City Square Workplace Relocation Project

The workspace the Faculty of Medicine has been occupying at City Square Shopping Centre is leased by Vancouver Coastal Health. That lease is ending at the end of October 2026, which means that units will need to transition work locations.

Planning is already underway and will continue to take place over the coming months to prepare for the transition to new work locations. The plan is to have affected units physically move to their new work locations in Summer 2026.

The project is being jointly led by Shilpa Samji, Administrative Director, Office of the Vice Dean, Education, Stephen Arentsen, Senior Planner, and Eileen Koshi, Facilities Manager and will be overseen by the UBC-PHC-VCH Executive Academic Space Committee.

We have gathered high-level requirements from each Director and will be confirming individual-level details. The next step is to identify potential suitable work locations.

No decisions have yet been made regarding where units will be transitioned. It is anticipated that units will be integrated into available and approved work locations at the VGH and UBC-Vancouver campuses as it aligns with the Faculty’s goal to using physical spaces flexibly and sustainably, maximizing capacity while reflecting evolving ways of working. Some units may transition to a single work location, while others may require more flexible access to multiple work locations. Final decisions will be informed by the specific needs of individual units as well as overall space availability.

Phase 1 of the planning process focuses on working with each unit to identify suitable space options based on their operational needs and requirements. Factors such as critical adjacencies to a clinical campus, other Faculty of Medicine units, storage needs, and other operational considerations will help inform decisions around potential work locations for each unit.

It is expected that units will know which work location(s) they will be transitioning to later this spring.

The transition of work location(s) is expected to take place over July and August 2026. A more detailed timeline will be shared with each unit as the project progresses.

Every effort will be made to ensure that appropriate work locations are identified for all affected units. In the unlikely event that a suitable work location cannot be identified, the project team will work with the Director and staff within the unit to determine a temporary or interim solution.

Unit Directors will work closely with the project team to ensure that there is sufficient time to prepare for the transition. Once a work location is confirmed, units will receive advance notice and clear guidance to help support them through the next steps.

While every effort will be made to minimize disruption, some business operations (e.g., shipping, room bookings, accreditation activities) may be temporarily affected during the transition period. Where possible, staff may be encouraged to book meetings virtually to reduce disruption. More detailed guidance will be provided to support interim planning as the project progresses.

Hearing from staff throughout the planning process is important to help ensure a successful transition and that future work locations meet the needs of each unit. Staff will have multiple opportunities to share input, including team meetings, feedback shared with Directors, and the anonymous feedback form on MedNet.

Staff will be kept informed through regular communications from Directors, meetings, and updates to this page.

If you have questions that haven’t been addressed, please share them with your Director first. They will be meeting regularly with the project team and can communicate staff feedback and updates.

The project team recognizes that changes in work location can bring uncertainty. Throughout the planning process, the project team and Directors will work together to keep staff regularly informed about key decisions and timelines. Staff wellbeing is a top priority, and we are committed to ensuring a smooth transition. We aim to provide work locations that support connection, collaboration and enable teams to do their best work.

If you are feeling anxious or uncertain about the transition of work location, consider reaching out to your Director. They can help answer questions and provide support during this change.

Yes, the work locations that teams transition to will be working under the shared workspace model

Staff with documented workplace accommodations and/or ergonomics needs supported by a UBC ergonomics assessment will be supported with appropriate accommodations at the new work locations. If you have ergonomic needs or other require other workplace accommodations that have not yet been documented, please speak with your Director and refer to the resources available through UBC Health and Wellbeing.

https://hr.ubc.ca/health-and-wellbeing/ergonomics/ergonomic-assessments

https://hr.ubc.ca/health-and-wellbeing/workplace-accessibility/workplace-accommodations

Virtual and hybrid work arrangements will be part of the discussion regarding how teams operate in their new work locations. This will be determined on a unit-by-unit basis and will be communicated to staff through their Director.

Teams will be transitioning to work locations that are shared with other units. This approach aligns with the Faculty’s goal of flexibly and sustainably using work locations to their full capacity and in a way that reflects new ways of working.

Availability and number of enclosed spaces will be determined once the location is confirmed.

Collocation will be determined once the location is confirmed.

August 31st, 2026 will be the last date staff will be able to book meeting and conference room space at City Square.

We recognize that teams will require access to a range of spaces to support their work in the new locations. Needs for collaboration, meetings, and videoconferencing are being identified and shared with the project team. The availability of videoconferencing and meeting spaces in the work locations teams are transitioning to will be confirmed during the planning process.

This will vary by work location. Units located at the UBC-Vancouver campus will most likely have a staffed reception area, whereas reception at VGH campus locations may be more limited.

Storage needs will vary by unit and will be considered as part of a unit’s requirements during the planning process.

Some work locations may have day lockers to secure personal belongings or other storage solutions. More information will be available for staff once work locations have been confirmed.

Safety and security measures for each unit will be reviewed with UBC Safety and Risk Services and Vancouver General Hospital as work locations for each team are confirmed. More information will be available as the project progresses.