VPFO Monday Update

June 8, 2020

Managing Your Mental Health

HR has collected a great set of mental health resources to help you manage the ups and downs of our COVID-19 experience. Need someone to help guide you through these resources? The VPFO has HR staff on campus every day for confidential conversations. See the Departmental Updates below for this week’s HR duty roster.

Are you interested in playing a vital role in championing health and wellbeing for your departments and among your peers?  Become a Workplace Wellbeing Ambassador before June 15.

Last week’s updates from UBC

General updates about UBC and its response to COVID-19 continue to be updated at covid19.ubc.ca.

Department updates

Facilities – Building Operations, Energy & Water Services, and Infrastructure Development

  • Facilities COVID-19 webpage now live: Visit facilities.ubc.ca/covid-19 for information on Facilities’ operations and service levels to support UBC’s approach to safely resume campus activities as directed by the province, WorkSafeBC, health officials, and SRS.
  • Facilities operations teams ramp up staffing: Custodial and trades have ramped up staffing on-campus to ensure buildings approved for reopening in June are properly cleaned, operated and maintained.
  • Buildings planned for reopening: Please contact Building Operations’ Senior Facilities Manager, Francois Desmarais (francois.desmarais@ubc.ca) for the June 2020 building list.
  • Project Services’ Project Coordinators on-site support schedule this week: Please continue to contact the designated Project Manager/Coordinator for project inquiries.
      • June 8: Victor Wong & David Meek
      • June 9: Victor Wong & David Meek
      • June 10: Darren Herrington & David Kosub
      • June 11: Darren Herrington & David Kosub
      • June 12: Darren Herrington & David Kosub

Finance – Comptroller, Finance & Operational Excellence, and Treasury

  • Audited financial statements: UBC’s audited financial statements will be presented at the Board Audit Committee on June 8th.

Operations & Advising – Communications & Engagement and Human Resources

  • VPFO HR on-site support schedule this week:
    • June 8: Matt Furgal, Gregor MacDonald
    • June 9: Alena Martin, Elliott Campbell
    • June 10: Rachel Lau, Kasia Burza
    • June 11: Arvind Kang, Kasia Burza
    • June 12: Matt Furgal, Gregor MacDonald

Safety & Risk Services

  • Privacy Impact Assessment (PIA) process go-live: Following a successful pilot, the PIA process will move online from June 15th. After this date all Incoming PIA enquiries will be directed to an online submission portal, in place of the current email based process. Email pia.process@ubc.ca for more information.
  • EOC effectiveness survey: The Emergency Operations Centre (EOC) has been a key part of UBC’s response to COVID-19. SRS has launched a brief survey to understand its effectiveness and lessons learned. Please complete the survey if you have supported the EOC in any way – completion deadline June 12th.
  • Business continuity planning process: With help from Energy & Water Services, SRS recently piloted a new business continuity planning process for teams at UBC. The pilot was a success and after making a couple of minor adjustments the process will start rolling out more broadly from today. For more information contact Danny Smutylo.

Other notable updates

JOIN PETER SMAILES AND THE IRP LEADERSHIP FOR AN UPDATE ON WORKDAY

Open to all UBC faculty and staff, this call in will share the latest updates on Workday as we countdown to implementation in November 2020. Peter and other IRP leaders will address the community on the benefits of Workday, the improvements to current systems and processes, and our excitement on how Workday will improve operations for you! Register now.

PERSONAL INFORMATION PRIVACY & SECURITY TIP

What is personal information? As individuals it’s important to protect our own personal information (PI), but as UBC employees it is vital that we protect any PI that we are custodians of. Understanding what is classified as PI helps us to understand what information we can and can’t share publicly, as well as ensuring how to protect ourselves against criminality.

KEEP YOUR MEETINGS SAFE FROM ZOOM BOMBING

As many of us are using Zoom, it’s important to follow a few best practices to prevent unwanted interruptions. Zoom bombing is increasingly prevalent, where intruders hijack the Zoom session by saying or showing inappropriate content. To help prevent this, UBC IT has provided some Zoom meeting best practices.

Helpful news

People have been suggesting news articles that they have found informative or helpful at work. These are provided for information and entertainment only. Unless noted, UBC doesn’t specifically endorse or supply editorial to this content.

  • For those who are spending lots of time in video meetings, here is a helpful article from Harvard Business Review Ascend on 10 Ways to Recover from Zoom Fatigue.
  • Even robots make mistakes… We ran the wrong article on digital transformation last week, so let’s try again… Read what Enterprise Magazine has to say on the topic of the pandemic accelerating digital transformation.
  • UBC continues to make a difference with COVID-19: Laura Gurney, a UBC nursing graduate introduced the ‘Wobble room’ at Vancouver General Hospital where staff can come in to unwind, to vent or to connect as needed, at any time of day for COVID-19 frontliners.

Sharing an article that may be helpful to your peers? Send it to communications@vpfo.ubc.ca at any time.

Be Part of the VPFO Monday Update

Each Monday we capture a snapshot of important university updates, the work across our departments, and other resources relevant to the VPFO team. This will be reposted, along with all past issues, at vpfo.ubc.ca/news.

Additions or questions can be sent to communications@vpfo.ubc.ca at any time.