Faculty Relations News

Sharing Information Securely

As administrators we often have to share confidential information regarding faculty members. When we share this information electronically, we have to follow the requirements set out by UBC’s Chief Information Officer in the Information Security Standard on Transmission and Sharing of UBC Electronic Information. Improper sharing of confidential information at UBC frequently results in privacy breaches. It’s really important to follow the proper protocol to avoid a complaint to the Privacy Commissioner, or a legal claim, or both.

Confidential information includes personal information and financial information relating to payment card transactions. We are allowed to use unencrypted emails to share small amounts of low-risk confidential information. However, we cannot use unencrypted emails to send large amounts of confidential information, or any amount of high-risk information*, because this creates an unacceptable risk. For example, it would be acceptable to send an unencrypted email saying “Joe Smith is sick today and won’t be coming to work.” However, it would not be acceptable to use an unencrypted email to send an appointment form or a medical report, because these documents contain a large amount of confidential information.

You have two options to protect this information:

Option 1: Put the information in an encrypted attachment to your email. The CIO has issued instructions for encrypting these Word, Excel or PDF files. You should give the encryption password to the recipient in a secure manner; do not send it by email!

Option 2: Share the information using Workspace, which is a secure file sharing tool similar to Dropbox. In Faculty Relations we prefer that Dean’s Offices share any forms or documents via the Workspace directory that is set up for each faculty.

Thanks for keeping our confidential information secure! If you want more information about privacy and security, I encourage you to go to the Privacy Matters @ UBC webpage.

*High-risk information includes the following types of information:

  • Social Insurance Number (SIN)
  • Any official government identity card No. (e.g. Passport ID, Drivers’ License No., etc.)
  • Bank account information (e.g. direct deposit details)
  • Personal health information
  • Biometric data
  • Date of Birth

Advertising Guidelines

Advertisements of vacant positions for both tenure stream and term appointments must be placed widely. This is particularly important if in the end the successful candidate is not a citizen or permanent resident of Canada.  As per section 3.3 of Policy HR11 – Employment Advertising (formerly Policy #20) procedures tenure stream positions must be posted in four places.  Note that placing on multiple UBC sites is considered one placement.  For term appointments we recommend posting in a minimum of three places.

For Lecturer positions note that at the Head’s discretion the position may be posted internally only if the appointment is filled by a candidate who is currently a Sessional Lecturer in the unit (see Article 12 of Part 7, Conditions of Appointment for Sessional Faculty Members).  Otherwise the posting must be placed externally as per Policy HR11..

Workload Policy for Bargaining Unit Members

A reminder that as per the Collective Agreement (Part 1, Article 13) all units should have a transparent process for workload allocation which is shared annually with members of the unit.  It is recommended that this be documented in a workload policy. Workload practice will vary across units, but should be consistent within each unit.  Should Heads or administrators have questions regarding workload policy development or changes they should contact the Senior Manager in Faculty Relations responsible for their Faculty.

Research Associate Salary Increase and Offer Letters

Research Associates at UBC will receive a 1.0% General Wage Increase and a 0.75% Economic Stability Dividend on May 1, 2019. 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 $56,732 effective May 1, 2019. All newly appointed Research Associates must meet this new minimum.

Compensation for Research Associates may only change as per mandated increases or if the offer or reappointment letter contains language that specifically allows 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.

2019 Faculty Salary Increases for Bargaining Unit Members

A reminder that the Progress through the Ranks (PTR) increases (Career Progress, Merit, and PSA) will be processed in time for the July 15th paycheque. This means that administrators will need to check Career Progress (CP) and Length of Service (LOS) CP for their members.  Additionally units should be making preparations for the annual review process for merit & PSA, as decisions for merit & PSA will need to be finalized by approximately May 20th.  Bargaining is underway and we do not have any information regarding General Wage Increase (GWI) at this time.  An overview of the increase timeline is found on the Faculty Relations website.

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.