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.
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.
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
Benefits Workshop: Newcomers to Canada: Understanding Canadian Health Benefits (Oct. 18, 2017)
Please share this with any of your department’s faculty, post-docs, and staff who are new to Canada.
Moving can be overwhelming, especially if you are trying to figure out how things work in a new country. This presentation will provide an overview of how health benefits work in Canada (in particular, the BC Medical Services Plan and Extended Health and Dental Benefits ). Available housing and relocation services will also be highlighted to assist you and your family with a smooth transition to UBC.
Course information
Newcomers to Canada: Understanding Canadian Health Benefits
Oct. 18, 2017, 12:00 p.m. – 1:00 p.m.
Register: Point Grey campus
Register: Webcast at DHCC
Understanding Your Travel Benefits: June 20, 2017
The spring and summer are fast approaching and many staff and faculty are preparing for vacations both at home and abroad. A medical emergency while travelling can be a frightening and also costly experience. Join UBC Benefits Specialist Stephanie Mah for a one-hour session on understanding your UBC travel benefits, and ensure that your well-earned vacation is as stress free as possible.
This session will also include a Q & A period and we encourage you to come with questions.
June 20, 2017, 12:00 p.m. – 1:00 p.m.
Point Grey: Life Sciences Centre room 1002
DHCC/VGH room 2263 (webcast)
Register Online
Learn more about your UBC travel benefits (part of the staff and faculty extended health plan).
Staff Pension Plan Fair – Wednesday, June 21, 2017
The SPP Pension Fair takes place on Wednesday, June 21, 11:30 a.m. – 1:15 p.m. The fair will be held in the Robert H. Lee Alumni Centre [map]. 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 website for more details.
Change to the EI Waiting Period for Maternity/Parental Benefits & Compassionate Care
Effective Jan. 1, 2017, the waiting period (unpaid) for Employment Insurance (EI) benefits has been reduced from two weeks to one week. The reduction in the waiting period applies to regular (unemployment) benefits, and special benefits for maternity, parental, adoption and compassionate care leaves.
The following explains the impact to maternity, parental and adoption EI benefits and the University’s Supplemental Employment Benefits (SEB) Program:
Maternity, Parental and Adoption Leave and EI benefits
There will be no change to the number of weeks of unpaid leave or length of time EI benefits are payable.
The number of weeks of unpaid leave remains at:
- 52 weeks for birth mothers (17 weeks maternity plus 35 weeks parental)
- 37 weeks for birth fathers/adopting parents
The length of time EI benefits are payable, after serving the one-week waiting period, continues to be:
- 50 weeks for birth mothers (15 weeks maternity plus 35 weeks parental)
- 35 weeks for birth fathers/adopting parents (no waiting period is required if birth mother or one adopting parent has already served it)
Supplemental Employment Benefits (SEB) Program
The reduction in the waiting period to one week will impact the Supplemental Employment Insurance (SEB) Top-Up benefit programs at UBC. The changes are outline below and will apply to employees with leaves staring on or after Jan. 1, 2017.
Reducing the EI waiting period to one week will change:
1) How SEB benefits are calculated in Week Two:
- Employee will receive 95% of salary from UBC. This will be in addition to their EI weekly benefit.
2) Reduce the total number of weeks payable under SEB by one week. Using a birth mother who is in the CUPE 2950 employment group as an example:
- Prior to Jan. 1, 2017: CUPE 2950 birth mother received 17 weeks under SEB: 95% of salary for two-week waiting period plus topping up EI benefit for 15 weeks
- Jan. 1, 2017 onwards: CUPE 2950 employee will receive 16 weeks under SEB: 95% of salary for one-week waiting period, 95% of salary plus EI for second week, and topping up EI to 95% of salary for 14 weeks.
- Prior to Jan. 1, UBC accounted for the second week of the unpaid waiting period; now that the second week is eliminated the SEB is reduced by one week.
There will be no change to how paid leave benefits are calculated for Postdoctoral Fellow Award Recipients.
This arrangement will be in place from Jan. 1, 2017, to Jan. 2, 2021. During this four-year period, the University will work with the Unions/Associations to make any necessary collective agreement changes to the SEB program to align with changes to the Federal EI program.
The Human Resources’ Maternity, Parental and Adoption Leave page includes a table that outlines by employment group the EI benefits and SEB benefits that are payable during each week of the leave.
For further details
- Government of Canada website on EI Waiting Period
- Human Resources website: Maternity, Parental and Adoption Leave page
If you have any questions, contact Stephanie Mah, HR Benefits Specialist, at stephanie.mah@ubc.ca or (604) 8922-6823.
Understanding Your Travel Benefits: June 30, 2015, 12pm
Please share this with your staff and faculty
The summer is nearly here, and lots of us are getting ready for vacations both at home and abroad. A medical emergency while travelling can be a frightening and costly experience. Join UBC Benefits Analyst Stephanie Mah in this one-hour session on Understanding your Sun Life Travel Benefits to ensure that your well-earned break is as stress free as possible. This session will also include a Q & A, so feel free to come with questions. For more information or to register, click here.
Date: June 30, 2015, 12:00 p.m. – 1:00 p.m.
Location: Multipurpose Room, 600 – 6190 Agronomy Road (TEF III) [map]
Register Online
Faculty Pension Plan Q1 2015 Statements and Information
Please share this information with your faculty
The UBC Faculty Pension Plan (FPP) 2015 first quarter statements were mailed to members in early May. Enclosed with the member statements is an information sheet highlighting details about the upcoming 2015 Pension Forum, including a map and a list of information booths that will be available. As well, there is a notice about the FPP Annual Report: 2014 Year In Review and the new FPP custom sign-in page, mysunlife.ca/ubcfpp.
The following is information that has been updated for the first quarter of 2015:
Faculty Pension Plan Annual Report: 2014 Year in Review
Please share this with your faculty
The UBC Faculty Pension Plan’s annual report, 2014 Year in Review, is online. The report includes plan highlights, membership and financial statistics, fund and investment managers’ rates of return, a market commentary, and the 2014 financial statements.
View the FPP 2014 Annual Report
Faculty Pension Plan Q1 2014 Statements and Information
Please share this information with your faculty
The Faculty Pension Plan (FPP) 2014 first quarter statements were mailed to members in early May. Enclosed with the member statements is an information sheet highlighting details about the upcoming 2014 Pension Forum, including a map and a list of information booths that will be available. As well, there is a notice about the FPP Annual Report: 2013 Year In Review, which will be available to members in mid-May.
The following is information that has been updated for the first quarter of 2014:
Staff Pension Fair – June 5, 2014
Please share this with your staff
The Staff Pension Plan (SPP) Fair takes place on Thursday, June 5 from 11:30 a.m. to 1:15 p.m. The fair will be held in the Great Hall at the UBC First Nations Longhouse [map]. No RSVP is required. This is a great opportunity for members to learn more about their pension plan and Plan benefits. We are also pleased to have the following groups in attendance:
- UBC Retirement and Survivor Benefits
- Service Canada
- UBC Investment Management Trust Inc.
- UBC Continuing Studies (Seniors and Community Programs)
- CARP (A New Vision of Aging for Canada)
See the SPP Pension Fair invitation for event details.
Staff Pension Plan – May Newsletter & Annual Statements
Please share this with your staff
The May 2014 issue of the Staff Pension Plan Update newsletter was mailed to Staff Pension Plan members last week. Active and Deferred members of the Plan will also receive their 2013 annual statement with their newsletter.
In this issue of the SPP Update:
- Governance and the Staff Pension Plan Board
- Annual Governance Reports
- Update on 2014 Actuarial Valuation
- Guide to reading your SPP Annual Statement
- 2013 SPP Year in Review
- Your invitation to the SPP Pension Fair
View the May Update Newsletter
Staff Pension Plan – February 2014 SPP Update Newsletter
Please share this information with your staff
The February 2014 issue of the Staff Pension Plan Update newsletter was mailed to Staff Pension Plan members last week. In this issue of the SPP Update:
- The 2014 Actuarial Valuation
- Working Past Age 65
- 2014 RRSP Contributions
- SPP Board Re-appointments
- 2014 Pension Fair – Save the Date
- 2014 Info Sessions and Workshops
View the February Update Newsletter
New EFAP Promotional Materials Available
For HR Administrators
We have new Employee and Family Assistance PLan (EFAP)promotional materials available for UBC departments, including magnets, wallet cards, brochures and posters to be displayed in your units.
Outdated EFAP Materials
If you have EFAP promotional materials in your department where the service provider is either Interlock or Human Solutions, please contact Colin Hearne (colin.hearne@ubc.ca) to get new materials. UBC’s current EFAP provider is Homewood Human Solutions.
Upcoming Staff Pension Plan MOST Workshops
Please share this with your staff
The Pension Administration Office partners with Organizational Development and Learning to provide MOST workshops on the Staff Pension Plan for members. We currently offer two MOST workshops:
Understanding your Staff Pension Plan (Under age 50): This workshop is designed for current members under age 50. If you are already a member, this workshop will answer any questions you may have about your pension benefits. Click here to register.
Understanding your Staff Pension Plan (Age 50 and over): This workshop is designed for active or deferred members, who are age 50 or over and are approaching retirement. This workshop focuses on your pension benefits at retirement. If you do not have a good understanding of what your pension will be at retirement, you will find this workshop very helpful. Click here to register.
Learn More About the Employee and Family Assistance Program (EFAP): Request an EFAP Presentation
For HR Administrators
Many surveys have clearly shown the effectiveness of EFAP in helping employees lead happier and more productive lives, while delivering the following benefits:
- Reduced absenteeism and tardiness
- Reduced health care costs
- Fewer injuries, both at work and away from work
- Fewer long/short term disability leaves (over 25% of all LTD claims are based on mental health concerns)
- Fewer unemployment and workers compensation claims
- Better individual and team performance
- Higher morale and less staff turnover
For more information on EFAP, visit our EFAP page. To to book a presentation for your unit that highlights the free services available for UBC staff and faculty, contact Colin Hearne, EFAP Assistant at 604-827-3047 or colin.hearne@ubc.ca
BC Services Card
Please share this with your faculty and staff
The provincial government is introducing the new BC Services Card in February, 2013. This card replaces the BC Care Card that provides proof of your Medical Services Plan (MSP) coverage.
Individuals between 19 and 74 years of age will be required to obtain a BC Services Card from ICBC Driver Licensing Offices starting on Feb. 15, 2013. The BC Services Card will be phased in over a five-year period, so you have until the beginning of 2018 to get the new card. Once you obtain the card, you are required to renew it every five years.
To help employees understand the new card, whether you are enrolled in MSP through UBC or not, we have information on our website at http://www.hr.ubc.ca/benefits/medical-services-plan/bc-services-card/. Full information is available from the BC Services Card website: BCServicesCard.ca.
Medical Services Plan Enrollment Not Affected
It is important to note that the new BC Services Card will not impact your Medical Services Plan (MSP) enrollment, whether you are currently enrolled in the UBC Group MSP, another Group MSP or with MSP directly. The process for enrolling in the UBC Group MSP for new employees or making changes to your UBC Group MSP coverage (for example, adding dependents or cancelling coverage) does not change.
Please share this information with employees in your Department/Faculty. Human Resources will also feature an article on the new BC Services Card in the Spring Edition of Benefits FYI, an online benefits newsletter that is distributed to over 11,000 UBC faculty and staff.