
Repository of Board of Governors Policies, Procedures, Rules, and Guidelines
UBC’s Board of Governors develops and approves policies for the University. University policies provide direction on specific topics and issues, along with procedures and standards for compliance.
The Office of the University Counsel (“OUC”) is the source of record for UBC Policies approved by the Board of Governors. In 2019, UBC updated the identification system for all policies currently in effect. You can read more about this initiative and FAQ here.
Policies can be found using the legacy (previous) number (until July 2024) or using the updated identification system. In the table below, you can browse a sortable list of the policies (sortable by number, legacy (previous) number, short title, Responsible Executive, or Responsible Board Committee, or use the search bar to locate specific content within the table.
Policy Number | Legacy Policy Number | Short Title | Responsible Executive | Responsible Board Committee |
---|---|---|---|---|
AP01 AP1 | 27 | Retired Faculty Appointment Policy | Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan) | People, Community & International Committee |
AP02 AP2 | 26 | Acting Heads Policy | Vice-President, Human Resources | Employee Relations Committee |
AP03 AP3 | 25 | Board Appointments Policy | President | Employee Relations Committee |
AP04 AP4 | 42 | Faculty Term Appointments Policy | Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan) | Employee Relations Committee |
AP05 AP5 | 21 | Deans/Principals Appointment Policy | Provost and Vice President Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan) | Employee Relations Committee |
AP06 AP6 | 24 | Academic Administrators Extension Policy | President | Employee Relations Committee |
AP07 AP7 | 75 | Graduate Student Teaching Policy | Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan) | Employee Relations Committee |
AP08 AP8 | 23 | Deans Extension Policy | Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan) | Employee Relations Committee |
AP09 AP9 | 22 | Academic Heads Policy | Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan) | Employee Relations Committee |
AP10 AP10 | 61 | Postdoctoral Fellows Policy | Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan) | People, Community & International Committee |
AP11 AP11 | 17 | Registrar/Librarians Appointment Policy | Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan) | Employee Relations Committee |
AP12 AP12 | 18 | Academic Administrators Appointment Policy | President | Employee Relations Committee |
AP13 AP13 | 43 | Registrar/Librarians Extension Policy | Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan) | Employee Relations Committee |
AP14 AP14 | 34 | Administrative VPs Policy | President | Executive Committee |
AP15 AP15 | Administrative AVPs Policy | Vice-President, Human Resources | Employee Relations Committee | |
FM01 FM1 | 67 | Late Payment Policy | Vice-President, Finance and Operations | Finance Committee |
FM02 FM2 | 122 | Purchasing Policy | Vice-President, Finance and Operations | Finance Committee |
FM03 FM3 | 119 | Cash Handling Policy | Vice-President, Finance and Operations | Audit Committee |
FM04 FM4 | 90 | Research Over-Expenditure Policy | Vice-President, Finance and Operations + Vice-President Research and Innovation | Finance Committee |
FM05 FM5 | 113 | Endowment Policy | Vice-President, Finance and Operations | Finance Committee |
FM06 FM6 | 114 | Fundraising Policy | Vice-President, Development and Alumni Engagement | People, Community & International Committee |
FM07 FM7 | 86 | Contract Employees Fund Policy | Vice-President, Research and Innovation | Employee Relations Committee |
FM08 FM8 | 83 | Business Expenses Policy {See related documents} | Vice-President, Finance and Operations | Audit Committee |
FM09 FM9 | 123 | Term Investments Policy | Vice-President, Finance and Operations | Finance Committee |
FM10 FM10 | 125 | Retained Risk Policy | Vice-President, Finance and Operations | Finance Committee |
FM11 FM11 | 126 | Capital Projects Policy | Vice-President, Finance and Operations | Property Committee |
GA01 GA1 | 19 | Acting President Policy | President | Executive Committee |
GA02 GA2 | 1 | Regulatory Framework Policy | University Counsel | Governance Committee |
GA03 GA3 | 96 | Communications Policy | Vice-President, External Relations | People, Community & International Committee |
GA04 GA4 | 117 | Records Management Policy | Provost and Vice-President, Academic (UBC Vancouver) | Audit Committee |
GA05 GA5 | 127 | Vancouver Archives Policy | Provost and Vice-President, Academic (UBC Vancouver) | Learning & Research Committee |
GA06 GA6 | 124 | Naming Policy | Vice-President, External Relations | People, Community & International Committee |
GA07 GA7 | 94 | Brand Identity Policy | Rules (updated 2019) | Vice-President, External Relations | People, Community & International Committee |
GA08 GA8 | 93 | Board Meetings Policy | Board Meeting Rules and Practices (updated Jun 2020) & Committee Meeting Rules and Practices (updated Nov 2020) | President | Governance Committee |
HR01 HR1 | 51 | CV Policy | Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan) | Learning & Research Committee |
HR02 HR2 | 50 | Political Leave Policy | Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-Principal, Academic (UBC Okanagan) + Vice-President, Human Resources | Employee Relations Committee |
HR03 HR3 | 39 | Death Notices Policy | Vice President, Human Resources | People, Community & International Committee |
HR04 HR4 | 62 | Sick Leave Policy | Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan) | Employee Relations Committee |
HR05 HR5 | 56 | Vacations Policy | Vice-President, Human Resources | Employee Relations Committee |
HR06 HR6 | 82 | Relocation Policy | Vice-President, Human Resources | Employee Relations Committee |
HR07 HR7 | 64 | Strike Policy | Vice-President, Human Resources | Employee Relations Committee |
HR08 HR8 | 54 | Study Leave Policy | Vice-President, Human Resources | Employee Relations Committee |
HR09 HR9 | 49 | Reduced Work Policy | Vice-President, Human Resources | Employee Relations Committee |
HR10 HR10 | 2 | Employment Equity Policy | Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan) | Employee Relations Committee |
HR11 HR11 | 20 | Employment Advertising Policy | Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan) + Vice-President, Human Resources | Employee Relations Committee |
HR12 HR12 | 31 | Non-Union Compensation Policy | Vice President, Human Resources | Executive Committee |
LR01 LR1 | 47 | Honorifics Policy | Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan) | Learning & Research Committee |
LR02 LR2 | 87 | Research Policy | Vice-President, Research and Innovation | Learning & Research Committee |
LR03 LR3 | 37 | Grants During Leave Policy | Vice-President, Research and Innovation | Finance Committee |
LR04 LR4 | 71 | Tuition Consultation Policy | Vice-President, Students | Learning & Research Committee |
LR05 LR5 | 35 | Research Grants Policy | Vice-President, Research and Innovation | Finance Committee |
LR06 LR6 | 57 | Killam Professors Policy | President | Learning & Research Committee |
LR07 LR7 | 73 | Disability Accommodation Policy | Vice-President, Students | Learning & Research Committee |
LR08 LR8 | 105 | Technology Equity Policy | Vice-President, Finance and Operations + Vice-President Research and Innovation | Learning & Research Committee |
LR09 LR9 | 89 | Human Research Policy | Vice-President, Research and Innovation | Learning & Research Committee |
LR10 LR10 | 72 | Financial Aid Policy | Provost and Vice-President, Academic (UBC Vancouver) | People, Community & International Committee |
LR11 LR11 | 88 | Inventions Policy | Vice-President, Research and Innovation | Learning & Research Committee |
LR12 LR12 | 81 | Teaching Materials Policy | Guidelines (issued Aug 12, 2016) | Provost and Vice-President Academic (UBC Vancouver) + Provost and Vice-President Academic (UBC Okanagan) | Learning & Research Committee |
SC01 SC1 | 7 | Health and Safety Policy | Health & Safety Reference Charts (issued Dec 4, 2018) | Vice-President, Finance and Operations + Vice-President, Research and Innovation | Audit Committee |
SC02 SC2 | 15 | Smoking/Vaping Policy | Vice-President, Finance and Operations | People, Community & International Committee |
SC03 SC3 | 97 | COI Policy | University Counsel | Employee Relations Committee |
SC04 SC4 | 6 | Environmental Protection Policy | Vice-President, Finance and Operations | Audit Committee |
SC05 SC5 | 68 | Snow Policy | Vice-President, Finance and Operations | People, Community & International Committee |
SC06 SC6 | 85 | Scholarly Integrity Policy | Vice-President, Research and Innovation | Learning & Research Committee |
SC07 SC7 | 3 | Discrimination Policy | Vice-President, Human Resources | People, Community & International Committee |
SC08 SC8 | 95 | Investigations Policy | Guidelines (issued Sep 20, 2017) | University Counsel + Vice-President, Human Resources | Audit Committee |
SC09 SC9 | 13 | Alcohol Policy | Vice-President, Finance and Operations | People, Community & International Committee |
SC10 SC10 | 8 | Disaster Management Policy | Vice-President, Finance and Operations | Audit Committee |
SC11 SC11 | 130 | Wireless Network Policy | Provost and Vice-President, Academic (UBC Vancouver) | Learning & Research Committee |
SC12 SC12 | 69 | Students Abroad Policy | Vice-President, Students + Provost and Vice-President, Academic (UBC Okanagan) + Provost and Vice-President, Academic (UBC Vancouver) | People, Community & International Committee |
SC13 SC13 | 14 | At-Risk Behaviour Policy | Vice-President, Students + Vice-President, Human Resources | People, Community & International Committee |
SC14 SC14 | 104 | Information Systems Policy | Information Security Standards (issued Aug 2014) | Provost and Vice-President Academic (UBC Vancouver) + Deputy Vice-Chancellor and Principal (UBC Okanagan) | Learning & Research Committee |
SC15 SC15 | 111 | Financial Investigations Policy | President | Audit Committee |
SC16 SC16 | 118 | Video Cameras Policy | Terms of Use | University Counsel | Audit Committee |
SC17 SC17 | 131 | Sexual Misconduct Policy | Vice-President, Students + Vice-President, Human Resources | People, Community & International Committee |
SC18 SC18 | Retaliation Policy | Vice-President, Students + Vice-President, Human Resources | People, Community & International Committee | |
UP01 UP1 | 99 | Communication Services Policy | Vice-President, Finance and Operations | Audit Committee |
UP02 UP2 | 100 | Charitable Appeals Policy | Directive (issued Sep 23, 2010) | Vice-President, External Relations | People, Community & International Committee |
UP03 UP3 | 108 | Surplus Equipment Policy | Vice-President, Finance and Operations | Finance Committee |
UP04 UP4 | 101 | Vending Machine Policy | Vice-President, Finance and Operations | Finance Committee |
UP05 UP5 | 16 | Equipment/Services Use Policy | Vice-President Finance and Operations + Vice-President, Research and Innovation | Property Committee |
UP06 UP6 | 110 | Trade-Mark Policy | University Counsel | People, Community & International Committee |
UP07 UP7 | 12 | Pest Control Policy | Vice-President, Finance and Operations | Audit Committee |
UP08 UP8 | 120 | Signage Policy | Vice-President, Finance and Operations + Deputy Vice-Chancellor and Principal (UBC Okanagan) | Property Committee |
UP09 UP9 | 107 | Space Rental Policy | Vice-President, Finance and Operations + Deputy Vice-Chancellor and Principal (UBC Okanagan) | Property Committee |
UP10 UP10 | 112 | Advertising Policy | Vice-President, External Relations | People, Community & International Committee |
UP11 UP11 | 128 | Deaccessioning Policy | Provost and Vice-President, Academic (UBC Vancouver) | Learning & Research Committee |
UP12 UP12 | 92 | Land Use Policy | Related Documents - Land Use Rules | Vice-President, External Relations | Property Committee |
xxNA | 84 | Entertainment | Expenditure Guidelines (effective Oct 1, 2017) Repeal Pending - In Force Until Further Notice | Vice-President, Finance and Operations | |
xxNA | 115 | Gifts | Expenditure Guidelines (effective Oct 1, 2017) Repeal Pending - In Force Until Further Notice | Vice-President, Finance and Operations | |
xxNA | 79 | Travel Assistance for Graduate Students Repeal Pending - In Force Until Further Notice | Vice-President, Finance and Operations | |
xxNA | 80 | Travel Expenses - Recipients of Honorary Degrees Repeal Pending - In Force Until Further Notice | Vice-President, Finance and Operations |
A Selection of Other Documents