Faculty Relations News

Offer Letters

The offer letter templates for tenure stream faculty and Librarians have recently been updated, and administrators should ensure they are using the most recent version of these letters.

Keep in mind that offer letters are binding contracts of employment and as such the templates have been created to ensure that they are enforceable and meet legislative and university requirements. Should a unit wish to make substantial changes to an offer letter they must seek input from the Dean’s Office and subsequently Faculty Relations (UBC Vancouver) or Human Resources (UBC Okanagan).  Any unit which uses a letter that has been changed and not pre-approved will be the responsibility of the unit in terms of legal consequences that may flow from the contractual terms (including legal fees and potential damages).

Lecturer Appointments and Offer Letters

Please keep in mind that any Lecturers who have not been appointed under the new Collective Agreement language need to be appointed with the updated template Offer Letter and go through probation (even if they have held a Lecturer position at the University for a year or more).  Any Lecturer being renewed post-probation can be appointed with this Lecturer Renewal template.   Generally any Lecturer appointed before August 15th 2017 has not undergone probation and must do so.

Staffing Changes in Faculty Relations – UBC Vancouver

Colette Hogg has joined the HR Integrated Renewal Project (IRP) as the Subject Matter Expert on all matters related to faculty appointments and Nicole (Nicki) Hogg has taken over Colette’s Assistant Manager role looking after faculty members with last names from A to K.  We welcome Olivia Sperry to the Faculty Relations team.  She has taken over Nicki’s Administrative Assistant position.

PDR Reminder: Expiry of Professional Development Funds (PDR) Accrued in the 2013/14 Academic Year

A reminder of the upcoming expiry date for PDR Funds that were accrued in the 2013/14 academic year. Any unused funds from 2013/14, must be used and claimed before the June 30, 2018 year-end, otherwise access to this carried forward amount will expire and be forfeited as of July 1, 2018.

To access an unused fund amount from 2013/14, a completed PDR Fund expense claim form must be received in Human Resources, on the Vancouver campus, by Friday, June 22nd at 4:30pm, in order to provide time for PDR claim processing prior to the June 30 year-end expiry date.

PDR Funds accrue at $1,100 per academic year (pro-rated for partial years) and can be carried forward to a maximum of five years. Claim submission amounts are applied against the value of the oldest carried forward PDR funds first, when applicable. Claims may be submitted up to three times per year and must be within 12 months of the expense purchase date.

The following are online PDR resources:

Faculty members will receive an email directly from the PDR desk informing them of the upcoming expiry.

Service Canada Changes for Foreign Academic Hires

Changes to Labour Market Impact Assessment (LMIA): Service Canada made a change last year to the LMIA application forms and employers are no longer required to provide a completed a Foreign Academic Recruitment Summary (FARS).  Previously, when a foreign academic was hired, Departments had to complete a FARS. Instead, the information has been incorporated into the LMIA application itself, which Faculty Relations/Human Resources completes.  The list of required documents that must be provided to Faculty Relations/Human Resources is found on the Faculty Relations website.  Please be sure to use the forms found on our website to ensure you are using an up-to-date version.

Changes to Advertising Requirements Under an LMIA: Service Canada made changes last year to the rules regarding advertising for foreign academics, and they now require employers to advertise on the National Job Bank.  Faculty Relations contacted Service Canada regarding this change and were informed that employers can opt not use the National Job Bank, but if they do so a rationale must be provided to Service Canada.

As a result of these changes the Foreign Academic Form will be updated.  The updated form should be loaded in the coming weeks.

Salary Increases for Research Associates

Research Associates at UBC will receive a 0.4% Economic Stability Dividend increase on May 1, 2018 and 0.5% General Wage Increase (GWI) effective July 1, 2018. This is as in accordance with the mandate of the Provincial Government through the Public Sector Employers’ Council (PSEC). As a result of this increase the minimum salary for Research Associates increases to $55,756 effective July 1, 2018.

A reminder that compensation for Research Associates may only change as per mandated increases or if the initial offer letter contained language that specifically allowed for a salary increase upon reappointment. A reminder that the Research Associate offer letter templates is found on the Faculty Relations website and contains suggested language.

Salary Increases for Bargaining Unit Members

Salary increases for all bargaining unit members effective July 1, 2018 will be processed in the month of June.

Career Progress, Merit & PSA values: The calculation of the July 1, 2018 values is complete. The Career Progress and Merit Unit Value is $2,167.

New Minimum for Lecturers: As of July 1, 2018 the salary minimum for full-time Lecturers will be $63,600.

Sessional Lecturer Salary Scales:  The sessional salary scales increase by 1.5% as of July 1, 2018. The scales are already updated on the Faculty Relations website and will be applied to ISIS in the month of June.

Tentative Agreement on Collective Agreement

The University and the Faculty Association have reached a tentative 3-year agreement for July 1, 2016 to June 30, 2019. The joint communication from the University and the Faculty Association regarding the tentative agreement can be viewed on the Faculty Relations website.

Salary Increases for Bargaining Unit members

Once the tentative agreement has been ratified we will move forward with the increases. In the meantime we are making preparations to process the increases in successive order. It is anticipated that the 2016 Progress Through the Ranks and General Wage Increases will be processed in the fall of 2017. The 2017 and 2018 increases will follow thereafter. At this time we are unable to provide specific dates, but we will be working as quickly as we can to process all increases. As soon as a schedule has been established Faculty Relations will communicate this information.

Reappointments: Keep in mind that as we move forward with the increases HRMS will be frozen for periods of time. As such administrators should ensure that they have processed reappointment paperwork as early as possible for any term positions that have an end-date within the next 6 months. Keep in mind that the 2018 increases will be processed in time for the 2018 July 15th paycheque therefore reappointments for appointments ending June 30, 2018 must be processed as early as possible in 2018 and not later than 2018 March 31st.

Merit & PSA for 2016 & 2017: By now eligible faculty members should have provided their annual reports and the merit & PSA process within each department should have commenced. Departments should not wait until their receive notice of their merit & PSA amounts to make rankings.

Career Progress, Merit & PSA values: The calculation of the July 1, 2016 value is underway and the values will be provided to each Dean’s Office as early as possible. The calculation of the July 1, 2017 value cannot commence until after the July 1, 2016 increases have been completed, however the 2017 Career Progress and Length of Service CP has been loaded to HRMS. An email has already been sent to Dean’s Office administrators informing them of the steps to take to check the accuracy of the data.

July 1, 2017 – Research Associate Compensation

Research Associates at UBC will receive a 0.5% General Wage Increase (GWI) effective July 1, 2017. This is as in accordance with the mandate of the Provincial Government through the Public Sector Employers’ Council (PSEC). As a result of this increase the minimum salary for Research Associates increases to $55,258 effective July 1, 2017.

A reminder that compensation for Research Associates may only change as per mandated increases or if the initial offer letter contained language that specifically allowed for a salary increase upon reappointment. A reminder that the Research Associate offer letter templates is found on the Faculty Relations website and contains suggested language.

As we mentioned in our March newsletter the University was reviewing the tuition waiver benefit for Research Associates. After the consultation process, which included conducting a survey of Research Associates it was decided that the University would not move forward with the Tuition Waiver Benefit at this time.