HR News

May 29 Newsletter

By npope on May 29, 2020

COVID-19 and UBC: stay informed

Stay up-to-date with the latest information and updates on COVID-19 and UBC’s response. Visit https://covid19.ubc.ca/ for useful FAQs and resources for UBC faculty, staff and students.

This website is being updated regularly following advice from provincial and federal health agencies. Get updates like:

  • May 14, 2020: UBC Broadcast: UBC’s operational and safety planning.
  • May 14, 2020: FAQs updated to include resources to support students with remote learning.
  • May 12, 2020: UBC Broadcast: Plans for the phased resumption of on-campus research.

COVID-19: New questions related to working from home

The Finance and Human Resources teams have recently received a variety of questions relating to working from home with loaned equipment, purchasing new equipment, and T2200 Tax Forms.

View full announcement.

The Integrated Service Centre is hiring

As part of the Integrated Renewal Program, the Integrated Service Centre (ISC) is a new unit within UBC that will focus on sustaining and enhancing Workday and providing user support to UBC students, faculty and staff, in conjunction with HR, Finance, and eventually Enrolment Services.

This week, additional roles were posted. Examples of roles include roles like Delivery Manager, Finance Product Manager, HR Product Manager and more.

See all the posted roles on UBC’s job board and apply for opportunities within the ISC! More roles will be posted in mid-June.

Welcoming Integrated Service Centre Directors

Corinne Pitre-Hayes joins the Integrated Service Centre as Director, Application Sustainment and Harjot Guram joins the Integrated Service Centre as Director, ISC Operations.

Read the announcement.

Continuation to August for spreadsheet-based hourly payroll process

Managers who are responsible for collecting, approving, and submitting hourly employee timesheets, please continue to use the spreadsheet process (as opposed to paper timesheets) for upcoming pay periods, until the end of August.

For more information, view the full announcement.

Changes to Collective Agreements: CUPE 2278 and CUPE 2950

Changes to the CUPE 2278 and CUPE 2950 collective agreements have been posted online. A document summarizing the key changes is listed under the relevant agreement. Visit the Collective Agreement page for more information.

New BC Minimum Wage, effective June 1, 2020

On May 13, HR issued a memo regarding the Changes to Minimum Wage in British Columbia Effective June 1, 2020. Read more.

Workshop on Equitable Decision-Making During COVID-19 (June 4)

Decisions are being made rapidly, and with constantly changing information. How do we uphold our community values and our commitments to equity, diversity, and inclusion (EDI), in a time of high uncertainty and disruption to our ways of working, learning, and living?

This workshop offers support for faculty and staff at all levels to apply an intentional EDI lens to their decision making. In this interactive session, participants will have the chance to work collaboratively to apply a new tool, Intentional EDI Decision-Making, to examples of key decisions currently under consideration.

Brought to you by the Equity & Inclusion Office, this session will be presented online via Zoom and will be recorded. Join us on:

Thursday, June 4th, 2020

2:00pm – 3:00pm

Register Online.

Coaching for personal and professional development (June 10)

Looking to expand your resiliency and explore strategies for embracing the new normal?

Coaching is an effective tool to accelerate results, and can help strengthen your success in the new virtual world of work.

Register now to join an online session “Coaching for Personal and Professional Development” on June 10.

In this session, you’ll learn more about what UBC Coaching is and how you can use coaching to support your learning and development. All faculty and staff are welcome.

Conversation Cafe: Feedback: A Communication Tool (June 3)

Hosted by HR’s Organization Development and Learning Consultants Lisa Frost and Dana Troster, join us for a timely and relevant conversation cafes on topics that matter to you. Grab a coffee and dive into conversation with your UBC colleagues to leverage the wisdom in the (Zoom) room, giving you quick access to new approaches and helpful tips and tools.

The next conversation cafe is on Wednesday, June 3 from 1-2pm, about Feedback: A Communication Tool.

Learning outcomes:

  • Distinguish between the three different types of feedback
  • Create a space to invite and receive feedback, and
  • Apply new feedback approaches to enhance your communication skills

 

All are welcome. Register now.

An update on the HR Website renewal

The HR Communications team has been leading the renewal of our HR website, http://www.hr.ubc.ca/.

The HR website renewal project is an opportunity to provide our audiences with a fresh experience that meets their needs today, and showcase what UBC offers as leading employer.

This project involves moving to a new Content Management System called Drupal, getting an updated and fresh website look, and partnering with HR staff to review and update content.

The new website will launch in August.

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Updates on Services and Procedures Summary

By npope on April 3, 2020

See below for the latest updates on services and procedures:

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Updates on HR services and operations

By Zeljka Hadija Shah on March 19, 2020

As UBC navigates though COVID-19, Human Resources will make every effort to continue to provide support to faculty and staff. Our teams are transitioning to remote work, including changes to:

Changes to Compensation operations

The Compensation team transitioned to working remotely, however there will be no change to the work and the level of customer service. The team is making adjustments to accommodate this temporary work arrangement with no disruptions to the clients.

Changes to Benefits operations

The Benefits team continues normal services during this time and will be responding to all benefits inquiries in a timely manner. Please send all the internal inquiries from UBC staff to appropriate email addresses.

  • All external and general inquiries should be directed to the appropriate benefits team members or the Benefits email.
  • The benefits team is available for calls and emails Monday – Friday, 8:30am – 4:30pm.
  • For all urgent inquiries please contact Linda Casey or Janet McHugh.

Changes to Workplace Wellbeing

The Workplace Wellbeing team is now taking all inquiries through email, and exploring opportunities to offer online and webinar health and wellbeing workshops. Stay tuned!

Changes to Workplace Health Services

At this time, Occupational & Preventive Health (OPH) will be conducting only telephone appointments, with the exception of urgent and critical vaccinations. The Ergonomics team will be doing phone and video chat assessments when possible, while in-person assessments will be done only for high-priority groups.

Changes to Pension Office operations

The UBC Pension Administration Office is operating through email and phone only. Staff are available by email and are checking their voicemails regularly. In-person visits are temporarily suspended. Please refer to the following notices for information on how to contact the Pension office during this time:

Changes to Investigations Office operations

The Investigations Office continues to serve staff, faculty and students on both campuses, as usual. Operationally, the office has made adjustments to conduct investigation processes using conferencing and online platforms, and continues to respond to all inquiries via email and phone as usual.

The impartial and neutral investigations provided in response to complaints of sexual misconduct (UBC Policy SC17) and discrimination (UBC Policy SC7) have not changed.

For any questions, please contact Shelley Ball, Director of Investigations.

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Call for Speakers: Community of Practice Change and Transition Pecha Kucha

Call for Speakers: Community of Practice Change and Transition Pecha Kucha

By dlauenstein on February 6, 2020

 

Call for speakers:
Share your stories and inspire the audience with your thoughts and experiences, (personal or professional) using PechaKucha 20 x 20 format. The theme is change and we’re excited to hear your story about capacity and resilience during change.

The UBC Change and Transition Community of Practice is hosting a PechaKucha style event on March 17th @ 2:30pm and is welcoming submissions from speakers. This is a great opportunity to hone in on or practice fast-paced presentation in a friendly environment!

If you are interested in presenting, submit your proposal to change.transition@ubc.ca by February 14th 2020.

  • Proposal format: Your proposal should be about 200-300 words and include a title and a short summary of your talk. Please include your contact details (Name, email and phone number)
  • Theme: The theme should reflect on capacity and/or resilience during change
  • Presentation format: PechaKucha format
  • Deadline: Submit your proposal by Friday 14th February 2020

We look forward to hearing from you! For more information, visit: https://www.eventbrite.ca/e/ubc-change-transition-community-of-practice-pechakucha-event-tickets-92130971215

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Reminder: Preparing in advance of any possible weather-related campus disruptions

By Breeonne Baxter on January 9, 2020

Do you have an up-to-date operations plan in case of a campus disruption? With snow in the forecast, we recommend that you take some time (if you have not already done so) to consider what essential services your unit will need in the event of an extreme weather, such as a snow or ice storm. Essential services in the context of extreme weather conditions are those services that are needed to ensure the safety, security, welfare, and health of the community, property, and research and certain operational and contractual activities of the university.

Please visit our page on Staffing during a weather disruption for a full list of considerations.

Some things to think about:

  • Review the services that your unit provides, and determine which of those services are essential.
  • Have a discussion with employees who are in those roles and let them know the university’s expectations and policy in the event of extreme weather (Disruption of Classes/Services by Snow Policy: the Snow Policy (SC5) (formerly Policy #68)).
  • If you have essential CUPE 2950 positions, follow the process as outlined in Article 13.01 and Letter of Agreement 13.01 of the collective agreement, which requires communication with Human Resources (contact Korey Onyskevitch at korey.onyskevitch@ubc.ca) and the union. This does not preclude your ability to request additional essential services should the need arise.

Setting up a plan in advance will allow you to address any issues with your team and with your HR Advisor. If you have any questions or concerns, please contact your HR Advisor.

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Understanding Your Staff Pension Plan workshops this spring

By Breeonne Baxter on January 9, 2020

The Pension Administration Office is hosting several spring sessions of the Understanding Your Staff Pension Plan workshop, an informative  session designed for both potential and current members of the UBC Staff Pension Plan. All ages are welcome to attend.  Below are a list of upcoming dates and times.

  • Jan. 16, 2020, 9:30-11:00 a.m.
  • Jan. 29, 2020, 1:30-3:00 p.m.
  • Feb. 13, 2020, 9:30-11:00 a.m.
  • Feb. 25, 2020, 1:30-3:00 p.m.
  • March 12, 2020, 9:30-11:00 a.m.
  • March 24, 2020, 1:30-3:00 p.m.

Learn more and register at the SPP Workshops page: https://staff.pensions.ubc.ca/news/workshops/

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getEducated: Get your department educated about the UBC Staff Pension Plan

By Chelsey Maher on November 28, 2019

The Staff Pension Plan (SPP) regularly holds workshops at the Pension Administration Office (Vancouver campus), but did you know the SPP can also come to your location? getEducated seminars are sessions where a representative from the SPP will come to your office, department or unit to provide your staff with an opportunity to learn more about the Plan and ask pension-related questions in a group setting with colleagues.

Sessions can often accommodate specific topics, different group sizes, and different times of day (even outside of normal office hours). Learn about how to coordinate a session for your department today.

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Understanding Your Travel Benefits Information Session: Dec. 11

By Marlene Dong on November 28, 2019

With the winter months and the holidays fast approaching, many faculty and staff are preparing for vacations both at home and abroad. Sometimes, medical emergencies while travelling can happen – and it can end up being a frightening and costly experience.

Staff and faculty who are enrolled in the UBC extended health benefits plan are invited to attend an information session to understand their travel benefits.

Date: Dec. 11, 2019
Time: 12:00 – 1:00 p.m.
Location: Centre for Brain Health, Room 101 (lower level), 2215 Wesbrook Mall
RSVP: Register now

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UBC Faculty Pension Plan Board of Trustees election closes Nov. 18

By Breeonne Baxter on November 14, 2019

The UBC Faculty Pension Plan (FPP) Board of Trustees Election for two members to serve as trustees on the Board closes at 4:00 p.m. on Monday, Nov. 18, 2019.

If you are an FPP member, you are encouraged to cast your ballot now – your vote is important in determining who will sit on the pension board and represent the interests of FPP members. Follow the link below for candidate statements and information on how to vote:

The results of the election will be posted on the UBC FPP website on Thursday, Nov. 28, 2019.

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Coaching internship applications open; information session: Nov. 18

By Breeonne Baxter on November 14, 2019

Coaching@UBC is accepting applications for the 2020-21 Coaching Internship Program.  Successful applicants will receive funding towards the completion of an ICF Accredited Coach Training Program. Funding for this round of Coach Intern recipients is for the fiscal year April 1, 2020, to March 31, 2021.

Information session: Nov. 18

Learn about the program and what it mean to become a coach through the Coaching Internship Program at the noon-hour information session on Nov. 18, 2019. Register online.

Please visit the Coaching Internship Program for full details and application documents.  The application deadline is Feb. 2, 2020.

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Mental Health First Aid training: Nov. 21 & 28

By Breeonne Baxter on November 14, 2019

Mental Health First Aid training aims to improve mental health literacy. This workshop provides participants with the skills and knowledge to help people better manage potential or developing mental health problems in themselves, a family member, a friend or a colleague.

By the end of the training, participants will recognize the signs and symptoms of mental health problems, be able to provide initial support to a person who may be developing a mental health problem or is experiencing a mental health crisis, and be prepared to guide a person towards appropriate professional help.

Course information

Mental Health First Aid Training
Date: Nov. 21 & 28, 2019
Time: 9:00 a.m. – 4:30 p.m. (both days)
Location: Rm 1505 – Life Building, 6138 Student Union Boulevard
Register online

Please note that you must attend the full training in order to receive the course completion certificate.

Mental Health First Aid Training is an evidence-based internationally recognized program through the Mental Health Commission of Canada.

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UBC Faculty Pension Plan Board of Trustees Election

UBC Faculty Pension Plan Board of Trustees Election

By Breeonne Baxter on October 31, 2019

Please share this with faculty in your unit

Voting is now open for the election of two UBC Faculty Pension Plan (FPP) members to serve as trustees on the Board. If you are an FPP member, you are encouraged to cast your ballot now – your vote is important in determining who will sit on the pension board and represent the interests of FPP members. Follow the link below for candidate statements and information on how to vote: https://facultystaff.students.ubc.ca/2019-faculty-pension-plan-election-trustees

Voting closes at 4:00 p.m. on Monday, Nov. 18, 2019, and the results of the election will be posted on our website on Thursday, Nov. 28, 2019.

If you have any questions regarding this election, please email elections.information@ubc.ca.

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HR memo: UBC Staff Pension Plan – Enrolment changes effective April 1, 2020: Oct. 9, 2019

By Breeonne Baxter on October 17, 2019

HR has issued a memo regarding the upcoming changes to enrolment in the Staff Pension Plan, effective April 1, 2020.

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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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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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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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UBC Orientations website

UBC Orientations website

By Breeonne Baxter on September 5, 2019

It’s a new academic year, and many new staff and faculty have joined the university across our many sites and campuses. We invite you to share our Orientations portal with your new staff and faculty as part of helping them get set up for success.

Check out the site at https://www.hr.ubc.ca/orientation/. If you have any questions about staff orientation at UBC, please contact us at workplace.orientations@ubc.ca.

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Understanding Your Staff Pension Plan: September sessions

By Breeonne Baxter on August 22, 2019

The Pensions Administration Office is hosting two upcoming September Understanding Your Staff Pension Plan sessions for members of the UBC Staff Pension Plan. If you are interested in attending, please register soon as these sessions fill up quickly.

These workshops help attendees learn about the plan, about pensions in general, and related retirement considerations.

  • Tuesday, Sept. 17, 9:30 – 11:00 a.m.
  • Tuesday, Sept. 26: 1:30 – 3:00 p.m.

Visit https://staff.pensions.ubc.ca/news/workshops/ to register.

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Search for the new Vice President, Human Resources

Search for the new Vice President, Human Resources

By Breeonne Baxter on June 27, 2019

The search has been launched for the new Vice President, Human Resources.

UBC’s Vice President, Human Resources, reports to the President and oversees a human resources portfolio that includes equity and inclusion; human resources advisory partnerships; central operational services; total compensation; health & wellbeing; strategic workplace initiatives; learning & engagement; strategic faculty relations; housing and relocation services; and human resources management systems.

You can view the posting at executive search firm Caldwell Partner’s website, job ID 190525.

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Reminder: UBC Staff Pension Fair: June 20

Reminder: UBC Staff Pension Fair: June 20

By Breeonne Baxter on June 13, 2019

The Staff Pension Plan (SPP) Pension Fair will take place on Thursday, June 20,  11:30 a.m. – 1:00 p.m at the Robert H. Lee Alumni Centre. This event is a great opportunity for members to learn more about the SPP and gain some pension knowledge. Similar to past years, we will have information tables hosted by UBC Retirement and Survivor Benefits, UBC Investment Management Trust, UBC Employee and Family Assistance Program, and more.

Registration is not required and you are encouraged to drop in at any time that is convenient for you. For more information, please visit https://staff.pensions.ubc.ca/pensionfair/

The Pension Board, management and staff look forward to meeting you and answering your questions.

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