HR office closures over holiday break
The HR office at the Vancouver campus will be closed over the December holiday break at 12:00 p.m. Dec. 24, 2018, through Jan. 1, 2018. We will reopen at 8:30 a.m. on Jan. 2, 2019.
Compensation job reviews
Jobs required reviewing should be submitted by Friday, Dec. 14 to allow sufficient time for review prior to the holiday closure period. Compensation will commence reviewing jobs again in the new year on Thursday, Jan. 3, 2019.
Holidays contacts
Each unit has a designated person who will be monitoring emergency inquires over the week. To reach the voicemail of any HR unit, call 604-822-8111. Visit hr.ubc.ca for the full list:
- Advisory Services: 604-822-4233
- Compensation: 604-822-9026
- Faculty Relations: 604-827-1010
- Health, Wellbeing & Benefits: 604-827-5631
- HRMS: Email hrms.support@ubc.ca
- Pensions: See the Staff Pension Plan website and the Faculty Pension Plan website for contact details (to be updated shortly)
- Workplace Learning & Engagement: Email od.consulting@ubc.ca.
As our office will be closed, we will accept packages and deliveries when we re-open Jan. 2, 2019.
Reminder: Staff Rent-Geared-to-Income Program accepting applications until Nov. 30, 2018
As a reminder, the Staff Rent-Geared-to-Income program is accepting applications until Nov. 30, 2018. Please visit the Staff Rent-Geared-to-Income program page to learn about eligibility requirements and to apply.
The Staff Rent-Geared-to-Income program will provide up to 100 eligible staff members over three years with accommodation in Village Gate Homes apartment units, paying rent capped at 30% of their pre-tax household income. One- to three-bedroom units are available, depending on the size of the household.
About the program: The Staff Rent-Geared-to-Income Rental Program is administered by Faculty Staff Housing & Relocation Services, on behalf of UBC’s Provost Office and Department of Human Resources.
The implementation framework for this pilot housing programs was approved by the Board of Governors on June 14, 2017 (click here for the report) as follow-through on UBC Housing Action Plan Policy #5 for the Vancouver campus.
The rental units that are available through the Staff Rent-Geared-to-Income Rental Program are owned and operated by Village Gate Homes, a subsidiary of UBC Properties Trust.
UBC Staff Pension Plan election: closes Nov. 19, 2018
The Staff Pension Plan is holding an election for two Pension Board members. Voting closes Nov. 19. Visit the UBC Elections site to view candidate information, and to vote online at https://facultystaff.students.ubc.ca/2018-staff-pension-plan-election.
The results of the election will be posted on the SPP website on Dec. 3, 2018.
Coaching Internship Program information session: Nov. 21, 2018
Coaching@UBC is accepting applications for the 2019 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 session on Nov. 21, 2018, 1:00 – 2:00 p.m. Register online.
Please visit the Coaching Internship Program for full details and application package. The application deadline is Feb. 1, 2019.
Reminders for administrators following cannabis legalization in Canada
On Oct. 17, cannabis use was legalized in Canada. As stated in the memo sent to the HR Network community of practice on Oct. 9:
UBC has an obligation to observe the safety rules set out in section 4.20 of the Occupational Health and Safety Regulation to prevent impairment in the workplace. This means ensuring that employees do not arrive or remain at work while their ability to work is affected by alcohol, cannabis, or any other impairing substance, regardless of its legal status.
Although medical authorization to use cannabis does not include a right to consume cannabis at work or arrive to work impaired, employees who are prescribed cannabis for medical purposes and seek or require an accommodation will be advised to speak with their supervisor (staff or student employees) or Head (faculty). Any unauthorized or unapproved use of cannabis prior to or during work hours will not be tolerated and may result in discipline.
We ask that all administrators and managers familiarize themselves with our document, “Information for Supervisors Regarding Substance Use.” If you have questions regarding medical accommodations, or employee substance use, please contact the following:
- For staff or student appointments: Contact your HR Advisor
- For faculty appointments: Contact your Faculty Relations Senior Manager
Together, we can continue to foster a healthy, safe, inclusive, and professional work environment at UBC.
Two broadcast email messages were also distributed to the broader campus community on this subject, if you are interested in reading more:
- For faculty and staff: Legalization of cannabis in Canada
- For students: Cannabis legalization: Important information for students
UBC coaching programs recognized with International Prism Award 2018 – Honourable Mention
In the world of organizational development, coaching has become the most effective tool to accelerate results in learning and professional development and building engaged workplaces.
UBC has received the 2018 Honourable Mention for the International Prism Award, a prestigious honour from the International Coach Federation that recognizes the impact of UBC’s rigorous coaching programs in all its facets and in a number of areas, from personal development to shaping the organizational culture and addressing strategic goals.
Across the organization, UBC encourages students, staff and faculty to lead through a coach approach to discover and explore new ways of learning – from leadership programs to performance conversations. Since 2001, over 4,300 faculty and staff have accessed free, one-on-one professional coaching services through the Coaching@UBC program and Career Navigation and Transition services. The community of coaches currently includes 55 internal coaches (those coaches who also work at UBC) as well as 27 external coaches. UBC also offers staff and faculty electing to pursue ICF-accredited coaching training access and scholarship awards for the UBC Coaching Internship Program.
UBC was shortlisted as one of four global finalists earlier this summer, and the award was announced on Sept. 26, 2018 at the Human Capital Institute’s Learning and Leadership Development Conference in Chicago, Illinois. Congratulations to all!
Coaching@UBC provides an opportunity for faculty and staff to focus and move forward on career goals through the exploration of ideas and candid dialogue with a confidential and unbiased thinking partner. Learn more.
Resources supporting transgender and gender-diverse faculty and staff
At UBC, diversity is welcomed and respected, and considered foundational to excellence in research, education and engagement. UBC recognizes that respect and support for transgender and gender-diverse faculty and staff are central to their success and wellbeing. It is our interactions at work that can help us to feel a valued member of society. The recognition of gender diversity, specifically for people who identify as transgender, two-spirit or non-binary, affirms and acknowledges that gender is highly personal and fluid, and is worthy of respect at UBC.
All human resources practitioners and managers/supervisors have the responsibility to provide a welcoming, inclusive and respectful work environment. By working proactively with an employee who wishes to transition and/or utilize gender-affirming procedures, you can help create a positive experience for the individual and all employees in your unit.
The information in the following resource documents can to help you to building a positive work environment and in modelling behaviour that shows respect for diversity and inclusion that you expect your staff to demonstrate in their relationships with each other and the people they work with across the campus.
Please familiarize yourself with these resources so you can best support transgender and gender-diverse staff, faculty and student employees in your department.
For managers/supervisors/HR practitioners: Supporting Transgender and Gender-Diverse Faculty and Staff at UBC
Information includes:
- Human rights and employer responsibilities
- Definitions to assist you in understanding gender diversity
- Transitioning in the workplace: planning a collaborative, supportive approach
- Guidelines for the manager/supervisor and support team
- UBC and other external resources
- Transition checklist (for working with the employee)
For employees: Transgender and Gender-Diverse Faculty and Staff at UBC
Information includes:
- Transitioning in the workplace: planning a collaborative, supportive approach
- Guidelines for the transitioning employee
- Transition checklist
- Information on health and benefits
- Information on counselling and support/social groups
If you have any questions, please contact your HR Advisor. For more information on campus-wide initiatives on gender diversity, please visit the Equity & Inclusion website.
Save the date: Integrated Renewal Program (IRP) HR update: Sept. 27
Interested in the Integrated Renewal Program, learning more about the specifics about the IRP HR team and the work they are doing, and how you will be informed and involved?
All human resources practitioners at the Vancouver and Okanagan campuses are invited to join us for the first in a series of HR Update ‘call-in’ sessions, on Sept. 27, 2018, 9:00 – 10:00 a.m. During these sessions, the IRP HR team will provide updates on what’s happening, and take your questions. Participants can join by phone or through video-conference. Details on how to join the sessions will be provided upon registration.
If you are interested in attending, please contact IRP at integrated.renewal@ubc.ca to RSVP.
If you aren’t able to join the meeting, information will be posted on the IRP website after the sessions at https://integrated-renewal.ubc.ca/.
September Hot Lunch: Santa Ono, UBC President
The September Hot Lunch will feature Prof. Santa Ono, UBC President. If you are interested in attending the lunch, you can enter a lottery for one of the 150 available seats for the Sept. 26, 2018, event. Sign up for the draw before Sept. 21.
Lunch this month will be a “A Touch of Singapore” buffet for $10.
Hot Lunch is a cross-campus staff networking initiative hosted by St. John’s College and is supported by Human Resources.
Understanding Your Staff Pension Plan: Fall dates open for registration
We have several upcoming Understanding Your Staff Pension Plan information session for members of the Staff Pension Plan. If you or your staff are interested in attending, please register soon as these sessions fill up quickly.
Upcoming dates
- Sept. 27, 1:30-3:30 p.m.
- Oct. 2, 9:30-11:30 a.m.
- Oct. 18, 9:30-11:30 a.m.
- Nov. 6, 9:30-11:30 a.m.
- Nov. 8, 1:30-3:30 p.m.
Learn more and register at http://staff.pensions.ubc.ca/news/workshops/.
PD workshop: Selection Interviewing: Ensuring Equity: Oct. 16, 2018
HR is hosting a one-day workshop focusing on Selection Interviewing: Ensuring Equity, on Oct. 16, 2018. This workshop is designed for managers and administrators who currently have responsibility for the hiring and selection of staff. The cost of this workshop is $25 (includes refreshments and a light lunch).
About the workshop
The interview is a vital step in the hiring process, so you want it to be as effective as possible. This workshop will focus on the essential skills of behavioural interviewing so that you can more effectively get to know your candidates and find the best fit for your team.
Through group exercises, discussions and role-play within this workshop, participants will:
- Develop questions and practice behavioural interviewing skills
- Develop tools to select the best candidate for the position
- Understand basic concepts of human rights, employment equity, and the Freedom of Information and Protection of Privacy legislation
Participants will also review current Human Rights and Employment Equity legislation and discuss the objectives of UBC’s policy on employment equity.
Course information
Date: Oct. 16, 2018, 9:00 a.m. – 4:00 p.m.
Location: TEF III, Room 610
Cost: $25
Register online
The Working Mind for Managers: Sept. 18, 2018
Human Resources is hosting a Working Mind for Managers session on Sept. 18 (9:00 a.m. – 4:30 p.m.). All supervisors/managers/members of the distributed HR community of practice in Vancouver are invited to attend.
About the Working Mind
The Working Mind is a Mental Health Commission of Canada, evidence-based, workplace training program aimed at increasing mental health literacy for supervisors/managers.
Program Goals:
- To provide supervisors and managers with the confidence, tools and resources to support employees who may be experiencing mental health challenges
- To reduce stigma and negative attitudes towards those struggling with poor mental health
- To provide learners with a broad understanding of mental health and wellbeing
- To promote mental health and wellbeing in the workplace
Course Information
Date: Sept. 18, 2018, 9:00 a.m. – 4:30 p.m.
Location: Centre for Interactive Research on Sustainability (CIRS), Policy Room B
Cost: Free
Register online
2018 Performance-Based Merit Pay Program
Human Resources (Compensation) has, as of Aug. 3, started to distribute departmental spreadsheets to administrators who have staff eligible for this year’s merit-based salary increases in the following employment groups: AAPS, Executive Administrative, Farmworkers, and Non-union Technicians & Research Assistants. To be eligible, staff members must have passed their probationary period and be at or above the midpoint of their salary range as of June 30, 2017.
Please visit the merit web page for information on the following:
- Instructions for completing your department spreadsheet
- Step-by-step instructions for implementing merit
- Merit FAQs
Understanding Your Staff Pension Plan: Aug. 22
We have an upcoming Understanding Your Staff Pension Plan information session for members of the Staff Pension Plan. If you or your staff are interested in attending, please register soon as these sessions fill up quickly.
Date: Wednesday, Aug. 22, 2018
Time: 9:30 a.m. – 11:00 a.m.
Location: Detailed location information will be given upon registration.
Presenter: Debbie Wilson, Director, UBC Staff Pension Plan
Register online
Information For Supervisors Regarding Employee Substance Use
UBC Human Resources has compiled information for supervisors regarding substance use by employees, as it relates to job performance and workplace safety. Please visit http://www.hr.ubc.ca/administrators/managing-staff/information-for-supervisors-regarding-employee-substance-use/ to learn more about this information and to review the Employee Substance Use Q & A.
If you have any specific questions, please contact your HR Advisor.
HR Memo: Faculty and Staff Salary Changes – Implementation Effective July 1, 2018 (June 28, 2018)
On June 28, HR issued a memo regarding faculty and staff salary changes effective July 1, 2018.
If you have any questions regarding faculty salary increases, please contact your Faculty Relations Assistant Manager. If you have any questions regarding staff salary increases, please contact your HR Associate.
2018 Coaching Internship Award Recipients
The 2018 recipients of the UBC Coaching Internship Awards are:
- Elisabeth Chin, Manager, Student Experience, Sauder School of Business
- Justine Cochrane, Curriculum Materials Coordinator, Faculty of Medicine
- Savanah Knockwood, Indigenous Student Programs Coordinator, School of Population & Public Health
- Mina Phaisaltantiwongs, Business Development Assistant (Computer Science), UBC Science Co-op
- Raina Reddecliff, Associate Director, Campus Internationalization at UBCO
- Shannon Remillong, Coordinator, Civil Engineering
We will open applications for the next round of the Coaching Internship Awards in October. To learn more about the program, visit http://www.hr.ubc.ca/coaching/become-a-coach/coaching-internship/.
Reminder: Staff Pension Plan Fair, June 21, 2018
This year’s UBC Staff Pension Fair takes place on Thursday, June 21, 11:30 a.m. to 1:00 p.m. The fair will be held at the Robert H. Lee Alumni Centre. This is a drop-in event; no RSVP is required.
The Pension Fair is a great opportunity for members to learn more about their pension plan and increase their pension knowledge. We are also pleased to have the following groups in attendance:
- UBC Retirement and Survivor Benefits
- UBC Employee and Family Assistance Program
- UBC Investment Management Trust (IMANT) Inc.
- CARP (Canadian Association for Retired Persons)
Visit the SPP Pension Fair event page for more details.
Staff Pension Plan – May Newsletter and Annual Statements
Please share this with your staff.
The May 2018 issue of the Staff Pension Plan Update newsletter was sent out this week. Members will have either received an electronic copy, or they will soon receive a paper copy of the newsletter along with their annual statement.
In this issue of the SPP Update:
- You’re invited to the Staff Pension Plan Fair: June 21
- Annual Statements
- 2017 Annual Report
- How is your pension calculated?
- New myPension Features
- Fall Election
- Pension Board Updates
- New Pension Board Member: Joanna Carson
- Annual Governance Update
- 2017 Cost of Living Adjustment
View the May SPP Update newsletter.
Call for UBC-V QPR Instructors: Application Deadline – June 13, 2018
The Suicide Awareness Working Group is recruiting staff and faculty members who are interested in becoming QPR (Question, Persuade, Refer) instructors at the Vancouver campus. This is a volunteer role and full training is provided.
As a QPR instructor, you will:
- Provide training
- Promote QPR within your department
- Receive ongoing support from the QPR instructor community of practice and QPR Institute
- Have the opportunity to contribute to UBC Vancouver’s suicide awareness strategy
If you are interested in becoming a QPR instructor, please read this Info Sheet and complete a brief online application by Wednesday, June 13, 2018. Training will take place on June 27 and 28, 2018.
If you know a staff or faculty member who may be interested, and you are supportive of their use of time toward this initiative, please encourage them to apply or share the Info Sheet with them.
Questions about the QPR instructor training program? Contact the Co-chairs of the Suicide Awareness Working Group: Tam Uden or Kelly Eaton.