Memo: Submit staff sick leave statistics for 2019

On Jan. 8, HR issued a memo to Submit staff sick leave statistics for 2019.

Actions for HR administrators:

  • Submit January-December 2019 staff sick leave statistics by Jan. 31, 2020.
  • Review past years’ sick leave statistics for staff.

See all HR memos at

Understanding Your Staff Pension Plan workshops this spring

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:

Participate in Data Privacy Week at UBC: Jan. 27-31, 2020

Participate in Data Privacy Week at UBC: Jan. 27-31, 2020

International Data Privacy Day is Jan. 28, and is an international effort to empower individuals and institutions to respect privacy, safeguard data and enable trust.

To highlight the significance of data privacy at UBC, a week of programming has been developed to provide faculty and staff with more insight on recent work by the Office of University Counsel, Safety and Risk Services, and the Office of the Chief Information Officer (CIO) covering the impact technology is having on our privacy rights while underlining the importance of valuing and protecting personal information at UBC.

Events are free to attend, and will occur at UBC Vancouver and UBC Okanagan over the week of Jan. 27-31. RSVP is required by Jan. 24 due to limited seating. Visit for the full line-up of events.

Featured Focus on People stories

Featured Focus on People stories

Our Focus on People 2025 framework had an exciting 2019. We created an implementation plan and started publishing stories to showcase how the UBC community is bringing the framework to life. We’re looking forward to an even more vibrant year ahead!

Check out our two latest stories:

Stay tuned in 2020! We’ll continue to publish brand-new stories over the next months. We count on your support to spread the word about the great work that our community is doing to advance Focus on People 2025.

Share your stories

Are you working on initiatives that support the Focus on People 2025 framework? Would you like to share it with the broader UBC community? Reach out to Monique Rodrigues, Focus on People Project & Communications Coordinator, to share your ideas.

Upcoming workplace wellbeing workshops

Our Workplace Wellbeing team is hosting three upcoming workshops:

Jan. 20: QPR Suicide Intervention Training is an internationally recognized suicide intervention program designed to help you question, persuade, and refer.

Jan. 22 & 29: Mental Health First Aid training is 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.

Jan. 28-29: Search Inside Yourself is a training that uses emotional intelligence and mindfulness to optimize performance, build leadership skills and increase wellbeing. This two-day workshop has a cost of $50, which is eligible for PD funding.

Memo: Paid leave for staff between Boxing Day and New Year’s Day

On Nov. 21, HR distributed information regarding eligibility for paid leave for staff on the three business days between Boxing Day and New Year’s Day.

This leave is addressed in the collective agreements with BCGEU Okanagan, CUPE 2950, CUPE 116 and IUOE 115, and the agreement with AAPS. Although there are no official provisions in place for non-union staff, excluded Management & Professional staff, and service unit directors, Human Resources has recommendations regarding paid leave between Boxing Day and New Year’s Day for these staff groups.

Read the memo at

Inclusive holiday celebrations in the workplace

This winter at UBC, our community is celebrating events and holidays from around the world. Our students, staff and faculty come from many cultural backgrounds and faith identities, and at this time of year, we have an opportunity to celebrate the cultures that make up our UBC community.

Some celebratory events are coming up in the next few weeks, including Yule (Paganism), Hanukkah (Judaism), and Christmas (Christianity). In February, we will see festivities for the Lunar New Year (Confucian, Daoism, Buddhism). See the Days of Significance list to see all the events and celebrations coming up soon.

Ways to celebrate in the workplace

We have a great opportunity to celebrate the season together, in a respectful and positive way that can help build intercultural understanding.

  • Display a calendar in your workplace to raise awareness of important cultural/faith events and holidays throughout the entire year.
  • Celebrate all faiths present in your workplace.
  • Consider having a New Year’s celebration party instead of a holiday party in December.
  • Be flexible with the needs of staff around faith and/or holiday celebrations.
  • In your workplace or at celebration events, bring together decorations and food from the many cultures in your workplace, and encourage staff to share stories about their favourite traditions.
  • Be aware and respectful of religious holidays when planning events and meetings. Check the Days of Significance calendar for details.

Office decorations

Here are some tips to make your office decorations inclusive and respectful of all cultures and beliefs:

  • Aim for neutral decor in the front-facing areas of your office
  • Ensure your office is accessible and that decorations do not prevent or block access to public services.
  • Consider how your office can celebrate dates significant to all members of your workplace. Invite staff from all faith identities to be involved in the office decorating discussion.
  • Set an agreed upon limit to the number of days that your office will display decorations, and have a discussion about what other times of year you might want to decorate, in celebration of other events.
  • Use the holidays as an opportunity to build community within your office, and with the people your office serves or supports.

If you are feeling excluded as a result of office celebrations, you are encouraged to reach out to a colleague or a supervisor and have a conversation about how you feel and how you would like your culture and beliefs to be included. At UBC we should all feel comfortable to share our culture and beliefs with others. You are welcome to contact the Equity and Inclusion Office or your HR Advisor to discuss.

We hope that this advice provides some suggestions on how to foster community and inclusion at this time of year through encouraging the celebration of our many cultures and faiths on campus.

Relevant links

Next IRP HR call-in session: Top 15 things to know about Workday: Dec. 11

The next Integrated Renewal Program HR call-in session will be Dec. 11, 9:00-10:00 a.m., where the team will provide a recap of the last 15 call-in sessions. Human resources practitioners at UBC Vancouver and UBC Okanagan are welcome to join.


  • Integrated Renewal Program (IRP) update
  • HR work stream update: what has the team been working on and what is planned for the next 30 days
  • Top 15 things to know about Workday: A recap of the last 15 call-in sessions

Not yet on the Outlook invite? If you are interested in participating in the call, email to be sent the invite.

IRP HR call-in session recordings

A recording of all previous IRP HR call-in sessions are available on the IRP Website under HR/Payroll Workstream Resources ( New recordings are posted within three-to-four business days of the sessions.

Register now for HR professional development workshops in 2020

Interested in professional development in 2020? Check out our professional development workshops in January and February to get started:

If you are interested in these courses, you may be able to use your professional development funding. Please visit the page for your employee group to learn more.

Note: If you are logged into HRMS, the above links may not work in your browser. Please try in a different browser or a new private window.

Take part in the Seasonal Shutdown

The time is near for UBC’s Seasonal Shutdown. Send in an energy-saving checklist before winter break for a chance to win prizes.

Simple actions like unplugging electronic equipment and turning off lights can save thousands of dollars each year. Before you leave for the holidays:

  • Switch off electronics
  • Unplug small appliances
  • Turn off the lights
  • Close windows and blinds
  • Report any air or water leaks
  • Shut fume hood sashes
  • Shut down non-essential lab equipment

Help us save energy over this year’s seasonal closure by completing some simple actions and filling out the Shutdown Checklist.

Note: It is recommended to leave water coolers and water filters plugged in over the holidays.


Reminder: Information regarding transit operators’ strike action

As you may know, Coast Mountain Bus Company transit workers and SeaBus operators have begun strike action.

Although strike action has been confirmed, the university is operating as normal. Classes are proceeding and faculty and staff are expected to attend work.

Please bookmark for the latest messaging from UBC regarding this strike action, and for operational FAQs.

If you have any questions regarding HR matters, please reach out to your HR Advisor.