On the Radar Volume 9 Number 3

April, 2013

“On the Radar" is an electronic news bulletin for members of the Association of Administrative and Professional Staff at UBC. It is published under the guidance of AAPS and the AAPS Communications Committee. We publish 4-5 issues per year. Please send comments and suggestions to aaps.pd@ubc.ca.

- See more at: http://aaps.ubc.ca/member/news/otr/9-2#sthash.6LxLralW.dpuf
April, 2013

“On the Radar" is an electronic news bulletin for members of the Association of Administrative and Professional Staff at UBC. It is published under the guidance of AAPS and the AAPS Communications Committee. We publish 4-5 issues per year. Please send comments and suggestions to aaps.pd@ubc.ca.

- See more at: http://aaps.ubc.ca/member/news/otr/9-2#sthash.6LxLralW.dpuf

August, 2013

On the Radar is a newsletter for members of the Association of Administrative and Professional Staff at UBC. It is published under the guidance of AAPS and the AAPS Communications Committee. We publish 4-5 issues per year. Please send comments and suggestions to aaps.pd@ubc.ca.

 

In this issue

AAPS Announcements

Feature

Advocacy

AAPS Professional Development Program

Member Engagement

Community Announcements


AAPS ANNOUNCEMENTS


AAPS Executive Board Elections

Nominations for the AAPS Executive Board open on August 1, 2013.

AAPS is a member driven organization, governed by volunteers like you. The AAPS Executive Board oversees the strategic direction of the Association, provides leadership on board, committee and staff matters and represents the membership to the University. We encourage you to consider joining our collaborative volunteer team for this rewarding professional development opportunity. Why not speak to one of your current board members or your executive director, Michael Conlon to learn more? The nominating period ends at 4:00pm on October 9, 2013.

For information on the positions, nomination process and time commitment please click here.


Equity and Inclusion Office Consultations

AAPS Members are encouraged to participate in the consultation process regarding the UBC Equity and Inclusion strategy to ensure that any organizational change will continue to foster a confidential and rigorous investigation and resolution process.

Please visit the Equity and Inclusion Office Website to learn about the ongoing changes.

You are also encouraged to read:

You can participate in in-person meetings or by submitting written comments.

Click here to learn more

AAPS Members are encouraged to participate in the ongoing consultation process regarding the UBC Equity and Inclusion strategy.

Please visit the Equity and Inclusion Office Website to learn about the ongoing changes.

You are also encouraged to read:

- See more at: http://www.aaps.ubc.ca/member/news/equity-and-inclusion-office-consultat...
Equity and Inclusion Office Consultations
Equity and Inclusion Office Consultations


2013 Performance-Based Merit Pay Program

A memo regarding the performance-based merit pay program was released by UBC HR on June 28, 2013. To view the memo and additional information regarding the administration of merit pay for 2013, please visit UBC HR Merit Pay Increases.

If you are a manager or professional who is eligible for merit pay, it is important that you review the memo and have a clear understanding of the program for 2013. Eligibility criteria are outlined in the 2013 Performance-Based Merit Pay Program Memo.

Members are also encouraged to review Article 6 Evaluation of the AAPS Collective Agreement. Article 6 recognizes “that all employees have a right to fair and equitable treatment, including feedback on their work performance and effectiveness.”

Specifically, Articles 6.2 and 6.3 identify the performance problem resolution process and ensure “that employees have a platform to discuss performance problems with a view to satisfactory resolution at the unit level.” Should performance reviews “contain detrimental comments regarding conduct or competence which the employee believes to be unjustified,” while not subject to the grievance procedure, the employee can follow the internal steps as outlined in Article 6.3 to resolve the issue. Additionally, an employee may be accompanied by an AAPS representative at any of these steps.

The AAPS office is always available to answer questions on the above or discuss other workplace issues.

A memo regarding the performance-based merit pay program was released by UBC HR on June 28, 2013. To view the memo and additional information regarding the administration of merit pay for 2013, please visit UBC HR Merit Pay Increases.

If you are a manager or professional who is eligible for merit pay, it is important that you review the memo and have a clear understanding of the program for 2013. Eligibility criteria are outlined in the 2013 Performance-Based Merit Pay Program Memo.

Members are also encouraged to review Article 6 Evaluation of the AAPS Collective Agreement. Article 6 recognizes “that all employees have a right to fair and equitable treatment, including feedback on their work performance and effectiveness.”

Specifically, Articles 6.2 and 6.3 identify the performance problem resolution process and ensure “that employees have a platform to discuss performance problems with a view to satisfactory resolution at the unit level.” Should performance reviews “contain detrimental comments regarding conduct or competence which the employee believes to be unjustified,” while not subject to the grievance procedure, the employee can follow the internal steps as outlined in Article 6.3 to resolve the issue. Additionally, an employee may be accompanied by an AAPS representative at any of these steps.

The AAPS office is always available to answer questions on the above or discuss other workplace issues.

- See more at: http://www.aaps.ubc.ca/member/news/2013-performance-based-merit-pay-prog...


The University of British Columbia Presidential Search Committee is underway. Jacqueline Smit, the current president of AAPS will be representing Management and Professional Staff on this committee, but it is still important for you to participate in the process. You are invited to email president.search@ubc.ca to share your views and advice on the following:

  • Opportunities, challenges, issues, and priorities facing the University over the next 5-10 years
  • Key roles and responsibilities of the President in leading UBC through the next 5-10 years
  • Necessary and desirable characteristics, leadership skills, qualifications, values and experience of candidates for the position of President

For more information:

The results of the election for the 2013 Search Committee for the next President of the University have been posted. We thank each AAPS member who made the time to vote.

We are pleased to confirm that Jacqueline Smit, the current president of AAPS will be representing Management and Professional Staff on the committee.

- See more at: http://www.aaps.ubc.ca/member/news/results-%E2%80%94-2013-search-committ...


Changes to the M&P Staff PD Fund effective June 1, 2013

As outlined in the memo you received from UBC HR at the end of May 2013, several changes were made to the M&P Staff PD Fund, effective June 1, 2013.

To learn more about these changes please follow this link http://www.hr.ubc.ca/learning-development/funding/mp/

If you have questions regarding the new reimbursement process and guidelines, please contact the Fund’s manager Susanna Mulligan at susanna.mulligan@ubc.ca or 604.822.9273604.822.9273.

UBC HR is responsible for managing the M&P Staff Professional Development Fund which distributes approximately $428,000 ($480,000 minus administration fees) to M&P Staff. Your AAPS Executive Board considers the M&P Staff Professional Development Fund to be a priority and will continue to push UBC to adequately fund the program. If you have any additional concerns, please contact the AAPS Office at 604.822.9025604.822.9025.


FEATURE


Discipline and the Right to Representation

As an AAPS member, you have the right to representation during disciplinary and investigatory processes as per Article 8 of the Collective Agreement.

Discipline may result when culpable behaviour, misconduct, or poor performance occurs. Culpable behavior is when you are deserving of blame such as intentionally violating a University rule, process, policy, or agreement. Examples of misconduct can include excessive tardiness, insubordination, and use of rude or abusive language in the workplace. Failure to address poor performance follows an escalating process. For example, you may be advised during a performance review what the shortcomings are and a plan is developed to address it. The plan will include follow up and perhaps personal development. Not addressing the concerns adequately can lead to more formal discipline.

Progressive discipline is typically employed for these circumstances and can include a letter of expectations, warning, or suspension. Article 8.4 describes the disciplinary procedure. The employer “must notify the employee of the shortcoming of his/her behaviour, conduct or performance by means of a written warning. The warning must include the nature of the shortcoming, the corrective action required by the employee and the consequences of failing to comply, including termination of employment for cause. The employee’s supervisor must give the employee a reasonable opportunity to correct his/her behaviour, conduct or performance.”

Traditionally there is an investigation before the level of discipline is decided. Factors of consideration in determining the level of discipline are; length of service, intent, performance records, understanding of policy or procedure, seriousness of the offense, and remorse. Assault, theft, or severe misconduct will more than likely result in a terminations of employment on a for cause basis. The burden of proof rests with the employer to prove just cause.

The following is a typical sequence of events should misconduct occur:

  1. A misconduct occurs in the workplace and is reported
  2. Management investigates the misconduct, interviews witnesses and gathers evidence
  3. Management interviews with the employee suspected in the misconduct. Sometimes the employee may be placed on administrative leave until the investigation concludes
  4. Management reviews all the evidence and consults with HR on the appropriate discipline
  5. Department or Faculty Head issues the letter of reprimand, letter of suspension, or termination

If you are informed of an upcoming meeting and are advised that you can have a representative present, it is in your best interest to contact AAPS for professional representation. Do not hesitate to contact the AAPS Office, even on very short notice.

A representative from AAPS can benefit you by providing the following:

  • Assistance in obtaining the facts
  • An explanation of the situation and process
  • A better understanding of related possible consequences
  • A calm sounding board
  • Professional counsel and support

Remember that it is never too late to involve AAPS in the process. If you have declined representation and later wish to speak with a representative or involve AAPS, the Member Services Officers at AAPS are available to assist. Contact the AAPS office to book an appointment.

Sharon Cory and Luisa Liberatore, Member Service Officers for Advocacy, are available to discuss this and other work related issues.


ADVOCACY

The AAPS Member Services Officers support and assist the membership in advocacy issues. If you have any concerns and/or questions, please contact us and you will be assigned a representative to assist you with your situation. All information is treated confidentially. Questions brought forward raise AAPS' awareness of activities on the University's campuses, and ensure the Collective Agreement is being appropriately applied.


Understanding Your Collective Agreement

Every edition, AAPS Member Services Officers review select terms or conditions of employment from the AAPS Collective Agreement.

Luisa Liberatore and Sharon Cory are Member Service Officers at AAPS and are available to assist members with advocacy related concerns. Make an Advocacy Appointment today.


Organizational Change and How the AAPS Collective Agreement Applies

Organizational change can have a significant impact on you as an individual. UBC has substantial flexibility in making changes in the workplace and it is important that you understand what your rights are, as a member of AAPS, under the Collective Agreement when these changes occur.

The following article recaps the Advocacy Education sessions facilitated by Luisa Liberatore and Sharon Cory at Point Grey and Okanagan Campuses this past spring.

Organizational change can impact someone:

Whether the change is positive or negative, it has an impact and feelings of anxiety and stress are normal. Members are not alone during these times of transition.

Click here to continue reading this article


Benefits Eligibility if you have been Terminated Without Cause (Article 9.1)

When you have been terminated you will receive a notice which will be given to you in one of the two categories; working notice or salary continuance. In either case your termination letter will identify those benefits in which you will remain enrolled and the duration of the services provided. It is important to ensure you understand all the benefit provisions provided to you. Review the carrier plans (Sunlife Extended Health and Dental) to be aware of the dates or services which you can use and identify the coverage end date for the Medical Services Plan (MSP). It is important to be proactive regarding self enrollment and understand the billing method to ensure you have continued coverage.

If you become ill or require hospitalization during your notice period your notice will not be extended beyond the initial identified duration. But if you remain ill following the end of your notice you can apply for Unemployment Insurance Sick Benefits to cover your remaining sick time. If the illness you are suffering from or the recovery period is taking a substantially longer period of time (beyond six months) you are eligible to apply for the Disability Benefits Plan coverage. To have an application considered you must have been off work and on sick leave for a period of six months and the illness must have affected you while you were employed by the University. You should request the DBP forms from the Employer at about month five of your illness.

Please contact us, AAPS is available to assist you with this process and ensure you have a full understanding of your benefits while in your notice period.


Resignation (Article 9.1.11)

You have decided to resign from your position at UBC, what happens next?

Once you have determined your last day of employment you should notify your Manager/Supervisor in writing. Article 9.1.11 of the Agreement stipulates the length of the notice period to be one month. If you provide less than a month's notice, you will incur a ‘penalty’ in that the vacation entitlement for the current year will be calculated in accordance with the Employment Standards Act (ESA) as opposed to what you are entitled under the Collective Agreement. Thus, you may find yourself in a position where you have taken more vacation than you earned and owe the University the overpayment of vacation pay.

Example

For 2013 you are entitled to six weeks’ vacation. As of June 30, 2013, you have earned three weeks’ vacation and have taken four weeks to date. You did not carry over any vacation from 2012. You gave notice of your resignation on July 19, 2013 with an effective date of August 2, 2013. Because the notice period is less than one month, the entitlement rate will be as per ESA.

Assuming you have more than five years of continuous service with the University, the rate as per the ESA is three weeks (15 days). As of August 2, 2013, if you were to use the ESA rate, you would have earned 8.75 days of vacation. The calculation of the overpayment would be as follows: 8.75 days minus 20 days (i.e. four weeks) = -11.25 days. You would be in a position where you owed the University 11.25 days. It would be at the University’s discretion to demand that it be repaid.

Every situation is different and members who are contemplating leaving the University are encouraged to contact AAPS to better understand their obligations and rights.


Advocacy Report

This itemized report provides a year-to-date snapshot of Advocacy work that the Member Services Officers are engaged in. Please note that the Terminations Without Cause in the Advocacy Issues Detail refers only to those terminations that became advocacy issues. The All Terminations Without Cause Detail reflects the total number of members who have been terminated without cause.


Year to Date Totals for the Period: July 1, 2012 to June 30, 2013

CATEGORY

YEAR TO DATE TOTAL

Queries

577

Advocacy Issues

212

Open Grievances

  4

All Terminations Without Cause

125

 

Advocacy Issues Detail

Issue

Description

YTD
Issues Handled

YTD
Issues
Resolved

YTD
Issues
Ongoing

Discipline

 

5

4

1

Investigations

Warning / Suspension

7

5

2

Terminations Cause

Gross Misconduct / Theft / Assault / Other

3

3

 

Terminations Without Cause

Unsuitability / Position Elimination / Reorganization / Budget cuts

57

42

15

Terminations Probation

Suitability / Fit

5

4

1

Resignation

Voluntary termination

2

2

 

Term Appointments

Date Moved / Notice / Pay

2

2

 

Classification & Reclassification

Job family / Grade

11

3

8

Workload Overtime

Pay

2

 

2

Harassment

Personal / Bullying / Sexual / Gender

12

1

11

Reorganization

Department or UBC Changes

10

6

4

Sick Leave

Pay / Duration / Qualifying for

17

4

13

Vacation

Accrual / Entitlement

5

 

5

Disability Benefits

Coverage

3

 

3

Maternity/Parental Leave

Leave/SEB

5

1

4

Leaves of Absence

Unpaid leave

2

1

1

Performance Review

Probation / Ongoing

7

3

4

Appointments

Search / Selection / Offer Letters

15

4

11

Secondment / Temporary Promotion

Other positions

1

1

 

Pay

Appropriateness

3

1

2

Return-to-Work

Accommodation

1

 

1

Hours of Work

Time of Day/Week

1

1

 

Benefits

Coverage

1 1

Other General Interpretations

 

34

13

21

TOTAL

 211101110

 

All Terminations Without Cause Detail

 Terminations Without Cause by Month

 Reasons for Termination Without Cause

July : 9
  • Reorganization
  • Lack of Funding
  • Lack of Suitability
  • Probationary
  • Budgetary Restraint
August: 10
September: 10
October: 11
November: 18
December: 0
January: 13
February: 13
March: 15
April: 5
May: 12
June: 9
TOTAL: 125

 

End of AAPS Advocacy Report


AAPS PROFESSIONAL DEVELOPMENT PROGRAM


Upcoming AAPS PD Sessions

Planning for the 2013/2014 season of the AAPS Professional Development Program is well underway. The program is designed to help supplement members' individual career development plans by offering general professional development skills at no upfront cost. This season, expect to see more Management and Leadership Skills sessions.


FULL! Practical Project Management: August 22, Point Grey Campus
We continue our 3-part series of introductory workplace skills sessions with this popular session.

FULL! Leading High Performance Teams: August 27, Point Grey Campus

Be a High Performance Team Member: August 29, Point Grey Campus

Tools for Strategic Planning: September 27, Point Grey Campus
The final session in our 3-part series!

Please check the AAPS events calendar in the coming weeks. We will be updating it soon with fall sessions at more of our campuses and hospital sites.


Email Tips from Time Management on June 19

On June 19, 2013 Glen Sollors from Kwela Consulting joined our members for another dynamic session on time management skills. After a self-assessment, much of the session focused on teaching members a system to help integrate Outlook with their planning process to create an efficient schedule and most importantly, save time on email.

Click this link to read the group’s top tips for effective emails


Resources to Support Your Professional Development Goals

Over the last two issues of On the Radar we talked about ways that you can take stock and begin to develop your own professional development plan. You can review Different Forms of Professional Development and Planning your Professional Development articles any time you like.

Currently we are working on creating a list of professional development resources that may help you on your path. This is a work in progress and we can certainly use your input. Please note that not all members are eligible for all the resources listed: Costs will vary and not all resources will be appropriate for all career stages or fields of work. In upcoming issues of On the Radar, we’ll be exploring some of  these resources in more depth.  

Click here for the in progress Professional Development Resources List


MEMBER ENGAGEMENT


Summer Networking Sessions

This summer the AAPS Engagement Committee launched a new initiative, the AAPS Summer Networking Sessions. Over the past six weeks we’ve taken small groups of members on tours of some of UBC’s unique spaces, giving them an opportunity to see new places on campus and connect with fellow members over lunch. We started off our series at the Centre for Interactive Research on Sustainability, then onto the Story of Medicines and Pharmaceutical Sciences Building and we wrapped up our series at the Beaty Biodiversity Museum.

We were delighted to have AAPS member Jamal Kurtu, Director, Operations & Facilities Management as our guide for the Pharmaceutical Sciences Building. The committee also had great support from AAPS members Evan Hilchey at the Beaty Biodiversity Museum and Tim Herron at the CIRS Building.

The Engagement Committee was gratified by response to the event and all the positive and constructive feedback from members.

Here are just a few of the comments:

I like the format of networking combined with learning about new/exciting/innovative happenings at UBC.

It was a wonderful 'networking' session and a great way to know more about UBC campus. The format was good and the lunch was ideal too.

Please remember that as a UBC Staff member, you can visit the Beaty Biodiversity Museum at no charge with your staff card. The Story of Medicines interactive exhibit, located on the main floor of the Pharmaceutical Sciences Building, is accessible during regular building hours. For more information on free and discounted admissions to other UBC venues, visit UBC HR Staff Perks.


New Member Information Sessions

If you are a new AAPS member please sign up for one of our New Member Information Sessions at aaps.office@ubc.ca.

In this session you will:

  • Learn about AAPS and the services we provide for our members
  • Understand how AAPS can support you in your employment relationship with UBC
  • Get an overview of the collective agreement, salary scales and some of your key benefits

Please fill out our New Member Information Form and join our LinkedIn Group.

 


COMMUNITY ANNOUNCEMENTS

These announcements come from AAPS members like you. Do you have a UBC community event you’d like to share? Email your announcements to aaps.pd@ubc.ca or join the AAPS LinkedIn Group and post your announcement on our discussion board.


UBC Continuing Studies: UBC Certificate in Organizational Coaching Info Session

Downtown Campus

UBC Certificate in Organizational Coaching

Begins Fall 2013 – Learn More August 12th!

(For information on waiver eligibility, please contact the UBC Waiver office.)

Learn a coaching approach at UBC that can have a powerful impact on the quality of conversations you are having in your role as a leader, consultant, manager, or coach.  Benefit from the lived experience of UBC’s own internal coaching program and from the variety of approaches that our team of certified coaches brings to a discipline and communication style being widely adopted by organizations.

Most coaching programs focus on coaching individuals. This new UBC Certificate in Organizational Coaching provides concepts, models and practice you can apply directly to your own organization or coaching practice with teams.

Free Information Session:
Learn more about the UBC Certificate in Organizational Coaching and meet some of the faculty, staff and mentor coaches involved with the program.
 

Date: Mon, Aug 12
Time: 6-7pm
Location: UBC Robson Square, downtown Vancouver

For more information and to register click here


Professional Development Opportunity: UBC Community Leadership Program

Point Grey Campus

Info session: Tuesday August 13th, 9-10am

Location: Boardroom @ Centre for Student Involvement & Careers (Brock Hall 1002)
RSVP: https://webapps.hr.ubc.ca/hrcatalog/catalog_coursesessions.action?subcategory=CLILP&coursecode=CLILP&scope=CURRENT

Get involved in your community – join the UBC Community Leadership Program. Be a project leader and mentor to a team of UBC students who are volunteering at elementary schools and community organizations during their reading week break.

Is this opportunity for me? We are looking for participants who have:

  • An interest in engaging project group members in planning
  • A desire to gain experience in dealing with uncertainty and changing environments
  • A desire to learn about and challenge their views on leadership and community issues
  • An interest in working collaboratively with schools or community organizations
  • An interest in the difference between guiding and directing teams

Learn more at the CLP info sessions. Staff from all disciplines and employee groups, including graduate students, are welcome to attend.

More information available on http://clp.ubc.ca.


BC Lions Ticket Discounts

Looking for a great night out with colleagues, friends or family? alumni UBC has secured special pricing for UBC alumni, staff, students and friends of UBC, at select BC Lions home games:

August 17th vs. Calgary Stampeders
October 4th vs. Saskatchewan Roughriders

These tickets not only come at a reduced rate, but have the added bonus of supporting UBC, as $3 from each ticket sold will be directed to the new Alumni Centre.

Tickets can be purchased online at www.bclions.com/ubc. The offer code is UBCTIX and the discounted rate will be reflected at checkout. For group seating, please contact our dedicated ticket salesperson, Sharon Jopio, at 604-930-5453604-930-5453 or sjopio@bclions.com. Note: You do not need to have an A-Card to take advantage of this discount. Any questions, please get in touch with Jenna McCann (jenna.mccann@ubc.ca)


UBC Okanagan New Faculty and Staff Orientation Fair & Welcome Back BBQ

Okanagan Campus

Thursday, August 29, 2013

The day will be kicked off by a Town Hall at 9 AM in the Ballroom (UNC200), followed by the Orientation Fair from 11 AM to 1 PM in the University Commons Area, adjacent to the Staff and Faculty Welcome Back BBQ hosted by Ceremonies & Events.

Stop by the AAPS table, pick up some AAPS swag and say hello to one of our member services officers.


UBC Vancouver Welcome Back Staff BBQ

Point Grey Campus

Each year, the President’s Office and Human Resources welcomes UBC staff to the new academic year with the Welcome Back Staff BBQ. Held in September and produced by Ceremonies & Events, the event is a wonderful opportunity to enjoy a complimentary lunch, live entertainment from Mazacote latin band, information booths, and the camaraderie of your fellow UBC staff colleagues. Be sure to look out for the AAPS table and come say hello to one of our member services officers.

Date: Thursday, September 19, 2013
Time: 11:30 am – 1:30 pm
Location: Flagpole Plaza [map]
How To Register


Deadline for registration is Friday August 23, 2013


Campus Market

Point Grey Campus

Wednesdays, 11:30am-1:30pm, June-Oct in a new location on the corner of East Mall and Agricultural Road, outside of IK Barber Library.

The UBC Farm Wednesday Campus Market features an assortment of fresh UBC Farm produce. This mid-week market in front of the IK Barber Library offers students, staff and faculty members a convenient opportunity to purchase UBC Farm produce. The Wednesday market only accepts cash, and customers are asked to bring their own bags.

Sign up for the UBC Farm Newsletter

 


UBC's Public Transportation Plan

The summary report for UBC’s Transportation Plan public consultation process is now available online at http://www.planning.ubc.ca/vancouver_home/consultations/transportation_plan_public_consultation/public_consultation_and_process_timeline.php


Thank you for reading On the Radar. Please send comments and suggestions to aaps.pd@ubc.ca

 

“On the Radar" is an electronic news bulletin for members of the Association of Administrative and Professional Staff at UBC. It is published under the guidance of AAPS and the AAPS Communications Committee. We publish 4-5 issues per year. Please send comments and suggestions to aaps.pd@ubc.ca. - See more at: http://aaps.ubc.ca/member/news/otr/9-2#sthash.6LxLralW.dpuf