Faculty Pension Plan Forum: May 16, 2018
On Wednesday, May 16, the UBC Faculty Pension Plan (FPP) will host its annual Pension Forum. This annual event is a great opportunity for members to hear the latest news about their pension plan and to meet the plan’s trustees, management and staff. There will be a presentation on the plan’s 2017 investment performance and a review of the 2017/18 initiatives. We will also offer a live webcast of the presentation for members who are unable to attend the event in person.
Date: Wednesday, May 16, 2018
Time: 10:30 a.m. to 1:00 p.m. (doors open at 10 a.m.)
Location: Robert H. Lee Alumni Centre (Jack Poole Hall, second floor), Vancouver Campus [map]
Visit faculty.pensions.ubc.ca/pensionforum for event details and registration information. Registration is required for attendance in person but not for the webcast.
UBC Faculty Pension Plan 2017 Annual Report
The UBC Faculty Pension Plan’s annual report, 2017 Year in Review, is now available online. The report celebrates the plan’s 50th anniversary with plan highlights, membership and financial statistics, fund and investment managers’ rates of return, and a market commentary. The plan’s audited financial statements will be available by the end of April, 2018.
View the 2017 UBC FPP Annual Report
Benefits Info Session: Understanding Your Travel Benefits: April 30
Summer is just around the corner and many staff and faculty are preparing for vacation. Join UBC Benefits Specialist, Stephanie Mah, in a one-hour session, Understanding Your Travel Benefits on understanding your travel benefits and ensure that your vacation is as stress-free as possible.
This session will also include a Q & A period and we encourage you to come with questions.
Course Information
Date: April 30, 2018, 12:00 p.m. – 1:00 p.m.
Location: Michael Smith Laboratories, Room 102
Cost: Free
Register online
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
- 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.
- 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.
- There are no changes to how top-up is calculated for maternity leave for birth mothers.
- 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.
- 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.
- 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).
- If the family member in question is an adult, EI benefits will cover up to 15 weeks.
- If the family member in question is a child, EI benefits will cover up to 35 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
- Benefits FYI Article: Help for Family Caregivers (February 2018)
- Vacations & Leaves
New Orientations & Onboarding Site Launched
We have launched our new Orientation site for staff and faculty. This new site focuses on helping new employees navigate through the essentials of starting, their first week, their first month and looking forward to success. We also have a new look and feel that we hope will enliven the onboarding experience.
Check out the new site at https://www.hr.ubc.ca/orientation/.
This new site dovetails in with our revitalized in-person orientation program at the Vancouver campus. If you’re interested in learning more, please contact workplace.orientations@ubc.ca.
Reminder: Preparing for Extreme/Winter Weather at UBC
As a reminder, earlier this season a bulletin was issued on how the UBC community can prepare for extreme/winter weather. As per Policy 68, if UBC is subject to extreme winter weather conditions, the university may decide to cancel classes or exams and curtail non-essential services.
UBC.ca is the definitive source for campus updates. We also have additional information on how to prepare at our Winter Weather Conditions & Protocol page.
Preparing faculty and staff in your department/unit for extreme weather:
- Determine if you have “essential” positions within your department/unit that would be required to attend at the campus during extreme weather, and ensure that the staff in those roles are aware of their responsibilities. For questions, or help in determining essential service levels, contact your HR Advisor.
- Review your department/unit’s snow procedures, make any necessary updates, and share with all faculty and staff in your department/unit.
- Ensure that those in your department/unit know what to do if extreme weather prevents them from getting to campus, and campus remains fully operational. For questions regarding policy in this scenario, contact your HR Advisor.
Read the rest of the bulletin at http://faculty-staff.ubc.ca/2017/11/23/preparing-for-extreme-weather-at-ubc/.
Recruiting for Key Roles to Support the Integrated Renewal Program
Human Resources is currently recruiting for several key roles that are part of the Integrated Renewal Program, a multi-year journey to transform our academic and administrative support processes and systems environments. The Integrated Renewal Program unites previously independent renewal programs, formerly known as Student Academic Systems Initiative (SASI), Procurement Modernization, and HR Finance Renewal Program.
Review the roles if you are interested, and please share with your networks as appropriate.
- Director of Transformation, Human Resources: https://www.hr.ubc.ca/jobs/staff.php?job_id=29008 (closes March 5)
- Director, Organizational Change Management, IRP: https://www.hr.ubc.ca/jobs/staff.php?job_id=29009 (closes March 5)
- Business Lead, Human Resource Foundations, IRP: https://www.hr.ubc.ca/jobs/staff.php?job_id=29058 (closes March 7)
- Business Lead, Workforce Management, IRP: https://www.hr.ubc.ca/jobs/staff.php?job_id=29059 (closes March 7)
- Business Lead, Recruitment, IRP: https://www.hr.ubc.ca/jobs/staff.php?job_id=29060 (closes March 7)
If you would like to learn more about these opportunities, please contact HR Communications at communications@hr.ubc.ca.
Your Help Needed: Tell Us How We Can Improve the HR Website
We are starting a year-long process to update and expand the HR website, and we are asking key users of HR services to help us by filling out a quick survey on how you use the HR site, and what we could add to make the site more user-friendly and useful to you.
The survey is available at https://ubc.ca1.qualtrics.com/jfe/form/SV_25Cp2jYtEHKIIm1 until March 2, 2018.
If you have any questions, or if you would prefer to share your thoughts in person, please contact HR Communications at communications@hr.ubc.ca. If you have already completed the survey, we thank you.
Housing Action Plan: Rent-Geared-to-Income Program Accepting Applications
As part of UBC’s Housing Action Plan, UBC has created a Rent-Geared-to-Income pilot program to provide rental housing on campus for up to 100 lower income staff households, to be phased in over the next two to three years. Rent will be geared to 30% of pre-tax household income, rather than a set percentage discount from market rates.
Action: Please share this information with eligible staff in your units. The deadline for this year’s applications is March 22, 2018.
Program highlights include:
- 50 spaces approved this year;
- 1- to 3-bedroom units available, depending on number of children in the household;
- Selection will be by lottery for the first round pilot assignments and then by waitlist; and
- Subject to eligibility, applicants may remain in the program up to 10 years.
Applicants must:
- Be full-time staff in good standing (Vancouver campus including local hospital sites) with one year or more of work experience at UBC (or term employees with three or more years of continuous service); and
- Fall under maximum gross household income and asset thresholds (see the program page for full details).
For further information and application details please visit: http://www.hr.ubc.ca/housing-relocation/housing/rental/rgi/. Inquiries may be directed to info.facultyhousing@ubc.ca.
The program was approved in June, 2017, as a Board-approved policy commitment (Policy #5) of the Housing Action Plan.
UBC a Top Employer for Young People and one of BC’s Top Employers in 2018
UBC has been recognized as one of BC’s Top Employers in 2018. This designation highlights employers in British Columbia that lead their industries in offering exceptional places to work and supporting their employees with the most progressive and forward-thinking programs. Learn more about this recognition and the reasons UBC was selected at www.hr.ubc.ca/blog/2018/02/ubc-named-one-of-bcs-top-employers-in-2018/.
UBC was also recognized as one of Canada’s Top Employers for Young People in 2018, the only post-secondary institution to receive this designation. This special designation recognizes the employers that offer the nation’s best workplaces and programs for young people starting their careers. Learn more about this recognition and the reasons UBC was selected at www.hr.ubc.ca/blog/2018/02/ubc-recognized-as-one-of-canadas-top-employers-for-young-people-in-2018/.
Hot Lunch: Feb. 28, 2018 (feat. Murali Chandrashekaran, Vice-Provost, International)
You are invited to attend Hot Lunch on Feb. 28, to meet and network with your colleagues across UBC, and to hear from Dr. Murali Chandrashekaran, Vice-Provost, International. Lunch this month will be a soup and sandwich buffet for $10.
Please purchase your tickets by Feb. 26.
Hot Lunch is a cross-campus staff networking initiative hosted by St. John’s College and is supported by Human Resources.
Change Management Resources at UBC
UBC has a number of resources available for leaders and managers who are looking for additional support during times of organizational change.
Group Facilitation and Identifying Needs
HR’s Organizational Development consultants are available to work with you as thought partners in identifying the scope of a change initiative. We also have resources to facilitate a group process to help a team or unit explore issues surrounding change. Contact us at od.consulting@ubc.ca, or learn more at http://www.hr.ubc.ca/learning-engagement/workplace-team-solutions/organizational-change-management/.
Organizational Change Consultants: Preferred Vendors
UBC has complied a list of preferred vendors for organizational change management. Vendors represent consulting firms that specialize in organizational change management consulting and are accessible to all departments and faculties.
Visit https://finance.ubc.ca/vendor/organizational-change-management to see the list of prequalified change management services suppliers.
Last Call for 2018 Coaching@UBC Internship Program Applications
Coaching@UBC is now accepting applications for the 2018 intake for the Coaching Internship Program. Successful applicants will receive funding towards the completion of an ICF Accredited Coach Training Program. Please visit the Coaching Internship Program for full details and application documents. The application deadline is Jan. 31, 2018.
If you have any questions, please contact Catharine Chang, Program Manager, Coaching@UBC, at 604-822-3351 or catharine.chang@ubc.ca.
To find out more about Coaching or to sign up for coaching, visit www.hr.ubc.ca/coaching
New Vice-President, Human Resources: Barbara Meens Thistle
Barbara Meens Thistle is UBC’s new Vice-President, Human Resources. She will begin her new role on Feb. 5, 2018.
As mentioned in the broadcast email on Dec. 19, Barbara is currently Vice President, Central Services at ICBC. She has over 25 years of experience as a senior leader in the energy and public sectors. You can read more about her background in the broadcast email.
We look forward to welcoming Barbara to UBC.
Amendment to UBC Policy #82: Relocation of Faculty Members & Senior Management Staff
On Dec. 21, 2017, Policy #82 (Relocation of Faculty Members and Senior Management Staff) was amended. Policy #82 and its related procedures establish the eligibility and extent of travel and relocation assistance from central funding for the hiring or internal transfer of faculty members and senior management staff.
The changes increase the maximum amount that will be reimbursed from UBC’s Central Relocation Fund to relocating faculty and senior staff members. The specific procedure amendments are as follows:
- $1,000 increase for moves within Canada;
- $2,000 increase for moves outside Canada for designated professional or designated professional accompanied by dependent(s); and
- $1,000 increase for moves outside Canada for designated professional plus spouse, or designated professional plus spouse accompanied by dependent(s).
For a summary of the amended maximum amounts that will be reimbursed as of Dec. 21, please refer to the Central Relocation Fund Contribution Table. A PDF copy of the approved procedures for Policy #82 is available here.
To learn more about relocation for faculty and senior management staff at UBC, visit the Relocation website. If you have a specific inquiry, please contact Joyce Wei, Relocation & Benefits Analyst, at joyce.wei@ubc.ca or 604-822-6865.
Learn About Coaching@UBC & Coaching Internship: Jan. 22 & Jan. 25
We have two upcoming sessions to share information about the Coaching@UBC program, and the Coaching Internship Program applications:
Coaching@UBC: Jan. 22
Interested in learning more about one-on-one coaching at UBC? Come to our information session on Coaching for Personal and Professional Development at noon on Jan. 22, to meet with our Coaching program manager, and find out if Coaching might be a service that you would wish to explore. Register online.
Coaching Internship Program Information Session: Jan. 25
Coaching@UBC is accepting applications for the 2018 Coaching Internship Program. Successful applicants will receive funding towards the completion of an ICF Accredited Coach Training Program. Learn about the program and what it mean to become a coach through the Coaching Internship Program at our information sessions on Jan. 25, 2018. Register online.
Please visit the Coaching Internship Program for full details and application documents. The application deadline is Jan. 31, 2018.
Coaching Internship Applications & Info Session: Jan 25, 2018
Coaching@UBC is accepting applications for the 2018 Coaching Internship Program. Successful applicants will receive funding towards the completion of an ICF Accredited Coach Training Program.
Information Sessions
Learn about the program and what it mean to become a coach through the Coaching Internship Program at our information sessions on Jan. 25, 2018. Register online.
Please visit the Coaching Internship Program for full details and application documents. The application deadline is Jan. 31, 2018.
Interim Vice President Human Resources: Linda McKnight
Lisa Castle will be retiring from her role of Vice President, Human Resources, on Dec. 6, 2017. With the recruitment process for the next vice president still under way, Linda McKnight, Managing Director, Human Resources, Strategic Staff Relations, has agreed to act as interim Vice President Human Resources until the new vice president begins their term. As interim vice president, Linda will have the full authority and responsibilities of the role including being a member of the UBC Executive team, supporting the Board of Governors in its governance responsibilities and providing institutional people leadership. We are grateful to Linda for her willingness to step into this role into the first part of 2018.
Linda is a graduate of the University of Victoria. She started her HR career at deHavilland Aircraft in Toronto, where she was responsible for employment equity when it was in its infancy. After her time in Ontario, she returned to Vancouver where she enjoyed a 12-year career at Vancouver Coastal Health working as a Labour Relations Consultant, and then Director, Human Resources. Linda came to UBC in 2002 as the Director, Human Resources Advisory Services. In her time here, she has built a strong team of HR professionals who provide values-driven institution-wide HR advice to managers and staff, and a thoughtful and measured approach to collective bargaining. In addition, she has provided leadership across the university in furthering the fundamental values of fair process and a respectful work environment.
Linda can be reached at linda.mcknight@ubc.ca.
Lisa Castle Retirement Celebration Open House: Dec. 12, 2017, 2:00 p.m. – 4:00 p.m.
As Lisa Castle, Vice President, Human Resources, prepares for her retirement, Human Resources is hosting an open house reception at the Vancouver campus. We would like to invite UBC staff and faculty join us for a celebration of all the wonderful programs and initiatives that we have successfully accomplished as a community to build a positive and respectful work environment.
Please, join us as we look back at our accomplishments, and as we look to the future to continue build an outstanding work environment for everyone at UBC to reach their potential.
Open House Details
- Date: Dec. 12, 2017, 2:00 p.m. – 4:00 p.m.
- Location: Rm. 610 – Human Resources, 6190 Agronomy Road [Map]
Cake and fruit will be available.
We will have a guestbook available for you to share your best wishes/memories with Lisa.
Questions? Please contact communications@hr.ubc.ca.