On the Radar Volume 7 Number 3

Rain

“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 the AAPS and the AAPS Communications Committee. We will be publishing 4-5 issues per year. Submissions should be sent to aaps.pd@ubc.ca


In This Issue

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



AAPS ANNOUNCEMENTS

Preparations for Bargaining in 2012

By Michael Conlon, Executive Director

The current collective agreement between AAPS and UBC expires June 30, 2012. However, preparations are already underway for the next round of bargaining. Starting in late fall AAPS will host a series of roundtables, open to all members. The roundtables will offer members an opportunity to discuss and suggest priorities for the upcoming round of collective bargaining. 

Bargaining with UBC takes place under the auspices of the Public Sector Employers Council (PSEC). PSEC is a government controlled body that regulates bargaining in the public sector in British Columbia. PSEC sets the mandate for each round of bargaining including total compensation. As you will recall the last mandate was ‘net zero’ for two years. While we are hopeful that the wage freeze will be lifted there have been several troubling discussions in the mainstream media about the next mandate. The possibility of a fall provincial election also complicates the discussion about what the mandate will be for the next round. Despite these challenges we are in active and ongoing discussions with other unions and associations about how to convince the government that another two years of ‘net zero’ will have a detrimental effect on the province and the morale of those working in the public service in British Columbia.

We will keep you apprised of developments through the fall via the AAPS website, On the Radar and email.

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Voting for the AAPS Board

We are currently accepting nominations for the various positions on the board and ask that you please contact the AAPS office at 604-822-9025 /aaps.office@ubc.ca or the Nominations Committee Chair Michael Shepard (604-822-6290 / michael.shepard@ubc.ca) if you are interested in serving on the board. Once the nominations closing date of October 6th has passed the members will be asked to participate in an on-line voting process for the three weeks leading up to the Annual General Meeting. For more information please visit Board Member Responsibilities. Full details and voting instructions will be sent with the AGM notice.

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Annual General Meeting: Save the Date

By Petra Ormsby, AAPS Office Manager

Our Annual General Meeting is scheduled for Thursday October 27th from 12:00 – 2:00 pm in the Ponderosa Centre’s Arbutus Room. This year we will again be webcasting the event for members who are not at the Point Grey Campus. In addition to announcing your new Executive Board and providing a financial report, there will be a presentation and vote on internal policies governing the conduct and operation of AAPS staff and board members.  We also hope to preview the new AAPS website.  

Full details of this event will be sent by e-mail with the formal notice in the first week of October.

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Long serving UBC Employee Passes Away

By Preeti Gill, AAPS Member at Large

Bob Heavenor 1953 - 2011

Our dear friend and colleague Bob Heavenor passed away peacefully on Saturday, August 20, 2011, surrounded by loving family at home. A former IT Services Manager in the Development and Alumni Engagement (DAE) Office, Bob had been diagnosed with stage 4 brain cancer last year and courageously fought before finally succumbing to this illness.

Bob is survived by his wife of 36 years, Dianne, children Rena, Ryan and Brody and two grandchildren.

He spent his entire working career at UBC, spanning more than 35 years. Known affectionately as "The Hev," Bob was respected and well-liked by his staff and colleagues, many of whom became life-long friends. He had an active lifestyle, enjoying jogging, golf and basketball. He officially retired in 2010.

Bob was a proud AAPS member, joining the Association when it first formed in the 1990s. He remained engaged by attending general meetings and kindly agreed to a feature interview in the 2009 Annual Report where he spoke about experiencing the evolution of UBC firsthand. He will be fondly remembered by AAPS members, especially in the IT and DAE communities.

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AAPS to Revamp Website

By Michael Conlon, Executive Director

This summer a sub-committee comprised of AAPS staff and members of the communications committee has been hard at work on a redesign of the AAPS website. The current site was designed over 5 years ago and is in need of an overhaul. The existing site has served members well in that it is rich in useful information and data. However the design, site map, and functionality of site need to be updated. After a competitive RFP process, the sub-committee has agreed on a local design firm and work is now underway on the redesign. Work will continue through the summer and into the fall with an anticipated launch in late October. If you are interested in helping us to refine the usability of the new site, please contact: aaps.pd@ubc.ca or 604-822-9025.

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AAPS Professional Development System Now Live

In July 2011, AAPS successfully launched the PD Registration system, a user-friendly portal where members can sign-in to access the calendar of events, register for events, and access handouts, presentations, and event evaluations. Members receive confirmation and reminder e-mails, and can access the wait-list for events. Instructions on how to use the PD Registration system are available here.

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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 Description

YTD
# Issues Handled

YTD
# of Issues Resolved

YTD 
# of Issues Remaining

Hours of Work

Time of day / day of week

10

7

3

Workload Overtime

Over work/overtime pay

2

2

 

Discipline

Warning/Suspension

9

8

1

Terminations Cause

Culpable firings

 

 

 

Terminations Without Cause

Layoff/ Reorg/Lack of $/Unsuitability

103

88

15

Terminations Probation

Suitability/Fit

1

 

1

Resignation/ Retirement

Quit of own accord

12

12

 

Term Appointment Ends

Date Moved/ Notice/$

1

1

 

Classification & Reclass

Family/Grade

10

6

4

Pay

Appropriateness

17

12

5

Bargaining Unit

AAPS/CUPE/ Faculty

1

1

 

Exclusions

Who is in/out

 

 

 

Discrimination - 13 Grounds

Human Rights Code

 

 

 

Harassment - Personal

Bullying

11

6

5

Work Environment - Physical

Safety

 

 

 

Work Environment - Culture

Toxic Environment

3

1

2

Reorganization

Dept or UBC changes

8

4

4

Long Term Disability

Extend sick leave

 

 

 

Sick Leave

Pay, duration, qualifying for

25

17

8

Leaves of Absence

Vacation & other leaves

23

20

3

Return-to-Work

Accommodation

7

3

4

Pensions

Amount, entitlement, etc.

 

 

 

Benefits

Coverage

11

7

4

Evaluation Post -Prob'n

Performance

6

3

3

Evaluation Probation

Performance

12

7

5

Appointments

Search/Selection/ Offer Letters

16

11

5

Service

Total Length of

1

1

 

Attendance

Absenteeism & Attendance Mgmt

 

 

 

Professional Development

Tuition Waivers/PD Fund/Study Leave

12

11

1

Interpretations General

Anything not listed above

99

85

14

TOTAL

 

400

313

87

 

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AAPS PROFESSIONAL DEVELOPMENT

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

I Can Fix That!

David

 

Presented by Elaine Allison
Free Seminar, please register in advance.

Monday, September 26, 2011 (Point Grey Campus)

Program Summary:

Imagine how your career could grow, and your job could become easier and even more exciting if you could look at the daily problems you face as real challenges and be able to think, create and solve issues by using simple and time proven techniques. 

 

You Will Learn:

1)      How to see issues as opportunities that can be solved, even when you think you can’t

2)      How to resolve conflicts the moment they arise by using one simple practice

3)      How to remove negative imprinting, so you can see clearly and seek solutions

4)      A quick method to get people moving towards your ideas and exploring further options, even if they are reluctant at first

5)      A secret technique to use so you can handle issues with calm and ease, even when things don’t go as planned

6)      Why men and women typically respond to stressors differently and how to celebrate and embrace these differences

Presenter Bio:

Elaine Allison is an international speaker and author.  She has enthralled audiences from coast to coast in both the United States and Canada with her lively presentations and affable style.  Her unique blend of engaging people before, during and after her programs benefits clients by getting the right action and outcomes.

Elaine began honing her insights into the differences between how we work, lead and succeed early in her career. She was one of Canada's first female prison guards in an all-male maximum security prison at the age of nineteen. Elaine had a crash course in understanding how we interact with each other and achieve, as her life virtually depended on it! She began to truly observe how we each dealt with conflict, leadership and power as we strive to make a difference in our work and personal lives.

Elaine has also taught children with behavioral problems in a special education program; managed over 1,400 unionized flight attendants handling issues at 35,000 ft. while in the airline industry; and successfully handled the day to day challenges of various large corporations as a manager and then as a senior executive. She learned how damaging some behaviors and choices can be.

She has developed training and keynotes for such industries as travel, trades, finance, insurance, military, corrections, police, retail, food services, media, technology, and healthcare.  Her messages are universal and are tailored to your needs.

Elaine's hands-on experience, real life stories and illustrations of what we encounter daily help audiences consider all their options and apply immediate solutions.

Who Should Attend:

This workshop is open to all AAPS members.

Program Information:

Monday, September 26, 2011
10:00 AM - 2:00 PM
Point Grey Campus
Student Union Building
6138 Student Union Boulevard [view location map]
Party Room

Please note: This event will not be catered. Only refreshments will be provided. The lunch break will be from 12:00 PM to 12:30 PM. There is a cafeteria on ground level of the SUB. There are also microwaves available.

To Register:

Please login and register using the Professional Development Registration System.

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Transformational Performance Management

David

 

Presented by Shauna Grinke
Free Seminar, please register in advance.

Tuesday, October 4, 2011 (Point Grey Campus)

Program Summary:

Do you know how to engage others in outcome-focused conversations that improve performance? The effective leader knows how to build and maintain effective relationships and work toward collaborative solutions.

You Will Learn:

• About your own coaching and feedback strengths and areas for continued development
• How to apply a model that guides the steps for giving acknowledging and developmental feedback
• About your own preferences for questioning and active listening, and expand your options for improved effectiveness
• How to apply coaching techniques in performance discussions, which will enable you to build strong relationships and guide the conversation and goal-setting process.

Presenter Bio:

Shauna Grinke is a creative and experienced facilitator, consultant, coach and leader. She has developed and implemented performance management systems for use in organizations throughout the world for companies like the Pan Pacific Hotels and Resorts and Best Buy Ltd. She has over 20 years experience as a leader, trainer and business leader and, as a life-long learner, has honed her experience with specialized training through the Centre for Creative Leadership in Colorado, Harvard Business School, and IMD in Lausanne, Switzerland.

As a Human Resource leader in organizations that range from large multi-unit international companies, to small entrepreneurial high-growth businesses, Shauna has been personally accountable for leading the human resource function in a way that delivered measurable value to the employees, the shareholder and the customer. As a consultant, Shauna has helped organizations, leaders and teams manage complex organizational change situations, develop in both team and personal effectiveness, and improve employee engagement and organizational results. Shauna helps other human resources and organizational development professionals by her involvement on the Executive Board of the BC Organizational Development Network.

Who Should Attend:

This workshop is open to all AAPS members.

Program Information:

Tuesday, October 4, 2011 
9:00 AM - 4:00 PM

Ponderosa Centre
Arbutus Room (view location map)

Please note: This event will not be catered. Only refreshments will be provided. The lunch break will be from 12:00 PM to 1:00 PM. If you do not bring a lunch, there is a cafe beside the Arbutus room.

To Register:

Please login and register using the Professional Development Registration System.

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Your Career - What's Next? Tips for Discovering New Career Opportunities and Moving Forward (Re-offering)

kathy

 

Presented by Marlene Delanghe
Free Seminar, registration will open 1 month prior to event.

Thursday, November 3, 2011 (Point Grey)

In order to accommodate the large wait list from July's presentation “Your Career - What's Next? Tips for Discovering New Career Opportunities and Moving Forward” presented by speaker Marlene Delanghe, AAPS will be re-offering this workshop on Thursday, November 3, 2011 at Point Grey campus.

"It really made me think about my career path and how I need to take a more active role in where I want to go and what I want to do as opposed to being passive about it." AAPS Member Testimonial 

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: Vancouver General Hospital

Terry Small: Brain Boosting Secrets

Terry

 

Presented by Terry Small
Free Seminar, registration will open 1 month prior to event.

Tuesday, November 29, 2011 (VGH)

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 help prevent the onset of 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:

Tuesday, November 29, 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

Bridges Of Trust: Creating An Inspired Workplace

On August 17, David Irvine presented "Bridges of Trust" at UBC's Okanagan campus. This second session with David is part of a leadership series offered by AAPS. AAPS members who were not able to participate in this session can view the video online by logging in to the PD Registration System, clicking on "Past Events", selecting the event, and scrolling to the bottom of the page where it says "Related Documents".

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Your Career - What's Next? Tips for Discovering New Career Opportunities and Moving Forward

On July 7, Marlene Delanghe brought together 100 AAPS members to consider their career future and goals, and how to develop a framework to achieve them. AAPS members had the chance to network, practice 20 second verbal resumes, and to learn how to initiate conversations with their supervisor for their career future.

Due to overwhelming popularity and positive feedback, the workshop will be offered again in November 2011.

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Brain Boosting Secrets

Terry Small presented "Brain Boosting Secrets" to AAPS members at UBC's Okanagan campus on June 28. Over 30 members benefited from his knowledge, warmth, humour and dynamic presentation style in sharing some tips about how to optimize "brain power".

AAPS members who were not able to participate in this session can view the video online by logging in to the PD Registration System, clicking on "Past Events", selecting the event, and scrolling to the bottom of the page where it says "Related Documents".

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FEATURED ARTICLES

Understanding Your Agreement

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

By Sharon Cory, AAPS Member Services Officer

Sharon

 

Working Notice

Working notice is the period of time that an individual will continue to work following notification of employment ending.  In a without cause termination an individual is requested to attend a meeting at which time a termination letter is issued.  The date on the letter is the documented date of termination and within the letter it will be identified if the individual is to receive working notice.  The letter will also inform the individual how much notice time they will receive; notice is calculated on an individual basis using a formula based on length of service from date of hire to date of termination. During the working notice period an individual will still accrue vacation time which will be paid out following the last day of work.  In a without cause termination an individual has a “duty at common law and [is] expected to make a diligent effort to find other employment”. If time off is required to participate in the recruitment process for another position the department will accommodate this need.  During the working notice period all Pension Plan contributions continue and final calculations do not take place until the last working day; for further information regarding pension calculations the Pension Office is available to support your needs.  Please contact the AAPS office for assistance or information should you receive a termination without cause notification.

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By Luisa Liberatore, AAPS Member Services Officer

Sharon

Temporary Promotion

Article 5.4.1.2 articulates compensation when “an employee fills a vacant position in a higher pay grade on a temporary basis or is assigned a significant portion of additional duties from a higher pay grade on a temporary basis”.  Typically there is a start and end date for this temporary promotion.  If it is expected to last for two weeks or longer then it is understood that “the employee shall receive additional salary or a special allowance for the period”.  If it lasts for two months or longer than for the duration of this temporary assignment, the employee receives a minimum of a 5% salary increase, based on the employee’s original salary” and if it is for six months or longer then it is 10%.

If you are currently temporarily assigned or temporarily carrying out the duties of a higher pay grade position, do contact the AAPS office for advice.

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Additional hours worked

It is not uncommon for M&P to work above the standard work week of 35 hours a week. Article 10.4 specifically addresses working significant additional hours of work typically due to project or cyclical work. If you are working additional hours you are encouraged to have a conversation with your supervising manager about the additional hours of work, what his/her expectations are, and how the contribution would be recognized if you are expected to work the excess time either periodically or on an ongoing basis. Article 10.4 provides examples on how your contribution can be recognized and 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, if you receive paid leave at Christmas (Article 12.9), note that this benefit provided to you is meant to offset significant amounts of hours of work over and above the usual job requirements that take place in the year. It is one way that your contribution can be recognized as identified in Article 10.4

If you and your manager are unable to reach a reasonable compromise or you wish to discuss the matter further, please do not hesitate to the AAPS office via email or by phone at 2-9025.

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COMMUNITY ANNOUNCEMENTS

UBC Leave for Change Information Session with AAPS Member Amy Phillips

l4c

Are you interested in international development? 
Do you like to travel? 
Are you short on time? 
If so then Leave for Change might be right for you!

You are invited to a presentation and Q&A by two 2011 UBC Leave for Change participants to Bolivia and Nepal. Come find out more about how you can volunteer abroad on your vacation time!

Who? UBC staff interested in the UBC Leave for Change program
What? Presentation followed by Q&A
When? Thursday September 8th, 12:15 PM -1:00 PM
Where? Michael Smith Labs, 2185 East Mall, room 101

Contact: Amy Phillips at aphillips@bccancer.bc.ca or 604-877-6000 x2587.

Application deadline: October 7, 2011

More information: http://www.focusonpeople.ubc.ca/leave-for-change/

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UBC Thrive: Building Positive Mental Health for All

Join UBC Thrive to help build a healthier community for all. Thrive 2011 is a weeklong series of free events running from October 17-21, taking place all over UBC (including Robson Square, Point Grey and UBC Okanagan).

UBC Thrive is a community-driven initiative featuring a week of free events encouraging UBC staff, faculty and students to invest in and reflect on how to build positive mental health.  An initiative from Health Promotion Programs (Human Resources) and Healthy Minds at UBC (the Vice-President, Students Office), UBC Thrive 2011 is about building positive mental health for all. 

How does mental health get supported and developed in UBC workplaces?

Here are some examples:

  • Healthy potlucks and walking groups (food choices and physical activity impact one’s brain functioning)
  • Gratitude walls (expressing gratitude positively impacts one’s mood)
  • QPR Gatekeeper Training - UBC’s suicide prevention training (developing an understanding of warning signs and how to help students, friends, family members and colleagues allows for early intervention and leads earlier diagnosis of mental illness)
  • Educational workshops on health topics (mental health is impacted by physical health)

Health Promotion Programs invites departments/units to highlight health/wellness-related events in order to also help show how we all work to create a healthier UBC. 

Join Thrive or learn more about upcoming events by visiting www.thrive.ubc.ca.  For more information, you can contact Suzanne Jolly, Health Promotion Coordinator, at suzanne.jolly@ubc.ca or 604-822-8792.

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BodyWorks Fitness Centre

Text provided by BodyWorks Fitness Centre

For over 10 years the BodyWorks Fitness Centre has been providing excellent programs and workout facilities for the faculty and staff, with membership as low as $22 per month.  At the heart of BodyWorks culture is a commitment to helping our members achieve their goals through our results orientated Personal Training Programs.

Our programs are tailor made to take you from where you are now to where you want to be within a reasonable time frame.

We take pride in our team of certified trainers who have a wealth of knowledge and natural ability to motivate.

Contact Joseph Hamilton for a free tour and consultation at joe.hamilton@ubc.caand visit us online: www.hkin.educ.ubc.ca/fitness.

Here are just two of our programs that are available:

CommuntiyFIT classes are our version of Bootcamp or Group Personal Training. It’s a fun and an efficient way to get fit during your busy day. They are geared towards conditioning the whole body with a combination of: cardio, resistance training, functional training, and posture and back care. 

There are five course to choose from: 
6:30 AM - 7:15 AM  Mondays, Tuesdays, and Thursdays
12:00 PM - 12:45 PM Mondays, Tuesdays, and Thursdays
12:00 PM - 12:45 PM  Tuesdays, Wednesdays, and Fridays
5:15 PM - 6:00 PM  Mondays, Tuesdays, and Thursdays 
5:15 PM - 6:00 PM Tuesdays, Wednesdays, and Fridays

CFIT Fall Registration has begun and classes begin September 12.

Introduction to Personal Training 3 for $99

Come Visit Us!
6108 Thunderbird Boulevard       Registration Office: 604-822-0207
University of British Columbia      Fitness Centre:  604-827-5059
Osborne Centre, Unit 1                 E-mail: hkin.outreach@ubc.ca

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UBC Welcome Back Staff BBQ

Come say hello to AAPS at the UBC Welcome Back staff BBQ!

Date: Thursday, September 15, 2011
Time: 11:30 AM - 1:30 PM
Location: Flagpole Plaza [map]
Parking: Rose Garden Parkade [map]

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, information booths, and the camaraderie of your fellow UBC staff colleagues.

For more information: http://www.ceremonies.ubc.ca/staffbbq/.

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