Faculty Relations News

Adjunct & Clinical Appointments

A reminder that Adjunct Professor and Clinical Faculty appointments are part-time positions for individuals who have achieved distinction or particular success in their fields outside the university context, and are currently engaged in their profession. When appointing paid adjunct or clinical positions, remember to select the part-time option on the appointment form and indicate the FTE amount. For further guidance on the nature of these appointments, see the Faculty Relations’ titles and ranks and Policy AP4 – Faculty Term Appointments (formerly Policy #42).

FTE Credits for Sessional Lecturers

A reminder that units are responsible for providing sessional lecturers with updated reports of their accumulated service (FTE) at the beginning of each appointment (Part 7, Article 4.05 of the Collective Agreement). This is important both for keeping sessionals informed of their accumulation of FTE, and their continuing status, as well as equipping department heads to effectively manage resources. When tracking accumulated service, keep in mind that some sessionals may lecture in multiple departments. An FTE statement has been added to the sessional offer letters, and administrators will need to add the total cumulative FTE as indicated.

Administrators should review the FTE status of sessional lecturers on at least a semi-annual basis and at least 4 months prior to a reappointment. To view this information in ISIS, click on Reports (along the top menu) and choose Total UBC FTE Months List. Your faculty name should automatically populate. Choose “All” and a list will appear with all sessionals in your department. The FTE listed is university-wide and that’s the number you should enter in the letter. For questions or clarification regarding a specific sessional lecturer, contact a Faculty Relations Assistant Manager at the Vancouver campus, or an HR Associate on the Okanagan campus.

Professional Development Reimbursement – Expiry of Funds

For Regular Faculty members and Sessionals with Continuing Status: A reminder that unused PDR funds earned in 2010/2011 must be used and claimed by June 30, 2015. Claims for funds earned in 2010/2011 not received by Payment & Procurement Services (PPS) on the Vancouver campus by the cut-off date of June 30, 2015, will be forfeited by the individual.

For Sessionals without Continuing Status: In the case of the Non-CS Sessionals, unspent funds expire after two years, rather than five years. The expiry dates for the non-CS funds are: 1) June 30 for unspent PDR funds from the Feb. 15 assessment date, and 2) Dec. 31 for unspent PDR funds from the Aug. 15 and Oct. 15 assessment dates.

All faculty members (except Sessionals) can view their PDR fund balance online. Sessional Lecturers who wish to know their PDR fund balances can contact Barry Yee at (PPS PDR ). For further information on PDR funds, please visit the Faculty Relations website. Finally, it should be noted that claims must be submitted within 12 months of that expense being incurred.

Travel Grants for Sessionals

UBC and the UBC Faculty Association are pleased to announce travel grants for sessional faculty who will be presenting papers at academic conferences in 2015. Depending on demand, each grant will have a maximum value of up to $1,000 and may be used for travel, accommodation, and conference fees.

These funds are made available from the unused sessional PD funds as per article 7.09(d) of the Collective Agreement. The application and reimbursement process is as follows:

  • Sessional Lecturers submit request for travel grant to the Faculty Association. This is based on an announcement made in January, 2015, by the Association.
  • Applications are reviewed and successful applicants are provided with written pre-approval.
  • Following the conference the sessional will complete a reimbursement form (form is under development) and submit it to their Department Head & Administrator along with all pertinent receipts and the pre-approval. In this way the department is aware that the Teaching Fund will be covering costs associated with the conference.
  • Department Head signs off.
  • Administrator forwards package to the Faculty PD Desk in Payment & Procurement Services (Vancouver campus).
  • Sessional is reimbursed once they have returned to an active appointment. If a department initially covers the cost of the conference the reimbursement will be to the Department (in that case a JV will also need to be attached).