Division Head & Administrator Orientation

Information Package for New Division Heads and Administrators

Welcome to the Department of Medicine at the University of British Columbia. This package is intended to give you an overview of the organization. It includes background and resources that will help you understand and navigate University procedures.

NEW!  Updated February 2023 Division Head Onboarding Guide

The University of British Columbia

The University of British Columbia opened in 1915 with less than 400 registrants. Since then, the student population has grown to over 58,000 undergraduates and graduate students, with over 15,000 faculty and staff members.


  • UBC Strategic Plan - This document outlining the principles, goals, and strategies moving the University of British Columbia into the next century.
  • UBC Annual Report: Each year, UBC reports to the community on its activities and accomplishments over the past year via an annual report and an Annual General meeting.
  • UBC PoliciesThe Office of the University Counsel, the legal unit of UBC, has compiled a list of rules and regulations that have university-wide applications for UBC students, faculty members, and staff.
  • UBC Information TechnologyIT provides IT related strategy, applications, infrastructure & support & services to the UBC community. UBC IT’s core commitments are to community service, operational stability, technology leadership & people development. Find out more information on this program and how technology can enhance your research and activities by visiting its website.


  • Faculty Service Centre: Allows faculty to keep track of their class list and schedules, as well as enter grades and manage schedules.
  • UBC Faculty & Administrative Directory:  The online UBC Faculty and Administrative Directory contains contact information about faculties, faculty members, staff, administrative departments, and university services.

UBC Faculty of Medicine

The UBC Faculty of Medicine is home to British Columbia’s only medical school. It provides innovative educational & research programs in the area of health & life sciences through an integrated & province-wide delivery model. It consists of 19 academic departments, 2 schools (Audiology & Speech Sciences, and Rehabilitation Sciences), 5 research institutes and 21 Centres.

Academic Ranks
UBC has distinct ranks for faculty, librarians and program directors. For brief job descriptions, benefits eligibility, instructions for hiring a foreign academic, and membership in the Faculty Association of various ranks, please visit the HR website.

Academic Faculty Salary Scale
Starting salaries are negotiated with Department Heads when a faculty member is offered an appointment. Salary increases and other economic benefits are negotiated annually by the Faculty Association for all continuing members. Increases may include a general increase, and/or amounts for the Career Advancement Plan which includes Career Progress, Merit and Performance Salary Adjustment. Salary increases usually become effective on July 1.

Information regarding salaries is available here.

Guide to Promotion and Tenure at UBC
The timing of a faculty member’s regular reviews for tenure, promotion and reappointment will depend on their appointment and rank. See the guide to tenure, promotion and reappointment at UBC for details on the processes.

Clinical Faculty Guidelines, Appointments, Reappointments and Promotion
Clinical Faculty are individuals who hold part-time appointments at the University of British Columbia and are made in the case of those who have some special professional skill or leaning of value to the University but who are primarily engaged in the practice of their professions outside the University.

Details on appointments, reappointments and promotion can be found in the policy on Clinical Faculty Appointments.

Office of Clinical Faculty Affairs
The office is currently working on many new projects to improve the lives of Clinical Faculty Members. Projects lists and a a variety of documents pertinent to clinical faculty can be located at the website.

Please be aware that their sites, Office, Clinical Faculty Affairs Committee and UBC-appointed Chair serve UBC's administration and are wholly separate from the UCFA.

Mailing Address:
Faculty of Medicine – Office of Clinical Faculty Affairs
The University of British Columbia
Gordon and Leslie Diamond Health Care Centre
11th Floor – 2775 Laurel Street
Vancouver, B.C. V5Z 1M9

Phone: 604-875-4111 Loc 68647
Fax: 604 875-5611
Email: ocfa.med@ubc.ca

Clinical Faculty Affairs Committee
The Clinical Faculty Affairs Committee (CFAC) is an advisory committee to the Director, Clinical Faculty Affairs on the academic policy concerns of the Clinical Faculty as they relate to appointment and promotion, remuneration and rewards, faculty development, Faculty of Medicine representation and other issues of this nature. The Director, Clinical Faculty Affairs reports to the Dean, Faculty of Medicine and the Faculty Executive.

Faculty Relations
Faculty Relations provides resources for faculty, professional librarians & program directors in continuing studies & their administrators on issues such as:

  • Appointment information
  • Recruitment
  • Immigration
  • Compensation including salaries, benefits & leaves
  • Tenure & Promotion
  • The Faculty Association Collective Agreement
  • Relevant policies and procedures
  • Retirement

Faculty Benefits
UBC offers a wide range of benefits to faculty members as part of their total compensation package (along with salary and pension). For details on these benefits, visit the Human Resources website.

Various types of leave are available to UBC Faculty as part of their benefits. Details on one such leave, the sick leave, can be found here.

Professional Development
The Professional Development Fund provides faculty members with 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.

The guidelines to compensating for professional development expenses can be found here.

Faculty Development and Educational Support
The Office for Faculty Development and Educational Support helps faculty members flourish as a medical educator by providing new programs and services to enhance their teaching skills.

Faculty space planning & development is accountable for all academic space at all locations.

Department of Medicine – Administration

The UBC Department of Medicine provides excellence in research, teaching and clinical services related to the nature, cause and prevention of adult diseases. The Department has one of the most active research programs in the University and provides teaching to undergraduate students, medical students, and graduate students as well as postdoctoral training for specialist physicians and PhD scientists.

Administration Office Contact information

Departmental Review/ Response to Departmental Review

Each UBC Department within the Faculty of Medicine is reviewed every five years. The review coincides either with the re-appointment or new appointment of the Department Head. The purpose is to evaluate the performance of the Head prior to the conclusion of their term and to provide advice to the Faculty and, if appropriate, the search committee for a new Head. As well as providing input to long range planning and assessment of activities consistent with UBC Senate guidelines. The primary emphasis of the review is to assess the quality, strength, programs and operations of the department.

The last Departmental Reviews were held in 2012 and 2017. If you would like to obtain a copy of the last review document, please contact the Department Heads Administrative Coordinator at 604 875-5613.

Divisional Reviews
Each Division in the UBC Department of Medicine is reviewed every five years. The review coincides either with the re-appointment or new appointment of the Division Head. The purpose is to evaluate the performance of the Division Head prior to the conclusion of their term and to provide advice to the Department Head and, if appropriate, the search committee for a new Division Head. As well as providing input to long range planning and assessment of activities consistent with UBC Department and UBC Senate guidelines. The primary emphasis of the review is to assess the quality, strength, programs and operations of the division.

If you would like to obtain a copy of the last division review document for your division, please contact the Department Heads Administrative Coordinator at 604 875-5613.

Annual Report
The Department of Medicine prepares a yearly annual report on the activities of its faculty. The latest report can be found on Department's website.

Department Strategic Goals
Please see the Department of Medicine website and annual reports for yearly updates on our strategic goals, actions and progress statements.

UBC FOM Finance - Cluster 4 - supports Department of Medicine

UBC - Finance Department

Campus Wide Login (CWL) and FMS nQuery
The CWL allows online access to UBC’s financial system, FMS nQuery (formerly known as FMS on the Web).

Register for your Campus Wide Login (CWL) at http://www.CWL.ubc.ca or call IT Services at 604-822-2008.

Once you receive a CWL login and password, you will need to fill out a UBC Web Access to Management Systems Portal and FMS nQuery Access Application Form (which can be downloaded here and send this to UBC Financial Services c/o Data Management by fax to 604-822-2417 or email to peoplesoft.support@ubc.ca .

When you have been granted access to FMS nQuery, go to its login site to set up the Management Systems Portal.  Click on the “Customize” button on the top right section of this screen and when the next screen appears, click on “Management Systems Portal” and follow instructions.

Once you have set up your Management Systems Portal, you can access FMS nQuery (at any time) to view financial data pertaining to your project grants.

If you need to make changes (e.g., you may require access to other PGs) at a later date, fill out the same form as above and fax (604-875-4886) or email it to the Department of Medicine’s Finance Manager.

Options on the FMS nQuery Menu

  • Chartfields: To look up chartfields, speedcharts, department IDs, and project grants
  • Cash Receipts: Online deposit form for making bank deposits
  • Accounts Payable: To look up Accounts Payable vendors and vouchers
  • General Ledger: To look up general ledger summary and journal entries on project grants
  • Payroll: To look up payroll charges, commitments and benefits charged
  • Purchasing: To look up your purchase order
  • Misc.: To look up exchange rates and departmental Security Administrator information
  • My Profile: To update your personnel information and view your access privileges
  • Project Grant (PG) accounts at UBC

Types of Project Grants (PGs)

  • “G” General Purpose Operating account
  • “F” Fee for Service account
  • “S” Specific Purpose account
  • “E” Endowment account
  • “R” Research account
  • “Z” Special conferences account

Establishing New PGs (other than ‘R’ or Research Grants)

Chartfield Request
This form is used to establish new project grants other than research grants. Other project grants would include Fee for Service and Specific Purpose. Instructions on how to fill out the form can be found at: http://www.finance.ubc.ca/forms

Signature Card
New faculty members must complete three University of British Columbia Signature cards, which must be submitted to Financial Services. For more information, please see http://finance.ubc.ca/node/1001.

Request to inactivate project grants
Once a project grant has ended, a Request to Inactivate form must be completed and returned to Financial Services to close the appropriate project grant. There are two forms; one for research & specific purpose and one for general. The links to these two forms can be found at: http://www.finance.ubc.ca/node/1001

Travel Requisition (TR) form
This form is used to reimburse university employees for approved travel. For more information on this form, please visit: http://www.finance.ubc.ca/forms

American Express Corporate Travel Card
This corporate credit card is only to be used for travel by Faculty members. To apply for an individual card, complete the appropriate application and send the completed application to the Department for the Department Head's signature.

More information on the card, including benefits of using the card and payment options, is available online at: http://www.supplymanagement.ubc.ca/procure-pay-client-services/ubc-american-express-amex-travel-entertainment-card

Methods of payment

Requisition For Payment (Q-req) form
This form is used to pay vendors outside the university.
For more information on this form, please see : http://www.finance.ubc.ca/forms

There is also an online payment process called Smart Forms. Clerks are required to take a training course in smart forms before they can start using this payment system on the web.  See http://www.finance.ubc.ca/a/p/smartforms for more information, including training schedules and manuals.

Purchase card (PCard) program
The pcard program is currently under review. Check back for further information in the future.

Purchase Requisition form
This form is used to purchase items over $3,500. When requesting a purchase order, you must obtain two quotes from separate vendors. These quotes must be attached to the purchase order. The purchase requisition form can be found here.

Journal Voucher (JV) form
This form is used to record ad-hoc transactions in the general ledger, including the purchase or sale of goods and/or services to another UBC department and correcting entries. The form is available here, and instructions on how to fill out a voucher, please visit

Missing Receipt form
This form is used if you have lost or misplaced a receipt that you are asking for reimbursement. It must accompany either a requisition for payment or travel requisition.

Donation Remittance Form
This form is used when you have received a donation and would like to have the donor receive a taxable receipt from the university. Complete the form and send along with the donation to Advancement Services at UBC. Donation Remittance Forms are available at the University Central Supplies counter in the UBC Bookstore.

Department of Medicine – Research Resources

The Research Office provides supports DOM members engaging in research at UBC and enhances the culture of research within our department through education, guidance, facilitation, and administrative oversight. Our office:

  • Works closely with the Experimental Medicine Graduate Program, the Faculty of Medicine Dean’s Office, the UBC Office of Research Services, UBC SPARC, UILO, and Faculty of Medicine Finance on all issues related to research projects within our Department, across all affiliated sites (VCHRI, PHCRI, UBC Campus).
  • Can connect you with resources for all stages of your research project and provide advice on navigating administrative processes across the local research landscape.
  • Oversees departmental approvals for all grants submitted by DOM faculty and vets all signature requests for research (RPIFs, request for Dean’s Approvals, VCH Operational Approvals, PI change forms, SRA forms, etc.) with a 48-hour turnaround policy.
  • Coordinates salary award applications (MSFHR Scholar and Health Professional Investigator, VCHRI Investigator Awards) and works in collaboration with applicants and Division Heads to develop letters of support.
  • Compiles individual faculty, division, and department level metrics summarizing research funding and publication data for inclusion in funding applications, communications materials, and annual reports.
  • Provides grant development support, and works with UBC SPARC to provide grant editorial review.
  • Provides Faculty-wide one-on-one consultations for the MSFHR Scholar and Health Professional Investigator Awards, and VCHRI funding competitions including the Investigator Award, Team Grant, and Innovation & Translational Research Award.
  • Creates and disseminates the biweekly DOM research newsletter and maintains the departmental website (https://medicine.med.ubc.ca/research/) including information on current funding opportunities, internal deadlines, and special events.
  • Supports the Department Head in reviewing UBC REB submissions and updating faculty COI lists in RISe.
  • Coordinates quarterly Department of Medicine Research Advisory Committee (RAC) meetings. The RAC advises the Departmental Executive on research priorities that support and advance research, scholarship, and innovation within the Department.
  • Coordinates monthly VGH Medicine Rounds and hosts the annual Medicine Research Expo.
  • Manages internal competitions (e.g., Killam Postdoctoral Fellowship)

Other helpful links and resources:

UBC Office of Research Services
The Office of Research Services (ORS) is responsible for the following research administration functions:

  • Providing information and assistance in the research grant application process.
  • Providing the institutional signature for research grant applications.
  • Establishing research accounts and spending limits for research grants in accordance with UBC and granting agency policies.
  • Providing administrative support for a variety of research programs offered by several internal UBC committees.
  • Ensuring compliance with government regulations and granting agency requirements for the use of human subjects, animal subjects and biohazardous materials in research conducted at UBC or any UBC-affiliated facility.
  • Establishing inter-institutional arrangements for the transfer of funds to research collaborators at other institutions.
  • Providing statistical information on research funding at UBC.

The Support Programs to Advance Research Capacity (SPARC) office "provides expert strategic support to UBC researchers in all disciplines who seek funding for innovative research initiatives. They help to develop research partnerships and build interdisciplinary, inter-institutional teams that may involve government, the private sector and the community. Their services include Internal Review, strategic workshops, and brokering team development and partnerships with government, industry and consumer groups. Their unique programs are tailored to meet the needs of researchers and to respond to emerging mandates and priorities of external funding agencies."

UBC University-Industry Liaison Office (UILO)
UBC's University-Industry Liaison Office (UILO) helps guide the transition between research and the commercial market. Its services include facilitating collaborative research, protecting intellectual property, assisting in prototype development, licensing technology, creating spin-off companies, and providing educational programs.

Vancouver Coastal Health Research Institute

The Vancouver Coastal Health Research Institute is the research body of Vancouver Coastal Health Authority, including Vancouver General Hospital. Its website provides resources, policies and guidelines to research at VGH, and various funding opportunities.

Providence Health Care Research Institute

The Providence Health Care Research Institute is the research body for Providence Health, including St. Paul’s Hospital. Its website provides resources, policies and guidelines to research at VGH, and various funding opportunities.

Lists of required documents and signatures are available here.

Funding Opportunities:

Information on internal and external funding opportunities and the application processes can be found here

Lists of required documents and signatures are available here.