On the Radar Volume 9 Number 4

October, 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 the AAPS Communications Committee.  

In this issue

AAPS Announcements



Professional Development

Member Engagement

Community Announcements


Join the AAPS Executive Board






There is still time to get your nominations in for the AAPS Executive Board.

Don’t pass up this unique opportunity to play a leadership role in shaping the workplace experience for all M&P staff.

Nominations close Wednesday, October 9, 2013, at 4:00pm. Click here for information on the nomination process.

If you are considering running for the Board, AAPS Board President Jacqueline Smit and AAPS Executive Director Michael Conlon will be pleased to give you more information.

Board elections will be held online from October 16 to October 28, 2013, and results will be announced at the Annual General Meeting on Wednesday October 30.

Market Survey Update

As reported in detail, AAPS and UBC settled the market survey grievance through a mediated process in December 2012. UBC agreed to pay $4 million in four increments to address market gaps identified in the 2011 Market Survey. As part of that agreement, the implementation of the final $3 million of the settlement — to be disbursed January 1, 2014, July 1, 2014, and December 1, 2014 — had to be by joint agreement. AAPS insisted on this as a condition of settlement because of our serious concerns with the implementation model UBC was using in its initial proposal. It was agreed that if the parties were unable to reach a joint agreement on implementation that the matter would be submitted to mediator Mark Brown for a binding decision.

When it became obvious, during the summer, that no agreement was likely, the parties agreed to a September 20, 2013, mediation with Mark Brown. After an exchange of proposals and discussion on September 20, there was some progress in the area of common ground in the basic compensation principles underlying the implementation. However, work remains ongoing in several key areas to secure an implementation model. As both parties work towards a resolution, we will keep you apprised of developments and announce details once a settlement is final.

AAPS Annual General Meeting — Save the Date

AAPS Annual General Meeting
Wednesday October 30, 2013, 12:00pm – 2:00pm

In-person: Party Room, Student Union Building, Point Grey Campus [RSVP]
Via webcast: Email aaps.office@ubc.ca to get connected

Enjoy lunch with your fellow AAPS members, meet the new Board of Directors, and learn about your professional association’s new strategic initiatives. Please remember that as a condition of your employment, it is your right attend the full meeting.

AAPS 2012/2013 Annual Report

The 2012/2013 AAPS Annual Report will be published at the end of October. All members will receive a link to the online report. If you require a print copy of the report, please email aaps.office@ubc.ca and be sure to include your campus mailing address.

M&P Staff Professional Development Fund Status

The balance of the M&P Staff PD Fund was $130,000 as of October, 8, 2013.

Significant changes were made to the PD Fund as of June 1, 2013. We encourage all members to familiarize themselves with these changes. 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.

The AAPS Board considers the M&P Staff PD 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.


Does Working More Hours Make For a Better Employee?

By Luisa Liberatore

In August 2013, Human Resources Management Online reported that “more than one quarter of employers report their staff is working overtime, with 62% confirming that the extra hours are going unpaid.” For many, the amount of overtime is steadily increasing, and while this may be good for keeping salaries in line, other costs for the organization emerge:

  • The cost of absenteeism due to workplace stress and burnout
  • The cost of productivity due to disengagement and retention issues

Unfortunately, UBC is not immune to these additional organizational costs. The recent UBC Focus on People Benchmark Report indicated that the overall voluntary turnover rate in 2011 was 7.4%. For M&P staff it was 7.7%. In the report, UBC did not fare well when compared to Simon Fraser University, University of Alberta, BC Public Service, and BC Lottery Commission, whose rates ranged from 4% to 6.4%.  The report also noted that psychological illnesses accounted for 39% of employees on long-term disability at UBC. 

According to the 2011 UBC Workplace Experiences Survey, one of the top three reasons employees were thinking of leaving UBC was to reduce stress. The survey also indicated the following priority areas for improvement:

  • Workload
  • Health and wellness
  • Attraction and retention

It is not uncommon for M&P staff to work above the standard work week of 35 hours due to the nature of their work or to take on increased workloads as a result of lack of funding or organizational change. Understandably, many avoid speaking with their managing supervisors about their increased workloads and/or hours for fear of losing their jobs or being perceived as an underperformer.

Nonetheless, the Collective Agreement does have provisions regarding working significant additional hours of work that all AAPS members should be aware of. Article 10.4 states “The University recognizes that the contributions of M&P staff may often take the form of hours worked outside the standard work week. This contribution is recognized in the greater flexibility in working conditions and the accelerated pace of earning vacation time afforded to M&P staff relative to other staff groups.”

As well, most M&P staff receive paid leave between Boxing Day and New Year’s Day (Article 12.10) as a way to offset some of the significant amounts of hours of work that are over and above the usual job requirements. Recently job postings have also included language such as, “The requirement for travel and work on evenings and weekends is offset by the flexibility in hours and work location” which is in line with Article 10. However, it should be noted that Article 10 also stipulates that employees must be compensated (either in the form of time or monetarily) for “excessive” overtime.

AAPS encourages members to have a proactive conversation with their supervising manager about working significant additional hours. Diane Ross, an AAPS Professional Development Facilitator, identified these tips at her recent session, Strategies for Building Your Negotiating Power:

  1. Prepare to talk: What is the issue, goal and alternative?
  2. Design and deliver your ABC message: Be accurate, brief and clear in 30 seconds or less.
  3. Stop talking and start listening.
  4. Respond powerfully: “let me make sure I understand what you are saying…” or “I assume from what you are saying…”

Members can also connect with the AAPS Member Services Officers for counsel and support in navigating this often difficult conversation. It is important to be calm, concise, and confident during this discussion. Ultimately, the discussion should clarify what the expectations are, how the additional hours of work will be tracked/monitored, and how the contribution would be recognized. Remember that the spirit of Article 10 is not about hour-by-hour tracking but about recognition.

If an employee and their managing supervisor are unable to reach a reasonable compromise, the M&P employee is encouraged to contact the AAPS Office for further advice and support.

By not addressing the issue employees run the risk of

  • Becoming disengaged and dissatisfied with their work
  • Compromising their health and well-being

Managers run the risk of

  • Decreasing productivity which may impact deadlines and service areas
  • Losing a good employee and having to staff a vacancy
  • Having to deal with attendance or performance management issues

An engaged and healthy workplace is one where there is recognition, equity and fairness.


If you are experiencing work related issues or just have a quick question about the Collective Agreement, your Member Services Officers are here to support you. Luisa Liberatore and Sharon Cory are both CHRP certified Senior Human Resources Professionals. 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. Connect with us by phone at 604.822.9025604.822.9025 or online.

Understanding Your Collective Agreement

Salary Progression, Career Increments, and Performance Reviews (Article 6, Letter of Agreement #1)

For many AAPS members, your job at UBC may be the first time you encounter salary scales. It is important that you have a good understanding how you can progress to higher wages within your job classification and job family, and to ensure you are being paid at the appropriate level.

Each position for the M&P staff at UBC has been established within a job family. When positions are developed, they are classified in their respective job family by UBC. When a position is offered to an individual, the individual is placed at a salary level within the salary range of that job classification.

Each salary range has a minimum point, midpoint, and maximum point.  AAPS members have the opportunity to move through the range on an annual basis with the successful completion of a performance review. To ensure appropriate consideration is given to employees, AAPS and UBC agreed to  “Career Progress Increments:  The University shall ensure that employees are compensated to the midpoint of their salary range by the end of their fourth year in the position, from the date of hire, subject to satisfactory performance.” (Letter of Agreement #1)

It is also noted, “There shall be up to (4) increments from the salary at which the employee is hired to the midpoint of the salary range.” Increments should be given once annually at a date no later than the anniversary date within the current position — provided there is satisfactory performance.

To ensure movement through the pay range, you should have access to the UBC performance development and review process. This process identifies your contribution to the role, itemizes future responsibilities, and deliverables — all of which focus on an individual’s future success in the role.  Following the initial probationary review, which is completed at the end of the first year of employment, AAPS members should be participating in an annual review process on or around the date you were hired in your current position. Each department or faculty may have different review processes and formats, but upon completion of the review, you will be asked to sign off on it.

It is very important to know that signing and dating the performance review document does not indicate acceptance; it only demonstrates that it was reviewed with by the employee. You have the opportunity to comment on your performance review and Member Services Officers can assist with this process. When a review is successfully completed you are eligible to have an increment adjustment.  If, for some reason, the review is completed sometime after your anniversary date, your increment adjustment should be retroactively applied to your anniversary date in the role.

To review your personal salary progression throughout your career at UBC, you can visit the management systems portal, log-on using your CWL credentials, and follow the links to Compensation History.

In every edition, AAPS Member Services Officers review select terms or conditions of employment from the AAPS Collective Agreement. For clarification or to discuss any concerns please contact the AAPS Member Services Officers at 604.822.9025604.822.9025 or online.

Advocacy Report

This itemized report provides a year-to-date snapshot of Advocacy work that the Member Services Officers are engaged in.

Year to Date Totals for the Period: July 1, 2013 to August 31, 2013





Advocacy Issues


Open Grievances


All Terminations Without Cause



All Terminations Without Cause Detail

 Terminations Without Cause by Month

 Reasons for Termination Without Cause

July : 16

  • Reorganization
  • Lack of Funding
  • Lack of Suitability
  • Probationary
  • Budgetary Restraint

August: 8











Advocacy Issues Detail



Issues Handled









Warning / Suspension




Terminations Cause

Gross Misconduct / Theft / Assault / Other




Terminations Without Cause

Unsuitability / Position Elimination / Reorganization / Budget cuts




Terminations Probation

Suitability / Fit





Voluntary termination




Term Appointments

Date Moved / Notice / Pay




Classification & Reclassification

Job family / Grade




Workload Overtime






Personal / Bullying / Sexual / Gender





Department or UBC Changes




Sick Leave

Pay / Duration / Qualifying for





Accrual / Entitlement




Disability Benefits





Maternity/Parental Leave





Leaves of Absence

Unpaid leave




Performance Review

Probation / Ongoing





Search / Selection / Offer Letters




Secondment / Temporary Promotion

Other positions














Other General Interpretations










End of AAPS Advocacy Report


Upcoming Sessions in the AAPS PD Program

The AAPS PD Program offers members the opportunity to enhance their workplace experience at no upfront cost through in-person sessions on the topics of Management & Leadership Skills, Workplace Skills, and Work/Life Balance.


St. Paul’s Hospital: Adapting to Your Changing Work Environment as Professionals, October 10, 2013

VGH & Area: Influencing Skills, October 17, 2013

Point Grey: Adapt to Challenges & Develop Resilience, November 6, 2013 (Thrive Week Event)

Point Grey: Influencing Skills, November 13, 2013 (2 sessions)

Children’s & Women’s Hospitals: Influencing Skills, November 28, 2013

Robson Square: How to a Difference as Managers and Leaders in Your Organization, December 10, 2013

Professional Development: Communities of Practice

What’s a Community of Practice?

More than just the latest trend in engagement and education circles, communities of practice offer an alternative approach to learning and development. Communities of practice bring together people with a shared passion and a shared work practice to network and expand their knowledge. UBC has a variety of public and private groups, and the Centre for Teaching, Learning and Technology (CTLT) may be able to offer some support to those who are considering launching a community of practice.

CTLT uses this definition of a community of practice from Etienne Wenger:

“Communities of practice are groups of people who share a concern or passion for something they do and learn how to do it better as they interact regularly.”

How do communities of practice differ from other learning models?

While it would be unrealistic to assume all communities of practice (CoPs) function exactly the same way, they do share the principles of fluid learning, individualized participation, and collective decision-making. They are built around a practice that participants already do and would like to do better.

In CoPs, the group is made up of shared practitioners (as opposed to shared interests) focused around what they do. All groups will have facilitators or co-facilitators. However, the community will determine the CoP’s activities, which can range from getting input on a situation or issue, to solving a problem, and documentation projects.

Fluidity is part of the CoP’s ethos. It is expected that an individual member’s participation will vary from person to person and/or from year to year. For example, one could start by joining a listserv (peripheral member) and eventually move into actively participating in regular gatherings (core member), but then, due to circumstances, go back to just participating on the listserv.

A CoP as compared to...

Seminar series: topics chosen by staff

CoP: topics chosen by community

Committee: reports to an authority

CoP: stewards of the domain, no reporting

Journal club: discusses topics

CoP: explores details of practice

Staff meeting: attendance required by all staff

CoP: core and peripheral members benefit

                                 *Table prepared by CTLT

Interested in joining or launching a community of practice? Click here to learn more


Our Community: AAPS Members Supporting the United Way

AAPS members play an integral role in university life, not only through their jobs but also through their community involvement. This is certainly clear with the UBC Community United Way Campaign, where our members not only put their community spirit, but also leadership skills into practice to make the annual funding drive a financial and social success!

The UBC Community United Way Campaign launched on October 7, 2013. On that day, each staff and faculty member with a UBC email address registered on the management systems portal received a welcome email with more information about the United Way and about how to participate in the annual UBC campaign that runs from October to December each year.

AAPS member Paola Baca, Associate Director, Undergraduate Admissions, and Campaign Chair of the 2013 UBC Community United Way Campaign, is passionate about the potential of the campaign to support the development of cities where every child has the tools to succeed. After helping raise over half a million dollars in 2012 to help the United Way address poverty, seniors’ isolation and bullying across the Lower Mainland in 2012, Baca hopes the Campaign will raise $590,000 in 2013.

In addition to helping United Way build strong, caring and more inclusive communities across the Lower Mainland, a key goal of the UBC campaign is to build community on campus. This goal could not be achieved without the contributions of the countless AAPS members across the university who give generously of their time and energy to make the Campaign a success. Many AAPS members act as Portfolio Campaign Chairs within their respective units, and with the help of over three hundred cross campus volunteers, they elevate awareness of the United Way at the local level.

AAPS member Susanna Mulligan, PD Funds Manager in Human Resources, is one such Portfolio Chair. A volunteer of tremendous warmth, enthusiasm and dedication, Susanna is the 2013 Co-Chair of the Human Resources United Way Campaign for the 2nd consecutive year, and has already successfully organized her first event, a 50/50 Raffle held at the UBC Staff BBQ on September 19, 2013. The raffle raised $270 for the United Way and helped increase awareness of the UBC Campaign at an event that welcomes over 5,000 UBC employees each year. Every dollar raised helps the United Way of the Lower Mainland address social issues before they become crises, and the United Way is so grateful for the efforts of Susanna and the rest of the volunteers who helped make the first event of the 2013 UBC Community United Way Campaign a success.

For more information on the campaign and to keep updated on campaign events, please visit http://www.unitedway.ubc.ca, and follow @ubcunitedway on Twitter.

Shagufta Pasta is an AAPS member and the UBC Community United Way Campaign Coordinator.

Congratulations to the AAPS winners of the President’s Awards for Staff!

President’s Service Awards for Excellence
Dionne Pelan, Coordinator, LE Storefront Programs, UBC Learning Exchange
Rob Lloyd-Smith, Physician, Student Health Service
Lynn Macdonald, Manager, Animal Ethics, Office of Research Services
Nelson Dinn, Business Operations Manager, Faculty of Land and Food Systems
Andrea Wink, Assistant Dean, Development & Alumni Engagement

President’s Staff Awards
Jon Nakane, Laboratory Director, Physics & Astronomy
Jill Baird, Curator of Education, Museum of Anthropology
Moyra Ditchfield, Director, Facilities & Computing, Department of Computer Science
Joanne Schroeder, Deputy Director, Human Early Learning Partnership
Robyn Leuty, Student Development Officer, School of Kinesiology
Leonie Harper, Evaluation Associate, Faculty of Medicine
Caroline Rueckert, Program Director (Jump Start), International Student Development
Jens Locher, Manager, Web Strategy & Student Recruitment Initiative, Faculty of Graduate Studies
James Andrew, Aboriginal Program Manager, Faculty of Medicine

Staff Awards of Excellence (Okanagan)
Susan Belton, Curator, Fine Arts (FINA) Art Gallery
Jamie Snow, Cooperative Education Coordinator, Faculty of Management

For more information about the awards, click here

AAPS Academic Scholarship Recipients

“Knowledge will bring you the opportunity to make a difference.” ― Claire Fagin

AAPS has been supporting post-secondary education for members and their families since 1981. Currently we award two scholarships of $4,500 for students beginning or continuing full-time studies at the University of British Columbia. The scholarships are administered through Student Financial Assistance and Awards and the selection process is the responsibility of that office.

We are pleased to announce this year’s recipients are Jeanne Chan and Joshua Jackson.

Jeanne is the daughter of Ruth Chan, Senior Financial Analyst, Financial Reporting. Joshua is the son of Russell Jackson, Research Scientist, Civil Engineering.

We wish Jeanne and Joshua success in their studies!

For more information on AAPS scholarships and bursaries, please click here


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 Staff Pension Plan Workshops and Information Sessions

The Pension Plan Office will be offering several introductory information sessions at Point Grey and Okanagan Campuses through the fall. If you are new to UBC or recently enrolled in the Staff Pension Plan, you are encouraged to attend this hour-long session.

If you have been with the plan for a while, but would like to learn more, you can sign up for one of the more in-depth workshops.

View the schedule and workshop descriptions here

Don’t forget...

You can also have a representative from the Pension Administration Office come and speak to your department. In addition, One-on-one Retirement Information Sessions regarding your Staff Pension Plan benefits can be scheduled. Click here to make an appointment.

Public Consultation — Updating UBC’s Okanagan Master Plan

Here's how you can participate!

Online Consultation — October 3 – 17, 2013

Public Information Session

  • Date: Wednesday, October 9, 2013
  • Time: 10:30am – 1:30pm
  • Location: Foyer of the Administration Building, 3333 University Way

For more information and to confirm details, please visit Okanagan Master Plan Update 2013.

Upcoming Chan Centre Concerts & Ticket Discounts

Get 10% off single tickets as a UBC staff member! Use promo code UBCSTAFF when purchasing through Ticketmaster.

Kronos at 40
Saturday, October 19, 2013 - 8:00pm
Chan Centre for the Performing Arts at UBC (6265 Crescent Road)

Long-time Chan Centre audience favourites, the Kronos Quartet will give the world premiere performance of String Quartet No. 6 by pre-eminent composer Philip Glass to kick off the Chan Centre Presents 2013/14 season. Pre-show talk with Philip Glass for ticket holders. More info: http://www.chancentre.com/whats-on/kronos-40


Sunday, October 27, 2013 - 7:00pm
Chan Centre for the Performing Arts at UBC (6265 Crescent Road)

The consummate chanteuse and living voice of fado, Mariza, shares an intimate and evocative evening of song. This highly anticipated return to the Chan Centre follows 2009’s sold out engagement. More info: http://www.chancentre.com/whats-on/mariza


Fall Bike to Work Week — October 28 – November 3

Bike to Work Week (B2WW) is focused on making cycling an integral part of transportation culture in Metro Vancouver. It’s a great opportunity for you to ride to and from work with other cyclists, get fit and contribute to UBC’s sustainability goals. Plus you can compete against other workplaces, get a free bike tune-up and win great prizes!

Check out this fun video for everything you need to know about cycling at UBC.

Thrive Week — November 4 – 8

This year, Nov. 4-8 marks the fifth year of UBC Thrive.  Thrive is an annual initiative designed to promote building positive mental health for all students, faculty and staff at the Vancouver and Okanagan campuses.

This year, we are encouraging our campus community members to try something new to improve their wellbeing. During Thrive, we hope to increase awareness of the importance of mental wellbeing and promote skill development, as well as highlight role models and resources.

Thrive works to build understanding and dialogue about mental health, and highlights UBC’s visions, strategies and accomplishments in the promotion of mental wellbeing. As an individual or group, you can contribute to this dialogue to support positive mental health at UBC and be recognized as a role model.  To learn more, watch our Thrive video and visit www.thrive.ubc.ca — the site will post regular updates as Thrive approaches.

 Find out how your department, unit or class can participate.

 Here’s to Thriving at UBC!

UBC’s Annual Report

We are all connected. September 16, 2013 marks the launch of Connected by Commitment 2012-2013 Annual Report. Through storytelling and metrics, Connected by Commitment brings to life the many ways in which the UBC community is working together to achieve our nine Commitments outlined in the UBC Strategic Plan - Place and Promise. It features over 80 stories through text and multimedia, an interactive timeline of major milestones, a financial summary infographic, an indicators and metrics scorecard comparing progress, unit-level annual reports, and customizable/printable options to create and share reports to your stakeholders. We hope you find it a truly innovative and engaging report - one that you’d want to engage in and share with your networks.   

Get Support from the UBC Sexual Assault Centre

The Sexual Assault Support Centre (SASC) provides access to specialized sexual assault services to all UBC community members of all genders. UBC Staff are valued members of the community and are invited to use these services.

- Crisis and short-term emotional support
- Legal, medical, and campus-related advocacy
- Resource area located within The SASC
- Community Lending Library
- Referrals to a variety of services within UBC and/or off campus
- Outreach services

Call us at 604-827-5180604-827-5180
Visit our website at www.gotconsent.ca
Follow us on Facebook
Visit the Centre, Monday – Friday, 9am – 5pm, room 249, Student Union Building

End of Employee Transit Pass Program

TransLink is discontinuing the Employer Pass Program (“EPP”) effective December 31, 2013.

For more information, please follow this link:http://transportation.ubc.ca/2013/07/31/2013-employer-pass-program-updates/

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