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 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.

Note: The President has approved certain updates to designations of Responsible Executives and those will be reflected in the online versions of these documents on or after September 24, 2019.

Policy Code Policy Category
AP Appointments and Extensions
FM Financial Management
GA Governance and Administration
HR Human Resources
LR Learning, Research and Innovation
SC Safety, Conduct and Environment
UP Use of Property (Lands, Facilities. Materials, Intangible Property)

Displaying 1 - 90 of 90

 Policy Number Legacy Policy Number Short Title Responsible Executive Policy Last Revised Procedures Last Revised
xxNA84

Entertainment | Expenditure Guidelines (effective Oct 1, 2017) Repeal Pending - In Force Until Further Notice

Vice-President, Finance and Operations

1993-072012-05
xxNA115

Gifts | Expenditure Guidelines (effective Oct 1, 2017) Repeal Pending - In Force Until Further Notice

Vice-President, Finance and Operations

2005-062005-06
xxNA79

Travel Assistance for Graduate Students Repeal Pending - In Force Until Further Notice

Vice-President, Finance and Operations

1978-06-
xxNA80

Travel Expenses - Recipients of Honorary Degrees Repeal Pending - In Force Until Further Notice

Vice-President, Finance and Operations

2005-06-
AP127

Retired Faculty Appointments Policy

Provost and Vice-President, Academic (UBC Vancouver) +
Provost and Vice-President, Academic (UBC Okanagan)

2013-062019-09
AP226

Acting Heads Policy

Vice-President, Human Resources

2016-122016-12
AP325

Board Appointments Policy

President

2018-12-
AP442

Faculty Term Appointments Policy

Provost and Vice-President, Academic (UBC Vancouver) +
Provost and Vice-President, Academic (UBC Okanagan)

2010-092010-09
AP521

Deans/Principals Appointment Policy

Provost and Vice President Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan)

2013-092007-11
AP624

Academic Administrator Extension Policy

President

2019-092019-09
AP775

Graduate Student Teaching Policy

Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan)

2012-02-
AP823

Deans Extension Policy

Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan)

2019-092019-09
AP922

Academic Heads Policy

Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan)

2019-092019-09
AP1061

Postdoctoral Fellows Policy

Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan)

2012-042012-04
AP1117

Registrar/Librarian Appointment Policy

Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan)

2012-022018-09
AP1218

Academic Administrator Appointment Policy

President

2017-062018-06
AP1343

Registrar/Librarian Extension Policy

Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan)

2019-092019-09
AP1434

Administrative VP Policy

President

2016-122016-02
FM167

Late Payment Policy

Vice-President, Finance and Operations

2002-072002-07
FM2122

Purchasing Policy

Vice-President, Finance and Operations

2019-09-
FM3119

Cash Handling Policy

Vice-President, Finance and Operations

2019-12-
FM490

Research Over-Expenditure Policy

Vice-President, Finance and Operations + Vice-President Research and Innovation

2005-06-
FM5113

Endowment Policy

Vice-President, Finance and Operations

2017-142019-09
FM6114

Fundraising Policy

Vice-President, Development and Alumni Engagement

2015-062019-09
FM786

Contract Employees Fund Policy

Vice-President, Research and Innovation

1994-122019-09
FM883

Business Expenses Policy
{{See related documents}}

Vice-President, Finance and Operations

2005-062010-08
FM9123

Term Investments Policy

Vice-President, Finance and Operations

2010-042013-04
FM10125

Retained Risk Policy

Vice-President, Finance and Operations

2017-022019-09
FM11126

Capital Projects Policy

Vice-President, Finance and Operations

2017-062019-09
GA119

Acting President Policy

President

2019-09-
GA21

Regulatory Framework Policy

University Counsel

2019-122019-12
GA396

Communications Policy

Vice-President, External Relations

2005-06-
GA4117

Records Management Policy

Provost and Vice-President, Academic (UBC Vancouver)

2019-09-
GA5127

Vancouver Archives Policy

Provost and Vice-President, Academic (UBC Vancouver)

2005-062005-06
GA6124

Naming Policy

Vice-President, External Relations

2019-092019-09
GA794

Brand Identity Policy | Rules (updated 2019)

Vice-President, External Relations

2019-092019-09
GA893

Board Meetings Policy  |  Board Meeting Rules and Practices  &  Committee Meeting Rules and Practices (issued Feb 2019)

President

2019-02-
HR151

CV Policy

Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan)

2005-06-
HR250

Political Leave Policy

Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-Principal, Academic (UBC Okanagan) + Vice-President, Human Resources

2013-042019-09
HR339

Death Notices Policy

Vice President, Human Resources

1995-03-
HR462

Sick Leave Policy

Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan)

2005-06-
HR556

Vacations Policy

Vice-President, Human Resources

2005-06-
HR682

Relocation Policy

Vice-President, Human Resources

2019-092019-09
HR764

Strike Policy

Vice-President, Human Resources

2017-02-
HR854

Study Leave Policy

Vice-President, Human Resources

2005-06-
HR949

Reduced Work Policy

Vice-President, Human Resources

2016-122016-12
HR102

Employment Equity Policy

Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan)

2018-06-
HR1120

Employment Advertising Policy

Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan) + Vice-President, Human Resources

2017-062019-09
HR1231

Non-Union Compensation Policy

Vice President, Human Resources

2019-092019-09
LR147

Honorifics Policy

Provost and Vice-President, Academic (UBC Vancouver) + Provost and Vice-President, Academic (UBC Okanagan)

2014-042019-09
LR287

Research Policy

Vice-President, Research and Innovation

2016-042019-09
LR337

Grants During Leave Policy

Vice-President, Research and Innovation

1994-011994-01
LR471

Tuition Consultation Policy

Vice-President, Students

2019-092019-09
LR535

Research Grants Policy

Vice-President, Research and Innovation

1995-072019-09
LR657

Killam Professors Policy

President

2012-122019-09
LR773

Disability Accommodation Policy

Vice-President, Students

2018-122018-12
LR8105

Technology Equity Policy

Vice-President, Finance and Operations + Vice-President Research and Innovation

2000-112019-09
LR989

Human Research Policy

Vice-President, Research and Innovation

2012-062012-06
LR1072

Financial Aid Policy

Vice-President, Students

2019-092005-06
LR1188

Inventions Policy

Vice-President, Research and Innovation

2013-062019-09
LR1281

Teaching Materials Policy  |  Guidelines (issued Aug 12, 2016)

Provost and Vice-President Academic (UBC Vancouver) + Provost and Vice-President Academic (UBC Okanagan)

2015-04-
SC17

Health and Safety PolicyHealth & Safety Reference Charts (issued Dec 4, 2018)

Vice-President, Finance and Operations + Vice-President, Research and Innovation

2018-122019-09
SC215

Smoking/Vaping Policy

Vice-President, Finance and Operations

2019-022019-02
SC397

COI Policy

University Counsel

2012-022012-02
SC46

Environmental Protection Policy

Vice-President, Finance and Operations

2005-062019-09
SC568

Snow Policy

Vice-President, Finance and Operations

2005-062019-09
SC685

Scholarly Integrity Policy

Vice-President, Research and Innovation

2019-092015-07
SC73

Discrimination Policy

Vice-President, Human Resources

2019-092019-04
SC895

Investigations Policy | Guidelines (issued Sep 20, 2017)

University Counsel + Vice-President, Human Resources

2017-06-
SC913

Alcohol Policy

Vice-President, Finance and Operations

2014-062015-08
SC108

Disaster Management Policy

Vice-President, Finance and Operations

2005-062019-09
SC11130

Wireless Network Policy

Provost and Vice-President, Academic (UBC Vancouver)

2019-09-
SC1269

Students Abroad Policy

Vice-President, Students + Deputy Vice-Chancellor and Principal (UBC Okanagan)

2010-022019-09
SC1314

At-Risk Behaviour Policy

Vice-President, Students + Vice-President, Human Resources

2011-062019-09
SC14104

Information Systems Policy | Information Security Standards (issued Aug 2014)

Provost and Vice-President Academic (UBC Vancouver) + Deputy Vice-Chancellor and Principal (UBC Okanagan)

2013-06-
SC15111

Financial Investigations Policy

President

2019-092019-12
SC16118

Video Cameras Policy | Guidelines and Terms of Use

University Counsel

2016-022016-02
SC17131

Sexual Misconduct Policy

Vice-President, Students + Vice-President, Human Resources

2017-042017-04
UP199

Communication Services Policy

Vice-President, Finance and Operations

2019-09-
UP2100

Charitable Appeals Policy | Directive (issued Sep 23, 2010)

Vice-President, External Relations

2019-09-
UP3108

Surplus Equipment Policy

Vice-President, Finance and Operations

1993-011993-01
UP4101

Vending Machine Policy

Vice-President, Finance and Operations

2019-062019-09
UP516

Equipment/Services Use Policy

Vice-President Finance and Operations + Vice-President, Research and Innovation

2019-092019-09
UP6110

Trade-Mark Policy

University Counsel

2003-05-
UP712

Pest Control Policy

Vice-President, Finance and Operations

2005-062005-06
UP8120

Signage Policy

Vice-President, Finance and Operations + Deputy Vice-Chancellor and Principal (UBC Okanagan)

2005-06-
UP9107

Space Rental Policy

Vice-President, Finance and Operations + Deputy Vice-Chancellor and Principal (UBC Okanagan)

2019-092015-02
UP10112

Advertising Policy

Vice-President, External Relations

2019-091997-12
UP11128

Deaccessioning Policy

Provost and Vice-President, Academic (UBC Vancouver)

2004-052019-09
UP1292

Land Use Policy | Related Documents - Land Use Rules

Vice-President, External Relations

2019-042019-04
 Policy Number Legacy Policy Number Short Title Responsible Executive Policy Last Revised Procedures Last Revised

Rules and Guidelines not Included Above

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