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.
UBC has recently undertaken an effort to update the identification system for all policies currently in effect. You can read more about this initiative and FAQ here. The Office of the University Counsel (“OUC”) is the source of record for UBC Policies approved by the Board of Governors.
Policies can be found using the original or updated identification system. In the table below, you can browse a sortable list of the policies, or use the search bar to locate specific content within the table.
| Policy Number | Legacy Policy Number | Short Title | Responsible Executive | Responsible Board Committee | Policy Last Revised | Procedures Last Revised |
|---|---|---|---|---|---|---|
| AP1 | 27 | Retired Faculty Appointment Policy | Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan) | People, Community & International Committee | 2013-06 | 2019-09 |
| AP2 | 26 | Acting Heads Policy | Vice-President, Human Resources | Employee Relations Committee | 2016-12 | 2016-12 |
| AP3 | 25 | Board Appointments Policy | President | Employee Relations Committee | 2018-12 | - |
| AP4 | 42 | Faculty Term Appointments Policy | Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan) | Employee Relations Committee | 2010-09 | 2010-09 |
| AP5 | 21 | Deans/Principals Appointment Policy | Provost and Vice President Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan) | Employee Relations Committee | 2013-09 | 2007-11 |
| AP6 | 24 | Academic Administrators Extension Policy | President | Employee Relations Committee | 2020-06 | 2020-07 |
| AP7 | 75 | Graduate Student Teaching Policy | Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan) | Employee Relations Committee | 2012-02 | - |
| AP8 | 23 | Deans Extension Policy | Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan) | Employee Relations Committee | 2020-06 | 2020-06 |
| AP9 | 22 | Academic Heads Policy | Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan) | Employee Relations Committee | 2019-09 | 2019-09 |
| AP10 | 61 | Postdoctoral Fellows Policy | Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan) | People, Community & International Committee | 2012-04 | 2012-04 |
| AP11 | 17 | Registrar/Librarians Appointment Policy | Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan) | Employee Relations Committee | 2019-11 | 2019-11 |
| AP12 | 18 | Academic Administrators Appointment Policy | President | Employee Relations Committee | 2019-11 | 2019-11 |
| AP13 | 43 | Registrar/Librarians Extension Policy | Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan) | Employee Relations Committee | 2020-06 | 2020-06 |
| AP14 | 34 | Administrative VPs Policy | President | Executive Committee | 2016-12 | 2016-02 |
| FM1 | 67 | Late Payment Policy | Vice-President, Finance and Operations | Finance Committee | 2002-07 | 2002-07 |
| FM2 | 122 | Purchasing Policy | Vice-President, Finance and Operations | Finance Committee | 2019-09 | - |
| FM3 | 119 | Cash Handling Policy | Vice-President, Finance and Operations | Audit Committee | 2019-12 | - |
| FM4 | 90 | Research Over-Expenditure Policy | Vice-President, Finance and Operations + Vice-President Research and Innovation | Finance Committee | 2005-06 | - |
| FM5 | 113 | Endowment Policy | Vice-President, Finance and Operations | Finance Committee | 2017-04 | 2019-09 |
| FM6 | 114 | Fundraising Policy | Vice-President, Development and Alumni Engagement | People, Community & International Committee | 2015-06 | 2019-09 |
| FM7 | 86 | Contract Employees Fund Policy | Vice-President, Research and Innovation | Employee Relations Committee | 1994-12 | 2019-09 |
| FM8 | 83 | Business Expenses Policy {See related documents} | Vice-President, Finance and Operations | Audit Committee | 2005-06 | 2010-08 |
| FM9 | 123 | Term Investments Policy | Vice-President, Finance and Operations | Finance Committee | 2010-04 | 2013-04 |
| FM10 | 125 | Retained Risk Policy | Vice-President, Finance and Operations | Finance Committee | 2017-02 | 2020-02 |
| FM11 | 126 | Capital Projects Policy | Vice-President, Finance and Operations | Property Committee | 2017-06 | 2019-09 |
| GA1 | 19 | Acting President Policy | President | Executive Committee | 2019-09 | - |
| GA2 | 1 | Regulatory Framework Policy | University Counsel | Governance Committee | 2019-12 | 2019-12 |
| GA3 | 96 | Communications Policy | Vice-President, External Relations | People, Community & International Committee | 2005-06 | - |
| GA4 | 117 | Records Management Policy | Provost and Vice-President, Academic (UBC Vancouver) | Audit Committee | 2019-09 | - |
| GA5 | 127 | Vancouver Archives Policy | Provost and Vice-President, Academic (UBC Vancouver) | Learning & Research Committee | 2005-06 | 2005-06 |
| GA6 | 124 | Naming Policy | Vice-President, External Relations | People, Community & International Committee | 2019-09 | 2019-09 |
| GA7 | 94 | Brand Identity Policy | Rules (updated 2019) | Vice-President, External Relations | People, Community & International Committee | 2019-09 | 2019-09 |
| GA8 | 93 | Board Meetings Policy | Board Meeting Rules and Practices & Committee Meeting Rules and Practices (updated Jun 2020) | President | Governance Committee | 2019-02 | - |
| HR1 | 51 | CV Policy | Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan) | Learning & Research Committee | 2005-06 | - |
| 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 | 2013-04 | 2019-09 |
| HR3 | 39 | Death Notices Policy | Vice President, Human Resources | People, Community & International Committee | 1995-03 | - |
| HR4 | 62 | Sick Leave Policy | Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan) | Employee Relations Committee | 2005-06 | - |
| HR5 | 56 | Vacations Policy | Vice-President, Human Resources | Employee Relations Committee | 2005-06 | - |
| HR6 | 82 | Relocation Policy | Vice-President, Human Resources | Employee Relations Committee | 2019-09 | 2019-09 |
| HR7 | 64 | Strike Policy | Vice-President, Human Resources | Employee Relations Committee | 2017-02 | - |
| HR8 | 54 | Study Leave Policy | Vice-President, Human Resources | Employee Relations Committee | 2005-06 | - |
| HR9 | 49 | Reduced Work Policy | Vice-President, Human Resources | Employee Relations Committee | 2016-12 | 2016-12 |
| HR10 | 2 | Employment Equity Policy | Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan) | Employee Relations Committee | 2018-06 | - |
| 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 | 2017-06 | 2019-09 |
| HR12 | 31 | Non-Union Compensation Policy | Vice President, Human Resources | Executive Committee | 2019-09 | 2020-02 |
| LR1 | 47 | Honorifics Policy | Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan) | Learning & Research Committee | 2014-04 | 2019-09 |
| LR2 | 87 | Research Policy | Vice-President, Research and Innovation | Learning & Research Committee | 2016-04 | 2019-09 |
| LR3 | 37 | Grants During Leave Policy | Vice-President, Research and Innovation | Finance Committee | 1994-01 | 1994-01 |
| LR4 | 71 | Tuition Consultation Policy | Vice-President, Students | Learning & Research Committee | 2019-09 | 2019-09 |
| LR5 | 35 | Research Grants Policy | Vice-President, Research and Innovation | Finance Committee | 1995-07 | 2019-09 |
| LR6 | 57 | Killam Professors Policy | President | Learning & Research Committee | 2012-12 | 2019-09 |
| LR7 | 73 | Disability Accommodation Policy | Vice-President, Students | Learning & Research Committee | 2019-11 | 2018-12 |
| LR8 | 105 | Technology Equity Policy | Vice-President, Finance and Operations + Vice-President Research and Innovation | Learning & Research Committee | 2000-11 | 2019-09 |
| LR9 | 89 | Human Research Policy | Vice-President, Research and Innovation | Learning & Research Committee | 2012-06 | 2012-06 |
| LR10 | 72 | Financial Aid Policy | Provost and Vice-President, Academic (UBC Vancouver) | People, Community & International Committee | 2019-09 | 2005-06 |
| LR11 | 88 | Inventions Policy | Vice-President, Research and Innovation | Learning & Research Committee | 2013-06 | 2019-09 |
| 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 | 2015-04 | - |
| 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 | 2018-12 | 2019-09 |
| SC2 | 15 | Smoking/Vaping Policy | Vice-President, Finance and Operations | People, Community & International Committee | 2019-02 | 2019-02 |
| SC3 | 97 | COI Policy | University Counsel | Employee Relations Committee | 2012-02 | 2012-02 |
| SC4 | 6 | Environmental Protection Policy | Vice-President, Finance and Operations | Audit Committee | 2005-06 | 2019-09 |
| SC5 | 68 | Snow Policy | Vice-President, Finance and Operations | People, Community & International Committee | 2005-06 | 2019-09 |
| SC6 | 85 | Scholarly Integrity Policy | Vice-President, Research and Innovation | Learning & Research Committee | 2019-09 | 2020-07 |
| SC7 | 3 | Discrimination Policy | Vice-President, Human Resources | People, Community & International Committee | 2019-09 | 2019-04 |
| SC8 | 95 | Investigations Policy | Guidelines (issued Sep 20, 2017) | University Counsel + Vice-President, Human Resources | Audit Committee | 2017-06 | - |
| SC9 | 13 | Alcohol Policy | Vice-President, Finance and Operations | People, Community & International Committee | 2014-06 | 2015-08 |
| SC10 | 8 | Disaster Management Policy | Vice-President, Finance and Operations | Audit Committee | 2005-06 | 2019-09 |
| SC11 | 130 | Wireless Network Policy | Provost and Vice-President, Academic (UBC Vancouver) | Learning & Research Committee | 2019-09 | - |
| SC12 | 69 | Students Abroad Policy | Vice-President, Students + Deputy Vice-Chancellor and Principal (UBC Okanagan) | People, Community & International Committee | 2010-02 | 2019-09 |
| SC13 | 14 | At-Risk Behaviour Policy | Vice-President, Students + Vice-President, Human Resources | People, Community & International Committee | 2020-04 | 2020-04 |
| 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 | 2013-06 | - |
| SC15 | 111 | Financial Investigations Policy | President | Audit Committee | 2019-09 | 2019-12 |
| SC16 | 118 | Video Cameras Policy | Guidelines and Terms of Use | University Counsel | Audit Committee | 2016-02 | 2016-02 |
| SC17 | 131 | Sexual Misconduct Policy | Vice-President, Students + Vice-President, Human Resources | People, Community & International Committee | 2020-09 | 2020-07 |
| SC18 | -- | Retaliation Policy | Vice-President, Students + Vice-President, Human Resources | People, Community & International Committee | 2020-04 | 2020-04 |
| UP1 | 99 | Communication Services Policy | Vice-President, Finance and Operations | Audit Committee | 2019-09 | - |
| UP2 | 100 | Charitable Appeals Policy | Directive (issued Sep 23, 2010) | Vice-President, External Relations | People, Community & International Committee | 2019-09 | - |
| UP3 | 108 | Surplus Equipment Policy | Vice-President, Finance and Operations | Finance Committee | 1993-01 | 1993-01 |
| UP4 | 101 | Vending Machine Policy | Vice-President, Finance and Operations | Finance Committee | 2019-06 | 2019-09 |
| UP5 | 16 | Equipment/Services Use Policy | Vice-President Finance and Operations + Vice-President, Research and Innovation | Property Committee | 2019-09 | 2019-09 |
| UP6 | 110 | Trade-Mark Policy | University Counsel | People, Community & International Committee | 2020-09 | - |
| UP7 | 12 | Pest Control Policy | Vice-President, Finance and Operations | Audit Committee | 2005-06 | 2005-06 |
| UP8 | 120 | Signage Policy | Vice-President, Finance and Operations + Deputy Vice-Chancellor and Principal (UBC Okanagan) | Property Committee | 2005-06 | - |
| UP9 | 107 | Space Rental Policy | Vice-President, Finance and Operations + Deputy Vice-Chancellor and Principal (UBC Okanagan) | Property Committee | 2019-09 | 2015-02 |
| UP10 | 112 | Advertising Policy | Vice-President, External Relations | People, Community & International Committee | 2019-09 | 1997-12 |
| UP11 | 128 | Deaccessioning Policy | Provost and Vice-President, Academic (UBC Vancouver) | Learning & Research Committee | 2004-05 | 2019-09 |
| UP12 | 92 | Land Use Policy | Related Documents - Land Use Rules | Vice-President, External Relations | Property Committee | 2019-04 | 2019-04 |
| xxNA | 84 | Entertainment | Expenditure Guidelines (effective Oct 1, 2017) Repeal Pending - In Force Until Further Notice | Vice-President, Finance and Operations | 1993-07 | 2012-05 | |
| xxNA | 115 | Gifts | Expenditure Guidelines(effective Oct 1, 2017)Repeal Pending - In Force Until Further Notice | Vice-President, Finance and Operations | 2005-06 | 2005-06 | |
| xxNA | 79 | Travel Assistance for Graduate StudentsRepeal Pending - In Force Until Further Notice | Vice-President, Finance and Operations | 1978-06 | - | |
| xxNA | 80 | Travel Expenses - Recipients of Honorary DegreesRepeal Pending - In Force Until Further Notice | Vice-President, Finance and Operations | 2005-06 | - |
Rules and Guidelines not Included Above