Faculty Relations News

Highlighting the Revised Language in Part 4, Article 9.02 with respect to Reviews for Promotion for Tenured Faculty

In the last round of bargaining, the University and the Faculty Association agreed to make amendments with respect to promotional reviews for faculty members contained in Part 4, Article 9 of the Collective Agreement. We wanted to highlight the revised language and to clarify the intention of the parties in implementing these changes. Prior to these amendments, candidates would participate in mandatory periodic and non-periodic reviews for promotion. Where a non-periodic review resulted in a recommendation by the Dean, the review was deemed to be a periodic review for the purpose of determining the timing of the next periodic review. In seeking to change this language, the intention of the parties was to simplify the process by eliminating the need to monitor and formalize a candidate’s request for promotion.

The revised language in Article 9.02 now provides a tenured faculty member with the opportunity to request an optional review for promotion in any year. If a Head makes a recommendation for a promotion review and the candidate agrees, then the review will also take place. It is important to note that if the review results in the promotion being denied, another optional review cannot be conducted for three years. The Head, the Dean or the candidate may decide to stop the process of an optional review at any time. But if an optional review is stopped by either the Head or the Dean, then only the candidate will be able to stop the next optional review. If an optional review is conducted past the point of obtaining referee letters, then a review will not be conducted in the following year.

LMIA requirements for tenure stream reappointments

We are pleased to let you know that Service Canada no longer requires that tenure stream positions be advertised again when subsequent LMIA submissions are required.  While this eases the administrative burden,  the expectation is still that tenure stream faculty members should apply for permanent resident status in their first few years at UBC.

Immigration update – IRCC Portal Guide for Offers of Employment

The How to Complete an Offer of Employment Guide created by Faculty Relations has recently been updated.  Administrators should refer to the updated version of the guide before they complete their next Offer of Employment on the Immigration, Citizenship & Refugees Canada (IRCC) Employer Portal.

In particular we would like to draw your attention to the Academic Exchange exemption for Visiting Faculty.  This exemption is applicable to individuals who hold a faculty appointment at another academic institution and the title provided to them at UBC, and reflected in the IRCC Offer of Employment should match that of their home institution. In some cases, for example that of Senior Lecturer, there is not a one to one match, but in most cases there should be.  Note that the title Visiting Scientist is not recognized by IRCC and does not normally fall under the Visiting Faculty exemption.  If you are inviting a researcher/scientist who does not hold an academic appointment elsewhere please contact Faculty Relations to discuss.

Annual 1% Lump Sum Payments for Regular Faculty Members

The 1% lump sum payment payable under Article 6 of Part 2 of the Agreement  has been processed on the June 30th paycheque. This payment is for regular members of the bargaining unit and is based on the annualized salary as of June 30th.  The payment will appear on the members paycheques under the code FAC LS.  Administrators will see this in their ledgers under the code LFC. The 1% lump sum for eligible Sessional Lecturers will be processed in September.

Salary Increases for Bargaining Unit Members

Salary increases effective July 1, 2018 for Continuing Members of the bargaining unit have been processed and will appear on the July 15th paycheque.  Increase components are comprised of a 1.5% General Wage increase, o.5% Mutual Beneficial Gains increase, Career Progress Increment, Merit and Performance Salary Adjustment.  Faculty Salary Increase Notices detailing the increase components and updated salary  will be mailed to faculty members in the week of July 9th.

Salary Increases for Research Associates

Research Associates at UBC will receive a 0.5% General Wage increase on 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. All newly appointed Research Associates must meet this new minimum.

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.

Promotion & Tenure Workshop – Research and EL Streams

9 a.m. Thursday, June 21, 2018

If you’re a faculty member coming up for tenure and/or promotion, this workshop is for you. Our speakers will guide you through all aspects of the tenure and promotion process at UBC. You’ll leave with a clear sense of how the process unfolds and your role in it. So please join us to ask questions, discuss concerns and share experiences.


  • Mark Schaller, Chair, Senior Appointments Committee
  • Mark Trowell, Senior Manager, Faculty Relations
  • Deena Rubuliak, Executive Director, UBC Faculty Association


To REGISTER for this workshop, please email the UBC Faculty Association at faculty.association@ubc.ca .

DATE & TIME: 9:00 a.m. to 11:30 a.m., Thursday, June 21, 2018

LOCATION: Lecture Theatre 102, at Michael Smith Laboratories, 2185 East Mall.

Academic Leadership Development Program (ALDP) Registration for 2018/2019 Cohort Underway – UBC Vancouver

Administrators & Deans take note: now is the time to sign up your new academic leaders for the 2018/19 Academic Leadership Development Program (ALDP).

The Academic Leadership Development Program (ALDP) is an annual, cohort-based program sponsored by the Office of the Provost and open to all new Heads, Deans, Associate Deans and academic leaders in related roles at UBC Vancouver. The Program begins with the two-day intensive “Boot Camp, Part I: Getting Started as an Academic Leader at UBC” on August 27th & 28th, 2018. Over the course of the 2018/19 academic year, ALDP offers:

  • 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”
  • Twelve breakfast- and lunch-time studios focusing on specific topics relevant to needs of academic leaders, such as “Cultivating effective faculty relations,” “Community engagement”, “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 that the Program has helped them become more effective leaders and derive more personal satisfaction from their leadership roles.

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 enrol a new academic leader in the 2018/19 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/.

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.