Administrative matters

>> 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 

 

Funding sources

ARCAAP – Arts Research Course Abroad AWARD Program

Purpose Eligibility/Criteria Terms/Conditions Deadline/Funds Payment
ARCAAP supports Group Study Programs Abroad and International Service Learning (ISL). Funded by a generous gift, and by Go-Global and Arts, this program sponsors two types of courses. For details, visit the ARCAAP page at: http://www.arts.ubc.ca/research/grant-funding-opportunities/funding-opportunities/arcaap/ Visit the ARCAAP page. The deadline for proposals for courses and travel taking place between January 2014 and December 2014 is June 15, 2013.Visit the ARCAAP page for details. Contact: Lois Nightingale, Dean’s Office

AURA – Arts Undergraduate Research Awards

Purpose Eligibility/Criteria Terms/Conditions Deadline/Funds Payment
AURA funds undergraduate assistants working with faculty members on start-up or continuing research projects. Participating in these projects, AURA-funded assistants contribute to, and learn about, scholarly inquiry. For details, visit the AURA page at: http://www.arts.ubc.ca/research/grant-funding-opportunities/funding-opportunities/aura/ Visit the AURA page. For 2013 AURA awards:  Application deadline is Nov 15, 2012. The Adjudication Committee will meet by the end of November 2012.  Funds will be available from February 1, 2013 to August 31, 2013. Please remember that all students hired are required to complete a written report by September 15, 2013.  For full details, visit the AURA page.

 

DEAN’S INNOVATION FUND

Purpose Eligibility/Criteria Terms/Conditions Deadline/Funds Payment
 The fund aims to assist Faculty of Arts instructors in exploring pedagogical strategies that align with the Faculty’s learning and teaching goals. All applicants must hold teaching appointments in the Faculty of Arts or hold joint appointments between Arts and another unit of the University. Applications are invited for innovative learning and teaching projects ranging from $5,000 to $20,000. Funds awarded will be transferred to the applicant’s department into a separate account.For details, please visit http://isit.arts.ubc.ca/about-us/funding-opportunities/

TEACHING LEARNING ENHANCEMENT FUND (TLEF)

Purpose Eligibility/Criteria Terms/Conditions Deadline/Funds Payment
Funds provided to enrich student learning by supporting innovative and effective educational enhancements. Criteria:
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.
Proposals are invited for projects ranging from $1,000 to a maximum of $150,000. For details, please visit: http://tlef.ubc.ca/. Applications must be signed by the Department Head/Director and submitted to the Dean’s Office. Applicants MUST submit their proposals directly to the Dean’s Office. (note: The Arts internal deadline is usually a few weeks in advance of the deadline set by Office of the Provost and VP Academic. Units will be notified by email about the Arts internal deadline.) The internal ARTS deadline for the 2012/13 competition is November 7, 2012.  Contact: Lois Nightingale, Dean’s Office. 
The Dean’s Office will review applications and forward them to the Office of the Provost and VP Academic for consideration and final adjudication.  Usually, the TLEF Awards are announced sometime in March.

M&P PROFESSIONAL DEVELOPMENT / TRAVEL FUND

Purpose Eligibility/Criteria Terms/Conditions Deadline/Funds Payment
Supplementary funding to support Management & Professional (M&P) Staff Members’ Professional Development and conference/travel costs. Management and Professional Staff (and in some cases technical and support staff). Each M&P member can apply only once a year to the Dean’s Office for up to 2/3 of the total (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 (revised April 2012) 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.

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 recruiting for tenured and tenure-track faculty positions. Entertainment costs incurred in recruiting tenure and tenure track faculty positions (i.e.,  refreshments and meals) 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). 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 or dinner events etc.

NEW FACULTY RECRUITING (ADVERTISING)

Purpose Eligibility/Criteria Terms/Conditions Deadline/Funds Payment
Cover some of the advertising costs associated with recruiting tenured and tenure-track faculty positions. Advertisements in 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. Departments seeking funding support for advertisements placed in all other publications require the prior approval of the Dean’s Office. All recruitment for 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 on ads for tenure-stream positions. Departments are responsible for placing their own advertisements once the ad copy is approved. 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 (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. The Faculty of Arts, 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.Relocation costs are applied first against the University’s allocation. The precise amount and source of the relocation allowance is normally determined at the time when Heads seek approval from the Dean’s Office to extend an offer to the successful candidate.  New faculty should keep in touch with their unit Administrator when obtaining quotes from the moving company. It is expected that relocation costs in excess of the combined University and Faculty contributions will be covered by the faculty member, or shared with the Department (if approved by the Head).  In all cases, faculty should ensure that prior approval has been obtained before the moving costs are incurred .

NEW FACULTY RECRUITING (IMMIGRATION FEES)

Purpose Eligibility/Criteria Terms/Conditions Deadline/Funds Payment
Funding support for immigration fees related to application for Canadian permanent residency or Canadian citizenship.  A new faculty member who requires a temporary work permit is expected to cover the cost of the work permit. Tenured and tenure-track faculty, within 3 years following start of UBC appointment. Only the cost of the faculty candidate’s immigration fees is reimbursable by the Faculty. Requests to reimburse payments of immigration fees for the candidate’s spouse or children may be assessed on an individual basis by the Department Head and if deemed reimbursable may be supported from departmental operating funds.Note:  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 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. Candidates can submit a claim for reimbursement of their immigration fees paid 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 START-UP GRANT

Purpose Eligibility/Criteria Terms/Conditions Deadline/Funds Payment
Supplementary funding to support start-up costs of new faculty members. Tenure and tenure-track faculty. Funds can be used to purchase equipment, travel and other related costs to assist research and/or 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. 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 GIF, they must send their response to each of the following questions directly to Brit Schottelius in ORS at brit.schottelius(at)ors.ubc.ca.Question #1) Please provide a brief summary of the proposed usage of the start-up award (in one or two sentences).Question #2) Please answer yes or no to the following; the funding from this start-up award will/will not be used for projects involving human subjects, animal subjects, or biohazardious materials.[If yes, Information on how to apply for ethics and contacts can be found on the ORS web page http://www.ors.ubc.ca/home]

Faculty Professional Development REIMBURSEMENT 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.

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.

MAJOR CAPITAL

Purpose Eligibility/Criteria Terms/Conditions Deadline/Funds Payment
Large building projects over $2.5 million. Source of Funds: Multiple sources including private sector, governments & University. Arts priorities set in conjunction with the Dean’s Office, Facilities & Capital Programs, UBC administration, and the Province of British Columbia. Contact the Dean’s Office (Assistant Dean, Facilities and Human Resources) re: projects

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

 

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