Administrative matters (2014)

[This page updated: October 5, 2014.]

A guide for unit heads and administrators

re: funding sources in the Faculty of Arts

 

Contents: 

 

ACADEMIC EQUIPMENT FUND

Purpose Eligibility/Criteria Terms/Conditions Deadline/Funds Payment
Funds provided by the Dean’s Office to assist with academic equipment purchases. Equipment must be used for academic purposes. Departments must submit a list of their equipment needs in priority order to the Dean’s Office. Deadlines are set annually by the Dean’s Office.

CAPITAL AND INFRASTRUCTURE FUND

Purpose Eligibility/Criteria Terms/Conditions Deadline/Funds Payment
Small renovations and upgrade projects. Dean’s Office prioritizes projects based on need and availability of funds. Source of Funds: Dean’s Office and Department/Unit. Contact the Dean’s Office (Assistant Dean, Facilities and Human Resources) re: projects

M&P PROFESSIONAL DEVELOPMENT / TRAVEL FUND

Purpose Eligibility/Criteria Terms/Conditions Deadline/Funds Payment
Supplementary funding to support M&P Professional Development and conference/travel costs Management and Professional Staff (and in some cases technical and support staff). Each M&P member can apply once every two years for funding.  The fund is limited and is processed on a first come, first serve basis until the fund is exhausted for that fiscal year. The funding available per request is for up to 2/3 of the total cost (to a maximum of $1,000) to attend a workshop, conference, or professional development event. Departments must contribute a minimum of 1/3 of the cost (up to $500). Complete REQUEST FOR PD/CONFERENCE TRAVEL GRANT form and forward it to the Assistant Dean, Facilities and Human Resources 21 days prior to departure or event. Funds awarded will be transferred to the applicant’s department GPOF admin. account via journal voucher after the member has incurred the expenses and provided receipts, summaries, and other relevant supporting documentation.

HEADS’ TRAVEL FUND

Purpose Eligibility/Criteria Terms/Conditions Deadline/Funds Payment
Supplementary funding for academic Heads and Directors for travel related to their administrative roles as academic unit heads. Available to Heads of Departments and Directors of Schools/Institutes. Heads/Directors will be granted an allocation of $1,500 per fiscal year (Apr 1 to Mar 31) for headship-related travel. The norm is that each department, school, and institute will receive $1,500 on a recurring basis; these funds will be embedded in each unit’s annual non-salary budget allocation. It is expected that these resources will continue to be utilized to support headship-related travel.

FACULTY PROFESSIONAL DEVELOPMENT FUND (PDR)

Purpose Eligibility/Criteria Terms/Conditions Deadline/Funds Payment
The PDR Fund provides eligible faculty members with financial assistance (on a reimbursement basis) for professional development expenses. These expenses must relate to activities that enhance the performance, ability, or effectiveness of a Member’s work at the University. Entitlement for an eligible Member shall be earned through service to the University at the rate of $1,100 per Year for all eligible Members.A “Year” is defined on the basis of the academic year: July 1 to June 30.Please refer to the PDR Guidelines for details about eligible expenses. Members may “borrow” against future allocations as well as carry forward unused allocations, within limits as described in the PDR Guidelines. For details, please visit: http://www.hr.ubc.ca/faculty-relations/compensation/professional-development-reimbursement-fund/ Any expense must be claimed within twelve (12) months after it is incurred. A Member may submit a Professional Development Reimbursement Claim Form up to three (3) times each Year. Original receipts must accompany each Professional Development Reimbursement Claim Form.The Professional Development Reimbursement claim form must be completed by the Member and signed by the Head of the Member’s academic unit before it the paperwork is forwarded to Finance. In the case of Heads/Directors’ claims for PDR, their forms must first be forwarded to the Dean’s Office for signature.

TEACHING AND LEARNING ENHANCEMENT FUND (TLEF)

Purpose Eligibility/Criteria Terms/Conditions Deadline/Funds Payment
 The Teaching and Learning Enhancement Fund (TLEF) was created in 1991 to enrich student learning by supporting innovative and effective educational enhancements.

It has funded hundreds of innovative teaching and learning enhancement projects since it was established and continues to support UBCs mandate to deliver an outstanding learning experience for students.

 Criteria:
The submitted proposals will be evaluated by the TLEF Adjudication Committee which has a mandate to ensure that:

  1. the proposals recommended for funding will significantly contribute to the enhancement of teaching and learning;
  2. the projects will result in sustainable benefits to students;
  3. outcome-based criteria will be used to evaluate the project’s success;
  4. the proposed budget is reasonable and in line with the objectives of the project; and
  5. students have been/will be involved in development and/or implementation of the proposal.

There are additional considerations in the case of large-scale project proposals. For full details, visit the “Criteria” page of the TLEF site at: http://tlef.ubc.ca/tlef-criteria/

 There are 2 types of proposals supported by TLEF: large proposals (> $50,000) and small proposals (< $50,000).Changes were introduced in the 2014 funding round, for 2015-16 projects.

Large project proposals (above $50,000) will undergo a two-stage proposal development process:

  • An initial letter of intent (LOI) is due by July 15, 2014.
  • LOIs supported by the Dean of the respective Faculty will then be invited to develop a full project proposal, to be submitted by October 15, 2014.

Small project proposals (under $50,000) must be submitted by 5pm on November 14, 2014.

Applicants MUST submit their proposals online through the TLEF website.

The 2014 proposal submission and adjudication process will be entirely online, meaning a more streamlined process and less paper handling for applicants, Faculties, and members of the TLEF adjudication committee.

The Dean’s Office will review applications and forward its recommendations for consideration and final adjudication by the TLEF adjudication committee.

Usually, the TLEF Awards are announced sometime in March.

ARTS GRADUATE RESEARCH AWARDS

Purpose Eligibility/Criteria Terms/Conditions Deadline/Funds Payment
The Faculty of Arts Graduate Research Awards are designed to assist graduate students (PhD and MA) based in the Faculty in research directly associated with their degree program. Funds can be used for travel and direct research expenses.  For graduate students in the Faculty of Arts.Students may only hold this award once during their degree program.
Awards must be used within one year of the date the grant is awarded.

 Awards are up to $1000 and are intended to cover the costs of travel and other research-related expenses (but not conference or workshop attendance and travel).These awards are for research-related expenses only, and applicants need to make clear how the funds will be used and how they directly relate to the program of research.Salaries (for the applicant or for others) cannot be funded with these awards.
Funds are released to a research grant held by the applicant’s primary supervisor.

 An application form must be signed by the student’s thesis supervisor, and submitted to Pam Forsberg, Arts Grants Facilitator by the advertised deadline (sometime in February). Adjudication of awards will be undertaken by a committee chaired by the Associate Dean of Research and Graduate Studies (Mike Richards). Notification of awards are made sometime in March, and can be used during the upcoming fiscal year (April 1st to March 31st). Application form, deadline, and other details are available here on the Arts Research webpages.

DEAN OF ARTS FACULTY RESEARCH AWARD

Purpose Eligibility/Criteria Terms/Conditions Deadline/Funds Payment
To allow research-stream faculty one semester to concentrate entirely on research without teaching or administrative duties. Assistant, Associate and Full Professors in the Faculty of Arts.   The award will fund the costs of hiring one or two sessional lecturers to teach up to two courses that the faculty member would  normally teach in a single semester, and we would expect the department/unit to relieve the faculty member of all administrative duties during this semester. Details and application form are available here. The application form must be signed by the department/unit Head, and submitted to the Dean’s Office by the stated deadline. March 17, 2014 was the deadline for the inaugural 2013/14 competition.Adjudication of awards will be undertaken by a multi-disciplinary committee chaired by the Associate Dean of Research and Graduate Studies (Mike Richards).  Notification of awards was sent April 2014 for funds to be used in the Fall (September to December 2014) or Spring (January to April 2015) semester.

For details of other research-related funding opportunities, please visit the Research pages of the Arts website at: http://www.arts.ubc.ca/research/grant-funding-opportunities/funding-opportunities/

 

MATERNITY/PARENTAL SEB FUND

Purpose Eligibility/Criteria Terms/Conditions Deadline/Funds Payment
UBC’s Supplemental Employment Benefits (SEB) Program pays the difference between the EI benefit received from Human Resources Development Canada and 95% of salary.  Your eligibility depends on the UBC employee group to which you belong. Check the HR website for details: www.hr.ubc.ca/benefits/leaves/ You should apply for a leave of absence from your unit in writing, notifying them of the dates you expect to leave and return to work. Staff:  To apply for SEB, contact your Payroll Representative in Financial Services to arrange a time to sign a Letter of Agreement. Provide them a copy of your first EI benefit cheque stub.Faculty: To apply for SEB, contact your Faculty Service Representative in Financial Services and provide them with a copy of your first EI benefit cheque stub.Attention Arts Unit Administrators: SEB payments are charged to the same PG to which the employee’s salary is charged; the salary account code is dependent on employee group. The Faculty will transfer funds through Hyperion to cover SEB payments for Core-funded appointments only.

TUITION WAIVER FUND

Purpose Eligibility/Criteria Terms/Conditions Deadline/Funds Payment
UBC Tuition Fee Waivers provides eligible staff and faculty with tuition assistance for approved undergraduate and graduate courses, as well as non-credit courses offered through Continuing Studies. Your eligibility depends on the UBC employee group to which you belong.Check the HR website for details: www.hr.ubc.ca/benefits/professional-development/  Each eligible employee is covered for up to 12 undergraduate credits, or the dollar equivalent applied to non-credit courses, each year.Some or all of your annual 12-credit undergraduate entitlement can be transferred to your spouse or children (for credit courses only), as long as they qualify as dependents under the usual definition for the purpose of eligibility for UBC benefits. To submit a tuition waiver request, access the UBC Faculty & Staff Self-Service web portal using your Campus Wide Login (CWL). Tuition applications are processed through Enrolment Services.  Tuition waiver requests for non-credit courses are processed through Continuing Studies.Attention Arts Unit Administrators:  The approved amount is applied to the same PG to which the employee’s salary is charged. Use account code #598200 Employee benefits-Tuition Waiv. The amount is automatically deducted in the same month the charge goes through.

NEW FACULTY RECRUITING (ADVERTISING)

Purpose Eligibility/Criteria Terms/Conditions Deadline/Funds Payment
Cover some of the advertising costs associated with recruitment of tenured and tenure-track faculty. Advertisements placed in AUCC’s University Affairs and CAUT Bulletin publications (print and/or web) – typically 1 issue per publication venue or up to 2 issues max. per position search. In exceptional situations, Departments seeking funding support for advertisements placed in other publication venues require prior approval from the Dean’s Office. All recruitment for tenure-stream faculty positions require the approval of the Dean’s Office. The Dean’s Office coordinates the approval process by liaising with Faculty Relations and the Provost’s Office. Departments may submit a reimbursement claim to the Dean’s Office at any time within the fiscal year in which the expenses were incurred. Please be sure that the reimbursement claim is accompanied by the original receipts (for direct  reimbursement) or detailed summary of advertising costs (if JV is to be processed to reimburse the Dept).  Details required include: position being advertised, publication name, advertisement dates.

NEW FACULTY RECRUITING (CANDIDATES’ INTERVIEW COSTS)

Purpose Eligibility/Criteria Terms/Conditions Deadline/Funds Payment
Cover new tenured/tenure-track faculty candidate’s costs associated with their travel, accommodation, and meals during their campus interviews. Reasonable travel, accommodation, and meal costs associated with the candidate’s stay for the duration of their UBC campus interview (2-3 nights max.). Candidate’s own costs are eligible for reimbursement. On-campus accommodation should be considered wherever possible. For off-campus accommodation, use a hotel where UBC receives a corporate rate.  Airfares should be at economy class rates and special fare rates should be taken wherever possible.Costs of long distance phone calls made by candidates and mini-bar charges are NOT reimbursable.The Dean’s Office will cover eligible costs for up to 3 candidates per position search. Departments may submit a reimbursement claim to the Dean’s Office at any time within the fiscal year in which the expenses were incurred. Please be sure that the reimbursement claim is accompanied by the original receipts (for direct  reimbursement) or detailed summary of the candidate’s accommodation and/or entertainment costs (if JV is to be processed to reimburse the Dept).  Details required include: name of candidate, position applied for, dates of visit, etc.

NEW FACULTY RECRUITING (ENTERTAINMENT)

Purpose Eligibility/Criteria Terms/Conditions Deadline/Funds Payment
Cover some of the entertainment costs associated with recruitment of tenured and tenure-track faculty. Entertainment costs incurred in recruiting for tenure and tenure-track faculty positions (e.g., refreshments and meals with the candidate). Departments can claim up to $300 per candidate for up to 3 candidates per position search. Please refer to the Arts Policy on Entertainment Expenses (2012) for details. Departments may submit a reimbursement claim to the Dean’s Office at any time within the fiscal year in which the expenses were incurred. Please be sure that the reimbursement claim is accompanied by the original receipts (for direct  reimbursement) or detailed summary of entertainment costs (if JV is to be processed to reimburse the Dept).  Details required include: name of candidate, position applied for, dates of visit, dates of entertainment events, list of attendees at lunch/dinner events etc.

NEW FACULTY RECRUITING (MOVING)

Purpose Eligibility/Criteria Terms/Conditions Deadline/Funds Payment
Supplementary funding for relocation costs incurred by new tenured and tenure-track faculty members. See UBC Policy #82 – Relocation of faculty members and senior management staff. Dean’s Office will provide matching funds up to 50% of the amount provided by the University for relocation expenses, provided that the University allocation is insufficient to cover the new appointees’ relocation costs. The faculty member’s relocation allowance is identified in their employment offer letter. Departments must cover the costs upfront and later on seek reimbursement, first from the University’s Central Fund, and then from the Dean’s Office for their respective contributions. Departments must submit a request in writing, with appropriate supporting documentation, to the Dean’s Office to apply for these funds.

NEW FACULTY RECRUIT (IMMIGRATION FEES)

Purpose Eligibility/Criteria Terms/Conditions Deadline/Funds Payment
To provide funding support for immigration fees related to an eligible faculty member’s application for Canadian permanent residency (PR) or Canadian citizenship.A new foreign academic faculty member who requires an initial temporary work permit is expected to cover the cost of the work permit. Tenured and tenure-track faculty; within 3 years of appointment start date.The Faculty of Arts maintains a time-limited policy (within three (3) years of the appointment start date) on reimbursement of Permanent Residency (PR) Application Fees for a tenure-stream faculty member’s PR application. Only the cost of the immigration fees is reimbursable by the Faculty. Requests to reimburse payments of immigration fees for the candidate’s spouse or children will be assessed on an individual basis by the Department Head and if deemed reimbursable will come from departmental operating funds.  Immigration fees that are reimbursable include: Right of permanent residence fee, fee for application to remain in Canada as a permanent resident, British Columbia Provincial Nominee Program (PNP) fee and associated fees required in the application process to obtain permanent residency in Canada such as: medical exam, fingerprinting, photo identification. Consulting/legal fees are not reimbursable.For more information about applying for Permanent Residency and BC PNP, visit: http://www.hr.ubc.ca/faculty-relations/immigration/permanent-residency-citizenship/ Candidates can submit a claim for reimbursement of their PR-related immigration fees by sending a request with original receipts to the Dean’s Office.Such claims will be considered up to 3 years after the start date of the appointment.

NEW FACULTY RECRUIT (START-UP GRANT)

Purpose Eligibility/Criteria Terms/Conditions Deadline/Funds Payment
Supplementary funding to support start-up costs of new tenured or tenure-track faculty. Tenured and tenure-track faculty. Funds can be used to purchase equipment, travel and other related costs to assist research and teaching development. Grant provided in the first year that the faculty member joins UBC. Funds are set up in a research grant account in the name of the faculty member, for an initial period of 10 years. Unused funds may be carried forward from year to year as long as the faculty member remains appointed in the Faculty of Arts. New faculty must get in touch with the Office of Research Services (ORS) to initiate the setup of their startup grant.Instead of completing a RPIF, they must send their response to each of the following directly to Brit in ORS at: brit.schottelius@ors.ubc.ca(#1) Please provide a brief summary of the proposed usage of the start-up award (in one or two sentences); (#2) Please answer yes or no to the following; the funding from this start-up award will be used for projects involving human subjects, animal subjects, or biohazardous materials. [If yes, Information on how to apply for ethics and contacts can be found on the Research Services web page at: http://www.ors.ubc.ca/home]

Purpose Eligibility/Criteria Terms/Conditions Deadline/Funds Payment

Purpose Eligibility/Criteria Terms/Conditions Deadline/Funds Payment

 

>> Note: This page is under construction. Content in flux throughout Sept/Oct 2012. Updated: Sept 28, 2012. >>

This section of the website contains information and resources geared toward Heads/Directors and Unit Administrators in the Faculty of Arts. 

 

ACCESS and Privacy at UBC

To learn more about UBC’s obligation under FIPPA, the Freedom of Information and Protection of Privacy Act of British Columbia, and to download a copy of the “Access and Privacy Guide for Faculty and Staff,” please visit the web at: http://universitycounsel.ubc.ca/access-and-privacy/.  In addition, please be sure to consult the helpful fact sheets for an overview of Privacy issues and to learn more about what constitutes “personal information.”

 

Copyright

The Digital Classroom FAQ page of the UBC Copyright website was updated in August 2012 to reflect a recent Supreme Court of Canada copyright decision. For details, visit: http://copyright.ubc.ca/

 

Leaves of Absence – study leaves

Friday October 12, 2012 is the deadline by which Heads/Directors are asked to provide the Dean’s Office with their unit’s study leave applications for leaves proposed to begin July 1, 2013 or later within the 2013/14 academic year.  Each unit is expected to set its own internal deadline for review at the unit level.  [Please refer to the email circulated to units on Sept 11, 2012. Click here for a copy of the memo, which provides instructions and a link to the the study leave application form.]

Heads and Administrators who have questions about other types of leaves of absence should consult with the Associate Dean, Faculty & Equity.

 

Arts Space Policy

The Arts Space Policy is intended to ensure that office, administrative and research space is allocated equitably across the Faculty of Arts. (Adopted by Faculty of Arts Heads and Directors in September 2011.)

Download a copy of the Policy here:  Arts.SpacePolicy.Sept1.2011

 

Memorandum re: Compensation for M&P Staff Travel & PD Activity

The memorandum regarding compensation for M&P Staff Travel for Professional Development and Professional Activity was adopted by the UBC Faculty of Arts Administrators in March 2012.   Download a copy of the memo here: Arts MemorandumforCompensationforMPTravel Mar26 12

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