- Position Management Loopholes
- Ex-employees Needing CWL
- New Account Code for 12 Month Lecturers
- Equity Survey
- Change to eRecruit Postings
- Ensuring Service Availability before, between and after appointments
- Departments can hire employees with appointment end-dates that exceed the end-date of the position.
- This involves 3,900 appointments across 1,500 positions.
- This Query identifies this problem in your department: 314_APPT_WITH_EXPIRED_POSITN
- Departments can hire employees into positions that are in draft status or not fully approved.
- This involves 2,200 employees attached to 1,600 unapproved positions.
- This Query identifies this problem in your department: 319_EE_WITH_UNAPPRVD_POSNS
These loopholes will be removed shortly. These issues should be cleaned up asap as they impact Hyperion budgeting.
- Employees sometimes leave UBC employment without having applied for a CWL account.
- This is problematic during T4 season as they cannot sign onto Self-Service to download their T4.
- Currently, the CWL application page only allows active employees to apply for a CWL. But, next week this will change.
- The CWL application page will also allow ex-employees to apply for a CWL within 18 months of termination/retirement.
- This is in synch with how long Self-Service access is available for ex-employees.
- Similar to active employees, they will require their employee ID and PIN when using the CWL application page.
- If you receive inquiries from employees or ex-employees regarding PINs, you can see a PIN on the upper right corner of the ‘Modify a Person’ screen (all current or past employees). Or, you can run Query: 903_EE_CWL_PINS (active employees only).
- A new account code has been created for 12 month lecturers: 525000 comes into effect April 1, 2016.
- All 12 month lecturers with employment activity on or after April 1 were automatically updated in HRMS to use the new account code.
- Please keep in mind that the BURG40 job code is used for all Lecturers, regardless of length of appointment. Only 12-Month Lecturer appointments were updated.
- Unfortunately, we have no automatic programs to do a similar update in Position Management.
- Faculty Relations has sent a list of 12 month lecturers to each Dean’s Offices on March 21. It will be your responsibility to update your own positions on-line as of April 1.
- It’s important that this be done asap at it may have an impact on Hyperion. Workflow approvals will be required.
- The Equity and Inclusion Office would like to encourage all employees to complete the on-line Equity Questionnaire.
- More on this topic will be forthcoming directly from the Equity and Inclusion Office in the coming months.
- In the interim, you can check which employees have completed a questionnaire by running Query: 065_EQUITY_SURVEY_RESPONSE
- Please encourage your employees to complete the questionnaire. They can find the survey in the mySurveys section of HRMS Self-Service.
- More information on the Employment Equity Census can be found here: http://equity.ubc.ca/employment-equity/employment-equity-online-census/
- Postings where the salary is displayed as a range currently show the minimum and mid-point of the salary range.
- This involves postings for the following employment groups: M&P, Excluded M&P, Service Unit Directors, Non-Union Technicians, Executive Admin. Staff, and Farm Workers.
- Starting next week, range-base postings will have the minimum, mid-point and maximum displayed.
- For the benefit of applicants, an explanation of how UBC uses these, and the impact on hiring, will be automatically added to your postings.
- Any on-line generated posting preview screens that show salary will also be adjusted, as well as any posting reports.
Prior to Appointment Start:
- If it’s important that your newly hired employees have access to services prior to their appointment start date, please ensure their employee ID is assigned/activated in Early ID.
- Services available by using Early ID include CWL, email, UBC Card, and Library privileges.
- For departments on-boarded to AccessUBC, it ensures your new hires are included in this program immediately.
- Using Early ID will also ensure teaching faculty show up in Scientia and Connect.
- Early ID is automatic when hiring and re-hiring using eRecruit and ISIS (sessional faculty system).
- It’s also automatic when hiring via ePAF. ePAF re-hires are not included in Early ID, but this is being remedied and will be fixed in April.
- Use the original stand-alone Early ID screen to fill in any gaps, especially when hiring on paper forms.
- If you’d like to verify your Early ID activations, run Query 907_EARLYID_ACTIVATION. This Query identifies which IDs are activated and which are specifically for teaching faculty that will be sent to Scientia and Connect.
Between appointments, and after an appointment ends:
- It’s sometimes necessary for your employees to have access to services between appointments and/or after an appointment ends.
- Sessional faculty often have a 4 or 8 month gap between appointments and desire services to continue in these gaps.
- For departments on-boarded to AccessUBC, most appointments have a 1 month grace period before services are discontinued. However, the grace period only ensures basic services such as email and ‘H’ drive access are maintained. It does not include UBC Card or Library.
- If the grace period is not long enough, or you want more services maintained, Early ID re-activation can help.
- Use the original, stand-alone, Early ID page in HRMS:
- Employee IDs for Sessional faculty appointments remain activated for 9 months from date of ID activation/re-activation.
- All other faculty employee IDs remain activated for 6 months.
- Employee IDs for Staff and Student employees remain activated for 45 days.
- If you’d like to verify your Early ID activation/re-activations, run Query 907_EARLYID_ACTIVATION. This Query lists all activated IDs, when they were activated and when the activation expires
For more information on AccessUBC, go here: https://it.ubc.ca/services/accounts-passwords/accessubc