Faculty Relations Newsletter: November 2014

New SAC Guide For 2014/2015

The Senior Appointments Committee (SAC) Guide to Reappointment, Promotion, and Tenure at UBC has been updated for the 2014/2015 year. The latest revisions and additions bring further clarity to the application and review process for candidates in all tenure-track positions. The SAC Guide is updated each year based on input from both the Vancouver and Okanagan campuses.

The Guide and a summary of this year’s updates are both available in PDF format online at: Tenure, Promotion & Reappointment for Faculty Members.

Immigration Update

In June 2014 the government announced a number of changes to Canada’s Temporary Foreign Workers’ Program (TFWP). Faculty Relations provided a summary of these changes to Dean’s Office and Departments in July and again in September with updates.

The basic changes are:

  • Increase in the cost of a Labour Market Impact Assessment – Now $1,000 per LMIA
  • An Employer Transition Plan is required for each LMIA – Service Canada requires that a full transition plan be completed for each position that is filled by a foreign worker, detailing how the employer will be filing the position with a Canadian or Permanent Resident.  UBC and other universities are requesting that the Transition Plan for tenure stream appointments be based on one activity which is to support the faculty member in obtaining Permanent Resident status, rather than on four activities which will transition to a citizen or permanent resident of Canada. We are awaiting a decision on our request.
  • New Compliance Fee for LMIA Exemptions –a fee of $230 per work permit has been announced but has not yet been put in place.
  • Re-Advertisement of Tenure Stream Appointments – we understand that all reappointments of foreign workers will require the position to be advertised.  Previously this did not apply to tenure stream positions. As with the old process we will be required to obtain a new positive opinion (LMIA) from Service Canada.

As of Nov. 18, we have not had any further updates from the Temporary Foreign Worker Unit and what was announced in June remains in place.  UBC and other academic institutions across Canada continue to vigorously advocate the government exempt universities from some of the changes to not inhibit international recruitment.

UBC has always encouraged foreign faculty members to obtain Permanent Resident status as soon as they are able.  With the changes to the TFWP we strongly recommend that foreign faculty members apply for Permanent Residency status as early as possible to avoid the uncertainty and difficulties associated with changing regulations. For non-resident faculty members, continued employment is contingent on being able to obtain a further temporary work permit (or series of work permits) in order to retain their positions and remain legally working in Canada.  Permanent residency can be applied for through either the Provincial Nominee Program (PNP) or the Canadian Experience Class (CEC) designation. For more information, see Permanent Residency & Citizenship on the Faculty Relations website, the PNP Process, and the CEC Process.

Due to the recent TFWP changes the BC PNP has seen an increase in the usage of their program of approximately 80%.  This increase has resulted in the PNP approval process taking much longer than was previously experience.  According to the PNP website applications are taking about 8-9 months to review. This means that in total it may take 20-24 months for permanent resident status to be awarded via the PNP process.

Expiring Work Permits & December Break

A reminder that faculty members at UBC on a work permit should renew their work permits in advance of the expiry date of their current permit. This is particularly important for those members on work permits that are expiring near the end of the year and who are considering leaving Canada during the December break.  Individuals who apply for a new work permit prior to the expiry of the current one will have implied status.  This means that UBC may continue to pay salary while the individual awaits their new work permit – note that implied status remains in place only if the individual remains in Canada. A faculty member leaving Canada while they do not have a current work permit will not have implied status and UBC will have to cease their salary.

Should a faculty member’s work permit expire prior to them submitting an application for renewal, they will be ineligible for implied status. This may result in an interruption of pay and/or inability to return to Canada (if they are out of the country) until a new work permit is processed and approved.
We ask that administrators run HRMS Query #208 (EE_VISA_EXPIRATION_INFO) to view the work permit expiry information for their faculty members.

For more information about work permit renewal and implied status, please visit the Faculty Relations immigration webpage.

Advertising Update – Central UBC Account For WorkBC

Human Resources has created a central UBC account with WorkBC, the BC Provincial Government’s job posting board.  In order to advertise faculty openings on this site UBC Vancouver units will need to set up a sub-account through Human Resources (contact Breeonne Baxter). At UBC Okanagan Alana Jordan will be making the necessary arrangements.  Note that all postings on the WorkBC job bank are automatically forwarded to the Service Canada Job Bank.

Integrated Sessional Information System (ISIS) & Employee IDs

ISIS is being updated so that the ID number can be used immediately to apply for a CWL account, and is made available earlier in the hire process to other central systems such as SIS. This will help decrease the delays that many new sessionals experience in getting set up on various UBC systems. We anticipate this change will take effect by the end of  November.

Instructor Appointments In The Student Information Systems (SIS)

A reminder that in order to be listed as the instructor of record on the Student Information Systems (SIS) individuals must hold a faculty appointment that allows them to teach. A list of teaching appointments is found in UBC Policy 25.

Honoraria Earnings During Paid Leave

Study Leave: When a faculty member is on study leave only their regular earnings will continue to be paid (pro-rated as appropriate). Any additional honorary earnings will cease as of the start of the leave.

Maternity or Parental Leave: A faculty member on paid maternity or parental leave will receive salary in accordance with the UBC leave plan.  Any additional honorary earnings will cease as of the start date of the leave and are not part of the leave plan.  Keep in mind that maternity & parental leaves are designed to give a faculty member time away from work during the crucial first weeks & months of a child’s life.

If you have a situation where an honorary earnings line should continue uninterrupted throughout the leave, please discuss this with Faculty Relations (UBCV) or Human Resources (UBCO) in advance and ensure that instructions are provided on the leave form.

Honoraria Payments – Is A Lump Sum Appropriate?

We would like to provide clarification regarding the article on Faculty Honoraria in our 2014 June Newsletter.  A lump sum honorarium is not an appropriate payment method for unsalaried appointments where the individual is performing employee duties and UBC is providing remuneration for these duties.  In accordance with the BC Employment Standards Act individuals who are receiving remuneration for employee duties must be paid every two weeks and within eight days of the pay period end date. This also ensures that EI insurable hours are recorded correctly for the individual.  EI hours are not attached to lump sum honoraria (HN1) payments. Therefore should an individual need to access EI benefits, any HN1 payments will not be included in their UBC insurable hours, which could have a negative impact on their EI claim.

Details on when a lump sum honoraria is appropriate are found on the Faculty Relations website.

Research Honoraria

A reminder that honoraria payments (lump sum or ongoing) for research must not exceed 1/6th of the individual’s total academic earnings as per Policy 87.  Prior to submitting payment requests for research honoraria administrators should run HRMS query 604 (HON_AND_HN1_PAID_TO_EE) to ensure total honoraria is under 1/6th.  We ask that a copy of this query with the 1/6th calculation be attached to the payment form that is submitted to Faculty Relations/Human Resources.

Name Changes On HRMS

All requests for name changes on HRMS must be accompanied with a copy of the Social Insurance Number (SIN) card showing the legal name. Please ensure that a copy of the updated SIN card is forwarded to Faculty Relations/Human Resources & Payroll at the time of the request. By law, UBC as the employer is required to verify the name on the SIN card.

Updating Email Addresses On HRMS

Email addresses are maintained on HRMS for all employees, and the primary address recorded is used for email communications from central departments. A reminder to administrators and faculty members to update email addresses. Faculty members can do this themselves via employee Self-Service. Department administrators who have Employee Data update access can do so directly on HRMS.  Administrators who do not have update access can request this access by submitting an HRMS Access Request Form.  Further information on email addresses at UBC is found at, www.hr.ubc.ca/update-your-email/.

Paperwork Deadlines In December

Administrators are reminded to send paperwork to Faculty Relations/Human Resources well in advance of the effective date of the appointment form.  Keep in mind that Payroll requires paperwork to be in their hands approximately 2.5 weeks in advance of the payday and Faculty Relations requires time to review before forwarding to Payroll.  Due to Christmas closure and vacation, paperwork for the Jan. 15, 2015, paycheque must be received in Faculty Relations/Human Resources by Dec 17, 2014, in order to make the Jan. 15 paycheque cut-off.  Paperwork received after that date may not be entered in time, and administrators should inform the affected faculty members.

Paperwork No Longer Accepted Via Email

Due to duplication and overpayment issues Faculty Relations/Human Resources will no longer accept copies of appointment forms via email.  Effective immediately paperwork must be submitted in hard copy.

A reminder also that appointment forms should not be sent directly to Payroll – they must be routed through Faculty Relations/Human Resources for review prior to going to Payroll. Also, all lump sum honoraria forms for Sessionals or for honoraria payments over $4,500 must be sent to Faculty Relations/Human Resources.


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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