systems (formerly Agricultural Sciences) began with just four departments in 1915. Over the years the Faculty has expanded and evolved, and is now home to four undergraduate programs, nine graduate programs (including six doctoral programs), and 12 research centres and groups.

Faculty Organizational Chart

Click on the image below to view an interactive organizational chart of the Faculty.

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.


The UBCcard is the official identification card of the University of British Columbia. Your UBCcard 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 UBCcard, deactivate a lost or stolen card, or load money onto your UBCcard account.

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 via your self-service account on the UBC Management Systems Portal (MSP):

Name changes must be submitted through the Payroll Department on a UBC Personal Data Form [Word] along with a copy of your Social Insurance Card issued under your new name.

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 11 statutory holidays:

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


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


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

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

Management Systems Portal (MSP) Self-Service

Faculty, staff, and student employees can update and view their personal and payroll information in a highly secure and real-time environment using our self-service web portal. Users will log-in using their Campus Wide Login (CWL) ID.

Within the portal, there are a number of features (see below). The tools and applications within this portal will help reduce the dependence on cumbersome, paper-based processes, improve efficiencies, and give faculty and staff direct control over their important, confidential, and personal information, including the ability to:

  • View and update personal information
  • View prior and current paycheque(s)
  • View benefit enrolments, beneficiaries, and dependents
  • View compensation history
  • View basic pension information and estimate your yearly pension contributions and retirement income
  • Access and complete confidential university-wide surveys
  • Register for select professional development courses.

Login to Self-Service at

To access Self-Service, you will need your campus-wide login (CWL).  If you have problems with your CWL, please contact the IT Help Desk. If you wish to access Self-Service from off-campus, you will need to access the site using the UBC VPN. For information on how to set up the VPN, visit the UBC IT website.

The University has embarked on a multi-year journey to transform UBC’s academic and administrative support processes and system environments. Workday is an integrated system for UBC’s core HR, Finance and eventually Student administrative systems. The Workday go-live date is November 2, 2020 where we will be moving our Financial and HR processes online so they are all in one system. Self-directed training for Workday can be found in the Workplace Learning website:

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.

If you have any questions related to training, please reach out to the LFS Transition Network Leads, Ava Yang (Finance) or Barbara Hsiao (HR).

Email Setup

Most LFS employees are entitled to a email address, and 1GB of mailbox space. Features of UBC's Faculty and Staff email service (FASmail) can be found here:

New LFS employees should contact the Systems Administrator to set up a new mailbox:

Support documentation on using the FASmail service, including initial set-up, and how to access your UBC email on your laptop or mobile device can be found at

Connect Learning Management System

Blackboard Connect is a Learning Management System (LMS) used in over 1150 courses at UBC. In 2012, UBC's e-Learning team at the Centre for Teaching and Learning (CTLT) began migrating courses from the existing LMS, WebCT Vista over to the new Blackboard Connect system. For more information on Connect visit

The LFS Learning Centre offers group training sessions for faculty and teaching assistants based on the four Connect quadrants.

Campus-Wide Login (CWL)

Campus-Wide Login (CWL) is designed to give you access to UBC's online applications with the same username and password. A CWL account currently provides you with access to the Student Information System, the Library or BlackBoard Connect, and more.

Standard Accounts

Standard accounts are for students, staff, faculty and others who have active employee or student ID numbers. Standard accounts grant access to free anti-virus, UBC Wireless and VPN.

Guest Accounts

CWL guest accounts are available for people who have a relationship with UBC, but do not have UBC-issued employee or student ID numbers, such as:

  • Visiting faculty
  • Some distance education instructors
  • Some consultants and contractors
  • UBC-located conference goers

Guest accounts grant access to UBC Wireless, VPN, and other online services (excluding online access to UBC Library journals and other subscriptions).

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.

Borrowing A/V or Multimedia equipment

Please take a moment to review the use policy regarding LFS multimedia equipment.

Multimedia and AV equipment for use in MacMillan is location in MCML 268 and can be booked online here.

Multimedia and AV equipment for use in FNH is located in FNH 230 and can be booked online here.

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 Computer Systems Manager, Edmund Seow <>.

Important Contacts

IT/Email Issues:

Multimedia (including software & equipment assistance):

Instructional Support (Connect/Vista):

Sylvia Leung 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

Purchasing Procedures

All computers and related equipment (smartphones, tablets, iPads, laptops, desktops) purchased with UBC funds must be approved by the LFS Learning Centre ( to ensure fair pricing, features, and that your purchase is compliant with UBC policies and guidelines. The Learning Centre provides assistance and advice on encryption, data backup and preservation schemes, competitive pricing, and suggestions for support.

All purchases remain the property of UBC.

When the equipment is being replaced the old equipment can be purchased by individuals at market value (the average of 3 prices for similar used equipment). Please see the Procedures for Repurchase of Work Computer for more info.

Phone and computer Repairs 

Before any repairs to UBC owned computing devices are made, users must consult with the Learning Centre or bring the device to us for an initial evaluation. Smartphone Repairs that include replacement battery and/or screen replacement should use OEM parts and be done at an official authorised service centre (e.g. Apple, Google, Samsung).

All goods/services totalling  <  CAD $ 3,500.00 (after taxes)

  • Submit an ORDER REQUEST FORM to Sylvia

Order Request Form and Instructions on how to fill out may be found in the following link:

  • Sylvia will place the order with the vendor and notify the Requestor with estimated delivery time

All goods/services between CAD $3,500.00 to CAD $75,000.00 (taxes included)

  • A Purchase Order is required to be issued to the vendor
  • Submit the on-line eProcurement Form to UBC Procurement to request a Purchase Order

On-line eProcurement Form (requires CWL login):

For assistance in completing the eProcurement Form, please contact:

FNH Building - Shinko Terencio,, 604-822-6120, FNH rm. 230

MacMillan Building - Vicky Zhang,, 604-822-2193, McMl rm. 254

All goods/services greater than CAD $75,000.00 (exclusive of taxes)

  • Subject to a competitive Tendering process before a PO may be issued
  • Submit the on-line eProcurement Form to UBC Procurement to initiate the Tendering process. An assigned Procurement Officer will collaborate with Requestor to complete the RFx process.

On-line eProcurement Form (requires CWL login):

For assistance in completing the eProcurement Form, please contact:

FNH Building - Shinko Terencio,, 604-822-6120, FNH rm. 230

MacMillan Building - Vicky Zhang,, 604-822-2193, McMl rm. 254

Any questions regarding Purchasing, please contact:

Sylvia Leung
Buyer, Faculty of Land and Food Systems
The University of B.C.
Rm. 208 – 2357 Main Mall
Vancouver, B.C. Canada  V6T 1Z4

Tel.: (604) 822-3454
Fax: (604) 822-6394


For more information on UBC’s Procurement Process and Policies, please refer to the UBC Procure-to-Pay website:

If you or your group would like a demonstration of the procurement process or learn how to fill out the eProcurement Form, please contact Sylvia to set up a time.

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

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

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.