Royal College 2022 Academic Certification Applications
As announced recently, the RCPSC Application for Academic Certification deadline is February 28, 2022. Please submit applications by Friday, February 18th as the Dean’s Office internal deadline. For additional information, please read the attached file.
FoM HR Roundtable
A reminder that there will be HR Roundtable on Office of Respectful environments, Equity, Diversity and Inclusion on Wednesday, February 23, 2022 at 1:30-3:00 pm. This will be a great session for you to learn about the office of REDI, their services and contributions to the Faculty of Medicine’s goal of transforming our culture through our learning and work environments. You will have an opportunity to discuss Upstander Engagement and learn how you can use this social justice model to support change in your working environment. More information on this Roundtable session can be found here. To RSVP, please click this link.
The Indigenous Finance Guidelines
The Indigenous Finance Guidelines have been created to better support the gift giving and compensation components in reciprocal, respectful, relationship-based collaborations between Indigenous partners and UBC. We recommend administrators familiarize themselves with this document as it provides recommended processes for various scenarios, a payment flowchart, and payment guidelines for gifts (Appendix B) – https://irsi.ubc.ca/news/ubc-launches-indigenous-finance-guidelines
Early access for Faculty appointments
With the exception of foreign workers, all newly appointed faculty members will now have pre-hire access to UBC systems for up to 12 months in advance of their appointment start date. This means that as soon as administrators complete the new hire process (ensuring to include the fully signed offer letter) in Workday, access will be granted to the incoming faculty member to the below listed services. This new early access is now active in Workday and there are no special instructions for workday to prompt this access. Please note that the early access for foreign worker cannot be done at the moment because Workday asks for SIN and permit information which will not be in hand until the individual arrives Canada.
Please be aware that early access does not provide access to Workday for new faculty ahead of their hire date beyond completing the onboarding tasks. This means they cannot set up delegations nor would they have security roles prior to their hire date. This decision was made because it is important that only active employees approve these transactions and it ensures approvals are not sitting with individuals who are not yet UBC employees. The access to the downstream systems was primarily created prior to the start date in response to community requests for faculty to be able to prepare ahead of the delivery of courses. All of the downstream systems require CWL provisioning so please ensure you inform new faculty requiring this advance access of where to access their CWL details.
The pre-hire access includes:
- FasMail (Email)
- RISE
- SISC – as soon as the new faculty gains access in SISC, Canvas will be enacted and grant them automatic access within a few hours.
- Library
- Note: Pre-hire access does not include eVision because this system does not have an integration with other systems. Administrators will need to contract Graduate and Postdoctoral Studies to request for access to eVision.
Administrators and Heads can alert new faculty to this access as they deem appropriate for the requirements of that role. If the new faculty member is having issues with access to the above downstream systems, the Administrator need to be contacted directly as ISC would not have access to these approvals.
Changes on Prescribed Interested Rate Loan (PIRL) Guidelines
As recently announced (attached), the new changes to the guidelines now require all eligible candidates applying under the Retention application to have been in an eligible position for 12 months from their start date, this is not the date that they sign an offer letter, but 12 months from their employment start date. If you are recruiting and PIRL is something that both the candidate and the Department/School is considering supporting please ensure this is discussed prior to an offer letter being signed. These changes have been reflected in the updated offer letters on MedNet.
Faculty Appointment Matrix
Faculty Relations has released an updated version of the Faculty Appointment Matrix on their website. For those new to faculty appointments, this is a handy reference document. Our office is currently working on updating FoM’s Faculty Appointment Matrix, and we will upload the updated version to MedNet.
Postdoctoral Research Fellows – Extensions due to COVID-19 ending soon
In 2020, UBC granted an exception that a postdoctoral research fellow’s appointment could be extended for one year beyond the 5-year limit if their research or position was affected by COVID-19. This exception will be ending in 2023. Any PDF who is currently in their 5th year may only be extended up until June 30, 2022. This is also true for those currently in their 6th year. For clarity, all other PDF reappointments continue to follow the established process for the Faculty of Medicine. i.e., Administrators are able to reappoint a postdoctoral fellow’s appointment on an annual basis in Workday for a period of up to 5 years without the pre-approval of the Dean of Medicine with appropriate supporting documentation such as reappointment letter, work permit, etc. as per UBC Policy AP10.
WorkBC Changes
Effective January 11, 2022, Employers will be required to register with the National Job Bank (NJB) in order for the postings to flow through to the WorkBC job board. Administrators can no longer post to WorkBC directly.
According to Faculty Relations, keep in mind the rule that NJB imposed last fall, that the closing date cannot be more than six(6) months in the future. This means that most tenure stream positions will not be able to be posted on the NJB. As long as administrators have advertised widely then placement on the NJB will not be required. Those seeking tenure stream positions are unlikely to be looking at the NJB and will instead be looking at academic publications and websites for openings. As long as you are following Policy HR11, and advertising tenure stream openings in a minimum of four (4) places we are meeting Service Canada’s requirements should an LMIA be required. Further information is found on the Faculty Advertising Guidelines page on the UBC HR website.
ISC Tickets & Faculty Appointments
If questions arise about a faculty member’s appointment or related items such as tenure & promotion, career progress, leave eligibility, please do NOT enter an ISC ticket and instead please contact the FoM Faculty HR team.
ISC tickets should be in relation to processing transactions in Workday and not in relation to policy & practice. Keep in mind that this is different from Payroll, who would like all queries to be routed through an ISC ticket.
Faculty HR Team Update
As announced recently, there have been changes in the portfolio assignment of the Faculty HR Team. Please refer here for the update.
Compensation Assignment in Workday
It is important that the compensation assignment rate on the Compensation page is always left as the monthly rate. Please do not change it to annual. If the amount on the Compensation Plan is changed to annual, the faculty member will still receive the correct bi-weekly payment, but the salary amount will be reported incorrectly in all reports that use that field.
Academic Appointment for Visiting Scientists
When a Hire BP for Visiting Scientist is successfully completed in Workday, the initiator will receive the Add Academic Appointment task. You don’t need to complete this task because Visiting Scientists do not have teaching responsibilities at UBC, so they do not need to have an Academic Appointment in Workday. Please skip the Academic Appointment step in Workday when processing a Visiting Scientist appointment.
Academic Appointments and Tenure Report
Please be aware that the “Faculty Appointment & Tenure – Distributed” report has been renamed “Academic Appointments and Tenure – Distributed”. This report will pull the current academic appointment data for all faculty members in the specified supervisory organization as of today.
Workday HR CoP Update
Please see below for January Workday HR CoP updates and reminders:
Maintain Time Off Plan Carryover Overrides: If an employee’s vacation carryover balance from 2021 is incorrect, please use Maintain Time Off Plan Carryover Overrides to try and fix the balance. If you cannot get the correct carryover balance via this BP, please submit a ISC ticket.
Maintain Accrual and Time Off Adjustments/Overrides Task: This is a reminder that vacation accrual in the current year should be adjusted and not overridden, as overriding the balance does not pro-rate vacation payout upon termination. If an override has been made, remove it and then process an adjustment.
Updates to Vacation Balances, Leaves, and Absences: Please review the following topics on Workday This Week regarding important updates and changes related to vacation balances, leaves, and absences in Workday effective January 1, 2022.
- Introducing Legislative Sick Leave
- Correction to Vacation Balances When FTE Changes
- Update to Time Off on Unpaid Leave of Absence
- New Absence Type: First Day of Injury (WCB)
- Update to Faculty and M&P Paid Sick Leave
- Viewing you 2022 Vacation Balance in Workday
If you have technical questions related to the above changes, please contact ISC. If you need clarification on eligibility for leaves and absences above, please visit UBC HR website or contact Advisory Services.
New FAQ on General Absence & Leave of Absence: This Frequently Asked Questions (FAQ) article covers general Absences (Time Off) and Leaves of Absence for Managers and HR Administrators. Some useful topics in the FAQ include:
- How can a manager view their team’s absence calendar and balances?
- How can Managers and HR Admins view the absence information of the teams they support?
- When should a vacation balance be adjusted?
- How can a vacation balance be adjusted?
- What is “Legislative Sick Time Off” and when should it be used?
- What is “First Day of Injury (WCB)” and when should it be used?
Graduate Research Assistants Not Eligible for Legislative Sick Leave: As graduate research assistants (GRA) are not employees of UBC, they are not entitled to the five (5) days paid sick day mandated by the BC Employment Standard Act. Please submit a ISC ticket if a GRA has Legislative Sick Time Off in their Time Off Balance. Please note that a GRA may have concurrent appointments that are eligible for the Legislative Sick Time Off.
Hourly Staff Vacation Balance: Hourly staff’s vacation balance is calculated based on their hours worked entered in Workday. If Workday miscalculated your hourly staff’s vacation balance, please submit a ISC ticket.
One-Time Payment Reasons: Before requesting an OTP in Workday, please double check if you have selected the correct Reason for the payment. If you select the wrong Reason, the OTP may route to the wrong approvers resulting in a delay in completing the business process. Examples of Reasons you should never use are: Faculty Annual Lump Sum, Conversion, Staff Honorarium – ELI.
One-Time Payments for Unpaid Faculty: When you are initiating one-time payments for unpaid faculty members (e.g. Clinical Faculty and Adjunct Professors), please make sure the individual has a valid SIN in Workday. Please also remind the individual to add direct deposit information and/or correct mailing address in Workday so the payment can be processed correctly without delay.
Knowledge Base and Training Suggestions: If you would like to request a correction, removal, change, or creation of a new Workday knowledge or training material, please submit a ISC ticket under “Systems and Other Requests – Knowledge Base and Training Suggestions”.