Faculty Relations News

Academic Leadership Development Program (ALDP) – Changes and Registration for 2019/20 Cohort are Underway

ALDP is in the process of change – but that doesn’t mean you should not be signing up your new Heads, Directors and Associate Deans for next year’s program which starts with the ever popular ALDP Boot Camp on August 26 and 27, 2019.

Stepping down from the role of ALDP Program Director, a position she has held for 6 years, is Fran Watters. Stepping into the position for the next year will be Mark Trowell, senior manager in Faculty Relations. Julianna Chen, ALDP’s program manager will be on a personal leave starting in September and the process is underway right now to find her replacement.


The good news is that ALDP goes on! Open to faculty in a new academic leadership role (priority is given to new Heads, Deans, Associate Deans) at UBC, ALDP focusses on leadership development through coaching, online learning, studios and workshops. The Program begins with the two-day intensive “Boot Camp, Part I: Getting Started as an Academic Leader at UBC” in August and then over the course of the 2019/20 academic year, ALDP offers a number of resources for leadership development including:


  • Two intensive “Boot Camps” in late August and early December, which focus on leadership fundamentals new academic leaders need in order to establish themselves well in their roles
  • Three workshops focusing on broad leadership topics such as “Engaging with Conflict,” “Leading Change,” and “Transitioning to Year Two”
  • Six breakfast- and lunch-time studios focusing on specific topics relevant to needs of academic leaders, such as “Cultivating Effective Faculty Relations,” “Supporting Research in Your Unit,” and “The Changing Landscape of Teaching and Learning”
  • Leadership styles assessment and an opportunity to receive reflective, individual feedback on leadership development, using an Appreciative Inquiry approach
  • Confidential, one-on-one executive coaching to support cohort members in identifying and achieving their leadership goals
  • Online learning modules accessible through the ALDP Canvas site

ALDP alumni have reported the Program has helped them become more effective leaders and derive more personal satisfaction from their leadership roles. Comments from this year’s cohort include: “This is an excellent program, provides practical and applicable skills and knowledge”; “a tremendous boost to my skill set and readiness”; and “an effective program for academic leaders at UBC”.

Administrators, Heads, and Deans are encouraged to highlight and offer ALDP to faculty when recruiting for academic leadership positions. For questions about the Program and to enroll a new academic leader in the 2019/20 Program, please contact Julianna Chen, ALDP Program Manager, at julianna.chen@ubc.ca or 604-827-2783. Further information about ALDP can also be found on the Program website, http://aldp.ubc.ca/.

New Moving Vendor Options for Relocating Faculty and Senior Management Staff

As of July 1, 2019, there will be three moving vendor options available to eligible relocating faculty members and senior management staff and hiring departments at UBC.

In response to feedback requesting more choice when it comes to coordinating relocation services, UBC is adding two moving companies: AMJ Campbell and Armstrong Moving and Storage/Armstrong International Movers Ltd. UBC is a member of the Canadian Association of University Business Officers (CAUBO), which means the University can take advantage of CAUBO’s agreements with Armstrong and AMJ Campbell. CAUBO negotiates competitive tariff agreements with its moving vendors based on a larger volume of moves, ensuring the competitiveness of quotes/estimates.

Quality Move Management (QMM) which has been UBC’s designated relocation company since 2007 remains an available option, and is the preferred vendor for senior management staff moves, as well as moves over $75K.

Quotes and estimates may be requested of one or each of the three available moving companies.

About AMJ Campbell and Armstrong

Because CAUBO manages the agreements with its moving companies, they are responsible for maintaining the appropriate quality of service. If you choose one of CAUBO’s moving companies, you must work directly with AMJ Campbell or Armstrong.

About QMM

UBC continues to manage the agreement with QMM. If you are a hiring department that selects QMM as your moving company, please continue to following existing UBC administrative procedures. UBC’s relocation administrator and QMM’s relocation coordinators remain your key contacts for QMM moves.

Existing Moving Contracts

The additional CAUBO moving company options are effective July 1, 2019. Any existing contracts or quotes negotiated before July 1, 2019 and/or moves contracted with QMM must be honoured.

Policy and Reimbursement

Under Policy HR6 – Relocation (formerly Policy #82), the University has designated relocation and moving companies that must be used if relocating faculty and senior management staff wish to have eligible expenses reimbursed by UBC’s Central Relocation Fund, the fund that supports the policy.

QMM is the preferred moving company for senior management relocations (e.g. President, VPs, AVPs) and executives (e.g. Deans) if hiring departments wish to access the Central Relocation Fund.

CAUBO-managed moving companies are also eligible for reimbursement through the Central Relocation Fund.

For more information, please visit the updated Relocation website.

Questions? Please contact UBC’s Relocation Administrator Joyce Wei at joyce.wei@ubc.ca.

Research Associate Tuition Waiver – Survey Results

In May we surveyed Research Associates regarding a tuition waiver benefit.

In response to the survey, we heard back from 185 individuals, which is approximately 59% of the total UBC Research Associate group. 70% of respondents indicated that they do not wish to have a reduction in their GWI to fund a tuition fee benefit.  This strongly supports the results of the previous survey conducted in 2017.  As a result, we will not be moving forward with a tuition fee benefit.


Research Associate compensation, as is the case with all other employee groups at UBC, is governed by PSEC and may only change in accordance with their mandate. Under PSEC’s mandate in order to add a tuition fee benefit, a compensation trade-off of equal value must be made, and this is typically done by reducing a General Wage Increase (GWI); as such, the University is not able to simply provide a tuition waiver benefit without reducing a GWI.  This is consistent with the compensation packages of all other employee groups at UBC.

Worker’s Compensation (WCB) – what you need to know regarding unpaid appointments

The Workers Compensation Act requires successful claimants to be workers; WorkSafe’s policy guide is clear that “workers” are paid and therefore volunteers or any unpaid appointee are not covered.

Often individuals holding appointments are funded by external grants and receive no University funding. If the grant pay is administered by the University as fellowship earnings, despite not being provided by the University, the grant recipient will be deemed a University employee and be able to make a WorkSafe claim through the University due to UBC paying WCB premiums on their behalf.

Where the University is not paymaster and the external grant funding is administered directly to the recipient, there are, for our purposes, no earnings and therefore UBC pays no WCB premiums on this grant funding. In the case of Postdoctoral Fellows we record these funds as “Non-University Funded” (NUF) on HRMS and UBC does not pay WCB premiums. All other unpaid appointees at the University who receive no earnings from us whatsoever are also not covered under WCB and therefore are unable to access WorkSafe coverage.  This means that if an individual is injured in the course of performing their unpaid (i.e. unpaid by the University) duties, they will have to take their claims to MSP, which will only cover medical expenses. MSP does not act as a wage replacement scheme like WorkSafe does.

Consequently, administrators or supervisors should advise any appointees with unpaid appointments, including postdoctoral fellows with NUF earnings to clarify whether they have access to another wage replacement scheme in case of injury. If their grant funding is from an external granting agency in another province or country, the recipient may have the option of making a claim in their home jurisdiction.

In the case of paid UBC employees working out of province they will be eligible to make WorkSafe claims for injuries incurred, but only for the first six months of their extra-provincial employment.

Should you have any further questions regarding WorkSafe coverage for those working within your department, please not hesitate to contact Workplace Health Services at wsbc.info@ubc.ca or by phone at 604-822-8759.

T2200 Tax Form – Should You Certify?

Recently we’ve had a number of inquiries regarding whether or not the University will sign off on T2200s to deduct rent costs from personal employment income when faculty use their home as an office space. The T2200, also known as the “Declaration of Conditions of Employment”, allows the employee to make claims that certain expenses were necessarily incurred to fulfill their employment duties and deduct those expenses from their income; however, the employer must certify the claims for deductions as being related to actual conditions of employment, and finally the Canada Revenue Agency makes a determination on whether or not to approve the claim. Section 8 of the Income Tax Act details permissible deductions from personal income, and Subsection 8(13) outlines where such deductions can be made for the use of a home office. This will only apply when an employee is genuinely required, as a condition of their employment, to incur personal office expenses (so, for example, faculty on sabbatical will not be eligible). Where the maintenance of an office is required to fulfill employment duties, the Act stipulates that home office expenses will only be deductible where that office is the place where the individual principally (i.e. more than 50% of the time) performs their employment duties.

Our general practice is to avoid issuing T2200s by directly reimbursing the employee for any expenses necessarily incurred as a condition of fulfilling their employment duties. Of course, there may be cases in which this is not done and in those exceptional cases, our practice should be guided by the law as set out above.

Faculty Increases and Bargaining Update

The Progress Through the Ranks (PTR) increases have been processed effective July 1, 2019. This means those who are in receipt of a PTR award will see their salary increase on their July 15th paycheque. On the bargaining front the University and the UBC Faculty Association met throughout the spring and bargaining is set to resume in late September.

Minimum Wage Increase

While most employees at UBC are unaffected by minimum wages, certain groups may be affected by the increase of over $1. In particular, our Postdoctoral Fellows need to be considered. The minimum wage in British Columbia increased from $12.65 to $13.85 on June 1, 2019. If workers are under salary, it is important to make sure that the equivalent hourly wage is adjusted to would meet or exceed the new minimum.

Further increases are scheduled annually for June 1 of 2020 and 2021, so it’s a good idea to continue planning ahead for such changes. More details about minimum wage requirements can be found within the ESA Interpretation Manual.

Vacation Time Increase After 5 years

Administrators will be familiar with the 2 weeks’ Vacation time requirement for newer employees, but it is easy to overlook the fact that this amount must be increased. An employee who has been working at UBC for over 5 consecutive years is entitled to a full 3 weeks under BC’s Employment Standards Act. Furthermore, these entitlements are “paid vacation” in the sense that they include both pay and time off.  No vacation increases are required for employees already receiving 3 weeks or more.

Detailed information on the application of Employment Standards is located in the ESA interpretation manual.

Immigration Updates

Documentation in support of Implied Status

As soon as a foreign academic has made their application for a new work permit please ensure that a copy of Confirmation of Receipt Letter issued by Immigration, Refugees & Citizenship Canada (IRCC) is provided to Faculty Relations/Human Resources.  If the application for a new work permit is made in paper format a copy of the payment receipt as well as proof that the application is delivered (e.g. Canada post tracking information) must be provided.  We have updated our website to reflect this.  Please remember that as soon as the foreign academic receives a reply from IRCC a copy of the work permit or communique must be forwarded to Faculty Relations/Human Resources right away.

Travel outside Canada while on Implied Status

In order for the University to continue paying a faculty member who has implied status they should not leave Canada.  If they do leave Canada they must inform the University and we must cease paying them until a new work permit is issued.  Individuals in this circumstance may be allowed to re-enter Canada as a temporary resident, pending a decision on the renewal of their application to work in Canada, provided they are temporary resident visa (TRV)-exempt.  However, they may NOT resume work in Canada until their application for renewal has been granted.  Further information is found on the Immigration, Refugees and Citizenship Canada (IRCC) website.

Visiting Foreign Academics – Clarification on which authorization is required

Administrators are likely familiar with the process to invite foreign faculty members under IRCC’s Academic Exchange exemption, but there are other categories of visitors where the process is not as straight-forward and it’s not clear what IRCC authorization is required.  Housing & Relocation Services has created a handy chart that provides a breakdown of the most common IRCC Authorizations.

Sick Leave, Income Replacement Coverage and Return To Work

The following information is provided to help clarify the steps and processes involved when a faculty member goes on sick leave, Income Replacement (IRP) leave or enters into a Return to Work (RTW) arrangement.

1. Sick Leave Process

Faculty members are eligible for up to 6 months paid sick leave.  If a faculty member goes on sick leave that will be longer than a week they should provide notification to their Department Head in writing, including a doctor’s certification of the illness, the start date of the leave, a prognosis of the expected return date and any accommodation that may be required if requesting a partial medical leave. The Department Head of the faculty member may seek assistance from the Return to Work/Remain at Work Program, UBC Vancouver.

On the Okanagan campus, if a faculty member is off work greater than 5 days or has an upcoming medical leave, the Department Head will contact the Work Reintegration & Accommodation Program (WRAP). All medical information and case management will be led by WRAP and they will provide the Department Head with updates regarding need for accommodation, return to work planning, IRP etc.

At both UBC Vancouver and UBC Okanagan it is the responsibility of the Department to prepare the necessary leave of absence form and forward to Faculty Relations (UBC Vancouver) or Human Resources (UBC Okanagan), along with the relevant documentation so that HRMS can be updated accordingly.

If a faculty member is unable to return to work they must keep the Department updated.  At UBC Okanagan the faculty member must remain in regular contact with WRAP.  If it is anticipated that coverage under the Sunlife Income Replacement Plan (IRP) will be required, the member should apply at the end of the 3rd month of sick leave.  Members should contact the Benefits Claims & Finance Associate at 604-822-8696 or email disabilityclaims.info@ubc.ca to learn how to apply for benefits and to obtain the application forms.  A delay in applying may result in the member being without pay for a period of time.

If member runs out of paid sick leave and Sunlife has not yet approved IRP or has denied the IRP application, the faculty member will be placed on an unpaid sick leave.  It is the responsibility of the Department to create the necessary leave form and forward to Faculty Relations/Human Resources along with the relevant supporting documents.

Departments need to monitor the leave and keep Faculty Relations/Human Resources apprised of any changes.

2. Income Replacement Plan (IRP) Benefit Process – full coverage by Sunlife

Upon approval of an IRP claim, Sunlife informs the Benefits Claims & Finance Associate IRP Claims Clerk in Human Resources, who then informs the Department and instructs them to produce a Leave of Absence form which they forward to Faculty Relations/Human Resources along with supporting documents.  FR/HR will arrange for HRMS to be updated.

For a tenure-track or term appointee on IRP, the Department needs to track the appointment and ensure that a reappointment, as necessary is processed on HRMS.  For example, if a tenure track faculty member is approved for IRP after completing the first 3 years of their appointment and does not return to work by the end of the 4th year, then the department needs to create a Faculty Appointment form to process a one-year extension. They will need to do this annually until either the individual returns to work or we receive medical information that there is no likelihood that the individual will ever return to work.

It is important to track the appointment and ensure it continues to appear on HRMS with a leave status. The key reason for this is that medical, extended and dental benefits continue based on the leave appointment.  If the appointment ends then health benefit coverage ends. If we are informed with medical evidence that there is no likelihood that the individual will ever return to work, UBC will provide the individual with a limited period of benefits continuance so that they can make alternate arrangements for alternate health benefits coverage.  Faculty Relations/Human Resources will work with units in such situations.

3. Income Replacement Plan (IRP) Benefit Process – partial coverage by Sunlife

As with the full IRP leave the Benefits Claims & Finance Associate IRP Claims Clerk in Human Resources will inform the Department and instruct them to produce a Leave of Absence form which is forwarded to Faculty Relations/Human Resources who will arrange for HRMS to be updated.  If the individual is transitioning from Full to Partial IRP the department will need to complete a Faculty Appointment Form so that a secondary Employment Record can be created on HRMS. The percentage of leave and work should be clearly outlined on the appointment form and accompanying documentation.

HRMS will be updated to reflect the partial leave and partial work situation and the individual will continue to receive partial pay from UBC.

Any changes in percentage will be communicated by the Benefits Claims & Finance Associate IRP Claims Clerk to the Department, who will create the necessary appointment form to process the change.

4. Return to Work Process

Once a member on IRP has been deemed medically fit to return to work Sunlife will contact the Return to Work (RTW) Advisor who will coordinate with the faculty member, Department, Faculty Relations/HR as well as the member’s doctor or healthcare providers to set up a Return to Work schedule.  If Departments are aware of a possible return to work in advance of Sunlife’s confirmation they should contact the RTW Advisor to discuss. Once a RTW schedule has been confirmed it is the Department’s responsibility to produce the necessary appointment form and forward to Faculty Relations/HR with supporting documentation. If there are any changes in work level these will be communicated to the Department who will complete further paperwork for Faculty Relations/HR.

On the Okanagan campus, WRAP will continue case management leading up to and during a faculty members IRP leave. Return to work will be coordinated by WRAP with the involvement of the Head and in some cases Human Resources. Once a RTW schedule has been confirmed it is the Department’s responsibility to produce the necessary appointment form and forward to Human Resources.

5. Accommodation

If an accommodation for an active faculty member is required the Department should contact the appropriate Senior Manager and/or RTW Advisor (UBC Vancouver) or WRAP (UBC Okanagan)..

For more detailed information refer to the Human Resources website as follows: