Welcome Guide

Log in to Workday

Welcome to UBC! Here’s how to get set up and access important student services:

• Register for courses
• Review your financial situation (remember: payments are due in September, January, and May)
• Review your awards and fill in acceptance forms
• Update your personal information

Need help? Visit Workday Student Support for step-by-step guidance. We’re here to help!

You can find a list of courses offered at UBC through Workday. Keep in mind that not all courses are available every year, so be sure to check the schedule before planning your term.

Once you’re registered, you can pick up your UBC card and U-Pass at the UBC Bookstore. Just bring a photo ID and your student number, and you’ll be set to access student services, transit, and more!

Important Course Registration Information

Need to adjust your schedule? Make sure to check the important course change and withdrawal deadlines to avoid penalties. You can find these dates in Workday or on the UBC website.

If you’re experiencing registration issues, you may need to submit a Change of Registration Form. This can help with adding or dropping courses if you’re facing technical difficulties.

For more details, visit UBC Registration Information & Resources.

If you’re new to Canada, make sure to apply for BC’s Medical Services Plan (MSP) soon after you arrive. You’ll need to submit an application along with a copy of your visa.

MSP has a three-month waiting period, but don’t worry—during this time, you’ll be covered by iMED, a mandatory basic health insurance plan for new international students.

UBC students have access to multiple health insurance plans:

• iMED – Covers you during your MSP waiting period.
• BC Medical Services Plan (MSP) – The provincial health care plan for long-term coverage.
• AMS/GSS Health & Dental Plan – Provides additional benefits for things like dental care, vision, and prescription drugs.

Need to Apply for MSP?
Visit the BC MSP website to get started.

Other helpful resources:

• What is iMED, the BC Medical Services Plan(MSP), and the AMS/GSS Health & Dental Plan?

If you’re new to Canada and planning to work on campus—such as a Teaching Assistant (TA), Research Assistant (RA), or receiving a major scholarship through UBC Payroll—you’ll need a Social Insurance Number (SIN).

What is a SIN?
A SIN is a 9-digit number issued by the Government of Canada that allows you to work and receive income. It’s also used for tax reporting and accessing government benefits.

You can apply for your SIN online, by mail, or in person at a Service Canada office. Make sure to have:

• Your study permit, stating that you can work in Canada
• A valid passport

Visit the Government of Canada website to learn more and apply.

How to apply for a SIN:

Fill in the Employment Contract Form (provided by your employer) and submit it along with the SIN application and supporting documents to a Service Canada Centre.

Remember that a SIN and Study Permit have expiry dates and must be renewed at least 3 months in advance. The ultimate responsibility for maintaining up-to-date documents lies with the student. Remember also that it is your responsibility to ensure that your passport remains current.t it is your responsibility to ensure that your passport remains current.

Getting your Social Insurance Number (SIN) is an important step if you plan to work in Canada. Here’s what you need to do:

• Complete Your Employment Contract Form – Your employer will provide this form. Once filled out, you’ll need to submit it along with your SIN application and required documents.

• Visit a Service Canada Centre – Bring your documents to a Service Canada location to complete your application. They’ll guide you through the process.

A Quick Reminder:

• Your SIN and Study Permit have expiry dates, so be sure to renew them at least three months in advance to avoid any issues.
• Your passport should also stay up to date—Please keep track of these documents.

Need more details? Check out the Government of Canada website for all the official info.

What is a Graduate Research Assistant?

The majority of research graduate students (M.A.Sc. and Ph.D) are offered a Graduate Research Assistant (GRA) by their supervisors. Such positions are funded by research grants for specified projects which virtually always constitute thesis projects. A GRA may be held in conjunction with a TA position or a scholarship.

Your GRA appointment will be paid out through Workday. The Department’s HR team will reach out to you for paperwork which will be used to process your appointment. 

To ensure your GRA appointment is processed

• Apply for a SIN (see #4)
• Ensure all your information in Workday is up-to-date, including local address, phone number, email account, etc.
• Ensure that you have completed the required departmental training courses (see #8).

An appointment may take up to five business days after all the information is received. Incomplete information may cause delays in payment.

Graduate students from any program are welcome to apply for a Teaching Assistant (TA) position at UBC! In our department, Civil Engineering (CIVL) students are given priority, but we encourage everyone to apply.

As a TA, you’ll support undergraduate or graduate courses through lab sessions, tutorials, grading, or invigilation. You can also hold a TA position alongside a Graduate Research Assistantship (GRA) or a scholarship.

Applications for TA positions open in May for the entire year. If you’re interested, be sure to apply early! More detail will be listed here once it’s available.

To access labs, workshops, or graduate desk spaces, you’ll need to complete WorkSafeBC and UBC safety training. This applies to all students, whether you’re a non-worker student or working as a Graduate Research Assistant or Teaching Assistant.

To keep everyone safe, keys, electronic access, and alarm codes can only be issued once training is done. Even if you don’t need a fob or key, you’ll still need to complete the required training for your workspace.

Here’s what you’ll need to do:

• Complete the general safety training required for all spaces
• Attend site-specific safety orientations for each space you’ll be using (including desk spaces)
• Take any additional training needed for higher-risk spaces (check with your supervisor to see if this applies to you)
• Submit an Access Request with your course completion certificates and site-specific orientation forms

Make sure to finish all your training and orientations before requesting access so you have everything ready to go. You can find all the details on our Requesting Access page. Let us know if you have any questions—we’re happy to help!

NSERC & UBC Affiliated Fellowships (For MASc & PhD Students)

Each year, we administer awards for NSERC Doctoral Level Scholarship, NSERC Master’s level Scholarship and UBC Affiliated Fellowships. This process takes place during Winter Term 1 (September to December), and we’ll share important details, including internal deadlines, when the time comes.

If you’re a new student in a research program and planning to apply, we recommend bringing a few extra final official transcripts from your previous institutions to include in your application.

Other Award Opportunities

We regularly share details about additional external and internal awards or scholarships throughout the year via email. You can also check the latest opportunities on the Civil Awards Page. Stay tuned and feel free to reach out if you have any questions!

Attend the Orientation for graduate students, as this will have important information on academic advising, safety training, expectations for participation in the program, and more.