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 NumberLegacy Policy NumberShort TitleResponsible ExecutiveResponsible Board Committee
AP127Retired Faculty Appointment PolicyProvost and Vice-President, Academic (UBC Vancouver) +
Provost and Vice-President, Academic (UBC Okanagan)
People, Community & International Committee
AP226Acting Heads PolicyVice-President, Human ResourcesEmployee Relations Committee
AP325Board Appointments PolicyPresidentEmployee Relations Committee
AP442Faculty Term Appointments Policy Provost and Vice-President, Academic (UBC Vancouver) +
Provost and Vice-President, Academic (UBC Okanagan)
Employee Relations Committee
AP521Deans/Principals Appointment Policy Provost and Vice President Academic (UBC Vancouver) +
Provost and Vice-President, Academic (UBC Okanagan)
Employee Relations Committee
AP624Academic Administrators Extension Policy
PresidentEmployee Relations Committee
AP775Graduate Student Teaching PolicyProvost and Vice-President, Academic (UBC Vancouver) +
Provost and Vice-President, Academic (UBC Okanagan)
Employee Relations Committee
AP823Deans Extension Policy
Provost and Vice-President, Academic (UBC Vancouver) +
Provost and Vice-President, Academic (UBC Okanagan)
Employee Relations Committee
AP922Academic Heads PolicyProvost and Vice-President, Academic (UBC Vancouver) +
Provost and Vice-President, Academic (UBC Okanagan)
Employee Relations Committee
AP1061Postdoctoral Fellows Policy Provost and Vice-President, Academic (UBC Vancouver) +
Provost and Vice-President, Academic (UBC Okanagan)
People, Community & International Committee
AP1117Registrar/Librarians Appointment Policy Provost and Vice-President, Academic (UBC Vancouver) +
Provost and Vice-President, Academic (UBC Okanagan)
Employee Relations Committee
AP1218Academic Administrators Appointment PolicyPresident
Employee Relations Committee
AP1343Registrar/Librarians Extension Policy
Provost and Vice-President, Academic (UBC Vancouver) +
Provost and Vice-President, Academic (UBC Okanagan)
Employee Relations Committee
AP1434Administrative VPs PolicyPresidentExecutive Committee
AP15Administrative AVPs Policy
Vice-President, Human ResourcesEmployee Relations Committee
FM167Late Payment PolicyVice-President, Finance and Operations
Finance Committee
FM2122Purchasing Policy Vice-President, Finance and OperationsFinance Committee
FM3119Cash Handling PolicyVice-President, Finance and OperationsAudit Committee
FM490Research Over-Expenditure PolicyVice-President, Finance and Operations +
Vice-President Research and Innovation
Finance Committee
FM5113Endowment Policy Vice-President, Finance and OperationsFinance Committee
FM6114Fundraising Policy Vice-President, Development and Alumni EngagementPeople, Community & International Committee
FM786Contract Employees Fund Policy Vice-President, Research and InnovationEmployee Relations Committee
FM883 Business Expenses Policy
{See related documents}
Vice-President, Finance and OperationsAudit Committee
FM9123Term Investments Policy Vice-President, Finance and OperationsFinance Committee
FM10125Retained Risk Policy Vice-President, Finance and OperationsFinance Committee
FM11126Capital Projects Policy Vice-President, Finance and OperationsProperty Committee
GA119Acting President PolicyPresident
Executive Committee
GA21Regulatory Framework PolicyUniversity CounselGovernance Committee
GA396Communications PolicyVice-President, External RelationsPeople, Community & International Committee
GA4117Records Management Policy Provost and Vice-President, Academic (UBC Vancouver)Audit Committee
GA5127Vancouver Archives Policy Provost and Vice-President, Academic (UBC Vancouver)Learning & Research Committee
GA6124Naming PolicyVice-President, External RelationsPeople, Community & International Committee
GA794Brand Identity Policy | Rules (updated 2019)Vice-President, External RelationsPeople, Community & International Committee
GA893Board Meetings Policy | Board Meeting Rules and Practices (updated Jun 2020) & Committee Meeting Rules and Practices (updated Nov 2020)PresidentGovernance Committee
HR151CV PolicyProvost and Vice-President, Academic (UBC Vancouver) +
Provost and Vice-President, Academic (UBC Okanagan)
Learning & Research Committee
HR250Political Leave PolicyProvost and Vice-President, Academic (UBC Vancouver) +
Provost and Vice-Principal, Academic (UBC Okanagan) +
Vice-President, Human Resources
Employee Relations Committee
HR339Death Notices PolicyVice President, Human ResourcesPeople, Community & International Committee
HR462Sick Leave Policy Provost and Vice-President, Academic (UBC Vancouver) +
Provost and Vice-President, Academic (UBC Okanagan)
Employee Relations Committee
HR556Vacations PolicyVice-President, Human ResourcesEmployee Relations Committee
HR682Relocation PolicyVice-President, Human ResourcesEmployee Relations Committee
HR764Strike PolicyVice-President, Human ResourcesEmployee Relations Committee
HR854Study Leave PolicyVice-President, Human ResourcesEmployee Relations Committee
HR949Reduced Work Policy Vice-President, Human ResourcesEmployee Relations Committee
HR102Employment Equity Policy Provost and Vice-President, Academic (UBC Vancouver) +
Provost and Vice-President, Academic (UBC Okanagan)
Employee Relations Committee
HR1120Employment Advertising Policy Provost and Vice-President, Academic (UBC Vancouver) +
Provost and Vice-President, Academic (UBC Okanagan) +
Vice-President, Human Resources
Employee Relations Committee
HR1231Non-Union Compensation Policy Vice President, Human ResourcesExecutive Committee
LR147Honorifics PolicyProvost and Vice-President, Academic (UBC Vancouver) +
Provost and Vice-President, Academic (UBC Okanagan)
Learning & Research Committee
LR287Research Policy Vice-President, Research and InnovationLearning & Research Committee
LR337Grants During Leave Policy Vice-President, Research and InnovationFinance Committee
LR471Tuition Consultation PolicyVice-President, StudentsLearning & Research Committee
LR535Research Grants PolicyVice-President, Research and InnovationFinance Committee
LR657Killam Professors PolicyPresidentLearning & Research Committee
LR773Disability Accommodation PolicyVice-President, StudentsLearning & Research Committee
LR8105Technology Equity Policy Vice-President, Finance and Operations +
Vice-President Research and Innovation
Learning & Research Committee
LR989Human Research PolicyVice-President, Research and InnovationLearning & Research Committee
LR1072Financial Aid PolicyProvost and Vice-President, Academic (UBC Vancouver)People, Community & International Committee
LR1188Inventions PolicyVice-President, Research and InnovationLearning & Research Committee
LR1281Teaching Materials Policy | Guidelines (issued Aug 12, 2016) Provost and Vice-President Academic (UBC Vancouver) +
Provost and Vice-President Academic (UBC Okanagan)
Learning & Research Committee
SC17Health and Safety PolicyHealth & Safety Reference Charts (issued Dec 4, 2018)Vice-President, Finance and Operations +
Vice-President, Research and Innovation
Audit Committee
SC215Smoking/Vaping PolicyVice-President, Finance and Operations
People, Community & International Committee
SC397COI Policy University CounselEmployee Relations Committee
SC46Environmental Protection PolicyVice-President, Finance and OperationsAudit Committee
SC568Snow Policy Vice-President, Finance and Operations
People, Community & International Committee
SC685Scholarly Integrity PolicyVice-President, Research and InnovationLearning & Research Committee
SC73Discrimination PolicyVice-President, Human Resources People, Community & International Committee
SC895Investigations Policy | Guidelines (issued Sep 20, 2017) University Counsel +
Vice-President, Human Resources
Audit Committee
SC913Alcohol Policy Vice-President, Finance and OperationsPeople, Community & International Committee
SC108Disaster Management PolicyVice-President, Finance and OperationsAudit Committee
SC11130Wireless Network Policy Provost and Vice-President, Academic (UBC Vancouver)Learning & Research Committee
SC1269Students Abroad PolicyVice-President, Students +
Provost and Vice-President, Academic (UBC Okanagan) + Provost and Vice-President, Academic (UBC Vancouver)
People, Community & International Committee
SC1314At-Risk Behaviour PolicyVice-President, Students +
Vice-President, Human Resources
People, Community & International Committee
SC14104Information 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
SC15111Financial Investigations Policy PresidentAudit Committee
SC16118 Video Cameras Policy | Terms of UseUniversity CounselAudit Committee
SC17131Sexual Misconduct Policy Vice-President, Students + Vice-President, Human ResourcesPeople, Community & International Committee
SC18 Retaliation PolicyVice-President, Students + Vice-President, Human ResourcesPeople, Community & International Committee
UP199Communication Services PolicyVice-President, Finance and OperationsAudit Committee
UP2100Charitable Appeals Policy | Directive
(issued Sep 23, 2010)
Vice-President, External RelationsPeople, Community & International Committee
UP3108Surplus Equipment Policy Vice-President, Finance and OperationsFinance Committee
UP4101Vending Machine PolicyVice-President, Finance and OperationsFinance Committee
UP516Equipment/Services Use Policy Vice-President Finance and Operations +
Vice-President, Research and Innovation
Property Committee
UP6110Trade-Mark PolicyUniversity CounselPeople, Community & International Committee
UP712Pest Control PolicyVice-President, Finance and OperationsAudit Committee
UP8120Signage Policy Vice-President, Finance and Operations +
Deputy Vice-Chancellor and Principal (UBC Okanagan)
Property Committee
UP9107Space Rental Policy Vice-President, Finance and Operations +
Deputy Vice-Chancellor and Principal (UBC Okanagan)
Property Committee
UP10112Advertising PolicyVice-President, External RelationsPeople, Community & International Committee
UP11128Deaccessioning PolicyProvost and Vice-President, Academic (UBC Vancouver)Learning & Research Committee
UP1292Land Use Policy | Related Documents - Land Use Rules Vice-President, External RelationsProperty Committee
xxNA84 Entertainment | Expenditure Guidelines (effective Oct 1, 2017)
Repeal Pending - In Force Until Further Notice
Vice-President, Finance and Operations
xxNA115Gifts | 
Expenditure Guidelines
(effective Oct 1, 2017) Repeal Pending - In Force Until Further Notice
Vice-President, Finance and Operations
xxNA79Travel Assistance for Graduate Students
Repeal Pending - In Force Until Further Notice
Vice-President, Finance and Operations
xxNA80Travel Expenses - Recipients of Honorary Degrees Repeal Pending - In Force Until Further NoticeVice-President, Finance and Operations

A Selection of Other Documents

 
UBC Traffic and Parking Rules (September 24, 2019)
The University of British Columbia Presidential Search Committee Guiding Principles & Procedures (April 2018)
Code of Conduct and Conflict of Interest Guidelines for the Board of Governors (June 2017)
Conflict of Commitment – Guidelines for Specific Departments (April 2014)
Corporate Strategic Partnerships Guidelines Process (March 2007)
Guidelines For Evaluating Land Acquisitions (January 2006)