Visiting Professors, Scientists & Scholars: Reference Checks

Departments are reminded that the policies and procedures of the University apply to both paid and unpaid appointments as every individual at UBC is expected to observe, at all times, the highest professional standards.

Flowing from this point, prior to sending invitations to prospective visiting professors, scientists & scholars, departments must do their due diligence to ensure that the individual will be able to meet this high standard. Due diligence measures can include both formal and informal reference checks. Also, during the invitation process, it is helpful to keep in mind the UBC Respectful Environment Statement for Students, Faculty and Staff, which reflects the University’s core values of mutual respect, equity, and the promotion of a safe, caring, and respectful campus community.

Senior Appointments Committee (SAC) Deadline For 2015/2016 Year

A reminder that April 13, 2016, is the final submission date for SAC cases for the 2015/16 year. This date is to ensure that the committee will be able to review these cases before their final meeting on June 24, 2016. Any cases provide to Faculty Relations after this date will be pushed to the next year (excluding NEW cases). We have discontinued the practice of having additional meetings after June. To help with this, we ask that Department and Dean’s offices handle the trouble cases early and that you prioritize meetings on tenure and promotion.

HRMS Account Codes

A new account code has been created on HRMS specific to 12-Month Lecturers and is effective April 1, 2016. There are now three account codes used for Faculty salaries, and they are as follows:

  • 512000 for Tenure Stream Faculty (including Grant)
  • 521000 for Other Term Faculty (includes all other faculty appointment except 12-Month Lecturers),
  • 525000 for 12 Month Lecturers (includes both full-time and part-time appointments).

Payroll has already begun the process of converting the account codes for 12-Month Lecturer. Department administrators will need to update the position data in Position Management by April 1, 2016. Further information will be sent to Dean’s Offices shortly.

The Faculty Appointment Form has been updated to add the new code. Please ensure the current version is used when processing appointments.

Department Location Codes

Payroll wishes to remind Administrators of the significance of the 3-letter Work Location code (WORK LOC’N) on the Faculty Appointment Form (FAF) and how important that it is correct for each appointment. When entering this field on the FAF administrators need to choose the Location code that is specific to the individual appointment being processed on the FAF so that HRMS correctly reflects the individual’s work address. This is important as when mass mail-outs are done mail is sent to the address attached to the Work Location code recorded on HRMS. Payroll has noticed a very large volume of returns every time there is a mass mail-out. This is particularly problematic when the mass mail out is for the annual distribution of T4s and T4As or for the work/study permit reminders sent to foreign nationals. An error in the work location may result in individual’s not receiving these pieces of important mail. If you aware that the location code is incorrect for your faculty member please email the Faculty Service Rep to provide the correct 3-letter location code – please ensure to provide the member’s name and HRMS ID number. Remember that this 3-letter location code must be a valid value for your department.

Also a reminder that the four-letter Department Code (e.g. PSYT, ENGL, MECH, WOOD, OKMD) in Position Management must match the Department Code noted on Faculty Appointment Form and therefore on HRMS for the individual attached to that position. Incorrect information in Position Management will cause delays with the data entry of the appointment.

To find out which location code to use, or what address is mapped to a particular location code, Administrators can run HRMS Query 901 (Department Location Cross Ref). If the address for a Work Location code is no longer valid or has an error please email HR HRMS Support) to request an update.

Offer Letter Template Updates

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.

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/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.

Changes To Appointment

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.

Post-Retirement Appointments

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 Policy AP1 – Retired Faculty Appointments (formerly Policy #27). 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.