Faculty Relations News

Payroll Contacts For UBC Vancouver Faculty Have Changed

Please note that the contacts in Payroll have changed for Faculty appointments.  The updated list of Payroll representatives is found at, https://finance.ubc.ca/payroll/contact-payroll.

Paperwork for Additional Duties

A reminder that whenever a faculty member takes on extra duties for which they will be paid this must be confirmed with the faculty member in writing.  Either a letter from the Head or an email exchange confirming the offer and acceptance is acceptable.

Benefits After Normal Retirement Date

Faculty members who continue to work past their Normal Retirement Date and have not commenced a retirement benefit with their Pension Plan funds can continue to access most benefits. NRD is the December 31 or June 30 following the member’s 65th birthday. Two benefits, Income Replacement Plan (coverage ends 6 months prior to your NRD) and Spousal Life Insurance automatically cease for all faculty and the following benefits continue:

  • Health Benefits (MSP, Ext Health & Dental)
  • Basic Group Life Insurance (benefit is reduced to 1x annual salary)
  • Optional Life Insurance (member only)
  • Faculty Pension Plan
  • Professional Development Reimbursement (PDR) Funds
  • Tuition Waiver

If a faculty members decides to access their Faculty Pension Plan funds after their Normal Retirement Date health and insurance benefits cease.  At the end of the calendar year in which a faculty member turns age 71 all benefits cease except tuition waivers and PDR Funds.  Faculty members can apply for the Post-Retirement and Survivor Benefits Program.

IRCC Offers of Employment Submitted by Departments

As necessary Department Administrators are able to submit Offers of Employment through the Immigration, Refugees & Citizenship Canada (IRCC) portal for certain faculty positions These positions are Postdoctoral Fellows (NOC 4011), Clinical Fellows (NOC 3111) & Visiting Faculty (NOC 4011).. Any other appointments that require an IRCC Offer of Employment are to be submitted by Faculty Relations. When completing the online information please refer to the How to Complete Guide found on the Faculty Relations site and ensure that you are providing information that is up-to-date and consistent with the guide.

If you have questions about how to complete the form please email Faculty Relations Admin or HR Immigration Help.

Expiring Work Permits & December Break

Faculty members at UBC on a work permit and whose appointments will continue must renew their work permits in advance of the expiry date of their current permit. This is particularly important for those members on work permits that are expiring near the end of the year and who are considering leaving Canada during the December break.  Individuals who apply for an extension of their work permit prior to the expiry of the current one will normally have implied status. This means that UBC may continue to pay salary while the individual awaits their new work permit – note that implied status remains in place only if the individual remains in Canada. A faculty member leaving Canada while they do not have a valid work permit will not have implied status for work purposes and UBC will have to cease their salary and they must cease working until a positive decision on their application has been made.

Note that the current IRCC processing times for a new work permit for the same employer is 68 business days (approx. 3 months).

Should a faculty member leave Canada before they receive their new work permit they will no longer have implied status for work purposes, and UBC must cease paying them and the faculty member must cease working until a positive decision on their application has been made.  This will result in an interruption of pay until a new work permit is processed and approved and may impact their inability to return to Canada.  Administrators need to inform Faculty Relations/Human Resources immediately of such cases.

Questions regarding implied status and what happens should a foreign academic leave Canada should be directed to contact Immigration.help@ubc.ca.

We ask that administrators run HRMS Query #208 (EE_VISA_EXPIRATION_INFO) to view the work permit expiry information for their faculty members.

Further information on work permit renewal and implied status is found on the Faculty Relations immigration webpage.

Postdoctoral Fellow Appointments – Reminder of Degree Requirement

In order to hold a Postdoctoral Fellow appointment at UBC an individual must have their PhD, MD or DDS in hand before the start of the appointment. In the case of a PhD it must have been awarded no more than 5 years in advance of the appointment start date and for an MD or DDS the date of award may be up to 10 years in advance.

Often positions are offered to individuals prior to the completion of their PhD. While an offer can be made prior to completion the individual should have their PhD in hand by the time they arrive at UBC to take up their appointment.  In the rare circumstance where the PhD has not yet been awarded the individual must obtain a letter from the Dean of Graduate Studies at their university confirming that they have completed all the necessary requirements for their PhD.  Postdoctoral positions should not be offered to individuals who are still working on their PhD.

The Postdoctoral Fellows Offer Letters have been updated to reflect the PhD requirement.  Please ensure that you are using the up-to-date letters when making offers.

New Member of Faculty Relations

This summer we welcomed Leah Terai to the Faculty Relations team. She is the new Senior Manager in Faculty Relations and her portfolio is comprised of the Faculties of Forestry, Pharmacy, Dentistry, and Law. Her most recent experience was as a Vice-Chair at the Labour Relations Board and prior to that she represented unions as legal counsel.

Information for Supervisors Regarding Employee Substance Abuse

UBC Human Resources has compiled information for supervisors with respect to employee substance use as it relates to job performance and workplace safety. Supervisors are encouraged to review this page as it sets out their duties and responsibilities pursuant to British Columbia’s Occupational Health and Safety Regulation.

Please visit the Human Resources website to learn more about this information and review the Employee Substance Use Q & A to help better assess what should be done if you suspect that an employee may be engaging in unauthorized/unapproved substance abuse.

Changes to the Minimum Wage

On June 1st 2018, BC’s minimum wage increased from $11.35 per hour to $12.65 per hour. We would like to remind you of this change and to emphasize that it may be a relevant consideration for Postdoctoral Fellow appointments. Administrators should check their Postdoctoral Fellow appointments to ensure that they are in compliance with the new minimum wage.

Changes to the SAC Guide

A number of changes have been made to the Senior Appointments Committee (SAC) Guide to Reappointment, Tenure, and Promotion. The SAC Guide is updated each year based on input from all faculties at both the Vancouver and Okanagan campuses, and is available in PDF format on the Faculty Relations’ website at: Tenure, Promotion & Reappointment for Faculty Members. A thank you to those who have provided feedback.

Look to future changes to the guide as we transition from a document based version to a fully online version.