Dates & Deadlines
2023 Annual Honorary Reappointment Process
A reminder that the deadline to return your School/Department’s completed Honorary Reappointment spreadsheet is Wednesday, April 26th, 2023. Faculty Relations has confirmed that a separate Termination BP is not required for anyone for which there is “N” in Column A (Terminate position as of June 30, 2023).
Please upload the completed spreadsheet to the 2023 HON Reappointment folder we have shared with you and send an email to Fern Moran to let us know that it has been completed. Reappointment letters/communications should be produced and provided to those individuals being reappointed. A copy does not need to be provided to our office. A reminder that Board Notices are not issued.
The original announcement was sent out March 22, 2023, and was also attached to the email version of this newsletter, sent out April 3, 2023.
Appointment Processing in Preparation for the July 1st Salary Increase
Normally appointment transactions are entered in Workday no more than 2 pay periods in advance of the effective date. However, at this time of the year there are a few transactions that should be entered further in advance:
- Resignations, Retirement & Terminations: Please ensure that retirements and resignations for faculty members effective June 30, 2023 or earlier have been entered in Workday before March 31, 2023. Any June 30 retirements or resignations that you become aware of after that date should be entered in Workday right away. Also, ensure that any appointments that are not to be renewed are also terminated as early as possible.
- Reappointments: All July 1 reappointments must be initiated and approved by Department & Dean’s Office administrators by early May to provide enough time for FR/HR to review and approve before the Increase Spreadsheets are produced. Reappointments with an effective date of July 2nd or later should wait until after the July 1 faculty salary increases have been processed.
- Retirement Options & Reduced Workloads: Please hold off on processing Retirement Options and Reduced Workloads with an effective date of July 1 or later until after the July 1 salary increases have been loaded to Workday.
- Note: In due course we will be providing a list of BPs later on in the process that can and cannot be processed while we are in the midst of the increase process.
As a reminder, the Department/ Schools should submit their merit and OAP by April 14, 2023 and PSA requests by April 21, 2023. The FoM Guide and the presentation on March 10, 2023 from the Faculty HR Managers regarding Best Practices in Merit/OAP/PSA has been posted here: https://mednet.med.ubc.ca/hr/managing-faculty/workshops/.
Check Emeritus Faculty & Librarian on Workday
To prepare for the launch of the new job code/profile for Post Retirement Appointments, please review emeriti list in your Department/School by running the report Find Emeriti as List – Distributed and check the following:
- Does the report capture all your living emeriti. Check against any internal departmental list or against the emeriti list found in either the UBCV Calendar or the UBCO Calendar. If an emeritus who is living is missing, please email Fern Moran.
- Are all emeriti who have passed away noted as Deceased. For those emeriti recorded in Workday and who have passed away, their Empl Status on the report should be “Deceased”. If it is not, please process a termination on their record selecting “Involuntary>Death” as the reason. You will need to attach an obituary or deceased memo to enter the date of death in order to process the termination. You may also want to review the age of the individuals as there are many emeriti at age 95 and above.
- Check Employee Type. All emeriti without a Post Retirement Appointment (i.e. their position notes emeritus status only) must have an Employee Type of “Unpaid (Ongoing)”. Emeriti with an active appointment will have an Employee Type of either “Unpaid (Term)” or “Term (Fixed Term)”. If the Employee Type is not correct, please update Workday.
2023 FoM Distinguished Achievement Award
Nominations are now open for the 2023 UBC Faculty of Medicine Distinguished Achievement Award. Nominations must be made by Department Heads or School Directors by Friday, April 14th, 2023.
Updates & Reminders
Update on EDI Training for Selection Committee
The EDI training course for selection committee have been updated on FoM Guide to Faculty Recruitment. Moving forward, please ensure that all selection committee members take the Hiring Equity training course prior to participating on the committee.
Faculty HR Team Update
The email version of the newsletter sent April 3, 2023 contained an attached email (from Mar 1, 2023) regarding changes to the Faculty HR Team portfolio breakdown – welcome, Svetlana Perry and thank you, Yichen Zhang. The portfolio breakdown document is also posted on MedNet.
HR Roundtable: Career Navigation, Retention & Transition
A reminder that there will be an HR Roundtable on Tuesday, April 18th 1:00 – 2:30pm to meet and speak with Pooja Khandelwal, Director – Career Retention, Navigation & Transition. This session will provide an overview on topics surrounding career navigation and services offered by Career Navigation & Transition Services within UBC HR. Please RSVP via this link by Wednesday, April 5th. Please feel free to forward the invitation to anyone who may be interested in your unit.