Administration

New Staff Conflict of Interest Declaration System at UBC

New Staff Conflict of Interest Declaration System at UBC

UBC is implementing a new system to collect Conflict of Interest declarations for staff with specific management responsibilities. Staff members who are required to complete a declaration in the new system will be contacted directly over the next several months.

Starting in June, 2018, UBC staff with advanced management responsibilities (supervisory or signing authority) will be asked to complete annual declarations through the new Staff Conflict of Interest (SCOI) system. Declarations will be forwarded to supervisors for review and approval.

A new website has also launched to help staff learn about UBC’s Policy 97, how to identify conflicts, how to complete the COI declaration, and how to develop good management plans when conflicts arise. Visit https://scoi.ubc.ca for more information about conflict of interest for staff at UBC.

Inviting comments on Proposed Policy #7 (Occupational and Research Health and Safety Policy)

Faculty and staff are invited to comment on the Proposed Policy #7 (Occupational and Research Health and Safety Policy) and its related procedures (collectively referred to as “Proposed Policy #7”).

You can view the policy at https://universitycounsel.ubc.ca/files/2018/05/Policy-7_Call-For-Comments.pdf

Proposed Policy #7 establishes consistent, up-to-date, standardized, and subject matter specific procedures related to health and safety. This is intended to ensure all preventative measures are appropriately taken to eliminate unnecessary risks, injuries, and occupational diseases, arising out of UBC’s workplace, teaching, and research environments, in order to sustain UBC’s reputation as both a leading research and teaching institute and employer.

Deadline for comments: September 30, 2018

Faculty and staff are invited to submit any comments to the Office of the University Counsel at university.counsel@ubc.ca by September 30, 2018.

Expression of Interest in Advisory Committee to UBC’s Indigenous Research Support Initiative: Deadline June 1, 2018

UBC’s Indigenous Research Support Initiative (IRSI) invites individuals from Indigenous communities, UBC faculty and UBC staff to express their interest for an advisory role as part of IRSI’s Indigenous Advisory Committee.

The ISRI commits to enabling collaborative research, better practices of engagement, and supporting research excellence.

The purpose of the Advisory Committee is to provide culturally-relevant advice, leadership and guidance to the staff and leadership team of the IRSI on matters relating to but not limited to: strategic direction of the network, research and ethics protocols, community outreach, governance, procedures and processes of the network.

Expression of interest closing date: June 1, 2018

Full details: https://research.ubc.ca/about-vpri/indigenous-research-support-initiative#advisory

Maternity/Parental/Adoptive Leave EI Benefit Changes – Information for Administrators

In the February issue of Benefits FYI, we highlighted the federal government changes to EI benefits for maternity, parental and adoptive leaves that came into effect on Dec. 3, 2017. We also detailed how these benefits work with UBC’s SEB top-up and provided four scenarios to help illustrate the information.

Summary of Key Points

  1. In addition to the two parental EI benefits options (standard and extended), note that employees may be off for a longer period of time if they select the extended parental EI benefits.
  2. Any additional leave taken beyond what is stipulated in the BC Employment Standards Act will be considered general unpaid leave and the employee is responsible for the full cost of the benefits and pension they wish to continue.
  3. There are no changes to how top-up is calculated for maternity leave for birth mothers.
  4. With the exception of BCGEU Okanagan, birth parents with staff appointments (mothers and fathers) are not eligible for top-up during parental leave. As such, during the parental leave they will receive standard or extended parental EI benefits only.
  5. BCGEU Okanagan birth parents (mothers and fathers) are eligible for top-up during parental leave; however, the top-up calculation is under development with the introduction of the extended EI parental benefit. More information will be available soon.
  6. Birth parents with faculty appointments (mothers and fathers) are eligible for top-up during parental leave, and if the extended EI parental benefits is chosen, the top-up will be calculated based on the standard option. This includes Academic Executives and Postdoctoral Fellows (employees).

For HR Administrators

If you have staff who will be taking maternity, parental or adoptive leave, we encourage you to consider how you will fill your department’s staffing requirements during the employee’s leave. If you have any questions on how to fill leave replacement positions over the new extended parental leave periods, please contact your HR Advisor.

When using ePAF (for a staff leave) or paper form (for a faculty leave) to notify Payroll of a leave, make sure you correctly code the leave for Payroll purposes. For example, if you have an employee who fits key point #2 above, please code the additional leave beyond 52 weeks for birth mothers, and 37 weeks for birth fathers and adopting parents as general unpaid (personal) leave.

More information

Family Caregiver EI Benefits – Information for Administrators

In the February issue of Benefits FYI, we detailed the federal government’s new EI family caregiver benefits, which help families care for a critically ill/injured family member or person that considers you a family member. The new benefits were introduced on Dec. 3, 2017, and are offered in addition to EI compassionate care benefits.

Summary of Key Points

  • The EI family caregiver benefit for children and adults are offered in addition to compassionate care EI benefits. An employee may apply for family caregiver benefits to care for a critically ill/injured family member or person who considers them a family member, whereas compassionate care benefits apply if the employee is caring for a terminally ill family member or person who considers them a family member (must be significant risk of death within 26 weeks).
  • The BC Employment Standards Act currently provides eight weeks of job-protected leave for compassionate care, but does not include family caregiver leave. If an employee applies for family caregiving EI benefits, they will need to apply for a general unpaid leave and they will be responsible for paying the full cost of the benefits and pension they choose to maintain.

For HR Administrators

If you have an employee where the above scenarios or situations apply, please ensure that you correctly code the leave for Payroll purposes.

For example, if you have an employee applying for family caregiving EI benefits, please use the code Leave of Absence, Family Caregiver Leave (LOA/FAM) if you are using ePAF (for a staff leave) or paper form (for a faculty leave). A new code was created to ensure a Record of Employment would be generated and sent to Service Canada.

If the employee is applying for a compassionate care leave, please continue to use Leave of Absence, Compassionate Leave (LOA/COM) for the first eight weeks of leave and general unpaid (personal) leave for any additional leave.

If you have any questions or concerns about backfilling staff positions, please speak with your HR Associate or Advisor.

More Information

Daylight Saving Time Begins March 11, 2018

Daylight Saving Time begins on March 11, 2018 – clocks move forward one hour on Sunday morning. Please share this with your staff so they can plan a safe commute on Monday.