On the Radar Volume 7 Number 2


“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 Jasmin Deol and the AAPS Communications Committee. We will be publishing 4-5 issues per year. Submissions should be sent to Jasmin Deol, atjasmin.deol@ubc.ca

In This Issue

(The hyperlinks below will aid you in jumping to the articles you would most like to read.)


President's Message - The Little Grey Book

By Isabella Losinger, AAPS President

Well, it’s hard to believe that it’s almost a year since we entered into the fray of bargaining preparations. And believe it or not, in a few months’ time we’ll be gearing up for the next round, to be held in 2012.

As you all may know, we haven’t received our new printed Agreements from June 2010. Rest assured they are on their way; they will be a rather nondescript grey, but hopefully - given a more cooperative bargaining mandate from the provincial government - something more colourful (and substantial) will result from our 2012 negotiations. In the meantime, please remember that the up-to-date Agreement is on the AAPS website, so be sure to check it when needed.

On another note, I would like to acknowledge in this newsletter the passing of our Board member, Rick Byers, a few weeks ago. A published poet and a cherished colleague in the Return to Work program, Rick was also a great support to us during our many years of work on the Disability Benefit Plan. He continues to be missed by us all.

On a less sombre note, I draw your attention to Sharon Cory’s article below on the pending retirement of Bernice Urbaniak. A sterling model to the entire UBC community, Bernice’s contributions to AAPS, the University, and to all those who have had the good fortune to cross her path are hard to match. While we all wish Bernice a very happy, productive, and healthy retirement, we will work hard to ensure that she does not forget us!

All the best for the spring,


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Spring General Meeting Reminder

By Petra Ormsby, AAPS Office Manager

As already communicated to members, the Spring General Meeting is scheduled for Wednesday April 27th, 2011 in the Ponderosa Centre - Arbutus Room from noon to 2:00 pm.  Two important things to note:  Our guest speaker, Richard Fisher, Chief Communications Officer, Development and Alumni Engagement, will talk about the University’s upcoming fundraising campaign.  The 2011/2012 AAPS Budget will also be presented for your approval. 

Please send an email to aaps@interchange.ubc.ca with Spring GM in the subject line if you plan to attend.  For those who cannot attend in person, there will be the option to participate via an online webcast.  The webcast will enable any AAPS member to observe and participate on their computer from anywhere in the world.  The webcast link will be sent the morning of the Spring GM to all members.

We hope you can join us. 

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AAPS is Moving!

By Michael Conlon, AAPS Executive Director

After more than five years in the Gerald McGavin building, AAPS is moving across the street to Suite 208 of the TEF III building at the corner of East Mall and Agronomy. The Gerald McGavin building is owned and managed by Discovery Parks Trust and their mandate for the building is to house research intensive companies and organizations. Given that we do not fit that mandate we have been on short-term leases in the building and recently received notice that our lease would not be renewed.

Fortunately, we were able to quickly secure an appropriate new space in TEF III. The new and somewhat larger space will be better suited to serving the advocacy needs of our members. The current office layout does not allow for private offices for each of our Member Services Officers. In the new space all Member Services Officers will have a private office in which to meet and counsel members on sensitive employment matters. The new space will also have a larger boardroom, providing a better setting for committee meetings and new member orientations.

The move takes place on May 5th and the AAPS office will also be closed on May 6th, though an emergency number will be provided on our voice mail for urgent advocacy issues.

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AAPS Member Services Officer to Start Maternity Leave

By Michael Conlon, AAPS Executive Director



Member Services Officer, Jasmin Deol, will be taking a one-year maternity leave starting May 23rd, 2011.  Jasmin has been with the office since July 2008 and focuses her attention on Advocacy Issues, AAPS Professional Development Events and Membership Communication. Her expected return date is May 21, 2012.  We wish Jasmin a happy and healthy year!


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End of an AAPS Era - Bernice Urbaniak Retires

By Sharon Cory, Member Services Officer and Isabella Losinger, AAPS President


A new exciting life adventure begins for Bernice on April 21st, 2011 when she retires from UBC.  As this time approaches, Bernice's excitement grows, as does her smile. While we wish her well in her retirement, Bernice's good humour, wise judgement, and dedication to AAPS will be missed.

Bernice has held a number of roles with AAPS while still maintaining her regular “day” job.  In addition to serving two terms as President and First Vice President, she was Chair of the Advocacy Committee, Member of the Bargaining Team for numerous agreements, Committee Member on the Return to Work Steering Committee and a member of the Joint AAPS and UBC Information Sharing and Informal Problem Solving (ISIPS) group.  Bernice was also awarded the President’s Staff Award for Excellence in 2009.  Bernice will close her UBC career in her full-time position as the Administrative Manager in Human Kinetics; a role she has held since June 1997.  Throughout Bernice’s active participation with AAPS she has offered wise counsel with her balanced caring approach

Bernice leaves AAPS with the legacy of a strong relationship between the University and the Association founded on mutual respect and protecting the rights of AAPS members.  While Bernice will be impossible to replace, her legacy will be felt for years to come.

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AAPS Professional Development Registration System

By Jasmin Deol, AAPS Member Services Officer

This summer, AAPS will be launching a new registration system that allows AAPS members to register online for AAPS Professional Development Events.  Currently, AAPS has been manually registering participants, however this system is not able to keep up with the volume of registration requests.  The new password-protected system will feature:

  • Online member self-registration
  • Automatic registration of members on wait list
  • Workshop materials
  • Member course evaluations
  • Automatically generated email messages (confirmation, wait list, etc)
  • Calendar of events

More information will be sent to the AAPS membership prior to the launch of this new registration system.

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AAPS Member Services Officers at UBC - Okanagan

By Petra Ormsby, AAPS Office Manager

AAPS Member Services Officers, Sharon Cory and Luisa Liberatore, will be at UBC-Okanagan on May 25th and May 26th, 2011.  An AAPS Orientation Session and Meet & Greet Social are being arranged. Sharon and Luisa will also be available for one-on-one member meetings to discuss any workplace issues you may have.  Details will be forthcoming via a separate email in early May, but for now, save the dates if you wish to meet with your AAPS representatives. 

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M&P Professional Development Fund News

By UBC Learning and Development

The M&P Professional Development fund has been replenished for fiscal year 2011-2012, and is once again accepting reimbursement applications.  The budget amount for the fund for this fiscal year is $475,000, and, as in previous years, is available on a first-come, first-served basis. Individuals may apply for up to $750 each fund year.

Other than the increase of $25,000 per funding year, the most significant change to the fund is that for this and subsequent years (with the exception of years where the collective agreement is due to expire) we can now offer the total fund amount over the University’s fiscal year, that is from April 1 to March 31.  Under our previous system our funding year ran between fiscal years, from July 1 to June 30, and this effectively split the year into two periods: July 1 to March 31, and April 1 to June 30.  This change was negotiated in 2010 and brings our funding year into alignment with the four other professional development funds available to University employee groups.

Since our funding year has effectively changed, employees who have used their July 1 2010 –March 31 2011 allotment are eligible to re-apply starting in April. 

We have also started work on an automated reimbursement process, and members can expect updates on possible administrative changes over the course of the year as our project progresses.  Please check our website at http://www.hr.ubc.ca/learning-development/funding/mp/

Finally, we would like to mention that Betty Lam will be leaving HR at the end of this month.  Betty has been administering our M&P and Non-Union Technician professional development funds for the past three years.  We do not anticipate any significant disruptions in service, but would appreciate your patience as we transition a new team member into the role.

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Advocacy Issues Report

The Advocacy Committee and the AAPS Member Services Officers are available to support and assist the membership in advocacy issues.  If you have 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 that are brought forward raise AAPS' awareness of what is happening on the University's campuses, and ensure that the Agreement on Conditions and Terms of Employment (ACTE) is being appropriately applied.  The following report identifies the Category of Issues as well as the number of specific issues handled by AAPS within each category.

Advocacy Issues
(Reporting Period July 1, 2010 to June 30, 2011)

Category of Issue Category DescriptionYTD
# Issues Handled
# of Issues Resolved
# of Issues Remaining
Hours of WorkTime of day / day of week853
Workload OvertimeOver work/overtime pay11 
Terminations CauseCulpable firings   
Terminations Without CauseLayoff/ Reorg/Lack of $/Unsuitability675413
Terminations ProbationSuitability/Fit1 1
Resignation/ RetirementQuit of own accord55 
Term Appointment EndsDate Moved/ Notice/$11 
Classification & ReclassFamily/Grade642
Bargaining UnitAAPS/CUPE/ FACUlTY   
ExclusionsWho is in/out   
Discrimination - 13 GroundsHuman Rights Code   
Harassment - PersonalBullying945
Work Environment - PhysicalSafety   
Work Environment - CultureToxic Environment312
ReorganizationDept or UBC changes624
Long Term DisabilityExtend sick leave   
Sick LeavePay, duration, qualifying for21147
Leaves of AbsenceVacation & other leaves16124
PensionsAmount, entitlement, etc.   
Evaluation Post -Prob'nPerformance633
Evaluation ProbationPerformance1064
AppointmentsSearch/Selection/ Offer Letters1284
ServiceTotal Length of11 
AttendanceAbsenteeism & Attendance Mgmt   
Professional DevelopmentTuition Waivers/PD Fund/Study Leave11101
Interpretations GeneralAnything not listed above745915
TOTAL 29221379

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Under the guidance of Member Services Officer Jasmin Deol and the AAPS Professional Development Committee, AAPS offers an array of Professional Development opportunities for its membership.  Bookmark the AAPS Professional Development Blog to keep up to date on Professional Development Events organized by AAPS. 

Upcoming Events: Point Grey Campus

Authentic Leadership - Building Cultures that Attract, Retain, and Inspire Greatness




Presented by David Irvine
Free Seminar, Please RSVP

May 16, 2011 (Point Grey Campus)



Program Summary:
Leadership is not what it used to be. Building a culture that attracts and engages great people today requires an entirely new philosophy and approach. Those you serve – whether they are your employees, customers, alliances, team, or family members – want more than a job description, a list of quarterly objectives, and a performance review at the end of the year. They want to be inspired with an authentic experience of being around your organization. Creating this kind of experience for those you are accountable to goes beyond titles or techniques. Leadership presence lies at the core of leadership practices. In learning what to do as a leader, you must also learn how to be. Those who get this will be leading the next generation of leaders.

Organizations that foster and integrate authentic and accountable leadership at every level are simply unstoppable. If you are committed to evolve your culture in this way, then this learning experience will be life-changing.

You Will Learn:

  • Learn the true source of leadership power.
  • Discover the keys to building a productive and sustainable culture.
  • Arouse deep trust and commitment.
  • Get to the real meaning of loyalty, and how to achieve it.

Presenter Bio:
David Irvine is sought after internationally as a speaker, author, and mentor.  His work has contributed to the building of accountable, vital and engaged organizations across North America.  He is the co-founder of the Newport Institute for Authentic Living whose focus is to build authentic, accountable organizational cultures that attract and retain great people.

David is the bestselling author, or co-author of four books and a new book published this year.  David has advanced degrees in human development, science and social work. With over twenty-five years of experience as a workshop facilitator, psychotherapist, professional speaker, and consultant, David has developed a unique, personal and practical approach to transforming leaders. 

David Irvine is one of Canada’s most respected voices on leadership and personal development. He consults with and presents to a wide range of organizations, professional associations, government, education and health care.  David has taught courses at three universities and the Banff School of Management. NBC’s Today Showthe Globe and Mail and numerous national radio and newspaper publications have interviewed David. 

Who Should Attend:
This workshop is open to all AAPS members, whether you are leading with or without a title.

Program Information:
May 16, 2011 

David will be available for a book signing after the presentation from 1:00pm-1:30pm in the lobby of the theater.

Frederic Wood Theater
6354 Crescent Road (view location map)

 There will be coffee/tea/water available at this event.  Please arrive at least (5) minutes prior to start time.

A video recording of this event will be available for AAPS members who are unable to attend. 

To Register: 
Simply send an email to aaps.pd@ubc.ca with the event name in the subject line. 

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I Like Me!  Helping Children Develop Self-Esteem (Re-offering)



In order to accommodate the large wait list from February’s presentation “I Like Me! Helping Children Develop Self-Esteem” presented by parenting speaker Kathy Lynn, AAPS will be re-offering this workshop on June 16, 2011 at Vancouver UBC campus.

Registration is not yet open for this event.  More information on this event will be emailed directly to AAPS members shortly.




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Upcoming Events: UBC Okanagan Campus

Terry Small: Brain Boosting Secrets



Presented by Terry Small
Free Seminar, Please RSVP

June 28, 2011 (Okanagan)





Program Summary:

Your brain is involved in everything you do! 90% of what we know about the brain has been learned in the last 2 years and yet most people never think much about their brains. You simply trust your brain to do its job.


Brain dysfunction is the #1 reason people fail work, school, and relationships. Your brain is the supercomputer that runs your life. This session has 2 bottom lines: when your brain works right, you work right and everyone needs a little help.

When you look after your brain, the results are amazing. This session will give you the tools to boost your brain power, Improve your thinking, and improve your health. It is based on the latest cutting-edge neuroscience research.

You Will Learn:

  • The #1 job of your brain
  • How to eat right, to think right
  • How to get rid of negative thoughts
  • The #1 food for your brain (you probably don't eat this right now)
  • How to improve your reading skills
  • How to improve your memory
  • How to outwit Alzheimer's disease
  • The 3 things every brain must have

Presenter Bio:

Terry Small, B.Ed., M.A. is a master presenter and learning skills specialist. He has presented his ideas to over 160,000 people. Terry's clients include Save On Foods, Bayer, Safeway, BC Lottery Corp., Envision Financial, the RCMP and many others. He was a featured speaker at the BC Retailer's Conference. His knowledge, warmth, humour and dynamic presentation style have made him a much sought-after speaker at workshops and conferences. Terry has been on CTV, BCTV, CKNW and Global and he has been featured in every major newspaper in Canada. Terry is listed in Nationwide Register's Who's Who in Executives and Businesses.


Terry believes: "Anyone can learn how to learn easier, better, faster. Learning to learn is the most important skill a person can acquire." He guarantees increased confidence and more fun in learning. Terry's philosophy is simple: "Success is a skill anyone can learn. His wealth of teaching experience and extensive involvement in the development of study strategies and techniques make him an outstanding resource to the business community. Terry lives in Vancouver and is a frequent lecturer at Simon Fraser University and the University of British Columbia.

Who Should Attend:

Anyone who has a brain, wants to keep it healthy, and learn to use it more effectively.  This workshop is open to all AAPS members

Program Information:

June 28, 2011

Registration is not yet open for this event.  More information on this event will be emailed directly to AAPS members. 

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Recent Events

The Last 10 Pounds Shred Keynote with Tommy Europe











On March 10th, 2011, AAPS organized its most successful Professional Development event to date, The 10 Pounds Shred:  High Intensity Training Zone-Get Fit Fast presented by Tommy Europe.   Tommy, host of two popular televisions shows on the Slice network, “The Last Ten Pound Bootcamp” and “Bulging Brides”, shared practical advice on a healthier lifestyle.  A total of 290 AAPS members registered for the event, making this our largest ever attended event since the start of AAPS PD programming.

This was the first time AAPS has offered a Professional Development event on the topic of health and wellness.  Due to the popularity of the event and the positive feedback from participants, AAPS will be looking to offer more of this topic in the future.  We are also planning to have a nutritionist come in to speak about healthy eating.

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Erica Pinsky at Robson Square



April 20th, 2011, Erica Pinsky presented Speak Up: Speak Out-Personal Power & Respect in the Workplace at Robson Square.  Since AAPS started offering this event a year ago, 304 AAPS members have now attended across various AAPS locations.

AAPS will continue its work on promoting a more respectful workplace for our members by offering more advocacy-related educational workshops within our PD Programming.  We want to provide members with workshops to assist them in dealing with difficult workplace issues such as bullying and harassment.


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Coming to Terms with Technological Turmoil with Steve Dotto

AAPS presented Coming to Terms with Technological Turmoil on March 22nd, 2011 with Steve Dotto.  Steve Dotto has been a host and executive producer of Dotto Tech, a nationally syndicated TV show for over 15 years.  His presentation addressed the changes technology brings to the workplace and our society. 

To increase access to its professional development opportunities, AAPS took the initiative to record and distribute this keynote presentation to members who were unable to attend.  If you are interested in viewing this presentation, please email us at aaps.pd@ubc.ca requesting the link. 

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Understanding Your Agreement

Every edition, AAPS Member Services Officers review a term or condition of employment from the AAPS Agreement.

Vacation 2011

By Sharon Cory, AAPS Member Services Officer


Vacation entitlement is accumulated based on length of service as identified in Article 11.2 of our agreement.   Commencing January each year, each employee receives an allocation of vacation time which they will be entitled to take during the calendar year.   As an employee you can also carry vacation time forward from a previous year but you must have a Manager’s pre-approval to do so and the maximum time allowed for the carry forward is two weeks.  Unused vacation not carried forward can be forfeited. You must not make the assumption that someone else is monitoring or documenting your personal vacation time. 

Each Faculty and Department has a different process to deal with vacation requests.  There may also be blackout periods identified which can further limit the selection period of vacation requests.  Towards the end of each year the AAPS’s office receives calls from individuals who for a variety of reasons have been unable to schedule their vacation time.  This can often occur when members have been unable to take vacation due to work obligations such as a business crisis or project It is important have open, ongoing communication with your manager about these issues. Plan ahead and present proposals that meet your needs and protect your vacation entitlements. Please feel free to contact the AAPS office if you have questions about the vacation entitlement under the collective agreement or require general advice dealing with vacation issues.


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Probationary Period

By Luisa Liberatore, AAPS Member Services Officer



All new employees, regular or temporary serve a probationary period of 12 months.  Probationary periods may be extended for up to six months through mutual agreement before the end of the initial 12 months. The employee is encouraged to consult with AAPS prior to agreeing to an extension as there have been instances where extensions have been proposed after the initial 12 months.

For term employees who have successfully completed the initial probationary period, a reduced or waived probationary period may be negotiated and changes to this are at the discretion of the administrative head of the unit. This also applies to transferred or promoted employees. In all instances where probationary periods are reduced, employees are encouraged to ensure that the appointment letter specifically states the reduced duration.

In instances where, positions “have been reclassified through an evolutionary process of increased responsibilities”, the Job Entry Date will remain unchanged and not subject to a probationary period. “Positions that have been reclassified but deemed to be a new position due to a significant increase to the amount of new duties being added will be given a new Job Entry Date. These positions may be subject to a probationary review and hence may be eligible for a probationary increase at the end of the probationary period.”

Following the probationary period, “employees are eligible for a probationaryincrease. The guideline is 4%.” It should be noted that in the last round of bargaining, there were no general wage increases in 2010 and 2011, as mandated by PSEC, who set the bargaining environment. However, this does not preclude normal salary progression as in the case of probationary increases.

Often, probationary reviews are conducted after the employee’s anniversary date or Job Entry Date. Regardless of this, probationary salary increases will be retroactive.

Successful completion of probationary periods do not just impact salary progression, but also  other entitlements such as sick leave and termination notice. Where an employee has already served one successful M&P probationary period from a previous job and now has another probationary period because of a new job, provided employment has been continuous, sick leave and termination notice entitlements are not impacted. 

To learn more, Articles 5.1 and 6.1 of the Collective Agreement discuss in detail the Probationary Period and the practice and procedure of the review.  The AAPS office is also a resource available to answer your questions and/or queries.

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The Coaching Advantage

Lessons from Botswana

By Nancy Hogan, CEC BBA

Nancy Hogan

Nancy Hogan is part of UBC’s award-winning Coaching Services, which offers one-on-one coaching services with a professional coach, team coaching and skill development in coaching. Services are available to all UBC faculty and staff. For more information about UBC Coaching Services, click here.

I just returned to work from completing my month-long volunteer assignment in Botswana as part of UBC’s Leave for Change program.  You can check-out my blog athttp://www.focusonpeople.ubc.ca/leaveforchange/blog/author/nhogan/.

I have been asked what the biggest surprise was that I encountered on my trip.  I have to say it is how the people of Botswana really take the time to acknowledge you as a person (even total strangers).  I was amazed I could walk down the street near my lodge and have women sweeping the dirt in their yard and call out to me “dumela mma” and ask how I am and if I would like to sit with them.  I have lived in the same neighbourhood in Vancouver for over 16 years and could walk down the block and not have one person say hello and certainly not ask how you are.  I think we have something to learn as Canadians from how the people of Botswana live.

People in Botswana always appear grateful for all that they have (and some do not have many material items by our standards), and are willing to share with you if you are hungry or are in need.  The generosity of spirit was extremely touching.

I bought a book for my trip home entitled “Ubuntu” which means “I Am, Because We Are”.  The basic philosophy is very simple:  “We are all connected; we are all equal.”  You are respected without preconditions as a fellow member of the human race and as such, must work together and help each other as a team.  It does not matter what your title is or how much money you make.  It is a deep recognition that breeds trust.  This is essential and a way of being.

Now back to Canada.  When you think of people that you work with, how many of us take time on a daily basis to stop and say hello to those who we work with and authentically ask how they are doing (and care what they respond)?  Everyone is always so busy rushing to complete deadlines that we often forget to eat or take care of ourselves, let alone notice and acknowledge others around us.

If you do take time to acknowledge others, what do you find works best?  Do you listen and stay focused on the other person? Do you give them the time and space they need to converse with you?  Are you curious and ask questions to gain a deeper understanding of who they are and what is important to them?  This is also one of the fundamental skills of being a coach.

Take time to have a human moment.  Know that connected organizations thrive.

How will you now choose to acknowledge the people you come into contact with in your life?

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Staff Pension Plan Pension Fair: May 31

Mark your calendars! The SPP Pension Fair will take place on Tuesday, May 31 from 11:30 am to 1:15 pm. The fair will be held in the Arbutus Room, Ponderosa Centre, 2071 West Mall (at University Boulevard). There will be information booths, several opportunities to learn more about the SPP and retirement benefits, and representatives from Human Resources and Skills Development Canada and the Canada Revenue Agency will be available to answer questions. No RSVP required. Visit the SPP website atwww.pensions.ubc.ca/staff and watch for the May 2011 issue of the Staff Pension Plan Update for details.

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Mental Health Symposium

Wednesday May 4, 2011 from 12:30 to 4:30 pm
Location: UNC Ballroom

The Human Resources department and the BCGEU are hosting a Mental Health Symposium.  The focus on the symposium is to recognize Mental Health Week.  The sessions will provide insight into mental health issues and strategies/support to deal with these.  Presentations include: the Canadian Mental Health Association, our EFAP provider on services and programs that are offered, stress management and laughter in the workplace.    For more information on Billy Strean, our keynote speaker, check out his website at:www.billystrean.tbradley.info

For a detailed agenda on the symposium:  http://www.ubc.ca/okanagan/facultystaff/events.htm

Seats are limited so please register early. You may register for one or all of the sessions: Register online http://www.ubc.ca/okanagan/facultystaff/events.html

If you have any questions regarding the symposium, please contact Tracey Hawthorn, WRAP Coordinator at local 78183 or tracey.hawthorn@ubc.ca

Co-Sponsored by:  


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Biking To Work-A Lunch Hour Primer

Friday, May 6th, 12 pm - 1pm
Ike Barber Learning Centre, Room 185
RSVP to Adam Cooper 604.822.8735 or adam.cooper@ubc.ca

This fun and interactive workshop covers everything you need to know about biking to work in 1 hour. We'll preovide tips and guidance for newer riders as well as usefull info for those who already bike to work. A certified bike-safety instructor will discuss:

  • bike safety scenarios
  • taking bikes on transit
  • route planning
  • what to wear and carry
  • how to make your workplace bike-friendly
  • and much more

This primer is in advance of Bike to Work Week which is May 30 - June 5, 2011


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