Following our November 15 and 20 communications on the new employee cards, we met with uOttawa’s Human Resources (HR) team on November 22 to obtain answers to the APUO’s and its members’ questions about these cards.
Here is what we have learned, and our next steps:
Where does this initiative come from?
We have been informed that the decision to introduce these new cards is not the result of a recommendation from the HR team, nor from the Information Technology (IT) team. It is an “institutional project” from Central Administration that affects multiple services and is part of the “service modernization” initiated with Workday. In addition, the new cards will replace the current key fob system, which is considered “obsolete”, often faulty and for which it is sometimes difficult to find replacement parts. In addition, this decision was taken for safety and security reasons. Finally, we were told that these cards have already been distributed to students in a first phase, and that it is now time for the employee phase of the project.
Why weren’t campus unions consulted?
The Central Administration did not consult the unions because it considers that the project to implement these new cards does not entail any change in working conditions on campus. According to the administration, the new employee card is simply a “technical solution” that replaces other technical devices deemed obsolete. In such cases, it is argued, there is no need for consultation. In other words, progress is a matter of course.
What will the new card be used for?
- Access to physical spaces
The current key fob system will be gradually replaced by the new card system starting in January 2025. The administration may also introduce automatic locking systems in buildings on campus that are not yet equipped with them.
Workday will be used to determine which buildings and offices each employee needs access to, and the new cards will be individually programmed accordingly for each employee. Employees will also be able to request access to specific buildings or offices.
- Campus network printers
The new cards will regulate access to network printers on campus, and will be required for printing, scanning and photocopying. The APUO has been informed that all network printers that were not purchased by members will be replaced. The IT team will assess printer needs according to faculty and departmental usage. In practical terms, this means that only the most frequently used network printers will be replaced, and several may be retired.
- Other possible functions
Over time, the administration may add various functions to the new card, making it all the more indispensable. No consultation is planned before new functions are added.
How much will this new initiative cost (including the cost of replacing network printers)? Will this initiative save money?
Despite asking the question very explicitly, the cost of this project from Central Administration was not disclosed to us. However, we were told that it was not intended to save money. The main purpose of this initiative is to replace technologies deemed obsolete, and to enhance safety and security on campus.
Why are employees required to pay replacement costs?
We were told it was a question of equity. Since the administration has decided that students will have to pay a fee to replace a lost or damaged card, they concluded that it was equitable that employees should also have to pay for a replacement.
Concerns about uploading government-issued IDs
The employer has acknowledged that there have been problems with uploading photos for the new card and government-issued ID documents for identity verification. A communication will be sent out in the next few days informing employees of new options. Feel free to wait for this communication before responding to the employer’s request.
Surveillance concerns
As far as surveillance is concerned, we are told that the new cards will bring no change, since the current system already tracks employee movements on campus. Data collected with the new card will be kept for 15 years, as is currently the case.
The APUO’s position
Our meeting with the HR team was informative, but the APUO still has questions and concerns. The new card will centralize data and facilitate employee monitoring. It will also make it possible to add other functionalities that will further transform working conditions, all without consultation. We are currently in discussions with the other campus unions, and plan to file association grievances. Members considering filing individual or group grievances can contact APUO at apuo@apuo.ca.
We will continue to investigate the cost of this initiative, which the Central Administration refuses to make public. This is yet another example of centralized, hierarchical and opaque governance that favors highly questionable administrative expenditures while cutting into the core of our institution’s academic mission.