Terminology
Finance
Budget Development & Forecasting
Research/Post-Award Grant Admission
Budget Development & Forecasting
Budget Development & Forecasting includes the development of financial budgets, forecasts, and models for all kinds of plans, including head count, salary, revenue, and more. Processes include managing the consolidated review and approval of plans from distributed budget users in a variety of timelines, such as annual, quarterly or monthly.
Capital and Asset Accounting
Capital and Asset Accounting includes the account treatment of UBC Capital expenses including clarifying distinction between operating expenditures and capital expenditures, fair allocation of the cost of capital assets against revenues over the useful life of the asset, and managing the full accounting life cycle of large and small-scale capital assets.
Institutional Accounting
Institutional Accounting includes integration to all financial sub-ledgers, budget development, supply chain, HR and payroll. Areas of focus include general ledger, chart of accounts, fund accounting, journal entries and the management of period and year-end close.
Procure to Pay
Procure to Pay includes the management of supplier master data, the maintenance of supplier catalogues, the creation of requisitions and purchase orders, the receipting of goods and services and the payment of supplier invoices.
Research/Post-Award Grant Admission
Post-award activities are the processes and activities that take place after the grant, contract, or cooperative agreement has been awarded to the university. This includes the operational administration of the grant, including monitoring the research budget and cash received, maintaining compliance to sponsor restrictions, sponsor billing and reporting activities.
Revenue Accounting
Revenue Accounting focuses on external billing and customer records, including collections, cash and electronic receipts and deposits, customer management and analytical information.
Travel & Expense Management
Travel & Expense Management includes process, pay, and audit employee-initiated expenses. These costs include, but are not limited to, expenses incurred for travel and entertainment.
Treasury & Cash Management
Treasury & Cash Management includes processes such as closing individual active risk management transactions, the preparation and execution of financing and capital measures in consultation with the banks and maintaining relations with those banks, and administration of internal loans. Closing transactions involves settlement and account booking processes.
Human Resources
Benefits
Benefits are a foundational component of a faculty and staff’s total compensation package. The program includes health benefits such as: MSP, Extended Health, Dental, Health Spending Account, Employee & Family Assistance Program, Life Insurance, Long-term Disability Plan, etc., as well as delivery of administration of benefits (including rate changes, retroactive enrolment, adjustment and termination of benefits),
Compensation Management
Compensation programs and policies are in alignment with the Public-Sector Employers Council (PSEC) and provide monetary compensation to support retention and attraction of staff and faculty, as well as rewards sustained performance. The programs and processes include: job evaluation and classification, compensation reviews, market surveys, and salary administration (i.e. faculty salary increases, honoraria, administrative stipends, merit increases, step increases, general wage increases, etc.).
Core HR Management
Core HR Management focuses on core information related to the institution and to the employee, including the broader workplace (i.e. Paymaster). It includes: organizational charts, employee records (personal information, work history, bios, interests and affiliations, status and location), position management, and self-service options for employees to view, access and where appropriate, submit changes to their information.
On-boarding/Off-boarding
On-boarding supports the hiring process by which new or existing employees are welcomed into the university and/or Faculty/VP Unit/Department, and acquiring the necessary information, tools and learning to be effective in their new role. Off-boarding supports staff and faculty when they leave the university or their role by providing the necessary information and tasks prior to their departure date.
Payroll
UBC has a robust payroll function that supports timely and accurate payment of staff, faculty and Paymaster individuals. Payroll includes managing the payroll cycle which includes calculation of pay, taxes and deductions, payroll processing, year-end reporting. etc.
Talent Acquisition
Talent Acquisition supports the attraction, interviewing and hiring of internal and external applicants to roles within the university. It involves external advertising, job postings, application criteria and packages, recruitment methodology and candidate assessment/selection, selection committees, and offers. It also included compliance with regulatory requirements (i.e. visa and work permits).
Workforce Management
Workforce Management includes the forecasting and scheduling of employee resources while ensuring accurate tracking and reporting of time, attendance, and leaves. It brings an aligned and coordinated approach to employee resourcing and deployment within UBC’s complex work environment (i.e. numerous business rules, collective agreements, various jobs and locations, etc.) while ensuring compliance with regulatory requirements.
Student
Curriculum Management (limited)
Admissions
Enables the application and evaluation processes of applicants to highly competitive and selective programs and other learning opportunities. The application processes for learners integrates into an admissions ecosystem that includes a CRM and external provincial application services (application and transcript exchange) and the submission of test scores and other supporting documents. In addition, enables internal applications processes. The evaluation process includes the calculation of admission averages/GPAs, as well as the assessment of non-academic criteria (such as essays, interviews, auditions and portfolios) and external test scores. The result of the admissions process is admitting and refusing applicants, and creation and rescinding of admission offers. Admitted learners must accept or decline their offer of admission. The admissions area also includes the request, evaluation and processing of deferrals and appeals. Current learners at UBC may apply for a change of program or campus while former learners may also apply for readmission after a period of time away from the university
Assessments & Outcomes
Enables the management of established forms of assessment (e.g., exams, quizzes, assignments, competency, practicum), emerging assessments (e.g., performance, badges), and graduate program assessments (thesis/dissertation), as well as recording their outcomes. It includes the integration with external gradebook functionality, as well as direct outcome entry, communication of outcomes with learners, and the management of exceptions and appeals.
Curriculum Management
Enables curriculum proposal/approval process, from submission to Senate secretariat through the necessary approval steps. Enables configuration of organizational units, academic cycles, and learning opportunities, such as programs, pathways, and courses, as well as enabling the publishing the Academic Calendar. Cross-campus and external relationships are evolving new and different models of curriculum development and delivery.
Enrolment
Envisions different ways for learners to confirm and clarify their continued engagement with the university. On a periodic basis, learners will be asked to confirm their intention to attend the next period of enrolment, update their personal information with the university, and pay any relevant deposits to allow them to access registration. Learners may choose to take an academic leave. During the enrolment period, learners may declare or apply for their chosen program of study. Staff-administered enrolment processes will include the administration of program declaration applications, academic leave requests, and track enrolment uptake for the following academic cycle. Flexibility in changing enrolment status and communication to support it within the system is key to success. Enrolment is a separate stage prior to registration.
Graduation
Focuses on the processes surrounding the lifecycle of graduation, including learner’s confirmation of desire to graduate, conferring the credentials, and delivering the graduation parchment.
Learner Financial Management
Enable processes around setting up tuition and student fee rules, calculation of tuition and fees, sponsorship, payments, refunds, debt management, tax slips, U-Pass, and reconciliation.
Learner Financial Support
Enables the end-to-end management of awards and the administration of government and institutional (UBC) loans. Staff processes include creating and maintaining awards, managing award budgets, setting up and assessing award applications, adjudicating and assigning award recipients, managing award offers, and disbursing award funding. Staff also support the processing of Canadian and US government loans (e.g., confirmation of enrolment, financial need assessment, etc.), sponsor funding, and manage the administration of UBC loans/advances. Learners will be able to apply for awards and loans, track their status, and accept their award offers online.
Learner Management
Enables the management of learner data including biographic data such as names (given and preferred), gender, contact details, and citizenship. Additionally, it encompasses holds, statuses (eligibility, on leave, etc.), third-party authorizations, communications, comments, and learner associations with individuals/groups at UBC such as Enrolment Services Professionals, academic advisors and research supervisors. Learners should be able to self-update all elements of their biographical data and should be able to accommodate inclusive gender identity.
Program Planning & Management
Enables learners and advisors to plan and manage learning instances (e.g., programs, courses, etc.) choices within a single view. Prospects, applicants and enrolled learners will be able to select programs to understand the progression and program requirements, with the latter two groups being able to save their program plans for future enrolment and registration activities. Academic performance and progression to-date will be available so that learners and their advisors can determine how well they are progressing towards key milestones and program completion. Learners and advisors will be able to see the impact of both their planned, registered, and transferred learning instances on their program progression. Current and past academic performance and progression can also be applied to alternate programs so that learners and advisors may evaluate other program options.
Progression
Identifies milestones that a learner must achieve in order to successfully complete their program. These milestones range from promotion from one academic year to the next, including determination of a learner’s academic standing and eligibility for the next promotion level, to mastering a particular set of competencies/skills, to thesis submission within a graduate program.
Registration
Provides learner and administrator processes related to registration, waitlists, pre-requisites, credit limits, etc. Embeds automated curriculum requirements and regulations to minimize the handling of exceptions. Learners can use program planning outputs to complete their registration, alternatively, they can search for and view learning instance details and availability, then register in real time. Administrators will be able to perform related registration and waitlist administration tasks, including processing exception requests (e.g. pre-requisite) and approvals, and registration on behalf of learners. Enable communications with learners and other administrative staff and faculty to resolve issues.
Scheduling
Integrates processes associated with learning instance scheduling and learning activity (e.g., exam) scheduling. Learning instance scheduling includes managing teaching assignments in addition to the maintenance of applicable learning instances (e.g., courses) information, section creation and management, and scheduling (assigning days, times, locations, and primary instructors). Learning activity scheduling, such as exams, includes setting dates for the exam period, exam request creation and maintenance, schedule generation, finalization and publishing of exam timetables, invigilation, and accessibility and disability accommodations. Also includes the submission and management of deferred standing and the scheduling of deferred, supplemental, and distance education exam requests.
Transfer Credit
Enables the transfer credit articulation process for post-secondary courses and advanced secondary level courses (such as International Baccalaureate (IB) and Advanced Placement (AP)). It also covers the set up and maintenance of transfer articulation rules (i.e., UBC course equivalencies for external courses). Transfer credit from an exchange program or attendance at other post-secondary institutions result in learning instances in a learner’s record that can be utilized throughout the learner lifecycle as input to all requirements and regulations associated with admissions, program planning, progression, registration, etc.