Faculty Relations Newsletter: July 2015


Bargaining Update

The University and the Faculty Association will be proceeding to interest arbitration on October 20 to 22, 2015. The Arbitration Panel is composed of Colin Taylor, Q.C.; Dr. Judith Osborne; and Dr. Michael Conlon. In the meantime, the parties have signed a Memorandum of Agreement that itemizes the proposals on which agreement has been reached, the proposals the parties have mutually agreed to withdraw and the matters still in dispute that the parties may submit to arbitration for resolution. For more information, please visit the Faculty Relations’ Bargaining Updates website.

2014 Career Progress, Merit & PSA Increases

The Career Progress, Merit & PSA increases, effective July 1, 2014, were processed on the June 30, 2015 paycheque. The processing and distribution of a General Wage Increase, if any, for 2014 & 2015, and the 2015 PTR increases cannot occur until a new Collective Agreement is settled. For more information on bargaining, please see above or visit the Faculty Relations’ Bargaining Updates webpage.

2015 Career Progress, Merit & PSA Increases

Although the process for Career Progress, Merit and PSA increases has wrapped up for 2014, work should have already commenced for 2015. A reminder to administrators: please ask faculty members for an annual summary of activity and CV for the review year (April 1, 2014 to March 31, 2015). Once faculty members have submitted their annual reports, the evaluation process for merit & PSA awards effective July 1, 2015 can begin. Keep in mind that the 2015 Career Progress, Merit and PSA values cannot be calculated and awarded until after the conclusion of the interest arbitration. Note: administrators must have reviewed Career Progress for faculty members and informed Faculty Relations of omissions and errors by August 3, 2015.


When reviewing claims for Professional Development Reimbursement (PDR) Funds, please keep in mind that the purpose of the fund is to assist faculty members in activities that enhance the performance, ability or effectiveness of a member’s work at the University. Please also keep in mind that entitlement to the Fund does not accrue when a faculty member is on an unpaid leave of absence, and that no reimbursements will be processed during the period of unpaid leave. Reimbursements will be processed upon return to active status. Keep in mind that members with ongoing appointments are permitted to borrow against future years’ entitlements (up to 5 years), and that if the individual subsequently leaves UBC they will have to repay any entitlement deficit that they have incurred. Additionally any goods purchased with PDR funds are expected to be returned to the Department upon departure.  Units should keep these 2 points in mind as they are reviewing and approving PD claim forms.

For more information on eligibility and eligible expenses, please visit Faculty Relations’ Professional Reimbursement Fund webpage.


As the summer months are a common time for faculty to take their entitled vacation time, the University wants to remind administrators about the policies and procedures for vacation entitlement. The differences in vacation entitlements for each group under the Faculty Relations umbrella is as follows:

  • Regular tenure stream faculty are entitled to one month of paid annual vacation leave each year.
  • Librarians and Program Directors entitlement varies depending on length of continuous service. For more information, please visit Policy #56.
  • Sessional Lecturers are entitled to 4% of gross earnings in lieu of vacation. After five consecutive years of full-time service, vacation pay rises to 6% of gross earnings.
  • Research Associates and Postdoctoral Fellows may negotiate vacation entitlement with their supervisor and/or Department Head. As a minimum, these members are entitled to statutory vacation leave of two weeks of paid vacation leave each year and three weeks of paid vacation leave each year after five years of consecutive full-time service.

Supervisors & heads should ensure that those who report to them are aware of their vacation entitlement and the need to take vacation in the year that it is allocated.

For more information, please visit the Faculty Vacation webpage.


An electronic personnel action form (ePaf) is an efficient, web-based system for processing unpaid faculty appointments. Faculty Relations encourages all units at UBC Vancouver to use ePaf for their honorary faculty appointments as this will normally be much quicker than processing via a paper form. Additionally, transitioning from paper forms aligns with the University’s sustainability mandate.

One benefit to processing via ePaf is the automatic access to the Early ID Assignment system. Early ID Assignment allows new hires or reactivated employees overnight access to a UBC Card and instant access to a Campus Wide Login (CWL) account upon submission of the request.

Faculty Relations (UBCV) & Payroll want to remind administrators that if you have not transitioned to using ePaf, now is the time. To support this transition ePaf training sessions are offered throughout the year at the Vancouver campus.   Summer training sessions have now concluded and new sessions will be offered starting in October.

Registration is limited, so please register early!  To register or to check the training schedule please refer to the Finance Training Calendar.

For the Okanagan campus, any enquiries regarding ePaf should be directed to Human Resources.


Update on Eligible Members to Vote

The University and the Faculty Association have signed a new Memorandum of Understanding, effective July 1, 2015, that specifies which faculty members are eligible to vote on appointment, reappointment, tenure and promotion for the Research stream and Educational Leadership stream.

In the case of all initial appointments, all tenured and tenure-track members of the department are eligible to vote. For more information on eligible members to vote in reappointment, tenure and promotion, please visit Faculty Relations’ Chart Regarding Eligible Members (UBCV) or Human Resources’ Memorandum of Agreement Regarding Eligible Members (UBCO).


Faculty Relations (UBCV) and Human Resources (UBCO) want to highlight the distinction between Honorary Appointments, Adjunct Professors and Visiting Appointments.

Honorary appointments are made in recognition of services rendered to the University. In the case of an individual who holds a faculty appointment at another academic institution, they may be appointed as an Honorary Affiliate faculty member on the recommendation of the Dean. The Honorary Affiliate designation is appropriate for research collaborators from other institutions. Please note that individuals holding honorary appointments receive no salary or benefits but may be paid a lump sum honorarium.

Adjunct Professor appointments are reserved for individuals who are currently practicing a profession with distinction or particular success, such that the special skills or learning of value are useful to the University. This title is not used for individuals holding faculty appointments at other institutions. Individuals holding adjunct appointments may receive remuneration.

Visiting appointments are for individuals who hold active faculty appointments at another academic institution, and who are coming to UBC for a temporary period of not more than 2 years. Visiting appointments will normally be listed by the equivalent rank which they hold in the home institution preceded by the word “visiting”. Individuals with emeritus status at an institution that they do not expect to return to may be appointed as an Adjunct Professor. Individuals holding Visiting appointments may receive remuneration (subject to approval from Citizenship & Immigration Canada, as required).


The University has recently joined the College and University Professional Association for Human Resources [“CUPA-HR”]. CUPA-HR is the association for HR professionals in higher education and CUPA-HR provides leadership on higher education workplace issues by monitoring trends, exploring emerging workforce issues, conducting research and promoting strategic discussions among colleges and universities.

Anyone in the University HR’s community can add themselves to the membership roster at no additional charge. Please visit CUPA-HR’s website to learn more about member benefits, resources and joining.

Beware of Immigration Fraud

Citizen and Immigration Canada (CIC) is warning individuals of fraudulent telephone calls in which the caller identifies themselves as a CIC officer or RCMP officer calling to collect additional personal information or to demand payment for a fine to avoid deportation.

To identify and prevent fraud, it is important to know that CIC does not ask individuals for:

  • Personal information to avoid deportation,
  • Payment of fines to avoid deportation,
  • Deposit money into a personal bank account,
  • Transfer money through private money transfer service or
  • Payment over the telephone.

Although CIC may contact individuals to collect additional information to continue processing an application or to request additional information, CIC does not ask for confirmation of basic personal information that has been already provided on an application form (e.g. date of birth, passport number). Further, deportation orders are only issued by the CIC and enforced by the Canadian Border Services Agency.

Anyone who receives a suspicious call should hang up immediately and contact their local police to report the incident or the Canadian Anti-Fraud Centre at 1-888-495-8501.

For more information, please visit the CIC’s Internet, Email and Telephone Scams website.


As part of the University’s desire to provide a healthy, safe and inspiring work environment and the University’s obligation underthe Workers Compensation Act, the University is committed to preventing bullying and harassment in the workplace. All University employees (e.g. faculty, staff and students) must complete a 20-30 minute online training course. Individuals who are not University employees do not fall under this requirement. All University personnel must save the electronic certificate for presentation upon request by a WorkSafe BC officer.

A reminder that all employees are expected to comply with this requirement. New employees should complete the course on their first day during the Safety Orientation. For the Vancouver campus. the online course is available on the University’s Bullying and Harassment Prevention website. If you have trouble accessing the course, please contact your local Health & Safety Committee Co-Chair.

For the Okanagan campus, access the course and request the certificate from the Human Resources’ website.

For more information on the University’s Respectful Environment policy, please visit the University’s Bullying and Harassment Prevention webpage. All employees must ensure that all personal conduct reflects our shared values of respect, dignity, integrity, responsibility, trust and inclusivity.


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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