External review of Campus Security

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As part of UBC’s commitment to address systemic bias and build a more inclusive university, we are embarking on an independent external review of Campus Security.

The review is being conducted by Rubin Thomlinson LLP. It is focused on procedures and policies that govern the operations of Campus Security on both campuses, including how our security officers respond to incidents on campus.

This is one of several steps that we are taking across the university, and in the Vice-President, Finance & Operations portfolio, to advance our commitments to inclusion as expressed in the university’s strategic plan and the inclusion action plan.

We are committed to providing a safe, respectful, inclusive, and welcoming environment for all our community members. This review provides a valuable opportunity to listen and learn what more we can do — particularly when it comes to ensuring the safety of historically, persistently, or systemically marginalized students, faculty, and staff.

As part of the review, we want to hear from students, faculty and staff. You are encouraged to complete an online survey related to your awareness, perception of, and experiences with policies and procedures related to discrimination generally, and with respect to security services and resources.

You can access the survey at https://ubc.ca1.qualtrics.com/jfe/form/SV_7U6VybTfxlcqsmx.

All responses will be confidential. The deadline for comments isNovember 22, 2020.

Your perspectives are critical to providing the review team with the necessary insights to inform their recommendations. In addition to the survey, the review team is meeting with Campus Security staff, as well as other university stakeholders, including students, faculty, and staff from both campuses.

Please participate. Everyone’s input is valuable in improving and evolving the provision of safety and inclusion through security services and associated policies and procedures at UBC.

Peter Smailes
Vice-President, Finance & Operations


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COVID-19: Update on Public Health Orders

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Over this past weekend, Dr Bonnie Henry issued new Public Health Orders for the Vancouver Coastal Health Region and the Fraser Health Region — which impact our Vancouver campus and learning sites within these health authorities. The orders are in place from November 7 to November 23, 2020.

You can read more at https://www2.gov.bc.ca/gov/content/safety/emergency-preparedness-response-recovery/covid-19-provincial-support/lower-mainland

What does this mean for faculty and staff?

While many faculty and staff continue to work remotely, some members of our community are working on campus. The updated Public Health Orders reinforce the requirement for all faculty and staff to self-assess daily for symptoms of COVID-19, before arriving at their workplace. Please use the BC self-assessment tool at https://bc.thrive.health/. Anyone experiencing symptoms should follow the guidance provided in the self-assessment tool.

The Public Health Orders have also clarified the need for all UBC COVID-19 Safety Plans to be reviewed, to ensure they clearly reflect the need for daily self-assessment, as well as making sure adequate measures are in place to ensure safety within small office spaces, break rooms and kitchens.

What does it mean for students?

Students taking part in face-to-face classes, and living in residence, are required to complete a daily self-assessment for symptoms of COVID-19. Students are advised to use the BC self-assessment tool at https://bc.thrive.health/. Anyone experiencing symptoms should follow the guidance provided in the self-assessment tool.

Maintaining physical distancing and wearing non-medical masks

The updated Public Health Orders have further reinforced the need for all members of our community to maintain physical distance and wear non-medical masks (where appropriate). As a reminder, UBC students, faculty, staff and visitors are required to wear non-medical masks, when indoors in common areas on our campuses. The requirement for the use of non-medical masks applies to shared indoor spaces within UBC buildings, such as hallways, stairways, building entryways, washrooms and study spaces, classrooms, common areas in residences and other high-traffic areas.

The measures outlined above are already part of UBC’s COVID- 19 Campus Rules. All UBC students, faculty, staff and visitors are required to adhere to these rules when visiting our campuses. Additional FAQs related to COVID-19, and UBC’s response, can be found at https://covid19.ubc.ca/.

Thank you to all our students, faculty and staff as we navigate this complex situation. Your patience and flexibility, as we work through these changes, are appreciated.

Peter Smailes
Vice-President, Finance & Operations

Rae Ann Aldridge
Executive Director, Safety & Risk Services


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Your invitation to the Chancellor’s installation

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In July, the Honourable Steven Point (xwĕ lī qwĕl tĕl) became UBC’s 19th Chancellor. I would like to invite you to formally welcome Chancellor Point to the university community by joining the virtual Chancellor installation ceremony on November 25 at 10:00am.

This virtual event will include elements of the in-person ceremony that are part of the installation tradition. This includes greetings from both campuses, welcomes and greetings from the Musqueam Band and Okanagan Nation Alliance, greetings from federal and provincial representatives, an installation citation, oath and gowning, as well as an address by Chancellor Point.

Following the installation ceremony, Chancellor Point will preside over UBC Vancouver’s fall graduation ceremony at 2:30pm, which you are also invited to attend.

Chancellor Point is a member of the Skowkale First Nation. He is a double alumnus of UBC with a Bachelor of Laws degree and honorary Doctor of Laws degree, and was the 28th Lieutenant Governor of British Columbia.

UBC’s Chancellor is the titular head of the university, presiding over all major ceremonies, including graduation. The Chancellor confers university degrees and acts as chair of Convocation.

For details about the installation ceremony, including how to join, please visit: https://virtualgraduation.ubc.ca/chancellor

I hope you will be able to join us at this event and welcome Chancellor Point to this important role.

Santa J. Ono
President and Vice-Chancellor


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Workday is now live

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We are pleased to announce that Workday is now live, replacing systems that were 25 years old or more. This major milestone represents a big step forward in supporting our learning, research and working environments at UBC. Now live, Workday will help to modernize and simplify our HR and Finance processes for many years to come.

Getting started in Workday

To access Workday, click on the link from the homepage of the Integrated Renewal Program (IRP) website at https://irp.ubc.ca/.

If you’re not sure where to begin, we recommend that you review the go-live resources accessible from the homepage of the IRP website. They contain all the information you need to successfully navigate Workday in your first week, including checklists for activities you should complete and answers to common go-live questions.

Accessing support

We know there are going to be questions and issues and ask for your patience and cooperation as we work through them together. The Integrated Service Centre (ISC) is now available to support you with Workday.

You can access support in a variety of ways, including:

  • Using the online, searchable knowledge base of ‘how to’ articles
  • Submitting a ticket and tracking your request online
  • Calling an ISC representative to receive direct support
  • Connecting with your local transition network lead to receive department / unit specific support

The ISC will also provide additional support information, including known issues and resolutions, planned outages and Workday updates. For more information, visit https://isc.ubc.ca/.

To access Workday support, visit the UBC Self-Service Portal at https://ubc.service-now.com/selfservice.

A big thank you to everyone

We would like to take a moment to recognize where we are today and how far we’ve come. We’d also like to say thank you to everyone who has helped make this launch possible. This includes the project teams, those in HR and Finance, and everyone across all Faculties, departments and units who have been involved in supporting the program — it has been a truly fantastic team effort.

Of course, this is just the beginning. There is plenty of hard work to come as we start to use the new system and iron out any wrinkles. We look forward to seeing how Workday will support you as we transition to new ways of working at UBC.

On behalf of the entire team, thanks again for all your support.

Marcia Buchholz
Vice-President, Human Resources

Peter Smailes
Vice-President, Finance and Operations

Andrew Szeri
Provost and Vice-President, Academic, UBC Vancouver

Lesley Cormack
Deputy Vice-Chancellor and Principal, UBC Okanagan


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Canada Research Continuity Emergency Fund Stage 4 funding launched

The Canada Research Continuity Emergency Fund (CRCEF) is extending its wage support for research personnel and trainees whose salaries were adversely affected by COVID-19 and who were paid in part or in whole by non-governmental sources.

The new Stage 4 of CRCEF increases the maximum duration of wage support for eligible research personnel from 12 weeks to 24 weeks. The eligibility period for wage support remains the same as in Stages 1 and 2: March 15, 2020 to August 29, 2020.

By November 10, faculty members who submitted a funding request in stages 1 and 2 will be contacted by the UBC CRCEF support team or their affiliated institution to confirm extended funding requests for eligible salaries in Stage 4. More details about eligibility and submitting new funding requests for personnel and trainees not claimed in stages 1 and 2 can be found at https://research.ubc.ca/crcef4.

Applications for CRCEF Stage 3 for research maintenance and ramp-up costs can continue to be made until November 30 at https://research.ubc.ca/crcef3.

The Canada Research Continuity Emergency Fund is a tri-agency program and part of the Government of Canada’s COVID-19 Economic Response Plan. More information about CRCEF can be found at https://www.sshrc-crsh.gc.ca/funding-financement/crcef-fucrc/index-eng.aspx.

We are grateful to the federal government for this support for research personnel and trainees at Canadian universities and affiliated health research institutions.

Gail Murphy
Vice-President, Research & Innovation


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One week to go until the launch of Workday

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We’re just one week away from going live with Workday. The Integrated Renewal Program (IRP) team is now working on the final steps of our transition as we all prepare for the launch on Monday, November 2.

This is an important milestone for UBC that will help simplify how we work together, not just in HR and Finance, but across faculty and staff too. It will also provide the foundation for UBC to implement Workday for students.

Accessing Workday

To access Workday on November 2, you will need to visit the IRP website at https://irp.ubc.ca and click on the Workday link that will be published on the homepage. The link to Workday will be available as soon as the system is live.

What you can do to prepare

To set yourself up for success, please ensure that you have completed the training relevant to your role by visiting https://irp.ubc.ca/training.

Also, visit the IRP website for helpful go-live resources, including day one and week one checklists, and instructions such as how to login and set up the mobile app.

Available support

We recognize that it will take time for everyone to get used to the new system and ways of working. While we don’t expect everything to be perfect from day one, the new Integrated Service Centre (ISC) will be available to support you from next week. The ISC team will:

  • Provide day-to-day support with Workday and help to answer questions
  • Assist with Workday issues, such as access, errors, and functionality
  • Connect you with other teams around the university for support as needed

From November 2, you will be able to get help from the ISC in a variety of ways, including searching an online knowledge base, submitting a ticket, connecting with your local transition network lead, and calling an ISC representative for urgent issues.

The launch of a new system like this can be stressful and we recognize that these are extraordinary times. So please be kind and respectful to one another during this transition and know that everyone is doing their absolute best to make this launch as successful as possible. With the right support, practice, and kindness, we’ll all get there together.

Thank you for your ongoing support and commitment to making this a success.

Marcia Buchholz
Vice-President, Human Resources

Peter Smailes
Vice-President, Finance and Operations

Andrew Szeri
Provost and Vice-President, Academic, UBC Vancouver

Lesley Cormack
Deputy Vice-Chancellor and Principal, UBC Okanagan


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Important changes to payroll effective November 2020

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Beginning next month, you may notice some changes to your net pay as a result of our transition to Workday.

For the most part, these changes are minor, and reflect the fact that Workday allows us to calculate tax rates and benefit premiums more accurately, and make deductions in a more timely manner. As a result, while your salary/hourly pay rate, your benefits coverage and the total amount of income tax you pay will not change, the amount you are paid each payday may be different.

In addition, if you are paid hourly, your paydays will change from the 8th and the 23rd of each month to the 15th and last day of each month. This new payment schedule will align with those who are paid on salary.

These changes will take effect from November 1, 2020 and will be reflected on the November 13 pay day (as the 15th falls on a weekend).

Here’s a summary of the changes for faculty and staff:

  • If you are enrolled in group benefits, you will have your employee-paid premiums split in half and deducted twice per month instead of once per month.
  • If you are paid on salary and enrolled in basic life insurance, you will see your basic life premiums calculated based on coverage amount instead of salary.
  • If you have more than one position at the university, the amount you are paid each payday may change due to more accurate income tax calculations and payroll deductions. You will also receive one pay deposit per payday instead of multiple pay deposits.
  • If you are in a low tax bracket, the amount you are paid each payday may change due to more accurate income tax calculations and payroll deductions.

For full details about these changes, please visit the Workday Updates for Staff and Faculty page on the HR website https://hr.ubc.ca/working-ubc/workday-updates-staff-and-faculty.

If you have any questions about these changes, please contact your respective HR Advisor/Associate:

Marcia Buchholz
Vice-President, Human Resources

Peter Smailes
Vice-President, Finance and Operations


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Federal funding support for research maintenance and ramp-up costs incurred due to COVID-19

I am pleased to announce an open call for applications for Stage 3 funding from the federal Canada Research Continuity Emergency Fund (CRCEF). CRCEF is a tri-agency program that is part of the Government of Canada’s COVID-19 Economic Response Plan.

Stage 3 CRCEF funding supports direct costs of research that have been incurred to:

  1. maintain essential research-related commitments during the COVID-19 pandemic; and/or
  2. ramp-up to full research activities as physical distancing measures are eased and research activities can resume.

Applications for Stage 3 CRCEF funding can be submitted by faculty members who hold research accounts for impacted projects at UBC and affiliated health research institutions. Applications can be made by visiting https://research.ubc.ca/CRCEF/Stage3 and must be submitted by October 30, 2020.

Direct costs of research must be extraordinary and incremental to those already covered by existing sources of funds and must be incurred between March 15 and November 15, 2020. Funding will support costs incurred for research projects funded by all sources, including government, non-government and internal funding, and reimbursement will be to a maximum of 75 per cent.

Details about UBC’s application and evaluation processes and commitment to CRCEF Equity, Diversity and Inclusion principles, as well as FAQs and examples of eligible maintenance and ramp-up costs can be found at https://research.ubc.ca/CRCEF/Stage3.

Additional information about the CRCEF program can be found athttps://www.sshrc-crsh.gc.ca/funding-financement/crcef-fucrc/index-eng.aspx.

Gail Murphy
Vice-President, Research & Innovation


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Inviting pledges for the United Way campaign

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As many of you know, each year I personally get involved in supporting the United Way. With the heavy impact of COVID-19 being felt throughout our vulnerable communities, I recognize that this year our support is needed more than ever. That’s why I’m pleased to announce that the UBC United Way campaign officially launches on October 5 in Vancouver and the Okanagan.

The United Way has been working to respond to the needs of our vulnerable communities hit hard by COVID-19. While we’ve seen unprecedented acts of kindness, there’s still more that we can all do to support this important cause.

My goal is to inspire 1,000 people to become United Way donors. Every donation helps those in need and I strongly encourage everyone to become a donor for this important cause. Next Monday, you will receive an email from pledge@unitedway.ubc.ca inviting you to make a payroll pledge online.

Together we can make a difference by supporting the United Way. To learn more about the UBC United Way campaign, and the different ways you can get involved, visit:

Thank you for supporting the United Way.

Santa J. Ono
President and Vice-Chancellor


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Protecting UBC’s information security: precautionary phishing measures

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As a public institution with a significant research focus, UBC has seen an increase in cyberattacks. As you know, we are also about to implement a new enterprise system, Workday, which is likely to generate targeted phishing campaigns with the aim of tricking unsuspecting faculty and staff into providing their credentials.

“Phishing” refers to an attempt by a third party to solicit confidential information from an individual, group, or organization by mimicking or spoofing a specific, usually well-known brand, usually for financial gain.

UBC is constantly being phished, with many criminals using tools to further target faculty, staff, and student employees who have already responded to a phish. Most common to UBC are email messages sent with a deceptive link in the message that may appear to have one destination, but actually leads to another. While we attempt to screen email at the source, far too many emails prevail in tricking our faculty, staff, and student employees to click or give up their UBC credentials, posing ongoing risks for the university.

On Monday, many of you noticed a warning tag on external email messages received from non-UBC sources. The tag is a reminder to verify the authenticity of the email before clicking on links, opening any attachments, or responding to the message. Many of you have shared feedback on the external email warning tag, and these have been shared with the Cybersecurity team to consider and improve.

We should also note that in the last 24 hours, there were more than 53,000 phishing attempts blocked. In the last month, there were 1.7 million phishing attempts blocked.

In the lead‐up to Workday, it is more important than ever that the UBC community is prepared and diligent when it comes to potential phishing attacks. To combat phishing, a number of activities are being undertaken to mitigate the risks, including:

  • Self-phishing campaigns: Self-phishing is an educational technique in which fake phishing messages are sent by the institution as a training exercise to help faculty and staff prepare for an actual attack;
  • Implementing mandatory multi-factor authentication (MFA);
  • Training and phishing information sessions during Cybersecurity Month (October).

Please note that given the urgency and immediacy of phishing attacks ahead of the Workday launch, a UBC-wide self-phishing campaign will be deployed during two weeks in October. This will help prepare and educate you on how to quickly spot some of the most common types of phishing and avoid falling victim to their attacks.

We know our community is already experiencing a great deal of change as we adapt to recent events. Anti-phishing measures are important for us to understand our part in being responsible for protecting UBC’s information. For more information on how to report phishing emails, please visit UBC’s Privacy Matters website.

Thank you for your attention to this important matter.

Andrew Szeri
Provost and Vice-President, Academic, UBC Vancouver
Chair, Privacy and Information Security Management (PrISM) Executive Leadership

Jennifer Burns
Associate Vice-President, Information Technology and Chief Information Officer

Rob Einarson
Associate Vice-President, Finance & Operations, UBC Okanagan


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