SPPH Policies, Procedures and Forms

Education Team

Administrative Team

HR Contact Information

Attendance Information

Attendance is tracked in Workday now.

Sick Leave

When employees are unable to attend work due to illness or injury, they are required to contact their direct supervisor via telephone or email as early as possible (normally prior to start time of the first day away). Salaried staff should enter their absence in Workday as soon as possible.

In certain circumstances*, the employee may be asked to provide medical documentation supporting the absence.

* As per employee/employer agreements and handbooks.

Vacation

If staff would like to request vacation time, they shall submit the request in Workday and notify their direct supervisor in writing no later than one (1) week prior to the start of the vacation. The request should include the exact dates that they plan to be away and the expected return to work date.

The supervisor will review the submission and approve or deny the request in Workday and you'll be notified by email with the decision. Any changes to approved vacation must be discussed with, and agreed to, by the supervisor.


* As per employee/employer agreements and handbooks.

      1. The decision to close the School of Population and Public Health due to snow conditions will be made by the School Management Committee. If the School is closed, we will strive to have the notice posted on the SPPH website by 7:30 am and on the main SPPH phone line (604-822-2772). Please note, this is dependent on directives and outcomes of decisions received from the Faculty of Medicine. Notices will not be posted during the period December 25, 2021 to January 4, 2022 as the School will be closed at this time. Though a decision may be made to suspend services at one site due to weather/road conditions, another site may not be affected. Affected faculty and staff should work remotely whenever feasible.
        It is the responsibility of each manager/director to communicate information to their respective staff to ensure familiarity with the School’s procedures and an understanding of instructions/procedures as established by your unit.
      2. In the event the School is open, staff may choose to stay home if they have concerns regarding their safety traveling to and from their workplace and/or child care responsibilities. In such a case, staff should communicate their decision to their immediate supervisor. Where operational requirements permit, we encourage managers and supervisors to be flexible in allowing remote work for their staff that day. Staff who choose to stay home when the School is open and who communicate their decision in accordance with the School's plan, may use banked time or vacation time for the day, make arrangements to make up the time, take a day of unpaid leave, or work remotely (if feasible and at the discretion of the manager).
      3. In the event a decision is made by the School Management Committee to close the School early (workday already in progress) due to snowy conditions, staff will be allowed to go home early and will not be required to make up the time or use vacation time, etc. In the event the School remains open, staff who choose to leave work early because of concerns regarding their safety traveling from the workplace may use banked time or vacation time, make arrangements to make up the time, take an unpaid leave, or arrange to work remotely for the day (if feasible and at the discretion of the manager).

For any situations noted above, classes may be cancelled and announced by public broadcast however, the University and School may remain open.

In the event of heavy snow or an extreme weather event, visit the UBC home page www.ubc.ca  as well as our www.spph.ubc.ca site for details on campus closures.

For more information, please also refer to: Winter Weather Conditions & Protocol and the Faculty of Medicine’s “Disruption of Services” guidelines.

As you may be aware, certain UBC staff are eligible for paid leave during the University’s seasonal closure – the three normal working days between Boxing Day and New Year’s Day. This year’s seasonal closure falls on December 29, 30, and 31, 2021.

 

The following includes the guidelines for the relevant employee groups in SPPH. Supervisors are to discuss the entitlement of the "Christmas Leave" with their staff by December 8, 2021. Following an agreed upon plan, staff shall update Workday with either vacation, or leave blank, if working or if taking “Christmas Leave.” Please be sure to update your vacation Workday by December 31, 2021, to allow the system to calculate entitlements correctly for the 2022 year.

 

CUPE 2950

Article 30.08 of the Collective Agreement provides that employees who are normally scheduled to work on these days will be granted leave of absence with pay unless they are required to work for operational reasons. If required to work, they will be paid their regular wages and granted three paid leave of absence days at another mutually agreed upon time. Employees who are not normally scheduled to work on these days are not eligible for this paid leave.

 

AAPS

The Agreement with AAPS, representing Management and Professional Staff, takes a different approach to “Christmas Leave.” Article 10.04 of the AAPS Agreement recognizes that staff members are called upon to work significant additional hours of work. The Article provides guidance to supervisors and staff members on different means of compensation or other offsetting benefits. Several examples are provided, including the option of granting paid leave for these three working days. Article 12.9 specifically deals with paid “Christmas Leave” and states:

 

“…in order to offset significant amounts of hours of work over and above the usual job requirements, employees who are normally scheduled to work may be granted three (3) days leave of absence with pay to be taken between Boxing Day and New Year’s Day unless they are required to work for operational reasons.”

 

Unlike CUPE 2950 and 116 agreements, there is no entitlement to paid leave, nor is there provision for carryover. Christmas Leave is a means within operational requirements to compensate Management and Professional Staff for their significant additional hours of work over and above the usual job requirements. It may also be provided as a form of recognition for other contributions of these staff members.

 

As per above, please discuss the three-day leave with your supervisor/staff and update Workday with either (1) vacation, or (2) leave blank, if working or taking “Christmas Leave.” 

 

Non-Union Technicians & Research Assistants 

In order to recognize staff consistently, Human Resources recommends that employees who are normally scheduled to work be granted the three days of “Christmas Leave,” unless they are required to work for operational reasons. Employees who are required to work should be paid at straight time and granted three paid leave of absence days to be taken at some other mutually agreeable time. If part-time employees are regularly scheduled to work, they are also entitled to this benefit. If part-time or hourly staff are not regularly scheduled to work between Christmas and New Year’s, they are not entitled to this time off with pay.

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