Faculty Relations Newsletter: February 2014

Welcome to Allison Matacheskie

Faculty Relations is pleased to welcome Allison Matacheskie as our new Director. Allison joined our team in January after stepping down as Associate Chair of Adjudication of the British Columbia Labour Relations Board where she worked for the past decade. Prior to working for the Labour Relations Board, Allison worked as Crown Counsel and also spent time with the Victory Square Law Office. We are excited to add someone with Allison’s skill set and leadership abilities to our team and look forward to working with her.

Faculty Relations on the Move

The Faculty Relations offices at UBC’s Vancouver and Okanagan campuses are on the move. Faculty Relations at the Vancouver campus  will be moving from the Old Administrative Building to the Sixth floor of the Technology Enterprise Facility 3 (TEF3) on March 7th. Note that FR staff may be unreachable for a few days at the height of the move.  The HR office at the Okanagan campus has moved back to the Administration Building, suite 002. The full address of Human Resources at the Okanagan  campus can be found on the UBC HR website.

In light of the move, please ensure that any paperwork is dropped off or delivered to the old Faculty Relations office by March 5th at 4:30 pm. After March 5th, please hold all paperwork until Monday March 10th, at which time it can be dropped off or delivered to our new offices in TEF3.

Faculty Relations Assistant Managers – Change in Alphabet Split

We have rearranged the division of the work for the Faculty Relations Assistant Managers, who will now each be dealing with Senior Appointments Committee (SAC) issues. Effective immediately the alphabet split for member enquiries is as follows:

FR Assistant Manager Surname
Colette Hogg A – G
Aven Bendickson H – O
Christine Pickering P – Z

Research Associate Salaries

A reminder to all departments that the minimum salary for Research Associates has been increased effective July 1, 2013, and is now $53,207 per year. The salary for all newly appointed RAs must meet this new minimum. The salaries for existing RAs will be retroactively increasing by 2% effective July 1, 2012, and July 1, 2013. We anticipate processing these increases by mid-March, 2014.

Emeritus Status

Emeritus status at UBC’s  Vancouver campus is governed by Senate Policy V-250.1, and by the Okanagan Senate Emeritus Policy at the Okanagan campus. Eligibility for status is dependent upon a number of factors. The primary factor is that the combination of 1) age at the time of retirement or resignation, and 2) years of full-time service in a tenure stream position must total 70 or higher. The complete list of eligibility requirements and procedures regarding emeritus status for the Vancouver campus can be found online in the policy. For information on Emeritus procedures for the Okanagan, please contact Susan Fukushima in Human Resources, Okanagan campus.

Faculty Relations/HR Okanagan forwards the list of emeriti recommendations for tenured faculty to the Senate Tributes Committee/Okanagan Senate. The Dean’s Office in the Faculty of Medicine coordinates the clinical recommendations. As the list of recommendations is only provided to the Senate twice a year, it is important that units submit confirmation of retirement/resignation via a Transfer & Severance Notice to Faculty Relations/HR Okanagan as early as possible. This will ensure that emeritus status is reviewed in a timely manner. The list of recommendations is also circulated to the respective Dean’s Offices. The Senate, at its discretion, may decide under exceptional circumstances to  not  grant emeritus status.

Following Senate approval, the Registrar/Okanagan Senate will notify individuals of their emeritus status. While the University is not obliged to offer any specific benefits to those with emeritus status, UBC has traditionally recognized such benefits as parking privileges on campus, a free library card, tuition waivers for Emeriti under age 65, tuition waivers for dependent children, internet and email services, and a one-year membership in the Association of Professors Emeriti.

Immigration Updates

Changes to Advertising Requirements for Reappointment of Foreign Academics

Service Canada now requires all positions to be advertised for a minimum of four weeks. As this matches the one-month advertising requirement under UBC policy, this change does not affect initial recruitment efforts. However, it does affect the re-advertisement of term positions (e.g. Research Associates, Lecturers) where a new LMO is required.

Until now, UBC has only required departments to re-advertise term positions for two weeks, but this new rule mandates that all term positions where an LMO is required must be advertised for at least four weeks. Please ensure that where units are re-advertising Research Associate or other term positions that require an LMO, the position is posted for at least four weeks.

Faculty Relations/HR Okanagan would also like to remind all Departments that two copies of the ad must be supplied to our office in the LMO package. One copy must show the date stamped at the beginning of the posting and another must show the date stamped as of the end of the posting period.

Cumulative Duration Four-Year Work Permits

Citizenship and Immigration Canada (CIC) have designated that the majority of temporary foreign workers in Canada will only qualify for a cumulative duration work permit, which allows them to work in Canada for a maximum of four years. Faculty Relations has received a number of questions as to whether this rule applies to faculty appointments at UBC. Information on the CIC website confirms that University Professor, Postdoctoral Fellows, and other professional appointments fall under the exception related to National Occupation Code (NOC) Code A (Professional Occupations).

The cumulative duration rule is subject to several exceptions including those who have an appointment in NOC code A or O (Professional & Management) Occupations. Also, those individuals who fall under international agreements (e.g. NAFTA), PNP applicants or PR applicants who have received a positive selection decision or approval in principle are on the exception list.

Research Associate appointments should fall under a Professional or Management occupation code and therefore should also be exempt from the four-year cumulative duration. This can be checked by reviewing the NOC code listed on the LMO and the occupation designated on the work permit. NOC codes can be viewed online at the link above. Administrators may contact the appropriate Assistant Manager (Vancouver) or Susan Fukushima (Okanagan) if assistance is required.

Similar information is provided in CIC’s operational bulletin 523, where Appendix B outlines the “exceptions for which a work permit can exceed the four-year limit”.

Renewing Permanent Residency Cards and Eligibility for Canadian Citizenship

Faculty members who are Permanent Residents in Canada are required to show a valid Permanent Residency Card for cross-border and international travel. Cards are valid for five years and processing times can vary, so application for a new card should be made within six months prior to the expiry date of the current card. To renew (or replace) a Permanent Resident card, individuals are obliged to complete some forms (including a list of all travel outside Canada in the last five years), attach supporting documents and pay a $50 fee. Refer to the application guide on the Citizenship and Immigration Canada (CIC) website.

Permanent Residents who have been resident in Canada for 1095 days in the last four years may be eligible to apply for Canadian Citizenship.

Timing of Invitations to Foreign Academics to Interview at UBC

When inviting foreign applicants to UBC for an interview, units need to be aware that some individuals will be required to apply for and obtain a visitor visa to enter Canada. As such the invitation to come for an interview needs to be issued as early as possible. The processing time of visa applications varies between visa offices; refer to the CIC website for current processing times. If the issuance date of the invitation is too late to allow the issuance of a visitor visa, it will not be possible for the applicant to come to Canada and alternate arrangements will have to be made. The list of countries whose citizens require visitor visas to come to Canada is found on the CIC webpage.

Changes in the Prices of Work Permits and Temporary Resident Visas

CIC has just announced a number of fee changes for permits and visas. The cost for Temporary Resident Visa (TRV) is decreasing by $50 from $150 to $100, while the price of study permits is increasing by $25, and the price of work permits is increasing by $5. The CIC website provides full details on these pricing changes.

Professional Development Reimbursement Funds

For Regular Faculty members and Sessionals with Continuing Status: A reminder that unused PDR funds earned in 2009/2010 must be used and claimed by June 30, or forfeited. Claims for funds earned in 2009/2010 not received by Payment & Procurement Services (PPS) by the cut-off date of June 30, 2014, will be forfeited by the individual.

For Sessionals without Continuing Status: In the case of the Non-CS Sessionals,  unspent funds expire after two years, rather than five years. The expiry dates for the non-CS funds are: 1) June 30 for unspent PDR funds from the Feb. 15 assessment date, and 2) Dec. 31 for unspent PDR funds from the Aug. 15 & Oct. 15 assessment dates.

Eligible members of the faculty bargaining unit may carry forward unused entitlement from PDR for a maximum of five years, or in the case of Sessional Lecturers without Continuing Status, for a maximum of two years. All faculty members (except Sessionals) can view their PDR fund balance online. Sessional Lecturers who wish to know their PDR fund balances can contact Barry Yee at (PPS PDR ). For further information on PDR funds, please visit the Faculty Relations website. Finally, it should be noted that claims must be submitted within 12 months of that expense being incurred.

Bargaining Update & 2014 Increases

Faculty Relations/HR Okanagan would like to remind units that the current Collective Agreement expires on June 30, 2014. If we do not have a new Agreement as of July 1, 2014, the terms of the current Agreement will remain in place until a new Agreement is negotiated and ratified. Bargaining between UBC and the UBC Faculty Association is tentatively scheduled to begin in late March 2014.

At this time it is appropriate to ask all faculty members to submit their annual summary of activity and CV for the past year. Administrators may want to commence the evaluation process once all annual reports have been received, but allocation of Merit & PSA will be postponed until the values are specified in a newly ratified Agreement. Further instructions regarding the CPI process will be communicated to administrators in the near future.

The 1% Lump Sum Payment for 2013/2014 will be paid out to all regular faculty members on their June 30, 2014, paycheque and Sessionals Lecturers will receive payment on their Sept. 30 paycheque.

Revised Process for Appointing a Head of an Academic Unit

Openings for Heads of Academic Unit no longer need to be advertised in UBC Reports; instead they must be advertised on the Faculty and Department webpages. Prior to placing the advertisement, a copy must be reviewed by Faculty Relations/HR Okanagan and the Office of the Provost for approval. Please forward a copy of the advertisement to Faculty Relations (ubcfrel-g-admin@mail.ubc.ca) or HR Okanagan (alana.jordan@ubc.ca) and we will forward it to the Office of the Provost for final approval.

When a position is open to applicants from both within and outside of the University, the position should be advertised in accordance with the guidelines within University Policy #20.  Please refer to Policy 20 and the Academic Administrative Appointing Guidelines on the Faculty Relations website for detailed guidelines.

Paperwork Deadline

A note to all departments that UBC payroll has modified its deadline schedule, and accordingly, so too has Faculty Relations/HR Okanagan. All paperwork should be submitted to Faculty Relations/HR Okanagan as far in advance of the effective payroll cutoff date as possible, and all completed paperwork received at least 10 working days prior to the payroll cutoff dates will normally meet the cutoff dates outlined.

Faculty Relations/HR Okanagan would also like to remind all department administrators that where it is likely that paperwork will not meet the payroll cutoff date, it is important that the administrator advise the faculty member well in advance that there may be a delay in their paycheck or increase in their salary.

We would also like to remind all departments to please use double-sided offer letters, CVs and any other backup paperwork when sending in Faculty Appointment forms, as this saves us a great deal of storage space.

Eligibility for Merit/PSA While on Leave

This is a reminder to all units that faculty members on leave are eligible for merit and PSA, although a leave would reduce the period of review that would be considered for merit and PSA. We have clarified this policy on our website.

Bullying and Harassment – New Legislation and New Website

Changes to the Workers Compensation Act have resulted in new WorkSafeBC regulations on the prevention of bullying and harassment in the workplace, and we have just launched a new website to help explain the enhanced health and safety legislation. Please ensure that all faculty and staff are aware of the UBC Respectful Environment Statement, as well as the procedure for raising concerns with regard to bullying and harassment.

DISCLAIMER: The Faculty Relations Newsletter is provided for guidance only.  For questions about specific issues or cases, please contact a member of Faculty Relations.  If there is a conflict or inconsistency between what is reported in the Newsletter and the Collective Agreement or University policy, the latter prevails. Note that information in the Newsletter is subject to change.  If you are reading a past issue of the Newsletter check the Faculty Relations website to ensure that the information is still correct.

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