Life at UBC

Getting set up

Here are some steps, advice, and guidance for getting yourself set up at UBC and IOF.

If you are brand new to the University of British Columbia, there are a few steps that you must take to make sure you have an identity within UBC systems.

Campus-Wide Login (CWL)

The Campus-Wide Login (CWL) system provides access to many of the University's online systems, such as the Student Service Centre, and Canvas.

Student Services Centre (SSC)

The Student Services Centre portal is where students can register for (add and drop) courses, check fees, pay fees online, accepting awards/scholarships, and keep their address and email information up to date. Please talk to your supervisors for recommendations on which courses to take, and how many to take per term. Course codes for our unit are FISH (Oceans and Fisheries).

UBC Card

A student's UBC Card is also the UBC Library Card. The UBC Card Office is located in the UBC Bookstore. A student must be registered to get a library card (e.g., register in for courses or the thesis/dissertation course), and must show a government-issued picture ID.

Once you have your UBC Card here is how you access UBC library services.

Translink Transit system

Translink's Compass Card is how you access Vancouver's transit (bus, subway and Seabus) system. The initial Compass Card is issued at the UBC Card Office in the UBC Bookstore. A UBC Card is required to be shown to pick up the Compass Card. The UBC Card Office will have vending machines ready to issue the cards. Once a student has the Compass Card, it must be linked to your U-Pass unlimited all-zone bus pass account. Fees are $41/month, assessed with student fees, so that the card can be used as a monthly transit pass. To take transit in the following month, a U-pass must be requested on or after the 16th of the month at upassbc.translink.ca. This MUST be done each month.

Wireless Internet Access

UBC hosts several wireless networks to support students, faculty and staff on campus and at partner institutions.

Medical insurance

Graduate students are automatically enrolled in the AMS/GSS Extended Medical Plan – if a student has other coverage they can opt out, but this must be done by the deadline. Fees are assessed with student fees.

If you have just arrived in B.C., students must apply for coverage for the Medical Services Plan – there is a waiting period of 3 months from the date of entry to BC, before they become eligible for coverage.

All international students are enrolled in a mandatory medical coverage (iMed) for the first 3 months in the program – the fee is assessed as part of the student fees. iMed only covers emergency medical costs.

Note: MSP covers visits to doctors, hospitals and many medical specialists are free. Extended Health covers prescription drugs, dental visits, vision care, health practitioners, travel health coverage, and more.

Getting set up at IOF

IOF Graduate Student Handbook

The IOF Graduate Student Handbook, is one of the most important documents you will need to navigate the OCF graduate program. (Updated as of June 29, 2023)

Keys and keycard access

Keys are either electronic (linked to your UBC student card) or standard keys. Keys and keycard access for the AERL building will be ready during the first week of classes. If additional access is required (e.g., labs), students are advised to check with their supervisor who will coordinate with the GPO. The GPO activates UBC cards to grant access to the AERL building and also orders the appropriate keys. Keys will need to be picked up in person at the UBC Key Desk.

Note that there is a $20 deposit required for a standard key and a picture ID must be shown when collecting these. The deposit will be refunded when the key is returned to Parking and Access Control Services.

Mail

Mailboxes are located at the east end of the common office space on the 2nd floor and at the west end of the 3rd floor. We strongly recommend that these are used for UBC and research purposes only: no personal mail.

Computer accounts, email, and audio-visual equipment

Before your program begins, the GPO will set up an email account for you. The standard email address format will be: [firstinitial.surname@oceans.ubc.ca]. All IOF students will be added to the student e-mailing list: students@oceans.ubc.ca.

For issues with internet connectivity, email or Workday, contact the UBC Integrated Service Centre.

Please check with your supervisor regarding computers, laptops and software. Each unit has different policies on providing computers for their grad students.

The main meeting rooms in AERL are all AV equipped and you can connect with VGA, HDMI or wirelessly with a laptop or mobile device. If you book a room somewhere that is not AV equipped, the IOF has a bookable laptop computer and projector. We also have a bookable OWL, which allows you to have a Zoom meeting with multiple participants. Equipment can be booked through the FASmail system. For details, please contact Neil Maclean at N.Maclean@oceans.ubc.ca.

Room and Equipment bookings

Book your room and any equipment required ahead for important events (Committee meetings, Comprehensives, etc.). The main meeting rooms in AERL can be booked through the FASmail system. For details, please contact Neil Maclean at N.Maclean@oceans.ubc.ca. To book the Hakai Node, please contact Katherine Came at k.came@oceans.ubc.ca or submit a request using the form in the left hand column on the IOF’s Events page.

Orders for lab supplies and equipment

Students must consult with, and get approval from, their supervisor before ordering supplies and work with IOF Finance staff to place orders.

Seminars

Notices are distributed by email, posted on bulletin boards around AERL, posted on the digital signage in the AERL lobby, and on the IOF website each week advertising upcoming seminars and lectures.

Getting set up as an International Student

UBC International House

A good source of information is International Student Development at International House (1783 West Mall) (ISDIH). If there are any questions regarding visas, health care, etc., ISDIH can be contacted for inquiries. Check out ISDIH’s International Student Guide.

UBC has a helpful pre-arrival checklist for International Students.

Social Insurance Number

Immediately after new graduate students arrive in Vancouver, they should visit a Service Canada Centre to apply for a Social Insurance Number (SIN).

UBC students cannot be paid until they have one and they cannot be paid retroactively. This website will explain the application procedures.

The closest Service Canada Centre is located at 1263 West Broadway, Vancouver, British Columbia. (Broadway and Birch Street). A study permit and passport must be brought along. Service Canada will require these documents in order to issue the number.

Students are required to forward a copy of their study permit and SIN confirmation receipt to the OCF Graduate Program Officer as soon as they are available – you cannot be appointed/hired without them!

Note that SIN’s have expiry dates that correspond to the study permit expiry date. Both must be kept up to date.

Study Permit or Visa

A copy of a student’s study permit must be provided to the Graduate Program Officer as soon as possible – students cannot receive any form of payment from UBC until a copy of the study permit has been submitted. Study permit extensions take some time to process, so students are urged to plan ahead.

For further information please see the Citizen and Immigration Canada website.

Health Insurance

Students must apply for coverage for the Medical Services Plan as soon as they arrive in BC – there is a waiting period of 3 months from the date of entry to BC, before they become eligible for coverage.