Onboarding Resources

UPDATED June 8 2021

To access Workday, click on the link from the homepage of the Integrated Renewal Program (IRP) website at https://irp.ubc.ca/

The UBC Department of Medicine has created a DOM specific guide with Key WorkDay Information and Dates – click here to view the document

UBC’s strategic plan, Shaping UBC’s Next Century, sets out UBC’s vision, purpose, values and goals, as well as the themes and core areas that shape UBC’s strategies for the years ahead. One core area includes a systems renewal.

The Integrated Renewal Program (IRP) unites the Student Academic Systems Initiative (SASI) and the HR/Finance Renewal Program. It will replace UBC’s SIS (student), HRMS (HR) and FMS (finance) core systems with Workday.

SEE: https://medicine.med.ubc.ca/workday/

UBC Finance
UBC Access to Management Systems Portal and FMS nQuery Access Application Form
UBC AMEX (Departmental Card)
UBC AMEX (Individual Card)
UBC FAQ's for P-Card, AMEX Cardholders
UBC Finance Training
UBC Non Disclosure
UBC P-Card
UBC Procure to Pay
UBC Procurment Matrix
UBC Purchase Orders
UBC Reference Guide Hiring/Paying for Services
UBC Visa Card
PHSA Accounts Payable FAQ's

Department Appointment, Reappointment, Promotion and Tenure Process (DARPT) Flow Chart

Department Staff Meeting
Meetings are held on the last Thursday of each month from 8:30 am to 9:30 am in Room 2D22.  There are no meetings in July and August.  For further information, please contact Kimi Tanaka (DARPT Coordinator, HR Assistant Manager) at 604-875-2345 (ext.5960)

Department Operations Meetings
Department Operations Meetings are held every second month on the 4th Wednesday (January, March, May, September, November) from 4:30 p.m. to 6:00 p.m. in Room 2D22 at the BC Children’s Hospital. There are no meetings in July and August.

For further information, please contact Kim de Gannes at 604-875-2315.

The Department of Pediatrics follows the UBC format with regard to the required documents. CV’s and Teaching Dossiers are stored in separate databases and updated upon request of the faculty member or administrative assistant.

To update your CV, please contact Kimi Tanaka for your most recent version, track the changes and return the tracked document for updating the database. Cathy will then provide you with a Word and PDF version of the updated CV.

To track your changes electronically, open your Word document and in your Tools menu on the top, click on “Track Changes”.  Additions will appear in another color on your CV and deletions will move to a bubble on the right hand side.

Faculty Teaching Dossiers

See Faculty of Medicine Elements of a Teaching Dossier Notes

To update your Teaching Dossier, please contact Kimi. She will send your most recent version (only PDF format available) and a Word template to enter the additions on. Return the template to Kimi for updating the database and she will then send you a final PDF version.

See also Faculty of Medicine Preparing for Tenure & Promotion Success


If you have any questions or require assistance with this process, please email Kimi at