HUMAN RESOURCES SUPERVISOR SERIES

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HUMAN RESOURCESSUPERVISOR SERIES

• Athabasca University, AUGC Chamber May 8, 2003

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(No Transcript)
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This presentation is targeted at

• Supervisors and Managers
• Of AUPE Staff Members

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HR Supervisor Series

• Objectives
• Inform current supervisors
• Orient new supervisors
• Make information available on the Intranet
• This session was offered May 5 and 6, 2003 in
  Athabasca, and May 8 in St. Albert at the Centre
  for Innovative Management.

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Objectives

• Provide an overview of the AUPE-AUGC collective
  agreement (referred to as the Agreement
  throughout the presentation) and related policies
  and practices.
• Identify the activities and responsibilities of
  Human Resources.
• Identify the responsibilities of
  managers/supervisors under the Agreement and
  related HR policies
• Enable managers and supervisors to refer to and
  correctly apply the Agreement and HR policies in
  a variety of different circumstances.

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HR responsibilities

• Recruitment and retention
• Payroll and benefits
• Learning and organizational development
• Identify internal and external developments
  (trends in employment, legislation)
• Provide feedback and approval for stakeholders
• Advice to staff members and supervisors
• Coaching
• Problem solving

HR contact list on the Intranet HR Contact List
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HR responsibilities

• In relation to the AUPE Collective Agreement
• Interpretation
• Negotiation
• Administration
• Advice/Guidance
• Union Liaison
• Acts on behalf of the Employer

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Manager/Supervisor Responsibilities

• Familiarize yourself with the
• AUPE collective agreement
• HR policies and procedures
• Apply the Agreement and policies consistently and
  accurately
• Provide HR suggestions for improvement and
  feedback on proposed policies/agreement clauses
• Contact Human Resources for advice/guidance if
  unclear

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AUPE Collective Agreement

• The AUPE-AUGC Collective Agreement is an
  agreement between the Alberta Union of Public
  Employees on behalf of Local 069 and Athabasca
  University Governing Council. It is binding on
  both parties.
• AUPE provincial headquarters has authority to act
  under the Agreement on behalf of Local 069.

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AUPE Agreement

• Local 069 includes all AU support staff. Article
  2.02 and the Public Service Employee Relations
  Act identify exemptions.
• Public Service Employee Relations Act
• Union membership is voluntary (agreement applies
  regardless). Dues are mandatory.
• AUPE is the sole bargaining agent this means
  supervisors or managers cant make side deals
  with an individual or group of employees.

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AUPE Agreement

• Some changes that you should become familiar with

• Performance Management
• Article 22 Vacation
• Article 25 Special Leave
• Article 9 Probationary and Trial Period
• Article 8 Salaries and Salary Increments

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Performance Management(Article 34)

• Timing
• Agreement requires annual assessment (completed
  in June) for merit process
• Suggest performance management needs quarterly or
  bi-annual updates
• Consider
• Department goals
• How long incumbent has been in position
• Base on job descriptions/classification
• Components
• Work Plan
• Focus on results and behaviours
• Set goals
• Learning Plan

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Performance Management

• New for this year!
• 8.02 The Employer may award additional
  increments at the time of the annual performance
  assessment to recognize sustained exceptional
  performance and/or significant educational
  upgrading. The Executive Officers decision
  regarding such award shall be final and binding.
• Two elements that could earn extra merit awards
• Sustained exceptional performance
• Significant educational upgrading

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Performance Management-Significant Educational
Upgrading

• The appropriate Executive Officer, after review
  by the Executive Group, will approve AUPE staff
  submissions for an educational upgrading merit
  step based on successful completion of a
  postsecondary certificate, diploma, or degree
  from a recognized professional association or
  educational organization during the previous year
  and directly related to work performed at AU.
  Certificates must consist of multiple courses and
  have an examination process. The specific
  educational upgrading is included in an approved
  employee Learning Plan.
• Linked to learning plans in future years.

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Performance Management

• 5-point scale
• 5. Outstanding approved by appropriate Executive
  Officer after review by Executive Group - Extra
  merit awarded
• 4. Superior Merit given
• 3. Fully Satisfactory Work goals and competency
  expectations are set at this level. Merit given
• 2. Marginal Merit withheld. Improvement plan
  leads to merit review
• 1. Not acceptable Merit withheld

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Performance Management

• Filed in personnel file
• Annual update of process available in May
• Applicable HR Policies and Procedures
• Position Descriptions Classification Review
  Policy Performance Assessment - AUPE Support
  Staff Policy
• Performance Rating Guide for AUPE Support
  Staff

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Employee Types

• Three main employee types
• Casual
• Temporary
• Permanent

Terms and conditions of employment vary for each
benefits and leaves are prorated for part-time
employees
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Employee Types

• Supervisors should be familiar with the status of
  their employees and their terms and conditions of
  employment. For help in this area, contact
• Employment Services Assistant
• Have questions on employee types or their
  conditions of employment? Contact Labour
  Relations or Employment Services
• Coordinator, Labour Relations
• Coordinator, Employment Services

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Casual EmployeesTwo Types

• Work on a call-in (sporadic) basis
• OR
• Work on an overload basis not to exceed three
  months

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Casual EmployeesCall-In

• Work less than 14 hours, some or all weeks (no
  predetermined work schedule), or whose hours
  and/or days worked fluctuate each pay period.

• May be extended for a specified term indefinitely
  and the position remains casual.

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Casual EmployeesOverload

• Should work a minimum of 14 hours per week with a
  predetermined biweekly work schedule (the same
  number of hours and same days).

• Overload casual employees remain casual for up to
  three months at which time they convert to
  temporary if their terms are extended.

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Casual EmployeesTerms Conditions of Employment

• Article 2.05 lists the articles that do not apply
  to casual employees
• Some articles apply but contain specific
  provisions for casual employees, e.g., articles
  2.06, 8.02, 10.04, 11.04, 21.02

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Temporary Employees

• Occupy temporary positions that have a specified
  term
• May be subject to a trial period
• Three types of temporary positions

- Project - Leave replacement -
Temporary

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Temporary Employees-Project

• Requires funding to be cost recovery or from a
  source other than the Universitys base operating
  budget.

• Project positions may be extended for a specified
  term indefinitely and the position remains
  temporary.

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Temporary EmployeesLeave Replacement

• Temporarily replaces an employee who is on
  approved leave of absence (maternity leave,
  long-term disability).

• Leave replacement positions may be extended
  indefinitely for a specified term and the
  position remains temporary.

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Temporary EmployeesTemporary

• Any temporary position that is not Project or
  Leave Replacement position.

• In this category, a temporary employee becomes
  permanent after 24 months in the same position.
• So Dont Scrimp on Qualifications
• HR notifies the supervisor of this at 18 months.
  This is a critical review point.

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Terms and Conditions for Temporary Employees

• Article 2.03 lists the articles that do not apply
  to temporary employees
• Some articles apply but have specific provisions
  for temporary employees, (Article 11.02)
• Terms and conditions may vary depending on
  whether the temporary employee has 12 months or
  less service, or more than 12 months service,
  (Articles 2.06, 22.09, 29.02, 29.03)

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Permanent Employees

• Occupy permanent positions
• May be temporarily assigned to a non-permanent
  position (for example, secondment)
• Subject to a probation period

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Permanent Employees Terms and Conditions of
Employment

• All articles apply
• Length of service is a factor when applying some
  articles, for example
• Article 22 Vacation
• Article 23 Sick Leave
• Performance Management
• Leaves
• Articles 26 - Maternity, Parental Leave and
  Adoption Leave
• Article 27 - Court Leave
• Article 28 - Leave without pay

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Vacation(Article 22)

• Plan/schedule with Staff Member
• Ensure vacation leave taken as scheduled
• Limit carryover to 10 days Over 10 days
  schedule
• Carryover gt 10 days must be requested before
  Sept. 1
• All carryover must be approved
• Schedule NOW!

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Vacation(Article 22)

• Vacation cannot be lost, but University can
  schedule vacation
• Vacation is a financial liability
• University does not want to pay out
• Encourage less carryover
• Use the appropriate form
• Vacation must be used before LWOP can be
  requested

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Leaves

• Paid Holidays
• Statutory Holidays
• Float Days
• Summer Stat
• Vacation - number of days depends on length of
  continuous service, casuals and temporary 12
  months or less 6 vacation pay, still eligible
  for leave carryover (Leasa or Lorene),

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Leaves

• Leaves applied for and approved in advance
• Use the leave request form
• Sick Leave casual, general, short- long-term
  disability
• Requirement for doctors note
• Ability management
• Applicable HR Policies
• Vacation Leave - Scheduling, Approval
  Carryover Policy
• Time Off For Religious Holidays Policy

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Leave Reporting

• Understand leave codes
• Use the right code. It affects leave balances and
  benefit entitlements.
• Review entitlements prior to approving a leave
• Monitor leave balances using reports provided by
  HR to each department
• Ensure days recorded and submitted to HR

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Special Leave(Article 25)

• Ten days per year that can be used in any
  combination up to the annual limit
• Illness within the immediate family
• Bereavement
• Travel time for illness within the immediate
  family or bereavement
• Moving household effects
• Administration of estate

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Special Leave

• Disaster conditions
• Major personal disaster that only effect
  individual fire, flood. In some cases, must use
  vacation.
• Known community disasters fire, flood, weather
• Write examination(s) for course(s)
• Be present at birth or adoption proceedings
• Attend formal hearing to become Canadian citizen

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Special Leave

• Attend medical, dental, physiotherapy, optical or
  professional counseling appointments, special
  appointments for self.
• Attend medical, dental, physiotherapy, optical or
  professional counseling appointments, specialist
  appointments with a dependant family member

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Special Leave

• Bereavement leave of absence will be granted in
  the event of the death of the Employees spouse
  (including common-law spouse), parent, guardian,
  parent-in-law, grandparent, grandparent-in-law,
  grandchild, son, daughter, son-in-law,
  daughter-in-law, brother, sister, brother-in-law,
  sister-in-law, nephew, niece, aunt or uncle
• Mourning NEW!
• Attend a funeral as a mourner

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Probation and Trial Periods(Article 9)

• Provides the supervisor with an opportunity to
  evaluate employee performance and determine their
  suitability for the position. (Brown and Beatty)
• Different standard only opportunity to consider
  suitability (B AND B)

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Probationary and Trial Periods

• An employee on a probationary or trial period is
  not eligible to apply for a vacant AUPE position.

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Probation and Trial Periods

• Application Articles 9, 11.07
• A six-month probationary period normally applies
  upon initial appointment to a permanent position
• A three-month trial period normally applies upon
  initial appointment to a temporary position
• A probation or trial period may be waived in full
  or in part, or may be extended beyond the
  original term
• A one-month trial period (not subject to waiver
  or extension) applies on transfer or promotion

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Probation and Trial Periods

• Supervisor responsibilities
• Incorporate into performance management
• VERY IMPORTANT MILESTONE
• University makes commitment investment for
  long term!
• References
• Staff Agreements
• AUPE Support Staff Probationary Trial Periods
  Policy

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Salary Increments and Adjustments(Article 8)

• After an employee commences with AU and their
  initial starting salary is determined, increments
  or adjustments are applied in accordance with the
  Agreement or AU Policy.
• Salary is reviewed on Casual to Temporary
  Conversion

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Salary Increments Adjustments

• Merit increments are applied annually on July 1st
  
• Casual staff are eligible for merit increment
  after every 1,820 hours of work
• Eligibility (casual, Jan 1 start date)
• Promotions (Transfers, successful completion of
  Probation and Trial Periods no increments paid
  )

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Salary Increments Adjustments

• Acting and Responsibility Pay
• Approvals come from Executive Officer
• HR provides direction
• Applicable HR Policies
• Annual Merits Increments - AUPE AUFA Staff
  Members Policy

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Time Sheets Payroll Deadlines

• Authorization to recruit to be completed prior to
  employee start date
• includes appropriate G/L account codes, etc.
• Authorization to Recruit Form
• Different deadlines for different types
• Payroll Schedules
• Timesheet deadlines IMPORTANT!
• Forms must be received in HR to allow time for
  processing
• Human Resources Forms

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Time Sheets Payroll Deadlines

• Designate an alternate signing authorities
• The casual (bi-weekly) employees timesheet
  deadlines allow for one day to retrieve
  signatures and be receipted by payroll.
• The University must pay within a certain time
  period if the signing authority is absent and
  unable to approve in a timely manner then a
  manual cheque must be produced for the employee.)
• Inform staff members of the designated alternates
  for signing.
• Delegation of Financial Signing Authority Policy

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Premium Payments hyperlink to form

• Shift Differential/Weekend Premium
• An additional 1.00 per hour is processed upon
• Submission of eligible hours
• Shift differential eligibility
• all hours in a shift if majority of the hours are
  between 400 p.m. and 800 a.m.
• Weekend premium eligibility
• All hours an employee is regularly scheduled to
  work on a Saturday and/or Sunday.

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Premium Payments

• Standby Pay
• Employees required to be on standby to be
  compensated upon submission of timesheet, at a
  rate of one (1) hour pay for each four (4) hours
  they are on standby.
• Call Back
• If the University changes an employees shift
  without providing more than 15.5 hours notice,
  the first shift shall be paid at overtime rates.

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Premium Payments

• Overtime
• Employee to receive approval from supervisor
  prior to commencing overtime.
• Discuss options (payout vs. time-in-lieu)
• Time-in-Lieu (TLT) can accumulate to a maximum of
  35 hours and must be taken as time off within a
  three month period. Hours submitted which take
  the TLT bank over either condition will be paid
  out.

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Premium Payments

• Overtime (O/T)
• Submission of hourly time sheet
• Human Resources Forms
• Travel Time
• Time spent on travel, when required to attend
  training courses, in excess of the employees
  normal daily or weekly hours of work, will be
  compensated at straight time rates.
• Clearly note on the Additional Compensation form
  the hours which are for travel.

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Health and Safety Occupational Health Safety
Committee

• Main contact is Diane Ellefson
• Collective agreement and statutory obligations
• Three-year health and safety plan being developed
  and implemented
• Incident Reporting (HR, WCB, WHS)
• Applicable HR Policies, Procedures
• Occupational Health Safety Policy

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Resignations

• To be provided in writing by employee, accepted
  in writing by supervisor both forwarded to HR
  as soon as possible
• HR resignation checklist
• 14 items
• Covers benefits, life insurance, pension, email
  accounts, microcomputer and software purchases,
  removal and relocation allowance, vacation,
  equipment/keys returned, cleared travel advances,
  final pay, return library materials.

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The End