Update on new expenditure guidelines for all UBC faculty and staff

If you are a manager of staff whose work is not computer-based, please print this email and display it in a common work area for them to review.

To: Faculty and staff in Vancouver and the Okanagan

Since the announcement of new expenditure guidelines on September 27, we have received a number of comments, questions and concerns. I’d like to thank everyone who took the time to share their feedback with us.

There has been a positive response to the founding principles, as well as the compilation of various policies and practices into one document. However, we have learned that a number of changes to current practice – specific to computer and related purchases, as well as pre-approval for travel – require further thought and consultation.

For both of these areas, we propose to establish a working group with representatives from across the university.

In addition to establishing the working groups, we are developing “Frequently Asked Questions” which will be posted online soon. The guidelines will also be subject to regular review and we look forward to working with faculty and staff representatives to refine them.

You can view the expenditure guidelines at http://universitycounsel.ubc.ca/files/2017/09/Expenditure-Guidelines.pdf.

If you have any questions about these guidelines, please feel free to contact your local Finance Director: http://vpfinance.ubc.ca/about-us/contact/support-by-unit/.

Andrew Simpson,
Vice-President, Finance & Operations

Inviting pledges for the United Way campaign

If you are a manager of staff whose work is not computer-based, please print this email and display it in a common work area for them to review.

To: Faculty and staff in Vancouver and the Okanagan

The UBC Community United Way campaign officially opens next week with a Week of Caring, with many opportunities to participate. 

I personally support the United Way, and I encourage you to consider making a donation. On Tuesday, October 10, you will receive a personalized email from unitedwayeaccess@uwlm.ca inviting you to make a payroll pledge online.

If each member of UBC’s working community were to donate $3 per pay, our campaign would exceed 1 million dollars. This would give hope to more than 100,000 people in all our Lower Mainland and Okanagan communities, benefiting people of all ages.

Learn more about the campaign at your campus, and the different ways you can get involved:

I know we can do this because together, we are possibility.

Thank you for your support of the UBC Community United Way campaign.

Professor Santa J. Ono,
President and Vice-Chancellor

New expenditure guidelines for all UBC faculty and staff

If you are a manager of staff whose work is not computer-based, please print this email and display it in a common work area for them to review.

To: Faculty and staff in Vancouver and the Okanagan

The university has developed new expenditure guidelines to help everyone improve transparency and enhance stewardship of public funds by providing clear, supplemental guidance on what is reasonable and appropriate when faculty and staff spend, or are reimbursed with, UBC funds. These guidelines will be effective October 1, 2017 and can be read at http://universitycounsel.ubc.ca/files/2017/09/Expenditure-Guidelines.pdf.

Beyond guidance for specific cases such as travel, donations, gifts, hospitality and entertainment, computers, mobile devices, or home internet connections, the guidelines ask all faculty and staff to consider these four questions:

  1. Does the expense need to be incurred and is there value for UBC?
  2. Is there an alternative that is less expensive but still appropriate, safe, and convenient?
  3. Would this expense be considered excessive/unreasonable from the general public’s view?
  4. Is it an arm’s length transaction (i.e. no conflict) that conforms to sound business practice?

The guidelines will apply to expenditures and reimbursements made under UBC Policies:

The guidelines also apply to additional operational activities and purchases, including those not covered by the policies.

For more information about expenditures at UBC, please visit http://vpfinance.ubc.ca/policies-guidelines/ or email the Office of the Comptroller at ian.burgess@ubc.ca.

Andrew Simpson
Vice-President, Finance & Operations

Creating a community free from sexual misconduct

If you are a manager of staff whose work is not computer-based, please print this email and display it in a common work area for them to review.

To: Faculty, staff and students in Vancouver and the Okanagan

A large part of the UBC experience centres on it being a welcoming, safe and inclusive environment. As we begin the winter term, we want to ensure you are aware of the Sexual Assault and Other Sexual Misconduct policy, and the progress we are making in its implementation.

If you haven’t already done so, we encourage you to read Policy #131 — Sexual Assault and Other Sexual Misconduct. This policy sets out UBC’s commitments, describes the new Sexual Violence Prevention and Response Office, provides important definitions, and outlines the investigation process that will take place when a complainant chooses to report sexual assault or other sexual misconduct for the purpose of investigation. You can read Policy #131 at http://universitycounsel.ubc.ca/files/2017/04/policy131.pdf

Since the policy came into effect, UBC has appointed Myrna McCallum as the Director of Investigations. Her roles focuses on ensuring that reports of sexual violence from members of the UBC community across all our locations are received and investigated sensitively and consistently, in-keeping with the principles set out in the policy. You can read more about Myrna at http://sexualviolenceresponse.ubc.ca/policy/people/#mccallum

We are also pleased to announce the appointment of Sonya Boyce as Director, Sexual Violence Prevention and Response Office for the Vancouver campus. Sonya will begin this role on October 16, and will have responsibility for establishing the Sexual Violence Prevention and Response Office. You can read more about Sonya at http://sexualviolenceresponse.ubc.ca/policy/people/#boyce. Recruitment is also underway for the Director, Sexual Violence Prevention and Response Office for the Okanagan campus. Further announcements will be made once the selection has been made.

Interim resources and support are available on each campus while these offices are established:

The creation of Policy #131 signals UBC’s unwavering commitment to addressing sexual assault and other sexual misconduct. In addition, UBC is carrying out the annual student-focused ‘Consent Campaign’ as well as expanding our education for faculty and staff on ‘Responding to Disclosures of Sexual Assault’.

We encourage you to take a part in this ongoing dialogue. Whether you are a student, faculty member or staff, we hope you will join us in continuing to ensure that our university is a supportive community, free from sexual misconduct.

Louise Cowin
Vice-President, Students

Lisa Castle
Vice-President, Human Resources

Hubert Lai, Q.C.
University Counsel

Message from Professor Ono – celebrating the start of the academic year

If you are a manager of staff whose work is not computer-based, please print this email and display it in a common work area for them to review.

To: Faculty and staff in Vancouver and the Okanagan

Welcome back for the start of the 2017/18 academic year. I hope you all had a chance to enjoy the summer.

Today, UBC is welcoming thousands of new and returning students to our campuses, learning and research sites. As we embrace the energy and excitement that comes with this, I would like to take an opportunity to reflect on UBC’s recent developments — as well as look ahead to the future.

I have posted a letter to the UBC community which includes:

  • Welcoming our students, new faculty and staff
  • An update on UBC’s Strategic Plan process
  • Updates on UBC’s global connections, research and innovation
  • Our commitment to UBC being a safe and inclusive community
  • Campus construction and sustainability updates
  • Celebrating our alumni

You can read the letter at http://president.ubc.ca/letter-to-the-community/2017/09/05/looking-ahead-to-2017-18/

Whatever role you play at UBC, I would like to thank you for your continued dedication. I look forward to working with you in the coming year.

Professor Santa J. Ono,
President and Vice-Chancellor

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