Faculty Relations Newsletter: November 2013

Total Compensation in Offer Letters

A reminder to all departments and administrators that offer letters need to be very clear about the salary and benefits that an employee will receive. Due to past instances of confusion regarding the breakdown of total compensation monies, Faculty Relations would like to discourage departments from providing the total compensation amount in offer letters and encourages each department to clearly describe the offered amount of salary or salary in lieu of benefits offered (where applicable). Benefits should be noted separately.

Faculty Appointment Paperwork

Faculty Relations would like to remind administrators that all appointment paperwork must be completed as described on the Faculty Relations website. Please review the documentation checklists to ensure that you are supplying all necessary paperwork to complete the appointment process. Additional documentation beyond what is noted in the checklist is not required– we appreciate you limiting the documentation to what is required. Finally, we would sincerely appreciate it if all CVs and Offer Letters are printed as double-sided documents so as to save paper and space within our filing room.

Online Forms – ePAF

A reminder to administrators that unpaid faculty appointments can be processed online via ePAF. We encourage units to who are still processing unpaid appointments on paper to switch to ePAF. To find out about training and how to set your unit up on ePAF forms please contact Kent Matthewson (kent@finance.ubc.ca, or 822-0149) at UBCV or Angela Sali (angela.sali@ubc.ca)  or 807-8616) at UBCO.

Temporary Foreign Workers and LMO Payments

Please note that effective July 31, 2013, employers applying to hire Temporary Foreign Workers must pay a processing fee of $275 for each position requested to cover the cost of a Labour Market Opinion (LMO). Employers must complete the LMO application and the accompanying Processing Fee Payment Form, and submit these documents along with the required processing fee payment. Once the LMO Processing Centre receives and confirms the payment, the LMO application will be assessed. Please note, it is a Government of Canada policy that employers and third-party representatives not attempt to recover the LMO processing fees from the temporary foreign workers.

While Faculty Relations (UBCV)/Human Resources (UBCO) is responsible for submitting LMO requests, departments are responsible for paying the LMO processing fees. A completed Processing Fee Payment Form must be submitted to Faculty Relations/Human Resources along with the required paperwork for the LMO application.

Biometric Data Requirements of Citizenship and Immigration Canada

As of September 4, 2013, Citizenship and Immigration Canada (CIC) requires citizens of certain countries to supply biometric data (fingerprints and a photograph) in order to enter Canada. Please refer to the CIC website for a list of countries whose citizens will be required to provide this data. Note that there is an $85 CAD per person fee associated with this. Families applying together for a visitor visa will pay a maximum biometric fee of up to $170 CAD. Minors under the age of 14, the elderly over the age of 79, and diplomats travelling on official business and their family members will also be exempt.

Once an individual arrives in Canada, their biometric data will be checked to ensure that the individual who was approved to travel is in fact the same person who is entering Canada. The use of biometrics as an identity management tool will bring Canada in line with many other countries that are now using, or preparing to use, biometrics in immigration and border management.

Collective Agreement

The 2012 – 2014 Faculty Collective Agreement between UBC and the Faculty Association has been finalized; a PDF version of the Agreement can be found online here. Corresponding Faculty Relations website revisions will be made as soon as possible. Printed versions of the 2012 – 2014 Collective Agreement will be available in the next few weeks.

Retention Funds

A reminder to all departments that retention fund allocation is available for 2012/2013 and for 2013/2014. A memo was sent to all Faculties from the respective Provost’s Office in early October, 2013. This memo describes the procedure for requesting the allocation of retention funds; please submit all 2012/2013 requests for retention funds allocation by November 15. We hope to process these retention increases in the 2013 calendar year. The deadline for applications for the 2013/2014 year is March 31, 2014. Any questions surrounding the procedure can be directed to Jenny Lum (jenny.lum@ubc.ca or 822-8305) at UBC Vancouver or Kim Darling at UBC Okanagan (kimberly.darling@ubc.ca or 827-9103).

PDF Letter Addition to Offer Letters

Please note that the Postdoctoral Fellow (PDF) office has created a welcome letter that is to be attached to all offer letters for PDF appointments at UBC Vancouver. This welcome letter can be found on the Faculty Relations website. Please attach this welcome letter at the end of all PDF offer letters. Any questions about this letter can be directed to Hourik Khanlian (hourik.khanlian@ubc.ca) at the PDF office.

The Canadian Association of Postdoctoral Scholars (CAPS – MITAC) Survey

The Canadian Association of Postdoctoral Scholars in collaboration with MITACs has recently released their national 2013 survey highlighting the common problems facing Canadian Postdoctoral Fellows today such as administrative ambiguity, low compensation and benefits, and insufficient training.

UBC recognizes the indispensable role of Postdoctoral Fellows in increasing the quality and excellence of UBC’s research and scholarship. The Postdoctoral Fellows Office (PDFO) at UBC Vancouver was established within the Faculty of Graduate and Postdoctoral Studies early in 2010 with the goal of aiding Postdoctoral fellows in every facet of their work at UBC. UBC offers health benefits as well as maternity/parental leave benefits to PDFs who meet earnings and appointment criteria (refer to the Faculty Relations website for detailed information).

Salary Increases

The Career Progress, Merit & PSA increases effective July 1, 2012 were processed in May 2013. The July 1, 2012 General Wage Increase (GWI) of 2.45% for bargaining unit members was processed on the October 15, 2013 paycheque. Work has commenced on the 2013 increases and it is anticipated that they will be processed on the December 15, 2013 paycheque.

Periodic Reviews in the Professor of Teaching Stream

A reminder to all Departments about the timing of periodic reviews in the Professor of Teaching Stream. In the professor of teaching stream, those with the rank of Instructor I may be promoted to the rank of Senior Instructor and Senior Instructors may be promoted to the rank of Professor of Teaching. As you are aware, the new rank of Professor of Teaching became effective July 1, 2011. A Senior Instructor with 5 years of service at that point in time would have been eligible for a periodic review for promotion to Professor of Teaching with an effective date of July 1, 2012. Similarly, any Senior Instructor who has subsequently achieved 5 years in rank would be eligible for a periodic review. Please ensure all candidates eligible for periodic review for promotion are provided with appropriate notice. As per section 2.4.4. of the SAC guide, a candidate may waive their right to a periodic review. Please contact Faculty Relations if you have any questions with regard to the timing of periodic reviews for your Senior Instructors. Generally, please refer to this year’s edition of the SAC guide for expanded guidelines on promotion and tenure in this stream.

Bill 14 – An Amendment to the Worker’s Compensation Act of BC

Bill 14 came into force on July 1, 2012 amending the Workers Compensation Act of BC to provide employees with greater protection from bullying and harassment in the workplace. This is an important piece of legislation for administrators to understand – for more information on Bill 14 please refer to the memo released by UBC Human Resources.

Lynda.com Online Software and Skills Training

UBC Human Resources and the Centre for Teaching, Learning and Technology (CTLT) are pleased to announce a five-month pilot of lynda.com resources at UBC. This service is available to all UBC faculty at the Vancouver and Okanagan campuses between Nov. 1, 2013, and March 31, 2014, at no additional charge.

Lynda.com is an online collection of instructional videos designed to provide just-in-time training in a variety of areas, including software skills development, learning technology tools, and professional business practices. Many other universities, such as Harvard and MIT, provide lynda.com resources to their faculty and staff.  UBC has provided access to lynda.com to UBC admin support staff since April 2013, and this campus-wide pilot is an expansion of that partnership.

The site features an extensive library of tutorials to enhance your technology and professional skills on topics such as:

  • Adobe Suite (Acrobat, Photoshop, etc.)
  • Blackboard Learn (Connect at UBC)
  • Business skills (Leading Change, Communicating Across Cultures, etc.)
  • DIY Video (Camtasia, etc.)
  • Microsoft Office products (Word, Excel, PowerPoint, etc.)
  • Mobile devices in the classroom
  • Web and mobile app design

The UBC Strategic Plan, Place and Promise, outlines UBC’s commitment to the creation of exceptional environments that support student learning.  Lynda.com’s resources can help faculty and staff work towards achieving this goal.

These resources will be particularly useful to faculty who want to incorporate technology into the classroom, refresh or learn new skills, transform their course, or prepare a proposal for a future Flexible Learning Call for Proposals. The expanded access for staff will support the availability of accessible, timely, work-related learning opportunities to enhance performance and career development.

UBC HR and CTLT gratefully acknowledge financial contributions to the pilot from the Faculty of Land and Food Systems’ Learning Centre.

For more information and access to UBC’s lynda.com resources, please visit http://lynda.ubc.ca/.

DISCLAIMER: The Faculty Relations Newsletter is provided for guidance only.  For questions about specific issues or cases, please contact a member of Faculty Relations/Human Resources.  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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