On the Radar Volume 8 Number 4

September 24, 2012

“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. Submissions should be sent to aaps.pd@ubc.ca

 

In This Issue

AAPS Announcements

AAPS Professional Development

Featured Articles

Community Announcements

 



AAPS Announcements
 



Call for Nominations to the AAPS Board

Elections to the AAPS Board are held each year.  Please note that at the last AGM, the membership approved changes to the By-Laws effectively lengthening and staggering the terms (see below).  The election will be held online in the weeks leading up to our Annual General Meeting on Wednesday October 31st in the Ponderosa Centre, Arbutus Room at 12:00 pm

Except for three 1-year term Member-at-Large positions, the Board is now elected to a 2-year term by the members of the Association to set the policy and oversee the operation of the Association.  In recent years with the hiring of professional staff in the AAPS office, Board members have been relieved of most of the administrative functions that previously required much of their time.  This has enabled the Board to address policy and oversight issues without requiring an enormous time investment.  The elected positions on the Board for this year are as follows:

  • President (2-year term)
  • 1st Vice-President (2-year term)
  • 2nd Vice-President (1-year term, this year only*)
  • Treasurer (1-year term, this year only*)
  • Secretary (2-year term)
  • One Member-at-Large (2-year term)
  • Five Members-at-Large (1-year terms*)

We strongly encourage all members to consider running for the Board if they have the time and interest in doing so.  The time commitment is generally two business meetings of approximately two hours in length every month.  We usually hold a one-day retreat in February.  Typically Board members also participate as representatives on University committees and may also undertake AAPS Board sub-committee work on particular issues as time and interest permit.  To learn more about AAPS, we encourage members to review our website: www.aaps.ubc.ca.
 
If you would like more information about the Board and Board positions, we invite you to connect with any of the current Board members listed on our website: http://www.aaps.ubc.ca/who/about-aaps/aaps-executive

AAPS will also be hosting an information luncheon “meet and greet” with current Board members on Thursday, September 27, 2012 at the AAPS office from 12:00 pm to 1:00 pm.  This is a great opportunity to learn more about the AAPS Board and what serving on the Board entails.  As this is a catered lunch, kindly RSVP by September 25, 2012 by email to aaps.office@ubc.ca.

This year, the nominations will close at noon on Wednesday October 10, 2012.  If you wish to be considered as a candidate for the AAPS Board:

  1. Submit your nomination by forwarding to the Nominations Committee Chair the following:
  • Name
  • Contact info (email and phone number)
  • AAPS Board position interested in
  • Term length (if applicable)
  • Candidate Statement
  • Photo for AAPS website (optional)
  1. Ask an AAPS colleague to second your nomination by sending an email to the Nominations Committee Chair.

For further information on the election process, please contact:

Nadia Rad
Nominations Committee Chair
T: 604 822-5114
E: nadia.rad@ors.ubc.ca


* In 2013, the 2nd VP, the Treasurer & 2 Member at Large positions will convert to 2-year terms.  For more information on changes to Board terms, please click here to access the By-Laws and scroll down to page three to read Article IV 3.  

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Annual General Meeting: Save the Date

Our Annual General Meeting is scheduled for Wednesday October 31, 2012 from 12:00 pm to 2:00 pm in the Ponderosa Centre’s Arbutus Room. This year we will again be webcasting the event for members who are not able to attend the meeting in person at the Point Grey Campus. At this meeting, your new Executive Board will be announced and the Audited Financial Statement as at June 30, 2012 will be reviewed.

Full details of this event will be sent by email with the formal notice in the second week of October.

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Bargaining Update

The current collective agreement with the University expired on June 30. Bargaining for a new agreement began in June with both parties exchanging proposals. As outlined in a prior bargaining update, our non-monetary proposals focused on professional development, assistance for terminated employees, and ensuring a transparent, accountable system of performance management prior to termination. While there are areas of disagreement, the dialogue thus far in bargaining has been productive and collegial. We have made progress in a number of substantive areas but much work remains to be done.

After a series of bargaining sessions in June and July, there was a hiatus in August and the parties will resume bargaining in late September. Once all of the non-monetary proposals are addressed, each side will table and discuss monetary proposals in regard to compensation. Please note that the terms and conditions of the agreement remain in force until a new deal is struck. Any monetary increases would be retroactive to July 1, 2012. When we have reached an agreement, we will be holding a series of information sessions to provide details on the deal and answer any questions you have about the process. Once the information sessions have been held, there will be a vote on ratification open to all members.

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PD Fund Update

On July 1, Human Resources released the 2nd quarter (25%) of the annual M&P Professional Development Fund budget to reimburse staff PD activities starting within the Period 2, July 1 – Sept. 30 time frame.

As of today the fund for this quarter has been depleted, and the submission window closed well in advance of the Sept. 30 application deadline date.

M&P staff are advised that some applications will not be successful this period. Applications that do not make the Period 2 funding cut off will be returned to the applicant and will not be eligible for resubmission. In such cases, staff should speak with their manager regarding possible options for PD funding at the departmental level.

As the current allocation of funding is exhausted, the M&P PD Fund will remain closed until Oct. 1, the start of Period 3. At that time UBC HR will begin accepting applications for PD activities that start* within the Period 3, Oct .1 – Dec. 31 time frame.

M&P tuition fee waivers and all other professional development funding programs are not affected by this situation.

*PD Activity start date refers to the start (i.e. first day) of a course, conference, workshop, membership start/ renewal date, subscription start/ renewal date. In the case of a PD activity without a defined start date (such as book purchase or self-paced online course enrollment), it refers to the purchase (receipt) date.

The PD Fund Program is administered by Organization Development and Learning (ODL), part of Central HR and not by AAPS. For more information please contact Susanna Mulligan at susanna.mulligan@ubc.ca, 604.822.9273 or visit the M&P Professional Development Fund page.

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AAPS on Campus

On September 12, 2012 AAPS was at the UBC Welcome Back BBQ on the Point Grey campus. AAPS Board Members and Staff were on hand to meet and answer member queries. 

AAPS also hosted a table at the University-Wide Orientation that took place on August 29, 2012 at the Ponderosa Building. This was a chance for new M&P to meet those who represent and support them at UBC. New M&P staff were also encouraged to visit the AAPS website for information for new members.

Point Grey was not the only campus where AAPS was to be found. AAPS had a table at the UBC Okanagan campus for the New Faculty and Staff Orientation Event that took place on August 30, 2012.

If there is an event that you think AAPS should attend, do not hesitate to contact the office. New and current members can always connect with AAPS by contacting the office located at:

Tef III Building
208-6190 Agronomy Road
Vancouver BC
V6T 1Z3

Or by phone at 604.822.9025 or email aaps.office@ubc.ca.

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Advocacy 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 which are brought forward raise AAPS' awareness of what is happening on the University's campuses, and ensure the Agreement on Conditions and Terms of Employment (ACTE) is being appropriately applied.

The following report provides a year-to-date snapshot of the work that the Advocacy Committee and Member Services Officers are engaged in.

· Queries typically comprise of information sharing or education such as what is found on the Advocacy FAQs on the AAPS website.

· Advocacy Issues statistics represent work that requires support, action, and follow-up by a Committee Representative or a Member Services Officer.

· The Terminations Without Cause statistics represent the number of letters issued and received by the AAPS office, in accordance with Article 9 of the Agreement.

For the period: July 1, 2011 to June 30, 2012:

Advocacy Related Queries YTD: 337

Advocacy Issues:

Advocacy

Issue

Description

YTD
Issues Handled

YTD
Issues
Resolved

YTD
Issues
Remaining

Hours of Work

Time of day / Day of week

4

3

1

Discipline

 

1

1

 

Investigations

Warning / Suspension

3

3

 

Terminations Cause

Gross Misconduct / Theft / Assault / Other

3

2

1

Terminations Without Cause

Unsuitability / Position Elimination / Reorganization / Budget cuts

52

47

5

Terminations Probation

Suitability / Fit

1

 

1

Resignation

Voluntary termination

2

2

 

Term Appointments

Date Moved / Notice / Pay

6

5

1

Classification & Reclassification

Job family / Grade

5

4

1

Pay

Appropriateness

5

3

2

Workload Overtime

Pay

1

 

1

Bargaining Unit

AAPS / CUPE / Faculty

1

1

 

Harassment

Personal / Bullying / Sexual / Gender

5

2

3

Health & Safety

Workplace Safety

1

 

1

Reorganization

Department or UBC Changes

3

2

1

Sick Leave

Pay / Duration / Qualifying for

9

4

5

Vacation

Accrual / Entitlement

1

 

1

Benefits

Coverage

2

2

 

Maternity/Parental Leave

Leave/SEB

4

4

 

Leaves of Absence

Unpaid leave

3

2

1

Return to Work

Accommodation

5

 

5

Performance Review

Probation / Ongoing

11

9

2

Appointments

Search / Selection / Offer Letters

18

12

6

Secondment / Temporary Promotion

Other positions

2

2

 

Other General Interpretations

 

24

12

12

TOTAL

 

172

122

50

 

Terminations Without Cause:

Terminations Without Cause
YTD

Reasons

  • July: 12
  • August: 11
  • September: 8
  • October: 9
  • November: 9
  • December: 5
  • January: 8
  • February: 17
  • March: 9
  • April: 9
  • May: 10
  • June: 10

Total: 117

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

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AAPS Professional Development
 


AAPS provides several Professional Development (PD) opportunities to its members across the province throughout the year.

We offer a variety of topics which fall generally into the categories of: Professional Skills, Personal Development and General Interest. Formats range from intensive small group seminars to large audience presentations depending upon the content.

Do you have an idea for a PD event? You can submit a proposal to us.

Are you new to our PD events? You can check out the PD Frequently Asked Questions (FAQ).

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Past Events

 

Practical Project Management

Back due to popular demand this full day workshop was presented by the Berrant Group on Friday July 6, 2012 at the Point Grey Campus and was attended by over 90 members. As there is still a large interest among the membership, there will be a reoffering of the session in October at the Point Grey campus. Keep an eye out for the AAPS PD announcement that will be emailed out.

 

 

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I Can Fix That!

“I Can Fix That!” was presented by Elaine Allison on Monday, August 13, 2012 at the Diamond Health Care Centre for members at VGH and the surrounding area. Elaine's workshop provided participants with simple and time proven techniques that would enable them to approach and solve daily problems at home and at work. Twenty-eight members attended the event. Members’ feedback identified a great presentation style and found the use of real life examples great for future application.

 

 

 

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

Marlene Delanghe presented this half day workshop at the Okanagan campus on September 13, 2012. Participants gained tools and resources to be able to:

  • Understand how careers really develop and gain a new understanding for how to approach a career no matter what career stage one might be in.
  • Identify strengths, values, transferable skills and interests through informal activities and create some initial career profiling to clarify career fit.
  • Learn what practical and doable steps can be taken to discover new opportunities and connect one to career alternatives.
  • Develop a 20 second verbal resume – important for networking conversations!
  • Initiate a conversation with one’s supervisor regarding one’s career future.
  • Create a road map for one’s career future.

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Sometimes You're the Windshield, Sometimes You're the Bug - How to Get Control of Your Life

This keynote was presented by Rhonda Scharf on September 20, 2012 at the Point Grey campus and attended by 100 members.

Sometimes life gets the better of us, and we ask "Whose life is it anyway?" When you stop living for yourself, and live only for everyone else, something is missing! In this humorous keynote, Rhonda shared that not only do we all experience this feeling – it's OK to be frustrated!

Participants learned how to stay away from contagious negativity, to look at life through a positive focus and to stop blaming (whether it is the economy, government, organization or just bad luck!)

Take control of your own life was the message – and through realistic, easy and fun approaches to change, Rhonda left everyone laughing about life, instead of crying – but most importantly, with the knowledge on how to get back the life they want to have!

This keynote was also videotaped and will shortly be available for viewing on the PD Registration site under past events. Members can also sign up for Rhonda's newsletter by emailing rhonda@on-the-right-track.com.

Rhonda is a Professional Speaker, Trainer and Author. She has spoken to tens of thousands of people in 10 different countries. Rhonda has served as the 2004 Canadian Association of Professional Speakers (CAPS) National President, has served on the Board of the International Federation of Professional Speakers and is named in the 2012 edition of “Who’s Who in Professional Speakers” (where she has been listed since 1998).

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Upcoming Events

 

Process Mapping

Ian Barry and Grant Penner of the Berrant Group will be facilitating a full day workshop on Process Mapping at the Point Grey campus on September 25, 2012.

Change occurs daily in our work lives and often that change is not reflected in our daily operating processes. Continually improving our work processes allows the organization to function at its peak, and allows everyone to spend less time fighting fires and more time preventing them. This workshop looks at work from a process perspective and will help you define, plan and implement improvements and optimize your daily management activities.

Due to the positive response for registration and the growing wait list, AAPS is investigating re-offering this event in the spring of 2013.

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I Like Me! Building Self-Esteem in Our Children

On October 18, 2012, Kathy Lynn will be presenting this workshop on developing self-esteem in our children.

Child self-esteem is a topic of growing importance in our society as we see our young people struggling to develop a positive self-image. There are definite steps parents can take to help children develop a healthy attitude toward themselves and their capabilities.

We love our children but love is not enough. This presentation deals with the difficult and abstract concept of self-esteem and offers a blueprint for success.

Kathy Lynn has developed and conducted thousands of education sessions for parents and professionals. Her academic credentials include a diploma in community service, a Bachelor of Arts degree with a focus on applied social sciences and training in the field of parenting education through a family service agency.

Kathy is a best-selling author, a columnist in Today’s Parent magazine and has hosted open-line radio and television programs for parents.

To register, please go http://www.aaps.ubc.ca/pd/reg/.

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Featured Articles
 


 

Understanding Your Agreement

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

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

 

Article 6

UBC is committed to providing its staff with performance reviews and regular feedback. Performance development reviews provide an excellent opportunity to discuss past performance and to set goals, including development needs, for the upcoming year. Article 6 of the AAPS Agreement 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.

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Changes to OAS Pensions and GIS Programs

By Margaret Leathley

Recently I came across this article regarding changes to Old Age Security (OAS) pensions and Guaranteed Income Supplement (GIS) programs in my role as a SPP Administrator that I thought may be of benefit to share with our members.

This article was produced with permission by Vincent Yu, Investment Advisor at Macquarie Private Wealth. The content of this article was prepared under contract by Hirasawa & Associates for Macquire Private Wealth. The opinions contained herein are those of the author as of the date hereof and are subject to change without notice and may not reflect those of Macquarie Private Wealth Inc. (“MPW”) or AAPS.

ARE YOU 54 YEARS OF AGE OR YOUNGER?

According to Statistics Canada, in 1971 there were 15 senior citizens for every 100 working-age persons. By 2056, there will be 50 seniors for every 100 workers. As the costs to support the elderly rise, it may not be surprising that the government is taking steps to change its retirement social programs.

The recent federal budget proposes to increase the age of eligibility for the Old Age Security (OAS) pension and Guaranteed Income Supplement (GIS) programs from 65 years of age to 67 for individuals born after March 31, 1958. This means that if you are 54 years of age or younger today, your government retirement benefits will be changing. For those born between March 31, 1958 and January 31, 1962, the eligibility age will be phased in, staggered between 65 and 67 years of age. If you were born on or before March 31, 1958, the OAS and GIS programs will remain the same.

Starting July 1, 2013, the government will also allow for voluntary deferral of the OAS pension for five years, indicating that the annual pension will be increased by 7.2 percent for each full year that it is deferred.

Alongside these changes, the survivor allowance age of eligibility will also change, from 60 to 62 years of age, depending on birth date.

But what does this really mean? Those who haven't reached retirement age probably haven't given thought to the impact of changes to these programs.

In today's terms, the maximum annual OAS pension is $6,481 for a single person. If net income before adjustments is greater than $69,562, 15 percent of the excess over this amount must be repaid. This means that for a retiree with a net income of $112,769 the entire OAS pension must be repaid. (These figures are current at the time of writing; benefit amounts are adjusted quarterly based on the CPI.)

GIS benefits are available for low-income seniors. A single person with total income of less than $16,368 or a couple, both OAS pensioners, with a combined income of less than $21,648 would be eligible. The maximum annual GIS payment for a single person is $8,788.

For higher-income earners, a two year deferral of benefits may have minimal impact on retirement decisions. This may not be the case for many low income-earners. And this may just be the beginning of other changes to come.

For more information on these changes, visit: servicecanada.gc.ca/retirement or contact the UBC Pension office.

Margaret Leathley has been serving as a Member-at-Large since October 2010 and currently sits on the joint Disability Benefit Plan Committee. Margaret has been with UBC since 1987 and is currently part of Human Resources on the UBC Staff Pension team as the Staff Pension Plan (SPP) Administrator.

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Community Announcements
 


 

Networking Opportunities

Attending AAPS Professional Development events, general meetings, or joining the AAPS LinkedIn group are great ways for AAPS members to network. Other great networking opportunities can also be found here: http://www.hr.ubc.ca/faculty-staff-resources/peer-networking/.

 

 

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Save the Date for UBC Thrive Week

Save the date for UBC Thrive week, which runs from November 5th to the 9th. Stay tuned for more information on how your UBC Vancouver or UBC Okanagan group, club, faculty, department, or unit can host or participate in Thrive Events.

What is Thrive?

Thrive is a campus-wide initiative designed to promote building positive mental health for all students, faculty and staff. This year, the goal is to increase awareness of the importance of mental health and promote skill development, as well as highlight role models and resources.

Why Thrive?

Thrive builds understanding, critical thinking and dialogue about mental health, and highlights UBC’s visions, strategies and accomplishments in the promotion of mental wellbeing. Your group can contribute to this dialogue, support positive mental health at UBC and be recognized as a role model.

To learn more, be sure to check out the Thrive Website.

Here’s to thriving at UBC!

UBC Thrive is a collaborative program from UBC Human Resources and Healthy Minds at UBC (an initiative of the Vice-President, Students Office).

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2013 Leave for Change

Interested in volunteering abroad in your professional field? Applications are now open for the 2013 Leave for Change volunteer program, an exciting opportunity to turn your vacation into an international volunteer experience. Each year UBC sends up to six staff on Leave for Change - next year it could be you!

The Quick Scoop:

  • What – an opportunity to volunteer in a developing country and share your knowledge/skills with others in an international setting. UBC is one of only 23 employers in Canada offering Leave for Change.
  • Who – you must be regular full-time or part-time UBC staff and have successfully completed your probationary period.
  • Where – volunteer in one of 12 countries in Africa, Latin America, and Asia. Where you go depends on your skills, experience, and interests, as well as Leave for Change priority areas.
  • When – placements are 3 - 4 weeks long, and typically happen between February and May. The exact dates depend on your availability and the needs of the organization you’ll work with overseas.
  • How much – all you need to contribute is your vacation time. The cost of participating (transportation, accommodation, vaccinations, etc.) is covered.

Together with international volunteer agency Uniterra, UBC works to provide successful applicants with a once-in-a-lifetime experience. Volunteer positions are diverse and range from technology training to youth leadership. Placements are offered in Botswana, Burkina Faso, Ghana, Guatemala, Malawi, Nepal, Senegal, Vietnam and more.

Eligible employees must be a regular part-time (at least 50%) or full-time staff employee of UBC who has successfully completed their probationary period. Visit our website to learn about eligibility and application process, program deadlines, and important information for applicants, as well as checking out the online diaries of past Leave for Change participants. The deadline for applications is Oct. 5, 2012.

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