1. Where do I deliver documents for service on the University?
Legal process should be delivered to:
Office of the University Counsel
6328 Memorial Road
Vancouver, B.C.
Canada V6T 1Z2Phone: (604) 822-1897
Fax: (604) 822-8731
2. What should I do if I am sued because of my actions as a UBC employee?
You should immediately forward any legal documents you receive to the attention of the Office of the University Counsel [see FAQS No. 1 above for delivery details]. You may also wish to notify your union, if you are a member of a union. Legal documents often have important time limits. A failure to comply with these time limits can have serious consequences. If you have been named as a defendant or a respondent in a lawsuit, Human Rights complaint, or other legal proceeding then UBC will normally handle your defence and pay for all the costs and expenses as long as you meet two basic criteria: (1) you acted reasonably, responsibly, and in good faith; and (2) you acted within the course and scope of your employment with UBC. Cases are assessed by the Office of the University Counsel and there may be some exceptions to this general approach, such as when the employee does not cooperate in the conduct of the defence, but such exceptions are extremely rare. Also, if information subsequently comes to light that reveals that the employee did not act in good faith or otherwise failed to meet the basic criteria set out above, the Office of the University Counsel may re-assess the case and may require reimbursement. If you have any concerns about a particular set of circumstances, you should speak with the Office of the University Counsel.
3. How do I have contracts or other legal documents signed on behalf of the University?
Please see the section of this website regarding Signing Authority.
4. What issues should my unit consider if it wishes to execute a click-through agreement?
Please see our memorandum on Click-Through Agreements.
5. What is the procedure for holding an event on campus where alcohol will be served?
Please see UBC’s website on liquor licenses here at http://www.students.ubc.ca/classroomservices/event-bookings-and-space-rentals/liquor-licenses/.
In addition, all event organizers should familiarize themselves with the University’s Policy on Serving and Consumption of Alcohol at University Events or on University Premises (Policy #13).
6. How do I report an alcohol related disturbance on campus?
Please contact UBC Campus Security at (604) 822-2222. UBC Campus Security’s offices are located at 2133 East Mall.
7. What are the requirements for showing films on campus?
UBC holds institutional Feature Film Public Performance License rights to certain films. For details please consult the UBC Library’s Guide to Videos, Films and DVDs at http://www.library.ubc.ca/home/about/services/gtvid.html
8. Are there any privacy concerns with using online surveys?
Please see our memorandum on Online Surveys.
9. What is the University’s registration number?
UBC has been a corporate entity continuously since 1908, which is the year in which the original legislation creating UBC was enacted. Unlike a regular corporation created under the Business Corporations Act, there is no registration number for UBC. If someone is inquiring into the University’s corporate status you may state that The University of British Columbia is a corporation continued under the University Act, R.S.B.C. 1996, c.468.
10. What is a W8-EXP or W8-BEN?
W8 Forms are sometimes requested by US entities when they are making payment to UBC. W8 forms are US tax forms for the US Internal Revenue Service to document an exemption from US withholding tax. The W8-EXP form may be used by foreign tax-exempt organizations claiming under s. 501(c)(3) of the US Internal Revenue Code (such as UBC).
Individual units are not authorized to sign a W8-EXP Form on behalf of UBC. Please contact the Office of the University Counsel for assistance in determining whether this form applies to your situation and in obtaining authorized signatures.
11. What permissions do I need to film or photograph people?
Please click here to view a list of Frequently Asked Questions.
12. What is the Criminal Record Review Act?
Please click here to view a list of Frequently Asked Questions.
13. What are the United States reporting requirements for interests in or signature authority over non-U.S. financial accounts?
Please click here to view the Reminder.
