Invitation: 2013 Welcome Back Staff BBQ

For HR Administrators. Your department’s BBQ contact needs to share information about the event with your staff. 

Registration is now open for the 11th Annual Welcome Back Staff BBQ (Vancouver):

Thursday, September 19, 2013
11:30 am to 1:30 pm
Flag Pole Plaza

This event welcomes staff to the new academic year and is a wonderful opportunity to enjoy a complimentary BBQ lunch, live entertainment by the Mazacote Latin band, information booths, and the camaraderie of your staff colleagues.

How to Register

Your department should have a contact for this event who will register all attendees in your department online. Attendees need to be registered no later than Friday, August 23, 2013.  The Ceremonies Office will send wristbands for registered attendees to your department in early September.

Don’t have a contact person in your department? Contact Fiona Fung in the Ceremonies Office.

Staff who miss the registration deadline can still register on the day of the event at the onsite registration table. Note: food cannot be guaranteed for day-of registrants.

Eligibility

This event is for UBC employees with “staff” appointments (not faculty or student appointments). Please contact your HR Advisor or Associate if you have questions about employee eligibility.

Promote the BBQ!

Please ensure staff in your department don’t miss out! Let them know about this event at staff meetings this summer. Print and post the event poster (attached) in your area.

Support Zero Waste

Help make the Welcome Back BBQ waste free (well, almost)! Please encourage staff to bring a water bottle and recycle or compost everything at the event (except straws and plastic wrap). Onsite sustainability attendants will be available to help and answer questions.

Share Your Experiences

Staff who attend the BBQ are encouraged to share their experiences and tweet photos using #staffbbq.

Questions?

Please visit http://www.ceremonies.ubc.ca/staffbbq/faqs/ for more information about the event, including registration details.

Equity and Inclusion collaboration and consultation meetings

Please share with staff and faculty

INVITATION

The following invitation is sent on behalf of Gurdeep Parhar, Acting Associate Vice-President Equity and Inclusion, Lisa Castle, Vice-President Human Resources, Louise Cowin, Vice- President Students, David Farrar, Provost and Vice-President Academic and Deborah Buszard, Deputy Vice-Chancellor, to all on the HEADS-UP Vancouver list (Deans, Heads, Directors of Academic and non-academic units, Student Leaders) – please distribute widely to faculty, staff and students at UBC.  (This message will be sent separately to the HEADS-UP Okanagan list).

___________________

The Implementing Inclusion Report for UBC was recently released along with the university’s Phase 1 Response (see equity.ubc.ca for the Report and Response). The University’s response was intended as a beginning (rather than the final solution) and there will be future phases during which we will need your thinking, ideas and advice to enable all of us to implement and experience inclusion at UBC.

As part of our commitment to provide further consultation and collaboration into the UBC Equity and Inclusion strategy, we are embarking on a process to engage students, staff and faculty.  As part of this first stage, we would like to invite you to a meeting, to provide insight into the attributes and role you see in the future AVP-Equity and Inclusion.

In the same meeting we would welcome your input into the roles of other key positions in the Equity and Inclusion Office:

  • Senior Advisor on Women Faculty
  • Director, Intercultural Understanding
  • Senior Equity and Inclusion role at the Okanagan campus
  • Communications Coordinator
  • Data Analysis Support.
  • Workforce Planning HR Expert
  • Provost’s Faculty Associate
  • Executive Assistant, Equity and Inclusion
  • Educator/Trainers
  • Informal Resolution/Triage

We will be holding in-person meetings at UBC Vancouver in July, as follows:

  • Friday, July 5:  2:30 – 4:00pm  Board and Senate Room, Old Administration Building
  • Monday, July 29:  3 – 4:30pm    Board and Senate Room, Old Administration Building
  • Tuesday, July 30:  3 – 4:30pm   Board and Senate Room, Old Administration Building
  • Wednesday, July 31:  3 – 4:30pm  Board and Senate Room, Old Administration Building

Teleconference connection to these meetings will be made available.  Videoconference with UBC Okanagan will be available.

There will also be two meetings at UBC Okanagan on:

  • July 24:  10:30am – 12pm  Provost Boardroom, ADM 103E
  • August 7:  10:30am – 12pm  DVC Boardroom, ADM 102C

Teleconference connection to these meetings will be made available.

Please respond with your interest to Paras Deacon as well as any requests for video and teleconference details.

In addition, we encourage written comments to be made through the UBC Equity and Inclusion website: equity.ubc.ca.

We look forward to working with you as we take the next steps to ensure that Equity and Inclusion becomes a reality for the entire UBC community.

Ad Hoc Engagement Group for UBC Equity and Inclusion Collaboration and Consultation:

  • Alden Habacon
  • Rachel Kuske
  • Linda McKnight
  • Kiran Mahal
  • Janet Mee
  • Shirley Nakata
  • Gurdeep Parhar
  • Chris Roach
  • Mark Trowell
  • Nicole Udzenija

Have your say on UBC’s presidential search

Please share with staff and faculty

The UBC Presidential Search Committee is hosting two Town Hall meetings next week for members of the UBC community to share their perspectives on the presidential search – see below for the details. Please visit the Board of Governor’s website for more information or if you wish to submit your views on the presidential search in writing.

Vancouver Campus:
Date: Tuesday, July 2, 2013
Lunch: 11:30 a.m.
Town Hall: 12 noon to 1 p.m.
Location: Roy Barnett Recital Hall, UBC School of Music, 6361 Memorial Road

Okanagan Campus:
Date: Wednesday, July 3, 2013
Lunch: 11:30 a.m.
Town Hall: 12 noon to 1 p.m.
Location: University Theatre, ADM 026

 

Welcome Back Staff BBQ Contacts 2013

HR and Ceremonies & Events is pleased to announce the date for this year’s Welcome Back Staff BBQ on UBC’s Vancouver campus:

11th Annual Welcome Back Staff BBQ

Thursday, September 19, 2013
11:30 am – 1:30 pm
Flag Pole Plaza
Rose Garden Parkade

Registration/RSVPs will be invited beginning Wednesday, June 26, 2013.

YOUR ASSISTANCE NEEDED PLEASE!

Last year more than 3,700 staff attended the Welcome Back BBQ . However, like previous years, we also heard from a few staff who either did not learn about the event prior to the registration deadline or didn’t know who their Registration/RSVP contact was.

To help ensure all staff who wish to attend don’t miss out this year, we need your assistance with updating the list of department contacts responsible for coordinating the Welcome Back BBQ Registration/RSVPs. Please check the spreadsheet for the name of your department contact, and then reply to Amy Kao amy.kao@ubc.ca to either confirm your contact person is still the same or to let us know the new contact name. Please do not edit the spreadsheet. We appreciate receiving your response no later than Friday, June 21. (The contact person does not need to be an HR Network member, but we do need their name and email address to provide them with important information about the BBQ).

Please note that Ceremonies can only accept group Registrations/RSVPs and distribute the lunch wristbands by department. We appreciate your cooperation in helping us make this event enjoyable for all once again in 2013!

If you have questions, please contact Fiona Fung, UBC Ceremonies Office:  604.822.0949 or fiona.fung@ubc.ca.

RCMP Emergency Exercise June 18

Please share with your faculty and staff

Next week on Tuesday, June 18, 2013, the RCMP is conducting a large-scale emergency exercise on our Vancouver campus from 8 a.m. – 1 p.m. Most of the campus will remain open, and the exercise will be limited to the following area on the south section of campus:

Four buildings will be closed:

  • Forest Sciences Centre, 2424 Main Mall
  • Landscape Architecture Annex, 2371 Main Mall
  • H.R. MacMillan Building, 2357 Main Mall
  • Totem Park Residence – q’ələχən house, 2525 West Mall

During this time drivers should expect road closures on Agronomy Road between West Mall and Health Sciences Mall. There will be pedestrian restrictions along Agronomy Road and on Main Mall near the H.R. MacMillan Building. See the map of these closures.

During the exercise people near the buildings involved may expect to hear loud noises, including sirens from emergency vehicles.  The exercise will include a number of volunteers who will be acting as bystanders and victims.

Please contact communications@riskmanagement.ubc.ca if you have questions.

Bargaining Bulletins #74 and #75

For HR Administrators

Since our last edition of HR Network News, we have issued Bargaining Bulletin #74 (May 30, 2013) and Bargaining Bulletin #75 (June 7, 2013).

General Wage Increase Implementation

For HR Administrators

A memo regarding the implementation of the July 1, 2013 General Wage Increase was distributed last week.

Registration Open: 2012 Staff Welcome Back BBQ

For HR Administrators. Your department contact needs to share information about this event with your staff. 

Registration is now open for the 10th Annual Staff Welcome Back BBQ (Vancouver): 

Wednesday, September 12, 2012
11:30 am to 1:30 pm
Flag Pole Plaza

This event welcomes staff to the new academic year and is a wonderful opportunity to enjoy a complimentary BBQ lunch, live entertainment by the Mazacote Latin band, information booths, and the camaraderie of your staff colleagues.

How to Register

Your department should have a contact for this event who will register all attendees in your department online. Attendees need to be registered no later than Friday, August 17, 2012.  The Ceremonies Office will send wristbands for registered attendees to your department in early September.

Don’t have a contact person in your department? Contact Fiona Fung in the Ceremonies Office.

Staff who miss the registration deadline can still register on the day of the event at the onsite registration table. Note: food cannot be guaranteed for day-of registrants.

Eligibility

This event is for UBC employees with “staff” appointments (not faculty or student appointments). If you have questions about the eligibility of employees in your department, please contact your HR Advisor or Associate.

Promote the BBQ!

Please ensure staff in your department don’t miss out! Let them know about this event at staff meetings this summer. Print and post the event poster in your area.

Questions?

Please visit http://www.ceremonies.ubc.ca/staffbbq/faqs/ for more information about the event.

The Staff Welcome Back BBQ is hosted by the President’s Office and Human Resources, and produced by Ceremonies & Events.

New Recruitment Advertising Templates and Refreshed Careers Site

For HR Administrators

New UBC branded recruitment advertising templates are now available for faculty and staff opportunities. Find samples of print advertisements as well as web banners for online advertising in the Recruitment section of the HR website.

The templates reflect UBC’s employer story, the facet of the UBC brand that articulates the connection that faculty and staff have to the University—the reasons why they joined UBC and the reasons why they stay. It is intended to create a compelling and consistent story about faculty and staff and what it means to be part of the UBC from their perspectives. The employer story will continue to be developed in the future.

In addition, the employer story has been introduced on the UBC Staff and Faculty Careers site, and you will see new images and revised text that provide job seekers with a fresh look. The Careers site will continue to be enhanced and evolved moving forward.

Have ideas or questions? Please tell us.

Relocation and Travel Assistance Guidelines Updated

UBC provides relocation and travel assistance to eligible faculty and senior management staff in accordance with Policy #82.  We’ve made some changes to the guidelines outlining the steps in proceeding with the movement of household goods and personal effects and the reimbursement of these and other relocation expenses that we hope you will find helpful.  These changes also reflect recent changes to processes in Supply Management and Accounts Payable. Find the revised guidelines and information on receiving relocation assistance from central funds at www.hr.ubc.ca/relocation/guide-department/.

If you have any questions about the revised guidelines, please contact Joyce Wei, Relocation Administrator, in Human Resources at 604.822.6865 or joyce.wei@ubc.ca.

Federal Election on May 2 and Scheduled Hours

On April 8, a memo was distributed to Heads Up Vancouver regarding the university’s obligations to staff and faculty who will be working or have teaching commitments on Monday, May 2, while voting is underway for the Federal election (7 am to 7 pm).

UBC staff and faculty who are registered voters and who are scheduled to work or have teaching commitments that day are entitled, under the Canada Elections Act, to three consecutive hours in which to vote. Many employees’ scheduled working hours may overlap with voting hours. View the memo at http://www.hr.ubc.ca/memos/memo-federal-election-monday-may-2-2011/ .

Important Changes to Government Legislation and Regulations

A memo was released on April 4 about important changes to government legislation and regulations that may affect faculty and staff:

 1. Legislative changes to the provincial Criminal Records Review Act, expanding its application to individuals working with vulnerable adults, in addition to children. It is essential to now review the roles of faculty and staff in your unit who work with vulnerable adults to determine whether they meet the criteria that necessitates a Criminal Records Check. For more information on criteria, please visit http://www.hr.ubc.ca/administrators/managing-staff/criminal-record-checks/.

 2. Regulation changes to the federal Temporary Foreign Worker Program. New Immigration Regulations start on April 1, 2011 and will impact some faculty and staff. For details, please visit http://www.hr.ubc.ca/memos/important-immigration-changes-march-31-2011/.

 3. BC Government changes to the provincial minimum wage. Note that these changes will particularly have an impact on student employees. For details, please visit http://www.hr.ubc.ca/memos/memo-changes-to-the-british-columbia-minimum-wage-april-41-2011/.

Travel Advisories for Faculty and Staff in Japan

Recently, the university directed all UBC students currently in Northern Honshu and Tokyo and surrounding areas to return to Canada. This decision was made in light of the Government of Canada extending travel advisories for Northern Japan, and the uncertainty surrounding nuclear facilities in the region after the devastating earthquake and tsunami on March 11.

The safety of faculty and staff and their families is of the utmost importance, and given these developments, UBC is urging faculty and staff currently in these areas of Japan, for either business or personal reasons, to use available information to make the right decision for themselves and their families. Options to consider include leaving Japan, or moving away from the impacted areas. UBC will cover the cost of travel for those wishing to return to Canada. For information, please visit http://www.hr.ubc.ca/blog/2011/03/important-travel-advisory-information-for-faculty-staff-in-japan/.

Vancouver Ergonomics Reps Needed

Want to learn about injury prevention and proper posture? Interested in helping your colleagues? Become an Ergonomics Rep and raise awareness of the importance of musculoskeletal health within your department/unit.

As an Ergo Rep you will:

  • Minimize musculoskeletal risks by optimizing workstations
  • Help set up new employee workstations
  • Assist colleagues with workstation set-up
  • Be an ergonomics resource for your department

Register now for the next Ergonomics Training Course on February 21, 2011, 1-4 pm.

Lisa Castle’s Message on the Changes to HSE and HR

By Lisa Castle, Associate Vice-President, Human Resources.

On behalf of everyone in HR, I am excited to welcome the members of the Health  Promotions Programs unit into Human Resources.  While always part of my portfolio, the recent reorganization of the Department of Health, Safety and Environment will see HPP  transitioning into HR’s Total Compensation unit  under the leadership of Michelle Berner (Director, Total Compensation).

The reorganization of HSE was undertaken in order to better allow the university to increase its commitment to identify and manage risk across the organization. The new portfolio (including much of HSE, the Risk & Insurance group from Treasury, and the current staff from Risk Management) will report to Vice-President, Finance, Resources and Operations, Pierre Ouillet, and be headed by the university’s new Chief Risk Officer, Ron Holton. Mr. Holton helped UBC develop its existing risk management framework in 2009/10, and was most recently the Vice-President, Risk Management and Assurance Services, for VANOC.

While the transition period will be a challenging time for everyone, I believe that the end result of this reorganization will allow Human Resources and Risk Management to become stronger in their support of UBC’s Students, Faculty and Staff, and the organization generally.

I will miss my colleagues in the other units in Health, Safety and Environment, as they move into their new portfolio. We will continue to work together to move our portfolios forward, and I wish them every personal and professional success!

Criminal Records Checks for UBC Staff and Faculty at PHSA Facilities

A memo regarding Criminal Records Checks for Staff and Faculty who work at Provincial Health Services Authority (PHSA) facilities was distributed to Department Heads and Administrators on the Vancouver campus last week. Find the memo on our memos page.