EMPLOYEE HANDBOOK OUT-OF-SCOPE EMPLOYEES Effective: September 1, 2013
DISCLAIMER This handbk is a general guide t the schl divisin s administrative prcedures, plicies and benefits: it des nt cnfer any special rights r guarantee f cntinued emplyment. The Suth East Crnerstne Public Schl Divisin can make changes t this handbk at any time. The fllwing psitins are t be cvered by this handbk: Any psitin as designated by the Suth East Crnerstne Schl Divisin which is nt currently cvered under a Certificatin Order as issued by the Saskatchewan Labur Relatins Bard Psitins currently nt represented by a trade unin r STF Psitins currently nt represented by LEADS Emplyee Handbk fr Out-f-Scpe Emplyees Page 2
Table f Cntents SECTION 1: PROBATION... 5 SECTION 2: LEAVES OF ABSENCE... 5 Sectin 2.1: General Leave... 5 Sectin 2.2: Bereavement Leave... 5 Sectin 2.3: Pressing Necessity Leave... 5 Sectin 2.4: Special Leave... 6 Sectin 2.5: Persnal Leave... 6 Sectin 2.6: Jury/Witness Duty... 6 Sectin 2.7: Maternity, Parental and Adptin Leave... 7 Sectin 2.8: Educatinal Leave... 7 SECTION 3: VACATION ENTITLEMEMT... 7 Directed Vacatin Central Office Staff... 8 Substitutin... 8 Cmpensatin... 8 SECTION 4: PUBLIC HOLIDAYS... 9 Entitlement Academic Year Emplyees... 9 Entitlement Calendar Year Emplyees... 9 Cmpensatin... 9 SECTION 5: SICK LEAVE... 9 Definitin... 9 Entitlement... 9 Deductins frm Accumulated Sick Leave... 10 Prf f Illness... 10 SECTION 6: WORKING CONDITIONS... 10 Hurs and Days f Wrk (Full-time) Calendar Year Staff... 10 Hurs and Days f Wrk (Full-time) Academic Year Staff... 11 Overtime... 11 Scheduling... 11 Occupatinal Health and Safety... 11 Harassment in the Wrkplace... 11 Emplyee Benefits Plan... 12 Cntributins During Leaves f Absence... 12 Pst Retirement Benefit Bridging... 12 Emplyee Handbk fr Out-f-Scpe Emplyees Page 3
Pensin Plan... 12 Cmpensatin... 12 Payment f Wages... 12 Salary Increments... 12 Emplyee Resignatin... 13 SECTION 7: HANDBOOK REVIEW AND AMENDMENTS... 13 APPENDIX A... 14 Student Service Cunselrs... 14 APPENDIX B... 16 Speech & Language Pathlgists and Occupatinal Therapists... 16 APPENDIX C... 17 Supplemental Emplyment Benefits Plan... 17 Emplyee Handbk fr Out-f-Scpe Emplyees Page 4
SECTION 1: PROBATION A newly hired emplyee shall be n prbatin fr a perid f six (6) active and cntinuus mnths f wrk, frm the date the emplyee last entered the service f the Emplyer. SECTION 2: LEAVES OF ABSENCE Sectin 2.1: General Leave Subject t peratinal feasibility, a leave f absence withut pay may be granted t any emplyee prviding reasnable ntice f at least tw weeks, in writing, has been given t Human Resurces thrugh the emplyee s immediate supervisr. Administrative Prcedure 409.1 Leaves f Absence Withut Pay utlines the parameters taken int cnsideratin when cnsidering such requests. Sectin 2.2: Bereavement Leave A leave with pay nt t exceed five (5) days shall be granted t emplyees wh experience the death f a member f their immediate family. Fr the purpse f this sectin and Pressing Necessity Leave, immediate family shall be defined as fllws: i) Immediate family refers t the: Spuse, Child, Stepchild, Parent, Grandparent, Stepparent, Grandchild, Sibling, Sn-in-Law, Daughter-in-law, and the fllwing relatives f the emplyee s spuse: Parent, Stepparent, Sibling, Grandchild, and Grandparent ii) The definitin f spuse will refer t Sectin 29.3 1(b) f The Labur Standards Act. Any leave granted pursuant t the abve sectin must be taken within the perid cmmencing ne week befre and ending ne week after the death, funeral r interment f the family member in respect f whm the leave is granted. Sectin 2.3: Pressing Necessity Leave An emplyee shall be granted leave with pay nt t exceed five (5) days in any ne academic year t cver any f the fllwing: i) Imminent death f an immediate family member ii) Hspitalizatin fr child, spuse r parent fr critical illness. In this sectin critical illness means relating t r being the stage f an illness at which an abrupt change fr better r wrse may be expected and/r relating t an illness r cnditin invlving danger f death. Emplyee Handbk fr Out-f-Scpe Emplyees Page 5
Sectin 2.4: Special Leave An emplyee shall be granted leave with pay nt t exceed three (3) days in any ne (1) academic year t cver the fllwing: Medical / dental / specialist appintments (parent, spuse r child) Graduatin / cnvcatin (self, spuse r child) Child illness that requires the parents attendance Weddings (self, child, parent) Birth f a child/grandchild Mandated legal appintments and curt dates Acts f Gd (fld, fire, inclement weather) Unplanned events f an emergency nature where the emplyee s presence is required Funeral r t act as a pallbearer fr smene ther than that f an immediate family member Cmmunity Invlvement (i.e. player participant r cultural event where ne has earned the right t participate in champinships at a reginal / prvincial / natinal level / twn cuncil) Any Special Leave day granted will be deducted frm the accumulated sick leave credit bank available t the emplyee. If sick leave is nt available leave withut pay shall be granted. Sectin 2.5: Persnal Leave An emplyee that wrks the academic year shall be granted leave with pay nt t exceed ne (1) day fr persnal reasns in any academic year with n carryver. Emplyees must make satisfactry arrangements prir t drawing n this leave. It is an expectatin that the use f persnal days will nt interfere with the educatinal gals initiatives and prgrams f the SECSD. Sectin 2.6: Jury/Witness Duty An emplyee wh is absent frm wrk as a result f being subpenaed t be a witness in curt, r f being required t serve n a jury shall be paid the emplyee s nrmal salary while absent subject t the fllwing cnditins: a) The emplyee shall pay t the Bard any remuneratin ther than expenses, which the emplyee receives, fr such absence. With respect t the Curt f Queen's Bench, the emplyee, if appearing as a witness, shall make applicatin in accrdance with "The Curt f Queen's Bench Fees Regulatins" fr witness fees. b) The emplyee shall ntify the Bard as sn as pssible after receipt f ntice fr such absence. c) This Sectin des nt apply t an emplyee wh: Emplyee Handbk fr Out-f-Scpe Emplyees Page 6
i) has a direct r indirect interest in the utcme f any prceedings; r ii) appears as an accused in any prceedings. Sectin 2.7: Maternity, Parental and Adptin Leave a) An emplyee shall be entitled t maternity, parental, and adptin leave in accrdance with The Labur Standards Act f the Prvince f Saskatchewan. b) The Bard will cnsider a leave f absence pursuant t Sectin 2.1 titled "General Leave" fr a perid greater than that prvided fr in The Labur Standards Act. Sectin 2.8: Educatinal Leave a) Where the Directr f Educatin r designate requires an emplyee attend a wrkshp, cnference r educatinal prgram, such attendance shall be with pay, exclusive f vertime. The Emplyer shall pay the cst f the wrkshp, cnference r educatinal prgram and any directly related and apprved expenses. b) Where an emplyee makes written applicatin t attend a wrkshp, cnference, r educatinal prgram the Emplyer may grant the necessary time ff with pay, exclusive f vertime and shift differential. The Emplyer may als elect t reimburse any directly related csts and apprved expenses. c) Where the emplyee des nt successfully cmplete the educatinal prgram, r leaves the emply f the Bard befre successfully cmpleting the educatinal prgram, the Emplyer may ask t be reimbursed the cst f the curse and directly related and apprved expenses. SECTION 3: VACATION ENTITLEMEMT Annual vacatin entitlement will be in accrdance with the fllwing fr all psitins except: Managers, Maintenance Technicians, Jurneyman Technicians and Bus Mechanics: i) up t and including ten (10) years f emplyment 3/52 nds f yearly earnings (3 weeks vacatin fr 12 mnth emplyees) ii) frm the eleventh (11) anniversary f emplyment 4/52 nds f yearly earnings (4 weeks vacatin fr 12 mnth emplyees) Emplyee Handbk fr Out-f-Scpe Emplyees Page 7
Annual vacatin entitlement will be in accrdance with the fllwing fr Maintenance Technicians, Electricians, Carpenters and Bus Mechanics: i) up t and including eight (8) years f emplyment 3 weeks vacatin ii) nine (9) t fifteen (15) years f emplyment 4 weeks vacatin iii) sixteen (16) t twenty-ne (21) years f emplyment 5 weeks vacatin iv) frm the twenty-secnd (22) anniversary f emplyment 6 weeks vacatin Managers are entitled t fur (4) weeks vacatin. Directed Vacatin Central Office Staff The Bard f Educatin has determined that central ffice will be clsed fr five (5) days during the Christmas vacatin perid and five (5) days during the mnths f July and August, t be scheduled by the Superintendent f Divisin Services. This decisin will have n impact n vacatin entitlement listed abve. This sectin is nt applicable t the fllwing psitins: Caretaker Fremans, Maintenance Technicians, Electricians, Carpenters and Bus Mechanics Substitutin Where an emplyee s illness r injury requires hspitalizatin r cnfinement t bed under a dctr s care fr a perid f five (5) cnsecutive wrking days r mre, i) during the emplyee s annual vacatin; r ii) immediately prir t the emplyee s annual vacatin; Such hspitalizatin r cnfinement time shall be cnsidered as sick leave. The emplyee shall prvide evidence satisfactry t the Directr f Educatin f such hspitalizatin r cnfinement. The emplyee may take equivalent time as vacatin at a later date as arranged with their immediate supervisr. Cmpensatin Emplyee annual salaries are inclusive f vacatin pay. Emplyee Handbk fr Out-f-Scpe Emplyees Page 8
SECTION 4: PUBLIC HOLIDAYS Entitlement Academic Year Emplyees The Bard recgnizes the fllwing as public hlidays fr academic year emplyees fr the fllwing days, which fall within their wrk year: New Year s Day Family Day Gd Friday Easter Mnday Victria Day Labur Day Thanksgiving Day Remembrance Day Christmas Day r any civically prclaimed hliday within the emplyee s wrk year. Entitlement Calendar Year Emplyees The Bard recgnizes the fllwing as public hlidays fr calendar year emplyees: New Year s Day Family Day Gd Friday Victria Day Canada Day Saskatchewan Day Labur Day Thanksgiving Day Remembrance Day Christmas Day r any civically prclaimed hliday within the emplyee s wrk year. Cmpensatin Emplyee annual salaries are inclusive f public hliday pay. SECTION 5: SICK LEAVE Definitin a) Sick Leave is defined as the perid f time an emplyee is absent frm wrk with pay by virtue f being sick r disabled r because f an accident fr which cmpensatin is nt payable under The Wrkers Cmpensatin Act, 1979 r The Autmbile Accident Insurance Act. c) There is t be n lss f sick leave credits r salary fr time ff due t cmpulsry quarantine f the emplyee when certified by a medical fficer. Entitlement a) Academic year emplyees shall earn sick leave with pay at the rate f tw (2) days per mnth t a maximum f twenty (20) wrking days per year b) Calendar year emplyees shall earn sick leave with pay at the rate f tw (2) days per mnth t a maximum f twenty-fur (24) days per year Emplyee Handbk fr Out-f-Scpe Emplyees Page 9
c) The unused prtin f an emplyee s sick leave shall accrue t their credit, the accumulatin nt t exceed ne hundred and eighty (180) days at any time. d) N emplyee shall accumulate sick leave credits when that emplyee is: i) sick in excess f thirty (30) calendar days; r ii) n a leave f absence withut pay pursuant t Sectin 2 entitled Leaves f Absence ; r iii) laid ff Deductins frm Accumulated Sick Leave Emplyees n sick leave shall draw first frm the current year s sick leave credits and then frm their accumulated sick leave accunt n the basis f ne (1) day s regular pay fr each wrk day that they are absent due t illness until such credits are exhausted. It shall be the duty f every emplyee wh is absent due t sickness t ntify their immediate supervisr. Prf f Illness The Bard reserves the right in the event f an applicatin fr sick leave t require a medical certificate at the time f ntice r during an illness. Where a health care prfessinal charges fr the certificate the Bard will reimburse the emplyee upn submissin f a receipt. Health care prfessinals are thse defined by the WCB Act Sectin 2 (L) (1). The Bard may require a secnd medical certificate frm a health care prfessinal at the expense f the Bard. Emplyees ff wrk fr an extended perid f time (e.g. ver 30 days) shall prvide peridic medical updates in writing t their immediate supervisr upn request. SECTION 6: WORKING CONDITIONS Hurs and Days f Wrk (Full-time) Calendar Year Staff Central Office Staff: 7.5 hurs per day r 37.5 hurs per week, 260 days. The number f days will increase t 261 in sme calendar years and 262 in sme leap years. Facilities & Transprtatin Field Staff: 8 hurs per day r 40 hurs per week, 260 days. The number f days will increase t 261 in sme calendar years and 262 in sme leap years. Emplyee Handbk fr Out-f-Scpe Emplyees Page 10
Hurs and Days f Wrk (Full-time) Academic Year Staff Cafeteria Managers: 7 hurs per day, days f the schl calendar (197) Cmmunity Educatin Liaisns: 7.5 hurs per day, days f the schl calendar (197) Office Managers: 7.5 hurs per day, days f the schl calendar (197) Occupatinal Therapists: 7.5 hurs per day, days f the schl calendar (197) Speech & Language Pathlgists: 7.5 hurs per day, days f the schl calendar (197) Student Supprt Wrker: 6 hurs per day, student days Student Service Cunselrs: 7.5 hurs per day, days f the schl calendar (197) Overtime Scheduled hurs f wrk shall nt exceed eight (8) hurs in a given day r frty (40) hurs in a given week. All time authrized in advance by the manager wrked beynd eight (8) hurs in a given day r (40) hurs in a given week will be cnsidered as vertime and will be cmpensated in accrdance with The Labur Standards Act. Emplyees authrized t wrk vertime have the ptin f being paid fr vertime r the ptin f banking time-in-lieu at apprpriate vertime rates. Time-in-lieu shall be tracked by the emplyee and the immediate supervisr. Emplyees, wh wrk n the basis f the academic year, must use time-in-lieu prir t June 30 f the given schl year. Emplyees, wh wrk n the basis f the calendar year, must use time-in-lieu prir t August 31. Scheduling The days t be wrked and the daily hurs f wrk, including starting time, meal and rest breaks, and finishing times, shall be determined by the applicable supervisr after cnsultatin with the emplyee and shall be cmmunicated t the emplyee. Occupatinal Health and Safety The parties agree t adhere t the relevant prtins f The Occupatinal Health And Safety Act, 1993 and the Regulatins made thereunder. Harassment in the Wrkplace Every emplyee is entitled t emplyment free f harassment. Suth East Crnerstne Schl Divisin is cmmitted t a harassment free wrkplace where everyne is treated with dignity and respect. Further infrmatin can be viewed in Administrative Prcedure 403: A Respectful Envirnment fr Wrk and Learning and Administrative Prcedure 404: Vilence in the Wrkplace. Emplyee Handbk fr Out-f-Scpe Emplyees Page 11
Emplyee Benefits Plan All nn-leads emplyees will be prvided with the applicable SSBA Grup Benefits Plan. Currently, this plan includes: Emplyee Life Insurance Accidental Death and Dismemberment Lng Term Disability Extended Health Visin Dental Emplyee & Family Assistance Plan Cntributins During Leaves f Absence The Bard will cntinue t pay their share f the cst fr the benefits plan when the emplyee is n an apprved leave f absence with pay. The emplyee will be respnsible fr the Bard s share f the cst fr the benefits plan when the emplyee is n an extended apprved leave f absence withut pay. Pst Retirement Benefit Bridging When retiring, an emplyee can extend all benefits (except disability) fr up t six mnths. The cst shall be fully funded by the emplyee and there will be n cst incurred by the Emplyer fr this benefit. Any such benefit bridging extensins will be subject t any benefit plan restrictins. Pensin Plan Nn-LEADS Emplyees shall participate in the Municipal Emplyees Pensin Plan and make cntributins theret in accrdance with the terms f said pensin plan. Cmpensatin Salaries will be reviewed annually in accrdance with Administrative Prcedure 407: Wage Cmpliance/Adjustments and Administrative Prcedure 518: Cst f Living Allwance. Payment f Wages Emplyees shall be paid n r befre the 25 th day f the mnth by direct depsit t the emplyee s financial institutin. When the 25 th f the mnth falls n a weekend, payment will be made n the previus Friday. Salary Increments Emplyees will receive his r her next applicable increment based n the anniversary date frm his r her date f hire. Emplyees with an anniversary date prir t the 15 th f the mnth will receive the wage increment retractive t the 1 st f the mnth. Emplyees with an anniversary date after the 15 th f the mnth will receive the wage increment the 1 st day f the fllwing mnth. Emplyee Handbk fr Out-f-Scpe Emplyees Page 12
Emplyee Resignatin An emplyee when terminating his r her emplyment shall make every effrt t give the Bard written ntice f ne (1) mnth unless therwise stated in his r her cntract f emplyment. Upn resignatin, all rights and prvisins prvided thrugh this agreement are frfeited. SECTION 7: HANDBOOK REVIEW AND AMENDMENTS The Suth East Crnerstne Schl Divisin will review this handbk n an annual basis and will make amendments where applicable. Emplyee Handbk fr Out-f-Scpe Emplyees Page 13
APPENDIX A Student Service Cunselrs Prfessinal Develpment A fund will be created based n the fllwing frmula: Bursaries a) $500.00 / emplyee plus $2,000.00 b) PD cmmittee f emplyees elected t determine PD needs and t allcate funds c) Directr r Designate as member f cmmittee d) Applicatin prcess t be determined by cmmittee e) Final apprval f PD fund allcatins by Directr a) SECSD shall establish a bursary fund in the amunt f $2,000 per academic year fr the purpse f imprving prfessinal qualificatins f its cunseling staff thrugh a recgnized and accredited pst-secndary institutin. b) A cmmittee made up f the Directr r designate and tw (2) members f the Cunselrs Assciatin will determine a criteria fr disbursement f the fund each year based n meeting the needs within the divisin. c) Cunselrs shall apply t the cmmittee fr bursaries. Based n the criteria set ut by the cmmittee, the Cunselr may receive partial r cmplete reimbursement fr apprved classes. d) Reimbursement will be dependent n successful cmpletin f the class. Wrk Defined 1. Regular Duties: Regular duties are defined as thse that are required t be carried ut n a regular, daily, r reccurring basis and are related t the meeting f an emplyee s nrmal rle and respnsibilities. Essentially, the cre duties and activities nrmally recgnized as being related t the psitin. The daily hurs wrked can vary depending n the jb demands and regular duties may nt always ccur within the cnfines f what is cnsidered t be a nrmal wrk day but are wrked as and when required. 2. Traumatic Events: Traumatic events are defined as thse events where the emplyee is required t attend, assist, r prvide services related t unscheduled ccurrences f a mre rarely ccurring nature (fatalities, verdse, assault, Emplyee Handbk fr Out-f-Scpe Emplyees Page 14
suicide watch r attempt, etc.). Traumatic events ccur utside the cnfines f what is cnsidered t be a nrmal wrk day \ wrk week (late at night, weekends, etc.) and are generally nt reslved in a shrt perid f time. In traumatic events situatin the cunselr maybe cntacted by the Superintendent f Educatin r designate fr respnse purpses. Cunselrs respnding t a traumatic event shuld infrm the Superintendent f Educatin r designate as sn as it is reasnable t d s. 3. Special Services: Special services are defined as thse events that are apprved (by Superintendent f Educatin r designate), planned and scheduled in advance that ccur n an nging and regular basis where the emplyee has been directed t prvide a specific service n a mre lng term basis (parenting classes etc.) Traumatic Event and Special Service Time Management 1. Balancing f Hurs: Fr hurs wrked ther than thse defined in regular duties the emplyee is required t take the equivalent number f hurs ff f wrk with pay. Emplyees are required t balance their hurs n an nging basis and when directed t prvide special services they shuld adjust their weekly schedule t cmpensate accrdingly. 2. Accrued Hurs: In the event that a Cunselr is required t prvide special services and they are unable t balance their hurs due t jb demands r, if they have accrued hurs as a result f respnding t a traumatic event they will be permitted t accrue up t a maximum f tw (2) wrk days. N additinal hurs may be accrued until the emplyee s accrued hurs bank has been reduced t less than (2) tw days. Cunselrs must schedule these days r hurs ff fr student nn-cntact days r time and are nt permitted t take mre than ne (1) day ff at a time r cmbine these days with any ther leaves withut prir apprval. Emplyee Handbk fr Out-f-Scpe Emplyees Page 15
APPENDIX B Speech & Language Pathlgists and Occupatinal Therapists Prfessinal Develpment A fund will be created based n the fllwing frmula: Bursaries a) $500.00 / emplyee plus $2,000.00 b) PD cmmittee f emplyees elected t recmmend allcatin f funds c) Directr r designate as member f cmmittee d) Applicatin prcess t be determined by cmmittee e) Final apprval f PD fund allcatins by Directr r designate a) SECSD shall establish a bursary fund in the amunt f $2,000 per academic year fr the purpse f imprving prfessinal qualificatins f its SLP\OT staff thrugh a recgnized and accredited pst-secndary institutin. b) A cmmittee made up f the Directr r designate and tw (2) members f the Speech & Language Pathlgists & Occupatinal Therapist Assciatin (SLP\OT s) will determine the criteria fr disbursement f the fund each year based n meeting the needs within the Divisin. c) SLP s\ot shall apply t the cmmittee fr bursaries. Based n the criteria set ut by the cmmittee, the SLP\OT may receive partial r cmplete reimbursement fr apprved classes. d) Final apprval f bursary fund allcatins by Directr r designate. e) Reimbursement will be dependent n successful cmpletin f the class. Wrk Related Expenses a) Where applicable, all SLP\OT s will be cmpensated fr incurred expenses n apprved jb-related activities accrding t administrative prcedures. The Divisin will make available thrugh its websites the rate infrmatin, plicies and prcedures related t travel expenses. b) The Bard shall reimburse the Speech Language Pathlgist fr the use f their persnal cell phne. The reimbursement shall cnstitute all reasnable csts incurred by the Speech Language Pathlgist t cmplete the required duties f the psitin, up t $30.00 per mnth. c) The Bard shall pay the annual membership fee n behalf f the SLP\OT fr his/her participatin in prfessinal develpment assciatins as required t the ffice held. Emplyee Handbk fr Out-f-Scpe Emplyees Page 16
APPENDIX C Supplemental Emplyment Benefits Plan The Bard recgnizes that there will be a physical and/r mental health related prtin f any maternity leave during which a wman will be medically unfit fr duty. Therefre, during this perid the Speech Language Pathlgist will be paid under the prvisins f the Supplemental Unemplyment Benefits Plan (SUB Plan). The plan will be administered as utlined in the Prvincial Cllective Bargaining Agreement between the Bards f Educatin and the Gvernment f Saskatchewan and the Teachers f Saskatchewan. The abve prvisin shall be grandfathered and nly apply t the fllwing emplyees: Amy Burtn, Sara East, Kellie German, Christy Henry, Amber Istace, Christa Pryce, Angie Phenix, Deena Offet, Kalee Sctt, Alisa Snnenberg, Susan Swirski Emplyee Handbk fr Out-f-Scpe Emplyees Page 17