2019 federal election: HR memo regarding faculty and staff voting on election day

By Breeonne Baxter on October 3, 2019

We have issued a memo regarding providing time for faculty and staff to vote on the upcoming federal election day, Oct. 21, 2019.

Read the memo online at http://www.hr.ubc.ca/memos/faculty-and-staff-voting-on-federal-election-day-oct-3-2019/.

See all HR memos at https://www.hr.ubc.ca/memos/.

Voting in the 2019 federal election

UBC Government Relations has complied a page of voting resources for the UBC community, available at https://president.ubc.ca/vote-2019/.

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Stat holiday alert: Thanksgiving is Oct. 14

By Breeonne Baxter on October 3, 2019

This year, the Thanksgiving statutory holiday is Monday, Oct. 14, 2019.

If you have questions about calculating stat holiday pay for your employees, see our Calculating Statutory Holiday Pay guide.

See the full list of UBC Statutory Holidays.

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Accommodation of religious observances

By Breeonne Baxter on October 3, 2019

Human Resources has information available on our website on the accommodation of religious observances in the workplace. Please visit hr.ubc.ca/administrators/managing-staff/accommodation-of-religious-observances/ to read more.

Background: On Sept. 24, 2019, the Board of Governors approved the repeal of Policy #65 (Religious Holidays). Former Policy #65 overlapped with Policy SC7 (Discrimination) (formerly numbered Policy #3) which sets out UBC’s commitment to maintain and respect human rights and prevent discrimination on all of the grounds prohibited by the Human Rights Code, including religion, and is also addressed in collective agreements, through the Senate Policy on Academic Concessions in both the UBC Vancouver and UBC Okanagan Academic Calendars, and information available on the website of the Equity & Inclusion Office. The repeal of Policy #65 removes the redundancy and furthers UBC’s goal of enhancing the consistency and cogency of the university’s governance. The information package that was provided to the Board of Governors is available here.

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Featured Focus on People story: Annual Staff BBQ serves up opportunities for connection and wellbeing

Featured Focus on People story: Annual Staff BBQ serves up opportunities for connection and wellbeing

By Breeonne Baxter on October 3, 2019

Read the story: Annual Staff BBQ serves up opportunities for connection and wellbeing

The Welcome Back Staff BBQ stimulates social connections among members of the UBC community. As the university’s Wellbeing Strategic Framework highlights, we believe that “everyone thrives when they feel respected, supported, and part of a community.” That is why our community encourages and creates opportunities for building meaningful connections.

The event is also aligned with the Focus on People 2025 framework through Catalyst #1, which supports actions that create a diverse, inclusive, safe and vibrant environment for those who work at the university.

As many of the staff’s tips suggested, the BBQ is just one of the many initiatives that UBC promotes to improve health and wellbeing in the workplace. It is not an isolated initiative, but part of an integrated effort that is helping to bring UBC’s strategic plan: Shaping UBC’s Next Century to life.

Stay tuned for more stories that highlight how the Focus on People 2025 framework is coming to life at UBC.

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Save the date: Workplace Experiences Survey Pulse Nov. 12-25

Save the date: Workplace Experiences Survey Pulse Nov. 12-25

By Breeonne Baxter on October 3, 2019

We are offering a Workplace Experiences Survey (WES) Pulse university-wide this November. The survey window is Nov. 12-25, 2019

The pulse is a shorter version of the full WES – it should take less than 5 minutes to complete. The survey is intended to offer insights into areas that were identified as the top drivers of engagement in the 2017 WES, and that align with the priorities woven into Focus on People 2025: inclusion, leadership, professional growth, and wellbeing.

The overall 2019 WES pulse results will inform many of the Focus on People 2025 metrics reported to the UBC community in the annual FOP 2025 update, which provides progress on making UBC an inspiring place to work.

More information at ubc.ca/wes.

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IRP October round-up

By Breeonne Baxter on October 3, 2019

HR IRP call-in session: Oct. 9

The next Integrated Renewal Program HR call-in session will be Oct. 9, 9:00-10:00 a.m. 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
  • The Employee Lifecycle: Faculty Recruitment

If you are interested in participating in the call, email integrated.renewal@ubc.ca to be sent the invite.

HR Finance Workday demo #3: Oct. 30

IRP is hosting a HR and Finance Workday demo on Oct. 30, showcasing new material. This event is open to all.

Event information:

Date: Oct. 30, 2019, 10:00 a.m. – 12:00 p.m.
Location: Great Hall, The Nest (2nd Floor) [map]
Register: eventbrite.com/e/new-workday-hr-finance-system-demo-3-tickets-74350021917

Workday 101

The Workday 101 course is now accessible to all faculty and staff. It is a series of short videos that provide an overview of the basic functionality and the look and feel of Workday.

To access the course:

  • Go to irp.ubc.ca/training
  • Click on “Training Courses”
  • Click on the Workday 101 link/Image
  • Log in with your CWL details
  • Click on “Enroll in Course”
  • Click on “Go to Course”

IRP change readiness survey results

As part of the process of implementing Workday at UBC, we asked you to share your thoughts on UBC’s readiness for change. You can read the results from the first survey at irp.ubc.ca/news/readiness-survey-results and learn about actions that have been taken. Look out for a second survey next week, as IRP looks to measure progress on change readiness.

Subscribe to the IRP newsletter

The IRP newsletter provides information on the project, and helps create awareness and understanding about the program. To read past issues and to subscribe, visit irp.ubc.ca/news/newsletter.html.

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Update on Non-Union TRA PD fund

By Breeonne Baxter on October 3, 2019

The 2019/20 Professional Development Fund for Non-Union Technicians & Research Assistants (TRA) has limited funding remaining and is expected to run out in the next week. When the funding pool balance reaches zero, all staff individual balances will expire and no further PD expense claims will be accepted for the current fund year.

On Oct. 1, a message was sent to all Non-Union Technicians and Research Assistants by Human Resources to inform them of the remaining availability.

If you receive any questions about this matter from staff in your unit, please direct them to the TRA PD webpage or contact our PD Funds team at pd.funds@ubc.ca.

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PD workshop: CliftonStrengths® Discovery: Your Unique Strengths and Strategies for Your Success: Oct. 23

By Breeonne Baxter on October 3, 2019

We are hosting CliftonStrengths® Discovery: Your Unique Strengths and Strategies for Your Success, a one-day workshop designed for individuals who wish to identify what they do best and how to maximize their potential by using CliftonStrengths.

In this workshop, you will learn:

  • Discover how to make a difference by doing more of what you naturally do best
  • Acquire tools and insights that will help you apply your strengths to achieve greater productivity, engagement and happiness
  • Understand how all of your CliftonStrengths themes, separately or together, influence your work and personal life
  • Develop strategies to help you use your strongest CliftonStrengths to accomplish specific targets, goals and aspirations
  • Think about how you can combine your talents with others to achieve greater success

Course information

Date: Oct. 23, 2019, 9:00 a.m. – 4:00 p.m.
Location: TEF III, Room 610 [map]
Cost: $375
Register online

If you are interested in this course, you may be able to use your professional development funding. Please visit the page for your employee group to learn more.

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Earthquake preparedness: Get ready to ShakeOut: Oct. 17, 10:17 a.m.

Earthquake preparedness: Get ready to ShakeOut: Oct. 17, 10:17 a.m.

By Breeonne Baxter on October 3, 2019

This October, practice the Great BC ShakeOut, an annual province-wide earthquake drill on Oct. 17 at 10:17 a.m. Emergency management experts and other official preparedness organizations agree that “Drop, Cover, and Hold On” is the appropriate action to reduce injury and death during earthquakes.  It is a one-minute commitment for something that can save your life.

  • DROP to the ground (before the earthquake drops you!),
  • Take COVER by getting under a sturdy desk or table, and
  • HOLD ON to it until the shaking stops.

Earthquake Preparedness at UBC

Want to learn more about earthquake preparedness at UBC? Visit the Safety & Risk Services page at https://srs.ubc.ca/emergency/emergency-procedures/earthquake/.

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Volunteer at Fall Graduation

By Breeonne Baxter on October 3, 2019

UBC is seeking volunteers at the upcoming fall graduation ceremonies, Nov. 27-29, 2019. This is an opportunity to get involved in this special occasion honouring students’ achievements, and to make it a memorable day for students, their family and their friends. Learn more and sign up at https://graduation.ubc.ca/volunteer/.

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2019 UBC United Way Campaign

2019 UBC United Way Campaign

By Breeonne Baxter on October 3, 2019

Every year, almost 800 of UBC staff and faculty donate to the UBC United Way campaign. Starting on Monday, Oct. 7, you can support the university’s only board-approved charity by becoming a UBC United Way donor. This year’s campaign goal is to inspire 1,000 people in the UBC community to pledge a donation.

In addition to donating via payroll deduction, there are a number of events in which you can participate over the next few weeks:

Learn more about this year’s UBC United Way campaign, and the different ways you can get involved.

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New Director, Sexual Violence Prevention & Response Office (Vancouver): Alicia Oeser

By Breeonne Baxter on September 19, 2019

Alicia Oeser has been appointed Director, Sexual Violence Prevention & Response Office on the Vancouver campus.

The Office of Sexual Violence Prevention & Response is the primary point of contact for survivors/victims of sexual violence and misconduct, as well as for their family, friends, colleagues and supervisors. Visit the website to learn more.

Read the full announcement about the appointment at the Faculty & Staff website.

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Cybersecurity Awareness Month and the Privacy Matters Symposium: Oct. 29

Cybersecurity Awareness Month and the Privacy Matters Symposium: Oct. 29

By Breeonne Baxter on September 19, 2019

October is Cybersecurity Awareness Month and the Privacy Matters team invites you to participate in their interactive passport campaign to celebrate.

Each week of October will focus on a different cybersecurity-related topic. Staff and faculty members can stop by each passport ‘checkpoint’ to answer questions about the week’s topic and get their passport stamped. Locations will have a limited supply of passports and prizes. Be sure to get there early so you don’t miss out. The more stamps you get, the more chances you’ll have to win prizes.

The first checkpoint will take place Oct. 3, 2019, 10:00 – 10:30 a.m., at the entrance to the ARC Fitness Centre (6138 Student Union Blvd).

Visit privacymatters.ubc.ca/cybersecuritymonth for more details.

Privacy Matters Symposium: Oct. 29

The second annual Privacy Matters @ UBC Symposium is Oct. 29, 2019, at Jack Poole Hall in the UBC Alumni Centre. To cap off Cybersecurity Awareness Month, this event will place the spotlight on creating better cybersecurity practices at UBC.

  • Hear campus updates from UBC’s Chief Information Security Officer
  • Discover insights about the future of electronic identity at UBC
  • Learn about how you can defend yourself from phishing
  • Engage in a question & answer session with information & security experts

The day will consist of speaker presentations, panel discussions, audience Q&A and prize draws. Breakfast and lunch will be provided. To register, and to submit your cybersecurity related questions, visit privacymatters.ubc.ca/symposium. The registration deadline is Oct. 14, 2019.

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Enhanced CWL at UBC

Enhanced CWL at UBC

By Breeonne Baxter on September 19, 2019

Protecting the personal information of faculty, staff, and students is a top priority for the university. As cybersecurity tools become more sophisticated, hackers are targeting users, not computers, to discover a user’s credentials.

To keep personal information at UBC secure, faculty and staff are being asked to update their Campus-Wide Login (CWL) account to an ‘Enhanced CWL’ account. This update features an additional layer of protection with multi-factor authentication (MFA) provided by Duo Security. Multi-factor authentication is a security standard across North America, providing an effective way to prevent unauthorized access to information.

While many units on campus are already enrolled, some have not yet gone through this process. Please note that Enhanced CWL will be required for all staff and faculty at UBC by Nov. 1, 2019.

FAQs and quick start videos can be found on the Enhanced CWL page at privacymatters.ubc.ca/enhancedcwl. Individuals can enroll and begin using multi-factor authentication by visiting mfadevices.id.ubc.ca.

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Back to school with IT resources

By Breeonne Baxter on September 19, 2019

Now that school is back in session, UBC IT has a reminder that you can visit their website to see all the resources available to faculty and staff. Visit it.ubc.ca/top-services-faculty-and-staff to see their full listing.

Key IT resources

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HR Finance Workday demo: Oct. 1

By Breeonne Baxter on September 19, 2019

IRP is hosting another HR and Finance Workday demo on Oct. 1. This events is open for all. Note that this event will cover the same material as the event on July 30.

At this demo, participants will learn why UBC has embarked on a journey to transform its systems and processes and how faculty and staff can expect to benefit. They will also have the opportunity to see what Workday looks like through a series of live demos.

This event will showcase:

  • Time tracking
  • Absences
  • Expenses
  • Procurement

The event will be live-streamed, and a full session recording will also be posted to the IRP website within a week after the event.

Event information:

Date: Oct. 1, 2019, 9:30 – 11:30 a.m.
Location: Great Hall, The Nest (2nd Floor) [map]
Register: irp.ubc.ca/news/register-now-workday-demo-event-october-1

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Spotlight on Coaching at UBC

By Breeonne Baxter on September 19, 2019

Coaching is a development opportunity to focus and move forward on your personal, professional or organizational goals through the exploration of ideas and candid dialogue with a confidential and unbiased thinking partner. UBC Coaching offers several ways for faculty and staff to engage with coaching, on an individual as well as a leadership basis.

One-on-one coaching

We have several coaches available to UBC staff and faculty. Both internal and external coaches offer coaching services at no cost for up to six sessions, for staff and faculty who register through the UBC Coaching portal. Visit coaching.hr.ubc.ca/app/coaching/ to login to our coaching portal with your CWL.

Coaching information session: Oct. 9

Would you like to learn more about coaching? We have a one-hour information session on Oct. 9, to provide interested staff and faculty with an overview on what coaching is, and how it can help you with your personal or professional development at UBC.

Course information:

Coaching For Personal and Professional Development
Date: Oct. 9, 2019, 12:00 – 1:00 p.m.
Location: TEF III, Room 610 [map]
Cost: Free
Register online

Foundations of Workplace Coaching Skills: Oct. 30

If you are interested in learning how to bring coaching to your work style, we invite you to join us for a one-day workshop, to gain a better understanding of coaching and put coaching skills into practice.

Learning outcomes:

  • Understand what a coach approach means, the key principles and what is a coaching mindset
  • Understand how coaching skills complement and strengthen your wider communication skills
  • Be able to distinguish between coaching and mentoring/counselling/consulting/advising
  • Understand the structure of a coaching conversation
  • Be able to engage in fundamental coaching skills
  • Be able to identify where, when and how you can use coaching in your work at UBC
  • Be able to discern coachable moments and identify when coaching is not the best form of communication

Course information:

Foundations of Workplace Coaching Skills
Date: Oct. 30, 2019, 9:00 a.m. – 4:00 p.m.
Location: TEF III, Room 610 [map]
Cost: $350
Register online

If you are interested in this workshop, you may be able to use your professional development funding. Please visit the page for your employee group to learn more.

Want to be a coach?

Our Coaching program will be accepting applications for the 2019-2020 Coaching Internship Program this fall. Successful candidates will receive funding towards the completion of an ICF Accredited Coach Training Program at an institution of their choice. If you are interested in learning more about this program, we encourage you to join us for our information session in November.

Course information:

Coaching Internship Program – Information Session
Date: Nov. 18, 2019, 12:00 – 1:00 p.m.
Location: TEF III, Room 610 [map]
Cost: Free
Register online

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Conflict Theatre fall performance: Oct. 8

By Breeonne Baxter on September 19, 2019

Conflict Theatre uses the situation and tools of the theatre to explore and constructively engage with workplace conflict. The fall performance, on Oct. 8, will present a play based on real-world, workplace conflict. After the play, there will be facilitated discussion and resource sharing for further support.

Event details

Date: Oct. 8, 2019, 2:00 – 4:00pm
Location: Room 260, Irving K. Barber Learning Centre, 1961 East Mall [map]
RSVP: conflicttheatrefall2019.eventbrite.ca

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Orange Shirt Day: Sept. 30

Orange Shirt Day: Sept. 30

By Breeonne Baxter on September 19, 2019

Sept. 30 is an annual day to recognize and raise awareness about the residential school system in Canada, join together in the spirit of reconciliation, and honour the experiences of Indigenous Peoples. Between the late 1800s and 1996, more than 150,000 First Nations, Métis and Inuit children attended Indian residential schools – Orange Shirt Day commemorates this legacy. Show your support of Orange Shirt Day by talking about the day, learning about its origins and residential schools, and honour Survivors by wearing orange on Sept. 30.

Learn more at irshdc.ubc.ca/orangeshirtday.

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Back to school safety

By Breeonne Baxter on September 5, 2019

The fall semester has begun, and with the return of fall we will be seeing earlier sunsets and rainy weather. Please share this information with your employees, especially those who work outside of standard office hours.

UBC’s safety resources

  • You might want to use AMS Safewalk (604-822-5355) to request accompaniment while walking on campus after dark. Safewalk can be used by faculty and staff as well as students.
  • Use the Community Shuttles on campus.
  • Know the location of the UBC Blue Phones. They connect directly to Campus Security.
  • Know your location on campus and be able to describe where you are if you need to call for help.
  • When entering or exiting a locked/secured building, ensure that the door is secured before proceeding.
  • In the event of an emergency, call 911. If you see suspicious circumstances, call Campus Security at 604-822-2222.

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