The 2020 attendance record forms are now available on the HR Forms page.
If you have questions about using these forms, please contact your HR Associate.
Breeonne Baxter
Preparing in advance of any possible weather-related campus disruptions
Do you have an up-to-date operations plan in case of a campus disruption? While the weather forecast in Vancouver looks cold and dry for now, we recommend that you take some time to consider what essential services your unit will need in the event of an extreme weather, such as a snow or ice storm. Essential services in the context of extreme weather conditions are those services that are needed to ensure the safety, security, welfare, and health of the community, property, and research and certain operational and contractual activities of the university.
Please visit our page on Staffing during a weather disruption for a full list of considerations.
Some things to think about:
- Review the services that your unit provides, and determine which of those services are essential.
- Have a discussion with employees who are in those roles and let them know the university’s expectations and policy in the event of extreme weather (Disruption of Classes/Services by Snow Policy: the Snow Policy (SC5) (formerly Policy #68)).
- If you have essential CUPE 2950 positions, follow the process as outlined in Article 13.01 and Letter of Agreement 13.01 of the collective agreement, which requires communication with Human Resources (contact Korey Onyskevitch at korey.onyskevitch@ubc.ca) and the union. This does not preclude your ability to request additional essential services should the need arise.
Setting up a plan in advance will allow you to address any issues with your team and with your HR Advisor. If you have any questions or concerns, please contact your HR Advisor.
Memo: Paid leave for staff between Boxing Day and New Year’s Day
On Nov. 21, HR distributed information regarding eligibility for paid leave for staff on the three business days between Boxing Day and New Year’s Day.
This leave is addressed in the collective agreements with BCGEU Okanagan, CUPE 2950, CUPE 116 and IUOE 115, and the agreement with AAPS. Although there are no official provisions in place for non-union staff, excluded Management & Professional staff, and service unit directors, Human Resources has recommendations regarding paid leave between Boxing Day and New Year’s Day for these staff groups.
Read the memo at https://www.hr.ubc.ca/memos/paid-leave-for-staff-between-boxing-day-and-new-years-day-nov-21-2019/.
Inclusive holiday celebrations in the workplace
This winter at UBC, our community is celebrating events and holidays from around the world. Our students, staff and faculty come from many cultural backgrounds and faith identities, and at this time of year, we have an opportunity to celebrate the cultures that make up our UBC community.
Some celebratory events are coming up in the next few weeks, including Yule (Paganism), Hanukkah (Judaism), and Christmas (Christianity). In February, we will see festivities for the Lunar New Year (Confucian, Daoism, Buddhism). See the Days of Significance list to see all the events and celebrations coming up soon.
Ways to celebrate in the workplace
We have a great opportunity to celebrate the season together, in a respectful and positive way that can help build intercultural understanding.
- Display a calendar in your workplace to raise awareness of important cultural/faith events and holidays throughout the entire year.
- Celebrate all faiths present in your workplace.
- Consider having a New Year’s celebration party instead of a holiday party in December.
- Be flexible with the needs of staff around faith and/or holiday celebrations.
- In your workplace or at celebration events, bring together decorations and food from the many cultures in your workplace, and encourage staff to share stories about their favourite traditions.
- Be aware and respectful of religious holidays when planning events and meetings. Check the Days of Significance calendar for details.
Office decorations
Here are some tips to make your office decorations inclusive and respectful of all cultures and beliefs:
- Aim for neutral decor in the front-facing areas of your office
- Ensure your office is accessible and that decorations do not prevent or block access to public services.
- Consider how your office can celebrate dates significant to all members of your workplace. Invite staff from all faith identities to be involved in the office decorating discussion.
- Set an agreed upon limit to the number of days that your office will display decorations, and have a discussion about what other times of year you might want to decorate, in celebration of other events.
- Use the holidays as an opportunity to build community within your office, and with the people your office serves or supports.
If you are feeling excluded as a result of office celebrations, you are encouraged to reach out to a colleague or a supervisor and have a conversation about how you feel and how you would like your culture and beliefs to be included. At UBC we should all feel comfortable to share our culture and beliefs with others. You are welcome to contact the Equity and Inclusion Office or your HR Advisor to discuss.
We hope that this advice provides some suggestions on how to foster community and inclusion at this time of year through encouraging the celebration of our many cultures and faiths on campus.
Relevant links
Next IRP HR call-in session: Top 15 things to know about Workday: Dec. 11
The next Integrated Renewal Program HR call-in session will be Dec. 11, 9:00-10:00 a.m., where the team will provide a recap of the last 15 call-in sessions. Human resources practitioners at UBC Vancouver and UBC Okanagan are welcome to join.
Agenda
- Integrated Renewal Program (IRP) update
- HR work stream update: what has the team been working on and what is planned for the next 30 days
- Top 15 things to know about Workday: A recap of the last 15 call-in sessions
Not yet on the Outlook invite? If you are interested in participating in the call, email integrated.renewal@ubc.ca to be sent the invite.
IRP HR call-in session recordings
A recording of all previous IRP HR call-in sessions are available on the IRP Website under HR/Payroll Workstream Resources (https://irp.ubc.ca/resources/hr). New recordings are posted within three-to-four business days of the sessions.
Register now for HR professional development workshops in 2020
Interested in professional development in 2020? Check out our professional development workshops in January and February to get started:
- Jan. 28, 2020: Time Management: Planning, Prioritizing & Productivity
- Feb. 4-5, 2020: Practical Project Management (wait-list)
- Feb. 11, 2020: Focus on Feedback: A Leadership Advantage
- Feb 26, 2020: The Foundations of Workplace Coaching Skills
If you are interested in these courses, you may be able to use your professional development funding. Please visit the page for your employee group to learn more.
Note: If you are logged into HRMS, the above links may not work in your browser. Please try in a different browser or a new private window.
Take part in the Seasonal Shutdown
The time is near for UBC’s Seasonal Shutdown. Send in an energy-saving checklist before winter break for a chance to win prizes.
Simple actions like unplugging electronic equipment and turning off lights can save thousands of dollars each year. Before you leave for the holidays:
- Switch off electronics
- Unplug small appliances
- Turn off the lights
- Close windows and blinds
- Report any air or water leaks
- Shut fume hood sashes
- Shut down non-essential lab equipment
Help us save energy over this year’s seasonal closure by completing some simple actions and filling out the Shutdown Checklist.
Note: It is recommended to leave water coolers and water filters plugged in over the holidays.
Reminder: Information regarding transit operators’ strike action
As you may know, Coast Mountain Bus Company transit workers and SeaBus operators have begun strike action.
Although strike action has been confirmed, the university is operating as normal. Classes are proceeding and faculty and staff are expected to attend work.
Please bookmark https://www.ubc.ca/campus-notifications/ for the latest messaging from UBC regarding this strike action, and for operational FAQs.
If you have any questions regarding HR matters, please reach out to your HR Advisor.
Housing & Relocation Services seminar: Alternative Housing Options: Nov. 19
Click to see the full information flyer
Renting and owning a home is a significant challenge for many in Vancouver due to housing availability, suitability and affordability. Are there any alternatives to traditional options of renting and owning? HR’s Faculty Staff Housing & Relocation Services team is hosting a seminar on Alternative Housing Options, on Nov. 19, 2019, 5:30 p.m. – 7:00 p.m. Topics will include housing co-ops, mixer mortgages, and small homes and laneway homes.
View the full information at http://www.hr.ubc.ca/hr-networks/files/2019/11/Alternative-Housing-Seminar-Invitation.pdf.
All UBC faculty and staff are welcome to attend. Please RSVP to info.facultyhousing@ubc.ca by Nov. 15. Light refreshments will be provided and the seminar is free to attend.
UBC Faculty Pension Plan Board of Trustees election closes Nov. 18
The UBC Faculty Pension Plan (FPP) Board of Trustees Election for two members to serve as trustees on the Board closes at 4:00 p.m. on Monday, Nov. 18, 2019.
If you are an FPP member, you are encouraged to cast your ballot now – your vote is important in determining who will sit on the pension board and represent the interests of FPP members. Follow the link below for candidate statements and information on how to vote:
The results of the election will be posted on the UBC FPP website on Thursday, Nov. 28, 2019.
Using the UBC Accessibility Shuttle
The UBC Accessibility Shuttle is a free, shared ride service available by reservation for faculty, staff, students and visitors with conditions that impact their mobility, with designated stops around the central pedestrian areas of campus. The Accessibility Shuttle serves areas that can otherwise only be accessed by foot (i.e. areas with limited vehicle access and parking). Each UBC building in the service area is within 100 metres of a shuttle stop.
Visit the UBC Accessibility Shuttle page to learn more about the shuttle’s route, and how to book a ride.
Coaching internship applications open; information session: Nov. 18
Coaching@UBC is accepting applications for the 2020-21 Coaching Internship Program. Successful applicants will receive funding towards the completion of an ICF Accredited Coach Training Program. Funding for this round of Coach Intern recipients is for the fiscal year April 1, 2020, to March 31, 2021.
Information session: Nov. 18
Learn about the program and what it mean to become a coach through the Coaching Internship Program at the noon-hour information session on Nov. 18, 2019. Register online.
Please visit the Coaching Internship Program for full details and application documents. The application deadline is Feb. 2, 2020.
Mental Health First Aid training: Nov. 21 & 28
Mental Health First Aid training aims to improve mental health literacy. This workshop provides participants with the skills and knowledge to help people better manage potential or developing mental health problems in themselves, a family member, a friend or a colleague.
By the end of the training, participants will recognize the signs and symptoms of mental health problems, be able to provide initial support to a person who may be developing a mental health problem or is experiencing a mental health crisis, and be prepared to guide a person towards appropriate professional help.
Course information
Mental Health First Aid Training
Date: Nov. 21 & 28, 2019
Time: 9:00 a.m. – 4:30 p.m. (both days)
Location: Rm 1505 – Life Building, 6138 Student Union Boulevard
Register online
Please note that you must attend the full training in order to receive the course completion certificate.
Mental Health First Aid Training is an evidence-based internationally recognized program through the Mental Health Commission of Canada.
Wellbeing workshop: Relaxation techniques to help you thrive: Dec. 3
On Dec. 3, we are hosting a free noon-hour session on relaxation techniques to help you thrive.
About this workshop
Our minds and bodies need rest and recovery breaks to allow us to relax and reduce the effects of stress. While everyone has days that are hectic and unfocused, consistently feeling stressed out, rushed, or on-the-go can have a detrimental impact on a person, increasing their risk of experiencing a serious physical concern. This workshop will show participants how to make time to calm down and reduce stress, using both proactive and reactive relaxation techniques.
Course information
Relaxation techniques to help you thrive
Date: Dec. 3, 2019
Time: 12:00 – 1:00 p.m.
Location: TBA
Register online
Information regarding possible transit operators’ job action
At this stage, we do not know whether job action will go ahead or what form it will take.
It is important to stress that even if job action does go ahead, the university will operate as normal. Classes will proceed and faculty and staff will be expected to attend work.
Please bookmark https://www.ubc.ca/campus-notifications/ for the latest messaging from UBC regarding this possible transit operators’ job action.
If you have any questions regarding HR matters, please reach out to your HR Advisor.
Interim Vice-President, Human Resources: Marcia Buchholz
Marcia Buchholz has been appointed as the Interim Vice-President, Human Resources, effective Dec. 1, 2019.
Marcia joined UBC in August as Managing Director, Human Resources Advisory Partnerships, Central Operational Services, and HR Professional Standards. Prior to joining UBC, she was Associate Vice-President, Human Resources at the University of Calgary.
The current Vice-President, Human Resources, Barbara Meens Thistle, will continue until the end of December, 2019, to ensure a smooth transition for Marcia to this interim role.
The search for a new Vice-President, Human Resources, continues.
Remembrance Day: Nov. 11
The 2019 Remembrance Day statutory holiday is Monday, Nov. 11. See all UBC statutory holidays.
This year’s Remembrance Day ceremony will be held at UBC Vancouver on Nov. 11.
Daylight Saving Time ends Nov. 3
Daylight Saving Time ends on Nov. 3, 2019. Clocks fall back one hour at 2:00 a.m. Sunday. Please encourage your staff to have a safe commute on Monday, Nov. 4.
UBC Faculty Pension Plan Board of Trustees Election
Please share this with faculty in your unit
Voting is now open for the election of two UBC Faculty Pension Plan (FPP) members to serve as trustees on the Board. If you are an FPP member, you are encouraged to cast your ballot now – your vote is important in determining who will sit on the pension board and represent the interests of FPP members. Follow the link below for candidate statements and information on how to vote: https://facultystaff.students.ubc.ca/2019-faculty-pension-plan-election-trustees
Voting closes at 4:00 p.m. on Monday, Nov. 18, 2019, and the results of the election will be posted on our website on Thursday, Nov. 28, 2019.
If you have any questions regarding this election, please email elections.information@ubc.ca.
Next IRP HR call-in session: The employee lifecycle: Hire & change job: Nov. 5
The next Integrated Renewal Program HR call-in session will be Nov. 5, 9:00-10:00 a.m., where the team will provide an overview and demo of hire and change job information in Workday. Human resources practitioners at the Vancouver and Okanagan campuses are welcome to join.
Agenda
- Integrated Renewal Program (IRP) update
- HR work stream update: what has the team been working on and what is planned for the next 30 days
- Overview and demo of hire and change job in Workday
Not yet on the Outlook invite? If you are interested in participating in the call, email integrated.renewal@ubc.ca to be sent the invite.
IRP HR Call-In Session Recordings
A recording of all previous IRP HR call-in sessions are available on the IRP Website under HR/Payroll Workstream Resources (https://irp.ubc.ca/resources/hr). New recordings are posted within three-to-four business days of the sessions.