U of A Transformation Communications

DoFM UAT Staff Update

November 20, 2020

1 PM - 2 PM

Hosts: Mark Perreault and Lee Green

Moderator: Lindsay Mercer

Questions and Answers

1. If a position in our office is eliminated through the transition would that person be able to bump someone else out of their job if they had more seniority?

Collective agreements will be following in this situation. In the DoFM, very few position descriptions are identical. Most administration staff wear more than one hat, so seniority is not likely a factor in most cases if there was down-sizing.

2. I have heard that all HR, IT and Communications positions will become direct reports to central bodies, regardless of the faculty they are currently in or the AMHSP (in the case of FoDM). Can you confirm this, or have you been provided with similar information?

All six service areas will report up to central from the faculty level. What will happen with department-level staff in these service areas is not clear.

3. Do we know if and how the DoFM will be affected?

Not known at this time. There will probably be some changes over the next couple of years. The good news is that the Dean of FoMD is listening to our concerns, so Mark is confident that we will be able to transition with our department’s intent remaining the same.

4. How does the administrative restructuring affect the units in DFM?

Not known at this time. The DoFM structure is unique because of specific program areas, each with unique budgets and governance. This seems to be understood, and no one has said at this time that changes will be required. We still may consolidate a bit more, but current structure will remain the same.

5. Will those paid from the Operating budget be most affected?

The DoFM has very few administrative staff funded through the university’s operating budget. Almost all of the department’s positions are funded through the AMHSP, and it is unknown how many AMHSP positions will be affected.

6. When do you think we will know if our office is losing positions? (See Question 8)

7. What types of positions are being considered for centralization?

Finance, IT and HR for sure., but to what degree is not known at this time. This will depend on where the university locates the specialist positions. HR is intended to be put in a central office in the university, so Mark does not anticipate it will make a major difference to us. Much of the HR centralization to take place is based on technology that hasn’t been implemented yet; the current process is not entirely automated now, so that centralization will take time to put in place.

8. Are any frontline support staff in DFM going to get layoffs?

It is not known if anyone in Family Medicine is going to get laid off at this point. Mark noted that the DoFM is already understaffed, and he intends to fight for every position. If this is referring to clinic staff, there is no talk about this at this point. People may not even realize we have staff in various clinics throughout the city and province.

9. Are the finance and HR in DFM going to be centralized? (see Question 7)

10. How many research staff will be affected?

The information currently available doesn’t indicate any further substantial consolidation of research at the university. DoFM doesn’t have many who are not funded through specific research projects anyway. We have some very high-profile research projects under way in the department, so it’s not likely those projects are at risk.

11. Are senior staff most at risk of layoff?

We can’t tell at this point. At the FoMD level, they are trying to incorporate senior staff into these new roles as they are being created, and will try to absorb senior people as they can.

12. How much lead time will we have until the announcement?

There is no indication that the department will lose positions. There will be some moving around of specialty positions at the Faculty level, so more activities will have more involvement with faculty offices.

Mark is hoping we will have a sense of what they are planning soon, and timelines will be shared with staff when they become available.

Any changes will have to follow current collective agreements and timeframes set within.

Additional Questions

Three models are now under consideration. All three include the DoFM as well as the Department of Psychiatry, which will both remain as they are now because they are so unique.

Mark noted that these proposed structures released this week include the FoMD within a consolidated division.

Will these changes have a positive effect on our culture?

This is something department chairs are concerned about, and have discussed: how do these cultures get merged? Our family medicine department culture is not likely to change, but perhaps there will be more cohesion at the Faculty level.

Some concerns have been expressed from other areas that the naming is of concern (schools, colleges, etc).

Will the AMHSP funds be Cut?

At this point it does not appear they will be cut. The 2021/2022 AMHSP budgets were submitted a few weeks ago, and there has been no diction these budgets will be cut. However, the final decision will be made a couple of months from now.

Lee noted that although there may not be a cut, these budgets have been capped so there will be no new money.

Will we have more access to resources?

The Dean is hoping so, especially with the central service hub preventing duplication of work. Any difference will be most notable for the bench lab researchers.

Final Note:

Mark and Lee’s doors are open, and you can always send an email. THe intention is to have meetings about every two weeks, or as substantial amounts of new information becomes available.