Faculty Relations Newsletter: November 2015


The Senior Appointments Committee (SAC) Guide to Reappointment, Promotion, and Tenure at UBC has been updated for the 2015/2016 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. To access the 2015/16 edition and a summary of revisions, please visit the Tenure, Promotion, Reappointment & Confirmation page on the Faculty Relations’ website.


The University was scheduled to go to arbitration with the Faculty Association Oct 20-22. The interest arbitration process is complicated, with many submissions, and issues arose in mid-October. As a result, the arbitration board adjourned the hearing. The hearing is rescheduled for February 16-18, 2016. The 3-person arbitration board will determine the outstanding matters for the collective agreement with the Faculty Association with effect from July 1, 2014. The arbitration decision is expected in spring 2016.


The language in the offer letter templates for tenure and tenure stream faculty members has been updated to include language applicable to the responsibilities of those in the educational leadership stream. Additionally all offer letters for new hires have been updated to include information on the AccessUBC program. Offer letter templates are found on the Offer Letter page.  Please ensure you are using the updated offer letter templates.


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/Human Resources require time to review before forwarding to Payroll.  Due to Christmas closure and vacation, paperwork for the Jan. 15, 2016, paycheque must be received in Faculty Relations/Human Resources by 1:00pm on Dec. 17, 2015.  Paperwork received after that date may not be entered in time, so administrators should inform the affected faculty members to expect delayed payment.


Administrators are reminded that any changes to paid appointments must be submitted on the appropriate form with all required signatures and backup documentation as appropriate. Administrators should not contact Payroll directly to ask for changes to appointment details on HRMS. Changes to unpaid appointments need to be submitted via ePaf.


Payroll wishes to inform Administrators that as of January 1, 2016, ePAF will be mandatory for all unpaid appointments at both UBC campuses.  Electronic Personnel Action Forms (ePAF/eForms) have been used by UBC to replace student and staff paper appointment forms since 2012.  Payroll and Faculty Relations, in previous newsletters, have encouraged all units at UBC Vancouver to use ePAF for their honorary faculty appointments.  Administrators that have not yet transitioned to ePAF and require training may wish to register for the upcoming ePAF training sessions currently scheduled for November 16 and December 1, 2015 (UBC Vancouver only). To register for training or to view the schedules refer to the Finance Training Calendars at UBC Vancouver and UBC Okanagan.


Retired faculty members (including tenure-stream faculty, librarians and program directors) can be re-hired as a new hire or into a post-retirement appointment under UBC Policy #27, Appointment of Retired Faculty Members. Departments no longer need to seek pre-approval of Post-Retirement Appointments from the Provost’s Office and that appointments can be submitted directly to Faculty Relations (for UBC Vancouver) or Human Relations (UBC Okanagan). The appointments will be reviewed by the Faculty Relations/Human Resources to ensure that there are no unusual terms in the length, purpose or compensation for the appointment. If there are unusual terms, approval from the Provost’s Office will be sought by Faculty Relations/Human Resources.


The UBC Faculty Pension Plan Election for two Pension Board trustees is under way. Election packages were mailed to all eligible Plan members on Monday, October 19, 2015. Members can vote by paper ballot or online. Follow the link below for candidate information and to vote online:

Voting closes at 4 p.m. PT on Friday, November 13, 2015. The results of the election will be posted on the Plan’s website on Monday, November 23, 2015. We encourage you to take time to exercise your vote in this year’s election.

If you have any questions regarding this election, please email elections.information@ubc.ca.


CIC Employer Audits and Recording Keeping Requirements

Citizenship & Immigration Canada (CIC) can audit employers at any time in respect to foreign nationals hired under either a Labour Market Impact Assessment (LMIA) or under a LMIA-exemption. Audits are done to ensure employers are compliant with the following conditions:

  • the employer is actively engaged in the business in respect of which the offer of employment was made;
  • the employer is compliant with the federal and provincial employment laws;
  • that wages and working conditions are substantially the same as — but not less favourable than those set out in the foreign national’s offer of employment; and
  • that the employer must make reasonable efforts to provide a workplace that is free of abuse.

As part of the audit, CIC or Service Canada could perform an onsite inspection. CIC may audit LMIA exempt positions within 6 years of either the employment start date (for LMIA-Exemptions) or within the LMIA issuance date (for LMIA required positions).  Administrators are reminded that they must keep recruitment records relating to the hire of a foreign national for a period of 6 years.

In regards to the wages and working conditions, as indicated above these must remain substantially the same. Changes prescribed by a Collective Agreement or changes in legislation are acceptable.

If an administrator is contacted directly by CIC, please forward the communication to Faculty Relations/Human Resources.

Please be aware that there are penalties for employers that are not able to demonstrate that they have met Program requirements or LMIA conditions.  An employer who is found to be non-compliant may be subject to:

  • a ban of two years that could be university wide;
  • the employer name, address and period of ineligibility published on a public website;
  • a fine ranging from $750 to $100,000 (new as of December 1, 2015);
  • a negative LMIA being issued for any pending applications; and/or
  • a revocation of previously-issued LMIAs.

CIC Processing Times

CIC’s is experiencing long delays in processing of work permits applications. Departments are advised to begin working with faculty members to apply for new work permits as early as possible.  For more information on CIC’s current processing times, please refer to the Processing Times on CIC’s website.

If faculty members apply for a new work permit prior to expiration of their current permit they will have implied status, which allows the  member to work under the same conditions pending a determination of their application for renewal. However, implied status for a faculty member has implications for their ability to travel outside of Canada, which is important for those wishing to leave Canada during the December break. Administrators need to be aware that should a faculty member with an application pending on an expired permit leave Canada, the faculty member will no longer have implied status, may not be permitted to resume work until his or her application for renewal is granted, and will need to be placed on unpaid leave.

Since the process for acquiring a work permit is lengthy, it is important to start this process as early as possible. For more information on implied status, please visit the  Work Permit Renewal information on the Faculty Relation’s website or the CIC’s Temporary Resident: Validity, Extensions, and Restoration of Status website.

CIC’s Employer Portal

On October 26, CIC launched an online Employer Portal through which employers must now supply information on Visiting Faculty, Postdoctoral & Clinical Fellows and any other LMIA-exempt positions. Faculty Relations has been in touch with each Dean’s Office at UBCV to set up access to the Employer Portal. Each Dean’s Office will provide access to those in their units as necessary. Dean’s Offices at UBC Okanagan will be c+ontacted by HR to set up access.

Information regarding invitations for LMIA exempt faculty positions is found on the Invitations page of Faculty Relations’ website.


Human Resources (UBC Vancouver) has a central UBC account with WorkBC, the Province of British Columbia’s job posting board. If you experience problems posting a position on WorkBC, please consider these troubleshooting tips:

  • When posting, try to avoid using Internet Explorer, instead use another browser (e.g. Firefox or Chrome). This should alleviate the issue on copying and pasting information into the job description field.
  • If uploading a document, type “see attached document” in the job description field to avoid having to duplicate work.
  • As the website is not yet updated to use the 2011 NOC codes, please use the 2006 NOC codes when posting a position. To access the 2006 NOC codes, please visit the Government of Canada’s NOC Code List (2006) website.

To add another departmental representative to the WorkBC account, please email Breeonne Baxter. For questions regarding the content of job descriptions, please contact Faculty Relations. For other technical problems, please contact WorkBC.

For UBC Okanagan, Human Resources handles all WorkBC accounts centrally.


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.