Strike Guide For Managers

The information provided in this guide will assist administrators seeking detailed information on how to prepare and maintain services during job action. Information

specific to student obligations during a labour dispute will be located on the VP Students website.

Prepared by: Human Resources April 2012

1

Table of Contents

Introduction .................................................................................................................................3

University will remain open .................................................................................................... 3 Prepare a Contingency Plan .................................................................................................... 3

Human Resources .......................................................................................................................5

Basic HR Services................................................................................................................... 5 Postings ................................................................................................................................... 5 Health Promotion Programs .................................................................................................... 5 Enquiries ................................................................................................................................. 5 Staffing Assistance.................................................................................................................. 5

Payment and Procurement Services (formerly Financial Services) .........................................6

Bank Deposits ......................................................................................................................... 6 Accounts Payable .................................................................................................................... 7 Research and Trust Accounting .............................................................................................. 8 Data Management ................................................................................................................... 8

Payroll .........................................................................................................................................8

Removing employees from payroll ......................................................................................... 9 Paying staff for pre-approved vacation ................................................................................... 9 Submitting overtime hours .................................................................................................... 10 Rate of pay during job action ................................................................................................ 10 Paying unionized staff deemed essential .............................................................................. 10

Benefits ......................................................................................................................................11

Campus Security .......................................................................................................................11

UBC Bookstore ..........................................................................................................................11

Libraries ....................................................................................................................................12

Building Operations ..................................................................................................................12

Building Operations Service Levels ..................................................................................... 12 Taking care of your building during a strike ........................................................................ 13

Campus Mail .............................................................................................................................14

Supply Management .................................................................................................................14

Risk Management Services .......................................................................................................15

UBC IT ......................................................................................................................................16

Customer Service Centre ...................................................................................................... 16 Voice Services ...................................................................................................................... 16 Internet Services.................................................................................................................... 16 Help Desk.............................................................................................................................. 16 Networks ............................................................................................................................... 16

2

Other services........................................................................................................................ 16 Parking and Access Control Services .......................................................................................16

Food Services ............................................................................................................................17

Housing and Child Care Services ............................................................................................17

Frequently Asked Questions .....................................................................................................18

Issues for Students ....................................................................................................................23

Who is responsible for student issues? ................................................................................. 23 Appendices .................................................................................................................................23

3

Introduction The University is currently bargaining with CUPE Locals 116, 2950, and 2278. Both CUPE Local 116 and CUPE Local 2278 have received positive strike votes and are in the position to issue 72-hour strike notice. While negotiations are proceeding with the bargaining units, we must prepare the campus for the possibility of job action by one or more of the unions. The University hopes that job action, such as strikes, does not occur on campus, but if it does, it is the responsibility of University management to be prepared. This document is designed to answer questions that will arise as University leaders and administrators undertake this preparation. Much of the information in this guide is in anticipation of full strike action. In the event of lesser job action such as rotating picket lines or withdrawal of services, the service restrictions set out in this document will likely not apply.

University will remain open In general, in the event of a labour dispute, the University of British Columbia will follow its policy to take every reasonable measure to remain open for our students – maintain instruction in all courses, provide access to core library services and internet connectivity, and oversee examinations as scheduled. The University will also allow the members of the campus community to follow Policy #64, and exercise a decision of conscience and choose not to cross a legal picket line. Only staff deemed essential will not have the right to this choice. Please note instructions set out in the Memo attached as Appendix 5 regarding essential service levels. Up-to-date information on the status of a labour dispute is available online at http://www.hr.ubc.ca. Click on the link under "UBC Collective Bargaining". This link will allow you to access back issues of the UBC Bargaining Bulletins. You may also follow HR bargaining updates and announcements on Twitter at @ubcHR.

Prepare a Contingency Plan All Faculties and Departments should be preparing a contingency plan that outlines how you will continue to operate during job action. Many of you are familiar with this process and may be able to refer to your department or faculty’s 2003 contingency plan. For those not as familiar with this process, we have prepared a number of questions to help you think through this process:

• What immediate actions must be taken if job action occurs: communication, etc.? • What services will you be required to offer during the course of job action

(service levels are expected to be basic rather than optimal), and what will be your hours of operations?

4

• Do you have enough staff to provide those services, and if not, what additional assistance will you require?

• What security issues might your unit face in the event of job action? • What lockup procedures will be followed and at what times? • What products will you need to receive or send out during job action and what

procedures will you have in place to do so? • What departmental vehicles are insured for alternate drivers and which drivers

have appropriate licences to operate those vehicles? • What other operational issues must be considered for your unit?

5

Part 1 – Campus Services

Human Resources

Basic HR Services In addition to the usual HR duties, collective bargaining and strike preparation are managed by the Department of Human Resources. During job action, HR will continue to support your day-to-day human resource needs. We ask that only time sensitive matters and issues, questions, or concerns that require more immediate attention should be forwarded to HR for input or advice. In the event of full job action including a full picket line, most staff in Human Resources will likely be providing support related to the strike. As a result, certain services will be curtailed. The exception to this is the Pension Administration Office, which will function as usual.

Postings In the event of a full strike, you may continue to generate any new job postings in the usual manner.

Health Promotion Programs For health promotion services, such as Workers’ Compensation claims, return to work and income replacement claims, only WCB claims management will be fully maintained. The other services will be limited.

Enquiries In the event of full job action, HR will set up an HR Info line for job action-related matters. Until such job action is engaged, direct your HR enquiries to your Human Resources Advisor. http://www.hr.ubc.ca/administrators/contact/ At times, there may be rotating job action. This means temporary picket lines are set up at individual buildings only. The degree of campus disruption will vary depending on what action the union takes. These situations will be handled on a case-by-case basis. Please call your HR Advisor or the general Human Resources line (604-822-8111) for assistance during rotating job action.

Staffing Assistance Rotating Job Action If the job action is on a rotational basis, staffing coverage will be managed by individual departments or units. Please note Appendix 5 (Memo regarding essential services coverage).

6

Full Job Action In the event of a full strike, Human Resources will deploy M&P and non-unionized staff to help out in departments to meet their basic service requirements. In essence, the system will run the same way as Staff Finders – departments place an order for help, and HR match the best person to fill that order, subject to available volunteers. In the event a full strike takes place, we will provide further information on how to go

about requesting additional staff. Emergency – If an emergency arises in your building, you should go through the usual procedures for trouble calls to Land and Building Services. They will take the necessary steps (with the help of HR if necessary) to deploy the appropriate staff to deal with the emergency. For Human Resources related emergency issues, call your Human Resources Advisor or the main Human Resources number 604-822-8111. If the emergency is security based, either property security or personal safety, please call Campus Security or the police, as normal. Emergency services personnel (police, fire, ambulance) will respond to calls from UBC, a picket line notwithstanding.

Payment and Procurement Services (formerly Financial Services) Payment and Procurement Services will maintain regular hours during job action, Monday to Friday, 8:30 am to 4:30 pm. Most financial services will continue during a strike; however, the response time may be delayed in that situation. Payroll will continue for hourly and semi-monthly employees who are eligible to be paid. (For more information see “Payroll” in the next section.) Accounts payable and receivable will continue as well, with the emphasis on maintaining the flow of accounts payable, so that the University’s vendors and suppliers are not financially penalized due to a labour disruption on campus. Services such as terminations from payroll, issuing records of employment and processing appointments will also continue as possible with the available staffing levels.

Bank Deposits Accepting bank deposits from departments on campus will be curtailed during job action. Deposits will need to be made directly to HSBC:

7

Cash Receipts Due to the reduced data entry capabilities at Payment and Procurement Services, all deposits should be made using the FMIS On-Line Web Cash Receipts form. Using this form will ensure timely updates of your PG for the deposits made. Bank Deposits Brinks armoured car service will be suspended for the duration of full job action, since Brinks drivers will honour the picket lines. As a result, Payment and Procurement Services will not be accepting deposits, and all deposits should be taken directly to HSBC at 10th & Sasamat. The deposit bags should be sealed and marked in bold letters as UBC. They can be dropped off to HSBC staff at the side wicket. Prepare your deposits as normal using appropriate "T slip" and standard HSBC sealed

plastic deposit bags. All deposit bags must be clearly marked on the outside of each bag, in black felt pen,

"UBC" Deposits can be delivered to the HSBC branch at 10th & Sasamat, preferably before

noon. Deliver the sealed deposits to HSBC staff at the far end of the customer service

counter, not through normal teller line. The deposits will be held by the Bank in a secure area for processing at a later time.

To avoid peak hours at the Bank, you may wish to avoid going from 11:00 am to 1:00 pm.

Parking at the Bank is limited, and can be accessed in the alley behind the branch. Branch hours of service are: Monday to Thursday 9:30 am to 4:00 pm, Friday 9:30

am to 5:00 pm, and Saturday 9:30 am to 3:30 pm. Coinage Orders If you require coinage during job action, please contact the Manager Customer Service at HSBC, 10th & Sasamat, to make the necessary arrangements. Advance notice will be required.

Accounts Payable Accounts payable, requisition processing, travel claims, journal vouchers and cash receipts will continue to be processed during job action for departments that would normally have these transactions taken care of centrally. However, Payment and Procurement Services will not process these transactions for departments who normally process them in-house. These distributed user departments must continue to take responsibility for the accounts payable, requisition processing, travel claims, journal vouchers and cash receipts during the job action, and should have contingency plans in place to allow this work to continue as necessary.

8

Processing times will vary, due to the large volume of AP transactions, and processing will be dependent on the urgency of each payment. Please refer to the AP website for contact information (http://www.finance.ubc.ca/a/p).

Research and Trust Accounting During job action, Research and Trust Accounting (RTA) will continue to provide service and support in: Invoicing Urgent progress financial reporting Since RTA will be operating on limited resources, the management team will only be available to address urgent issues. To contact RTA, refer to their web site for contact names, telephone numbers and email addresses (www.finance.ubc.ca/rta).

Data Management Payment and Procurement Services will continue to process interface files for accounts payable, journal vouchers and payroll through job action. For those departments who currently use this service: If you normally send interface files to standard Unix directories, continue to do so.

Continue to send your balancing totals using this method. If you email your interface files to Payment and Procurement Services, please use one

of these email addresses: edmund.lee@ubc.ca or FSDM. Balancing totals should also be emailed to these addresses.

Journal vouchers prepared in Excel spreadsheets will be processed as normal, and should be emailed to edmund.lee@ubc.ca or FSDM.

Payroll Payroll will continue to function during job action, whether job action is limited (such as rotating strikes, or work-to-rule campaigns) or full pickets. All eligible employees, that is, all employees who report to work, will continue to be paid for their work. The University’s Policy #64 allows for staff to exercise a decision of conscience when faced with a picket line, and they are not obligated to cross, provided they declare this to their superior in advance. Those employees who choose to exercise this right will not be paid for the time they are away from the workplace.

9

Removing employees from payroll Unionized employees: All unionized employees (CUPE, BCGEU and IUOE) will be automatically removed from payroll in the event of full job action. In the case of rotating strikes, administrators must submit information on anyone who did NOT report to work using the Payroll Adjustment Form (See Appendix 2). Management & Professional Staff: Management and Professional (M&P) staff will remain on payroll, unless they elect not to cross a picket line. In this case, their names must be forwarded to payroll using the Payroll Adjustment Form (See Appendix 2), where they will be taken off payroll while not at work. If you know the date that the employee will report back to work, add the end date onto this form. If the employee is staying away from work for an indefinite period, you will have to send in another form with an end date for them to be added back onto payroll. Non-Union Technicians, Executive Administrative Group: This group of employees have the same rights as management staff to exercise their right of conscience to refuse to cross a picket line. In this case, follow the same procedures for these staff as for M&P staff. Faculty: Faculty will remain on payroll, unless they elect not to cross a picket line. In this case, their names must be forwarded to payroll using the Payroll Adjustment Form (see Appendix 2), where they will be taken off payroll while not at work. If you know the date that the faculty member will report back to work, add the end date onto this form. If the faculty member is staying away from work for an indefinite period, you will have to send in another form with an end date for them to be added back onto payroll.

Paying staff for pre-approved vacation For unionized employees, all pre-approved vacation must have been approved before the day job action begins. Any requests for vacation submitted after this date will not be approved until the end of job action. For unionized staff during full pickets, a Payroll Adjustment Form (see Appendix 2) will reactivate them onto the payroll system for the duration of the pre-approved vacation period. If there are still pickets when the employee returns from their vacation, they will be taken off payroll again until the end of the strike. For management and professional staff, pre-approved vacation will be honoured. Any requests for vacation made after the date job action begins should only be granted if the M&P or non-unionized employee is not needed to perform essential services in case of job action.

10

For management and professional staff, there will be no change to payroll during their pre-approved vacation period. The exception is those staff who choose to not cross the picket line. In this case, a Payroll Adjustment Form (see Appendix 2) must be submitted to reactivate their payroll during the leave period. For unionized employees who are on paid sick leave, and have provided medical documentation supporting the medical absence, administrators must forward a Payroll Adjustment Form (see Appendix 2) so that these employees are not removed from payroll during their medical leave.

Submitting overtime hours For all non-unionized staff who work over 7 hours/day or 35 hours/week on authorized job action-related work, administrators must complete a Time Sheet for Job Action-related Work (see Appendix 3) for the extra hours worked. These forms must be submitted to Human Resources by fax at 604-822-8134. NOTE: Time sheets must be submitted for employees who are deployed for extra work through Human Resources, and for extra work performed within the employee’s own department.

Rate of pay during job action M&P employees will be paid at their usual rate of pay for 7 hours/day or 35 hours/week. Non-Union Technicians/Research Assistants will be paid at their usual rate of pay for 7.5 hours/day or 37.5 hours/week. Employees are paid at double their usual hourly rate for hours worked beyond 7 hours/day or 35 hours/week, provided: the work is job action related, and the department head or designate has requested that the overtime be worked. Employees will not be paid overtime for carrying an on-call pager or cell phone. NOTE: It should be emphasized that overtime is to be paid only for work that is related to the current job action. The additional hours of work are not paid to non-union staff who wish to use this time to catch up on their own work.

Paying unionized staff deemed essential Unionized staff who are deemed essential, and must therefore report to work, must be reactivated onto payroll for the time they are at work. To do this, the administrator must submit a Financial Services Payroll Sheet (the regular time sheet), which is available online.

11

Benefits As per the Labour Relations Code, unionized staff members engaged in job action shall continue to receive health and welfare benefits, other than pension benefits or contributions, provided the unions tender payment of the premiums to the employer. Non-union staff members who choose not to cross a picket line shall continue to receive health and welfare benefits other than pension benefits or contributions, provided the employee tenders the related premiums.

Campus Security A safe and secure campus remains an absolute priority. Campus Security will continue monitoring and responding to emergency calls and alarm systems. Patrols of the campus will also continue. Due to the limited number of staff, Campus Security will not be able to provide security to individual buildings beyond responding to alarms and emergency calls. Overall security for individual buildings will rest with the facility managers or building administrator. Protection of property using a common sense approach can be both simple and effective. Things you may want to consider are:

• Make sure that all doors and windows are secured when the building is not in use. • Reduce the number of entries to the smallest number possible. • Identify all strangers entering your building. • Alarms that are automatically armed may need to be adjusted. • Remove anything from the perimeter of the building that could be stolen or

damaged. • Control deliveries and pick-ups as much as possible and avoid night deliveries. • Check the perimeter of the building to ensure lights are working. • Lock all storage areas that contain flammable or hazardous materials. • Compile and distribute an emergency contact list for your area.

For Security concerns, please call 604-822-2222. For emergencies, call 911.

UBC Bookstore The UBC Bookstore will be open restricted hours, Monday to Friday, 11:00 am to 2:00 pm. The Bookstore will provide as much service as its resources permit during job action. During this time, departmental orders will be processed through the front registers.

12

In the event of a full strike, the Bookstore’s satellite operations at Sauder and at Robson Square will be closed. If necessary, inventory from these locations can be retrieved and sold at the Point Grey location. For operational inquiries, please call 604-822-6690. For accounting inquires, call 604-822-0919.

Libraries In the event of a strike, the UBC Library intends to keep the following hours: Irving K. Barber Bookstacks, Koerner and Woodward Libraries:

11:00 am to 3:00 pm, Monday to Friday Other campus libraries will be open for shorter periods:

either 10:00 am-1:00 pm or 11:00 am-2:00 pm, Monday-Friday Off-campus branch openings will depend on local conditions and will be communicated accordingly. These hours of operation will be evaluated as the strike progresses, and any changes or reductions to hours and services will be displayed on the Library website: www.library.ubc.ca Services during a strike are limited and will include access to collections and the online catalogue, basic circulation service limited to five items per person, some information and reference assistance, self-service copying, and re-shelving of materials.

Building Operations Building Operations will curtail its operations and service to campus during a strike. Administrators are advised to keep a log of maintenance issues that will need to be addressed at the end of job action, and forward only emergency requests to Building Operations during strike action. In case of emergency: For any building emergencies, or emergency service calls, phone 604-822-2173. UBC Utilities: All utility systems will continue operation. Utilities staff will respond to trouble calls, however, non-priority work will be completed as staff resources permit.

Building Operations Service Levels All non-critical projects on campus will be curtailed or shut down, and custodial and garbage removal services will be reduced to minimal levels.

13

Services discontinued during job action: Preventative maintenance Routine trouble calls Routine projects such as moving, minor construction, rekeying etc. Construction by in-house staff Landscape maintenance, including snow removal Shipping, receiving, dispatch and delivery Regular custodial services Set up for ceremonies, exams or special events Transporting waste off-site Warehouse and Stores access First aid Lock repairs Recreational facility services (rinks, pools, stadium, fields) Services provided by deployed management staff: Emergency trouble calls Building and Housing garbage pick-up Emptying waste containers on campus Essential building systems operations Essential stocking of washroom supplies Delivering exam booklets Regular inspection of washrooms, major public areas, mechanical and electrical

rooms Recycling pick-up

Taking care of your building during a strike Normal maintenance and custodial services will be severely curtailed during a labour disruption. Building occupants will be required to take on daily tasks in their buildings: Opening – Unlock exterior and interior doors at the start of the day.

Report any overnight building or site damage that could be deemed a safety or security risk (Building Operations 604-822-2173)

Midday – Inspect all washrooms: clean up any standing water or other slip/trip

hazards on the floor; turn off faucets left running; close and put signs on any cubicle with a plugged toilet (and call Building Operations 604-822-2173 for assistance); refill toilet paper, paper towel or soap dispensers; Inspect lobbies and corridors and clean up any standing water or other slip/trip hazards on the floor

Closing – Check that exterior windows are secured Inspect all washrooms: see duties list for midday

Inspect lobbies and corridors and clean up any standing water or other slip/trip hazards on the floor

14

Empty all central collection trash bins, take bags to the building dumpster for pick up by Building Operations, and re-bag the bins As needed, take all recycling bins to a designated pick up point outside the building for collection by Building Operations

Lock all exterior and interior building doors.

Campus Mail Campus Mail Services will leave a message on their department voice mail system (604-822-9495) indicating their operations and procedures during a strike. Departments may drop-off urgent campus and out-going mail to be metered before 10:00 am each day. All out-going mail must be bundled and separated into Canadian, USA and international bundles with a valid four-letter speed chart attached to each bundle. There will be no pick-up or delivery service to departments during a strike unless a special emergency arises. Campus Mail will make all reasonable efforts to obtain mail from an off-campus depot. Departments may pick up mail at 1:00 pm and 3:00 pm daily at Campus Mail Services, located at 2329 West Mall. Please note that, for security reasons, the person making the mail pick-up must present proper identification.

Supply Management Like other departments, Supply Management will endeavour to provide service to their clients as best as possible during job action. Although Supply Management will continue to order from suppliers, even during a full strike, past experience has shown that many drivers choose to exercise their decision to conscience and decline to cross a picket line. However, should you find yourself in urgent need of an essential item, contact Supply Management and every effort will be made to meet your department’s needs. Other issues related to Supply Management: UBC staff and faculty who are scheduled to travel via air during job action on behalf

of the University should ensure they have electronic ticket documentation. In the unlikely event that a paper ticket is required, please make prior arrangements with UBC’s contracted travel vendor for pick up or delivery options.

There will be no armoured car service (Brinks Canada Ltd.) during job action.

15

Courier services may be disrupted during job action. When couriers are not able to come onto campus, alternate arrangements will be made for packages picked up or dropped off.

Risk Management Services The Department of Risk Management Services (RMS) will continue to provide service to the campus community during job action, including occupational health and research health and safety programs, environmental programs, emergency preparedness programs, enterprise risk management and continuity planning, and insurance and loss prevention programs. RMS will operate during its normal hours: Monday to Friday, 8:30 am to 4:30 am.

For environmental services like hazardous waste collection and storage, solvent recovery and chemical exchange, only hazardous waste collection and storage will be fully maintained. Other environmental services will be limited. At the beginning of a job action, RMS will provide normal levels of service for the following areas: Biosafety services Chemical safety services Radiation safety services Safety Program services Occupational hygiene, Environmental services support Emergency and Continuity planning Personal security In the case of a protracted labour dispute, RMS staff may not be able to maintain these levels of services. Should the department have to adjust its service to the campus community, RMS will communicate this to the University. Emergency services – The RMS emergency response service provided by the University-wide pager system will be maintained at its normal level for emergency chemical, biological and radiological spills, releases and other hazardous accidents and incidents across campus. This service will be maintained 7 days/week, 24 hours/day. Focus on health and safety – Since job action means that many management staff will become involved in unfamiliar or new work activities, RMS stresses the need for heightened awareness of health and safety issues. When undertaking a new job, be sure to acquaint yourself with proper job procedures, ensure that all safety-related equipment is in place and in working order, be sure to obtain and wear all personal protective

16

equipment that is necessary for the job. If you have new staff deployed to your area, remember that increased supervision may be required for these inexperienced workers.

UBC IT UBC IT encompasses a wide range of services to the UBC campus. Most of these services will remain operating during a job action, but with modified hours of operation or scope of services. Should there be a full strike the following will apply:

Customer Service Centre Telephone coverage will be available from 8:30 am to 4:00 pm. LS Klinck Room 100 will be open for walk-in customers on a reduced schedule from

10:00 am to 2:00 pm.

Voice Services AdminTel customers will only receive service considered urgent Voice Moves, Adds or Changes will be handled in order of emergency Trouble Call tickets will be handled in order of emergency

Internet Services Interchange accounts will be maintained for existing customers and services will

include: password changes/resets, validate accounts, sales of additional dial-up, renew packages, and disk space sales

Site-license software inquiries will be referred to IT Service Centre.

Help Desk The Help Desk will continue to function as normal, according to the Customer

Service Centre hours above.

Networks Data network services will remain in operation. There will be no new installations or

services. Network trouble calls can be reported through normal channels to 604-822-5438 or nmc@ubc.ca.

Other services There will be no repairs to Cable TV services.

Parking and Access Control Services All parking facilities on campus will remain open and UBC Traffic and Parking rules remain in effect. Parkades will be accessible with a valid FlexPass and access package, or by paying the posted rate of $3.50 per hour.

17

Parking will be enforced, so faculty and staff should make sure that a valid parking permit is prominently displayed in their vehicle’s front window. Any vehicles that are towed from UBC will be taken to the Drake Towing yard at 1553 Powell Street, Vancouver. In the event of full pickets, the administrative office of the Parking and Access Control department (located in GSAB) will be closed. For emergency access to a building, please call Campus Security at 604-822-2222. Forward all other key/access requests to parking@interchange.ubc.ca, and they will be responded to as promptly as staffing permits.

Food Services In the event of significant job action, Food Services will operate Place Vanier and Totem Dining Rooms only. All other operations will be closed for the duration of the strike. Most, if not all, catering functions will be cancelled. A representative from Wescadia Catering will contact all clients with functions booked to provide confirmation regarding the status of their function or delivery. In residences, menus will be limited, hours of operation will be reduced, and the a la carte meal plan will be reduced to a single price per meal arrangement. There will be no other service to the University community during a strike, but Food Services will be able to make arrangements with departments to provide service to their M&P staff working during the strike. Meal hours in both dining rooms will be posted in the Totem Park and Place Vanier commons blocks and on the department’s website at www.food.ubc.ca. The dining rooms will be closed between meal service periods.

Housing and Child Care Services Throughout the strike, all of the service desks in the residences will be open for limited hours. Hours of operation and emergency contact information will be posted at all desks and on the department’s website at www.housing.ubc.ca. For residents needing to report an emergency, a modified maintenance request and emergency reporting system will be in place, and response times to these emergencies may be impacted. As Conferences and Accommodation staff will be deployed to work in other areas, sales and reservations services will also be affected by job action. For issues relating to Child Care Services and whether the centres are open during job action, parents should call the general information line at 604-822-5343. The outgoing voicemail message will be updated to provide the most current information available.

18

Part 2 – Labour Relations

Frequently Asked Questions Question: Who can perform bargaining unit work in the event of a strike? Answer: Bargaining unit work can only be performed by unionized employees who

are designated as essential, or by non-unionized staff (including M&P staff), provided they were hired before the date notice to bargain was given by the striking union. Non-union employees hired after this date may come to work perform their own duties, but may not perform bargaining unit work. Please see Appendix 5.

Question: Can I move staff between off-campus and on-campus locations? Answer: You can move staff to an off-campus location only if this is part of their

regular work. If your staff work solely on campus, you cannot relocate them during a strike.

Question: How do I report concerns related to job action? Answer: Please call the Main HR number at 604-822-8111 or your HR Advisor.

Question: Do my non-union (including M&P) staff have to inform me if they

intend not to cross the picket line? Answer: Yes. UBC’s Policy #64 states: “An individual who intends not to cross a

picket line as a matter of conscience to meet classes or to fulfil other duties during a labour dispute shall inform the Head of the Department or the Supervisor, as the case may be, within thirty-six (36) hours after a strike is announced.”

Question: Where do I go to find the most recent information related to job action? Answer: Public Affairs will regularly update the UBC website at www.ubc.ca or

you can go to www.hr.ubc.ca. Question: What should I do if the media contacts my department regarding the job

action? Answer: The University has a large presence in the community, and a labour

disruption at UBC will be a newsworthy event. It is important that the University speak with a unified voice, so all media enquiries must be referred to Public Affairs.

19

Question: How many hours will I be expected to work in the event of a strike? Answer: Non-unionized staff, including M&P staff can work up to 60 hours a week

during a strike. If you have decided to make yourself available, you may be deployed out to a department on campus that requires extra staff to maintain a basic level of service.

Question: When and where are unions allowed to picket? Answer: The Labour Relations Code allows unions to picket when a legal strike or

lockout is in progress, but a union can only picket after they have provided the employer with 72-hour strike notice.

Although the Labour Relations Code indicates that picket lines can only be set up at or near the employer, we do not always receive notice from the unions as to where they will set up pickets. Should pickets be set up at or near your building or campus location, call the main HR line at 604-822-8111. The University can then consult the Labour Relations Board to determine whether the location is legal.

Question: Am I allowed to cross a picket line? Answer: The purpose of a picket line is to persuade people not to do work for, or do

business with the employer.

We expect that our non-union staff (including M&P) will be respected in their decision to cross a picket line and come to work, whether they have been deemed essential or not. Should you or your staff experience difficulties crossing a picket line, report it as soon as possible to Human Resources at 604-822-8111 or by contacting your HR Advisor.

When non-union employees are confronted with a picket line: Employees must make a reasonable effort to attend work. If the

employees’ usual entrance is obstructed, they should consider alternate entrances.

If an employee is asked not to cross a picket line, they should state that they have a responsibility to report to work as scheduled.

If an employee is unable to cross the picket line, they must contact their manager by telephone as soon as possible to report the situation and receive instruction. If they are assaulted or threatened in any way, they should advise their manager.

Question: What happens if I see or experience intimidation or violence on a picket

line at UBC? Answer: First of all, we don’t anticipate that there will be difficulties of this kind at

UBC. However, if you witness or experience intimidation from striking

20

union members, call the HR number at 604-822-8111. Take note of the time of the incident, descriptions of people involved, and what actions were taken, so that you can provide as much detail as possible to HR.

If the situation warrants police attention, dial 911, and then inform HR of the situation.

Question: Will I need an ID badge to report to work? Answer: We expect that unionized staff who are deemed essential will be furnished

with some sort of identification from their union to give them passage through a picket line, but measures like this should not be necessary for management staff. It is our expectation that management staff that wish to come to work will be allowed to do so.

Question: What if my unionized employees show up to work, even though there is a

strike? Answer: If the strike is by another union local and there is no picket line blocking

your work location, your employees are expected to attend work. Question: What if my employee’s union is on strike and they still show up for

work? Answer: It is up to each individual employee to decide whether they wish to cross a

picket line. As management, we must be careful not to be seen to be giving advice to our employees in these situations. However, if your employee indicates they were not aware of a picket line or strike action, you may suggest they call their union local. If the employee still chooses to be at work, they will be paid accordingly.

Question: What if my employee’s work location is not being picketed, but their

union is on strike? Answer: It is expected that their union will advise them not to attend work, but it is

an employee’s individual choice whether to attend work. Employees may face disciplinary action from their own union if they cross their own picket line, or attend work during their own union’s strike. However, we are not to advise our employees on such matters, under the Labour Relations Code.

Question: What are the “Global Provisions”? and what do I need to know about

them? Answer: The “Global Provisions” form part of the Essential Service Order. The

Essential Service Order is an order from the LRB to designate as essential

21

those facilities, productions and services that the Board considers necessary to prevent immediate and serious danger to the health, safety or welfare of the residents of British Columbia.

Global Provisions you should be aware of: No new animals will be ordered by the Employer during any strike or

lockout. The Employer shall utilize the services of its management and

excluded personnel who are qualified to the best extent possible. Management and excluded personnel shall work 60 hours total per week unless otherwise agreed by the parties locally or otherwise ordered by the Board on application.

NOTE: Where management and excluded staff are performing essential service work or work related to job action, they may be required to work 60 hours per week.

The Employer shall not hire replacement employees, engage additional

volunteers, or assign additional duties to volunteers. Each Union shall schedule its members to work in accordance with the

Essential Service Order. Each Union shall provide the necessary information to the Employer for the preparation of payroll and, if possible, shall provide the schedule in advance. In the event of an earthquake or other major disaster, the responsibility for scheduling employees will revert to the Employer.

The Employer shall direct those scheduled employees employed by the

University of British Columbia to perform the duties of their employment that it determines to be necessary or essential to comply with this Order.

Each Union shall instruct its members employed at the University of

British Columbia to perform the work as directed by the Employer. Every employee shall perform the duties of his/her employment as

directed by the Employer. The striking Union is ordered to provide unrestricted access and egress

for those persons covered by the Order and any other person or delivery required for the continued operation of the facilities and services designated by this Order.

22

The striking Union may select one person to be present to observe the loading and unloading of any delivery vehicle randomly selected once per day at the loading/unloading point of any facility where deliveries are made. The observer shall not interfere with, or impede the loading or unloading process and shall not turn back any delivery. Observers may record their observations and if any activity contrary to this Order is observed, the Union may apply to the Board for relief.

Employees will not be assigned to the following: new construction

work, or renovations work, or experimental processes subject to this Order and any further Orders of the Board.

Employees will be available in the event of any emergency or disaster

situation. In the event of a dispute between the Employer and the Unions as to whether an emergency or disaster situation exists, the employees will perform the work in question. If such a dispute arises the Employer shall provide the Unions with documentation and/or information in a reasonable period of time.

Question: Should people refrain from discussing strike related issues? Answer: No, open discussion of issues is encouraged at UBC. However, the

Labour Relations Board expressly prohibits the use of coercion, intimidation, threats, promises, undue influence, or similar activity. The right to strike is legal, the right to respect a picket line is legal, as is the decision to cross a picket line. No one should suffer discrimination or threats from exercising their legal rights.

If you have any other labour relations questions, please contact your Human Resources Advisor.

23

Part 3 – Students

Issues for Students

Who is responsible for student issues? The Provost and VP Academic chairs a Strike Preparedness Committee that takes responsibility for student issues during a labour disruption. This committee, which also has student membership, is charged with overseeing the academic integrity of the University. A Strike Operations Committee will also be struck to deal with day-to-day academic issues that arise from a labour disruption. Department heads (or their equivalent) will take responsibility of ensuring as much as possible that teaching and other commitments are fulfilled in their area, including maintaining office hours for student consultation, marking student work, submitting grades, etc. The VP Students website will be the location for all student related information as it relates to the impact of job action on students: http://vpstudents.ubc.ca. For more information, please see two documents: Academic Position of Students in Case of a Strike, and Information for Academic Units in the Event of a Strike, distributed to Heads Up.

Appendices Appendix 1 – Additional Assistance Request Form Appendix 2 – Payroll Adjustment Form Appendix 3 – Timesheet for Job Action-related Work Appendix 4 – UBC Policy #64: Crossing of picket lines Appendix 5 – Memo re: Essential Services: Non-Union Staff

24

UBC Human Resources Additional Assistance Request Form

*Please return to your HR advisor by ______ via e-mail or Fax 822.8134

DEPARTMENT INFORMATION

POSITION INFORMATION

Department: Requested By: Requester’s Phone: Fax: E-mail: Address:

Position Title: Hours of Work: Start Date: End Date: Reporting To: Phone: Work Location:

Summary of Job Description Summary of Software / Technical Skills Required Summary of Qualifications / Certifications Required

PAYROLL ADJUSTMENTS FORM FOR: REGULAR PAY

This form is to be used in the event of job action (full strike, rotating strikes, etc.) Section A: The following employees need to be reactivated on payroll for one of the following reasons:

Vacation request was approved prior to TBD and occurred during job action (VAC) (please √) Unionized employees who are on paid sick leave during job action and have provided medical documentation

supporting the medical absence from the workplace to their manager (SICK) (please √)

Last Name First Name Employee ID SIN Start Date End Date VAC √

SICK √

Section B: The following did not report to work during job action and need to be removed from payroll

Examples include: employee not reporting to work due to rotating picket lines or non-union and M&P exercising their conscience as per UBC Policy #64

Last Name First Name Employee ID SIN Start Date End Date OR Date & Hours

not worked

C - Authorization Department Name

Authorized/Grant Holder's signature:

Name and local of above:

Fax a completed and signed copy to Payroll at 604-822-9233 or

hand-deliver to Financial Services, GSAB, #305 - 2075 Wesbrook Mall

Personal Information

First and Last Name:

Employee ID: (7 digits) SIN number if employee ID is unknown

For The Week Of: (Work week is Sunday through Saturday)

Date

Department

(one line for each department worked in)

Regular

Hours (7 hrs per day)

Overtime Hours (do not double)

Authorized and signed by

Print Authorizer’s

Name and Phone number

Total Hours Total Regular Total

O/T

Reason for Overtime: Human Resources Authorization (Name) Human Resources Signature

Fax a completed and signed copy to Human Resources at 604-822-8134

Time Sheet For Job-Action Related Work

Policy No.:

64

Approval Date: March 1980

Last Revision:

The University of British Columbia Board of Governors

Responsible Executive: Vice-President, Academic and Provost Vice-President, Administration and Finance

Title: Crossing of Picket Lines

Background & Purposes:

1. General

1.1. In the event of a strike, The University of British Columbia will take every reasonable measure to remain open. It recognizes that its employees are entitled as a matter of conscience to refuse to cross picket lines during a labour dispute. It is common practice, however, for institutions not to pay employees who choose not to cross picket lines and thus fail to perform their duties. The University will follow this practice, making every effort to treat consistently all its employees, both union and non-union, faculty and staff. To this end, it has adopted the following statement of policy.

1.2. In the event of a strike or picketing at this University, the University will remain open unless there is an

official announcement to the contrary.

2. Members of the Bargaining Unit of the Faculty Association and Non-Teaching Staff (non-Union) Not in the Bargaining Unit

2.1. Department Heads and other senior administrative officers shall, to the best of their ability, ensure that

teaching and other commitments are fulfilled, including the maintenance of office hours for student consultation, the marking of student work, the submission of grades, and other duties. Individuals who come to work shall not be required to perform duties outside the scope of their employment. All duties shall be performed in the normal place (relocation of a class or other duties to a non-picketed location is not acceptable) and at the normal times. If a faculty member does not fulfil his/her duties or indicates that he/she intends not to do so, the Head shall immediately notify the Dean and shall undertake a course of action to ensure that the department’s teaching commitments are met.

2.2. An individual who intends not to cross a picket line as a matter of conscience to meet classes or to fulfil

other duties during a labour dispute shall inform the Head of the Department or the Supervisor, as the case may be, within thirty-six (36) hours after a strike is announced.

2.3. An individual who has chosen not to cross picket lines for a period of time as a matter of conscience will

not be paid for that period. This period will be calculated from the first withholding of services until the full resumption of duties. Payroll deductions will be made, in conformity with University policy for other

1

groups, on the basis of one twenty-second of monthly salary for each working day withheld up to a maximum of full monthly salary in any calendar month.

3. Staff Members of Certified Unions

3.1. Arrangements have been made for the provision of essential services by bargaining unit employees in

accordance with the procedures described in Article 8.07 of the CUPE Local 116 Agreement and Article 17.01 of the CUPE Local 2950 Agreement. Such arrangements will be organized by the Human Resources Department and the affected operating department with the appropriate union. Each member designated as providing an essential service will be expected to fulfil all normal duties within the scope of his/her employment as may be reasonably assigned.

3.2. Bargaining unit employees who do report for work shall not be asked to perform work which would

normally be carried out by those employees on strike. 3.3. An employee who chooses not to cross picket lines will not be paid for that period. This period will be

calculated from the first withholding of services until the full resumption of duties. Payroll deductions will be made on the basis of one twenty-second of monthly salary, in conformity with University policy, for each working day withheld up to a maximum of full monthly salary in any calendar month.

2

Date: April 3, 2012

To: Deans, Directors and Department Heads – Vancouver

From: Linda McKnight, Director, Human Resources Advisory Services

Re: Essential Services: Non-Union Positions (Management & Professional, Research Assistants/Technicians or Excluded Positions)

Strike Notice

Lisa Castle, Associate Vice-President Human Resources, has been providing the University community with regular updates with regard to bargaining at the UBC Human Resources Collective Bargaining site. You will therefore know that UBC currently has a number of collective agreements outstanding. While both CUPE Local 116 and CUPE Local 2278 have received positive strike votes, we have not received strike notice from either union. The unions are required to provide us with seventy-two (72) hours notice prior to engaging in any job action.

The purpose of this memo is to inform you of the rules around essential services for non-union staff. Please share this memo with your managers.

Determining Essential Services

In collective bargaining disputes, the employer has the ability to apply to the Labour Relations Board (LRB) for a determination of what services (if any) should be declared as essential and which union positions are necessary to support such a determination. Generally, the determination is based on the need to protect the health and well-being of British Columbians, and the presumption is that these services can be provided by a minimum of unionized employees while maximizing the number of non-union staff necessary to ensure this essential work is done.

In the past, UBC have had a number of CUPE Local 116, CUPE Local 2950, and IUOE Local 882 positions determined to be essential. We will be seeking a similar determination if job action occurs now or in the near future. Human Resources Advisors are currently working with department administrators to update our previously approved essential service levels for unionized staff.

With regard to non-union positions, a “Global Order” awarded by the LRB applies to UBC. This Order stipulates, among other things, that: “The Employer shall utilize the services of its management and excluded personnel who are qualified to the best extent possible. Management and excluded personnel shall work sixty hours total per week unless otherwise agreed by the parties ….The Employer shall, if requested….record the daily number of hours and locations worked by each manager and excluded

Page 2

employees and forward a written record of the hours and locations worked every seven days” to the union.

This means that where the University requires essential services to be in place, non-unionized staff may be required to work up to 60 hours a week. These hours of work must be recorded by the department for two reasons:

1. We may to need to submit them to the striking union 2. The university needs to pay the individual for additional hours worked.

In preparation for the possibility of job action, we are asking that you consider the work in your faculty or department that is necessary in order to protect human lives, living collections, basic student services, and basic physical plant services during the period of disruption. We also ask that you identify which non-union staff can do this work (this includes M&P staff, non-union research assistants/technicians, or excluded staff. Each department or faculty must maintain a list of each position deemed to be essential; the days of the week and the hours of the day they will be required to work; the name of the employee; work location; description of essential services; and a detailed justification for these services.

If there is job action and if there is an issue with non-union staff not being available to conduct essential work in your department or faculty, a Human Resources Advisor will collect your essential services list, discuss the circumstances, and, if necessary, you may be required to attend an LRB hearing with the support of Human Resources representatives.

Crossing Picket Lines

There are three other pieces of information that are pertinent to rights and obligations during job action at UBC that need to be taken into consideration:

The first is UBC Policy # 64 Crossing of Picket Lines. It states:

“An individual who intends not to cross a picket line as a matter of conscience to meet classes or to fulfill other duties during a labour dispute shall inform the Head of the Department or the Supervisor, as the case may be, within thirty-six (36) hours after a strike is announced.”

The other is Article 14.7 Crossing Picket Lines, in the University’s Agreement on Conditions and Terms of Employment with the Association of Administrative and Professional Staff (AAPS). It confirms that UBC Policy #64 applies to AAPS members, and it confirms that management and professional staff must maintain adequate essential services established by the University and that this is done in consultation with AAPS.

If you identify specific non-union staff to do essential work in the department or faculty, and if, within 36 hours after a strike is announced, this individual advises you that they intend not to cross the picket line, please contact your Human Resources Advisor who will assist you in managing this situation.

Page 3

Replacement Workers

Finally, the Labour Relations Code limits which non-union staff we may wish to perform our essential services. We cannot use anyone who was hired after the date on which we were given notice to bargain. Therefore, anyone hired after the dates listed below cannot perform essential service duties for work within the jurisdiction of that union:

CUPE Local 2278 – May 1, 2010

CUPE Local 116 – March 29, 2010

CUPE Local 2950 – March 29, 2010

IUOE Local 882 – December 14, 2009

If you have any questions with regard to the above, please contact your Human Resources Advisor.