2.0 Governance

3.0 Community

4.0 Child Care

5.0 Family Services

6.0 Finance

7.0 Foster Care

8.0 Human Resources

9.0 Volunteers

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/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-0GENER/00HUMAN RESOURCE.DOC
/8-0HUMAN/8-0GENER/00HUMAN RESOURCE.DOC

8.0 - 002 General Policy
8.0 - 004 Human Resources Policy
8.0 - 006 Human Resources Planning
8.0 - 006.005 Human Resources Planning
8.0 - 008 Organizational Structure
8.0 - 010 Recruitment
8.0 - 012 Qualifications

8.1 Standards and Definitions

8.2 Hiring Policies

8.3 Salary Administration

8.4 Employee Benefits

8.5 Paid Holidays

8.6 Vacations

8.7 Leave of Absence

8.8 Corrective Discipline

8.9 Termination

source for 8.0 - 000
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-0GENER/8-0 Facesheet.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-0Gener/8-0 Facesheet.DOC
/8-0HUMAN/8-0GENER/8-0 Facesheet.DOC

Policy and Procedure Manual

source for 8.0 - 000
/1-0ADOPT/HP CAS P&P/8-0HUMAN/Human Resources - Front Page.DOC
/8-0HUMAN/Human Resources - Front Page.DOC

source for 8.0 - 000
/1-0ADOPT/HP CAS P&P/8-0HUMAN/Side Insert.DOC
/8-0HUMAN/Side Insert.DOC

Approved by: Executive Director Number: 8.0 - 002

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that in meeting all its human resources needs, the Society shall endeavour to ensure that the personnel of the Society adhere to the principles defined in Section 1 of the Child and Family Services Act:
   1. To promote the best interests, protection and well being of children.
   2. To recognize that while parents often need help in caring for their children, that help should give support to the autonomy and integrity of the family unit and, wherever possible, be provided on the basis of mutual consent.
   3. To recognize that the least restrictive or disruptive course of action that is available and is appropriate in helping a child or family should be followed.
   4. To recognize that children’s services should be provided in a manner that respects children’s needs for continuity of care and for stable family relationships, and takes into account physical and mental developmental differences among children.
   5. To recognize that whenever possible, services to children and their families should be provided in a manner that respects cultural, religious, and regional differences.
   6. To recognize that services to Indian and native people should be provided in a manner that recognizes their culture, heritage, traditions and the concept of extended family.
   7. To ensure, where appropriate, that children and their parents have an opportunity to be heard and represented when decisions affecting their interests are made and to be heard whenever they have concerns about the services they are receiving.
   8. To ensure that decisions affecting the interests and rights of children and their parents are made according to clear, consistent criteria and are subject to procedural safeguards.
2. It is also the policy of the Society that all personnel of the Society shall endeavour to reflect the principles defined in the Society’s mission statements. The mission of the Huron-Perth Children's Aid Society is “To advocate for and protect children’s rights; to support and strengthen families; and to be leaders for change in our community”.

source for 8.0 - 002
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-0GENER/002.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-0Gener/002.DOC
/8-0HUMAN/8-0GENER/002.DOC

Approved by: Executive Director Number: 8.0 - 004

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the most important asset shall be its employees, people of widely diverse skills and background, working in different departments, combining their individual talents to provide a service of specialized care to the public.
2. It is the policy of the Society that providing high quality specialized services shall also require a high degree of leadership ability on the part of all staff with supervisory responsibilities.
3. It is the policy of the Society that proper motivation of staff shall best be accomplished in an atmosphere of trust and confidence which can be maintained by commitment to the principle of:
   1. giving prompt and complete attention to individual problems; and
   2. doing everything in the Society’s power to satisfactorily resolve these problems as quickly as possible.
4. The Society shall enact policies and procedures dealing with human resources in matters dealing with:
   1. personnel practices
   2. working conditions;
   3. wages and benefits;
   4. training and development;
   5. employee rights and responsibilities and
   6. employment equity.

source for 8.0 - 004
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-0GENER/004.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-0Gener/004.DOC
/8-0HUMAN/8-0GENER/004.DOC

Approved by: Executive Director Number: 8.0 - 006

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the Society shall have a human resources planning process, specifying the type and number of employees required to meet the needs identified by the Society’s strategic plan, service plan, and program/service mandate.
2. The Society shall enact procedures dealing with human resources planning.

source for 8.0 - 006
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-0GENER/006.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-0Gener/006.DOC
/8-0HUMAN/8-0GENER/006.DOC

Approved by: Executive Director Number: 8.0 - 006.005

Date: April 30, 2005

Revised: October 5, 2005

1. During the service planning process, the Society will review:
   1. the service needs identified by its statistical analysis of the year’s service demands in the areas of:
      1. child care
      2. family services;
      3. community work;
      4. foster care; and
      5. volunteers.
   2. the service gaps identified by the Society and the community;
   3. new service programs suggested and/or recommended by the Society’s staff and community during the service plan process;
   4. the Society’s current:
      1. objectives and strategies;
      2. service plan requirements;
      3. human resources complement;
      4. services delivery budget; and
      5. human resources budget.
2. The Society, in developing specific written objectives and strategies to meet its new service plans, the Society will also review its current human resources needs:
   1. identification of the number of employees required to meet the Society’s service plan;
   2. identification of the skills required by current staff and/or
   3. identification of the skills required by any new staff that the Society may need to hire.
3. Following the service plan process, the Society will develop:
   1. a recruitment strategy to locate and hire the staff required to meet the Society’s objectives identified in the service plan; and/or
   2. a training strategy to update the skills of the current staff to meet the Society’s objectives identified in the service plan.

source for 8.0 - 006.005
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-0GENER/006.005.DOC
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-0GENER/006005.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-0Gener/006.005.DOC
/8-0HUMAN/8-0GENER/006.005.DOC
/8-0HUMAN/8-0GENER/006005.DOC

Approved by: Executive Director Number: 8.0 - 008

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the Society shall have established an organizational structure that results in proper utilization of staff and the accomplishment of organizational objectives accomplished through:
   1. the establishment of clear delineation of responsibility, authority, and accountability;
   2. appropriate span control;
   3. delegation of authority to accompany the responsibility;
   4. a cost effective and organizationally sound ratio of management/supervisory positions to non- supervisory positions.
2. It is the policy of the Society that the Society shall provide a system of assignment of job duties and responsibilities to employees with a system of supervision or other procedures for holding employees accountable for the performance of assigned duties.
3. It is the policy of the Society that each Society position, the Society shall have written job descriptions which detail:
   1. the title of the position;
   2. the reporting relationship;
   3. its purpose; and
   4. the core responsibilities and qualifications normally required to perform the work.
4. It is the policy of the Society that the Society shall:
   1. provide each new employee with a current written job description; and
   2. provide ongoing employees with ready access to current, written job descriptions.
5. It is the policy of the Society that, in order to ensure that job descriptions are relevant to the programs and services provided by the Society, the Society shall review revise, and date accordingly job descriptions and work assignments when:
   1. duties of a position changes significantly; and/or
   2. at least every four years.
6. It is the policy of the Society that:
   1. lines of accountability and authority are clearly defined in writing and made known to all staff; and
   2. all employees are administratively responsible to one supervisor.

source for 8.0 - 008
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-0GENER/008.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-0Gener/008.DOC
/8-0HUMAN/8-0GENER/008.DOC

Approved by: Executive Director Number: 8.0 - 010

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the Society shall:
   1. recruit, employ and promote sufficient numbers of qualified staff to meet its human resource needs; and
   2. do this within all applicable legislation.
2. It is the policy of the Society to use appropriate internal, community and other resources to recruit sufficient numbers of qualified staff to meet the needs of the Society as set out in its human resources plan (8.0 - 006).
3. It is the policy of the Society that the Society’s recruitment and hiring process (8.2 - 002) shall be based on pre-determined selection criteria, developed in accordance with the job description and adhering to applicable legislation.
4. It is the policy of the Society that:
   1. the Society shall notify employees of available complement vacancies; and
   2. posting falling within the bargaining unit shall be:
      1. posted for a one (1) week period; and
5. It is the policy of the Society that the Society shall acknowledge, on a timely basis, receipt of job applications (8.2 - 008).
6. It is the policy of the Society that the Society’s recruitment and hiring process (8.2 - 002) shall include:
   1. conducting personal interviews;
   2. obtaining employment reference checks;
   3. criminal record checks;
   4. Society’s service file check;
   5. verification of academic credentials;
   6. test of skill and aptitudes where appropriate such as:
      1. typing;
      2. word processing;
      3. social case study, etc.
   7. consideration of relevant experience;
   8. verification of a valid driver’s licence for all persons transporting children;
   9. verification of $1 million insurance coverage for vehicle for Personal Liability and Property Damage;
   10. copy of birth certificate for pension purposes.
7. It is the policy of the Society that when requested, unsuccessful internal candidates shall be provided the opportunity for a feedback interview by a member of the selection committee.
8. It is the policy of the Society that when the Society utilizes purchased services on a contract basis, the Society shall:
   1. hold those persons accountable in the same way it does its employed personnel; and
   2. establish expectations of service/performance and regular reporting to a supervisor in a written contract.

source for 8.0 - 010
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-0GENER/010.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-0Gener/010.DOC
/8-0HUMAN/8-0GENER/010.DOC

Approved by: Executive Director Number: 8.0 - 012

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the Society shall address in its human resources policies the type of qualifications, training and experience which staff engaged in direct service, supervisory, management and support positions need in order to carry out their job requirements.
2. It is the policy of the Society that the Society shall:
   1. ensure that all staff have the appropriate professional education, training and experience required to carry out its mandate; and
   2. ensure that staff for direct service and supervisory positions are selected using benchmark and/or alternate hiring criteria recommended in the Ministry’s “Staffing Qualifications Guideline Report” or;
   3. ensure that the rationale for agency practice which differs from the recommended guidelines is:
      1. documented; and
      2. the Society criteria is described.

source for 8.0 - 012
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-0GENER/012.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-0Gener/012.DOC
/8-0HUMAN/8-0GENER/012.DOC

8.1 Standards and Definitions

8.1 - 002 Application
8.1 - 004 Definition of Category of Staff
8.1 - 006 Hours of Work
8.1 - 008 Rules of Conduct
8.1 - 010 Dress Code
8.1 - 010.005 Dress Code
8.1 - 010.010 Dress Code
8.1 - 012 Attendance
8.1 - 014 Conflict of Interest
8.1 - 016 Staff Records
8.1 - 018 Criminal Reference Checks
8.1 - 020 Equipment Loan
8.1 - 022 Acting Appointments
8.1 - 024 Seniority
8.1 - 026 Job Vacancy
8.1 - 028 Confidential Information
8.1 - 030 Canvassing
8.1 - 032 Agency Vehicles
8.1 - 034 Use of Personal Vehicle
8.1 - 036 Liability Coverage
8.1 - 038 Reimbursement of Expenses
8.1 - 038.005 Reimbursement of Expenses

8.2 Hiring Policies
8.3 Salary Administration
8.4 Employee Benefits
8.5 Paid Holidays
8.6 Vacations
8.7 Leave of Absence
8.8 Corrective Discipline
8.9 Termination

source for 8.1 - 000
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-1STAND/8-1 Facesheet.DOC
/8-0HUMAN/8-1STAND/8-1 Facesheet.DOC

8.1 Standards and Definitions

8.1 - 002 Application
8.1 - 004 Definition of Category of Staff
8.1 - 006 Hours of Work
8.1 - 008 Rules of Conduct
8.1 - 010 Dress Code
8.1 - 010.005 Dress Code
8.1 - 010.010 Dress Code
8.1 - 012 Attendance
8.1 - 014 Conflict of Interest
8.1 - 016 Staff Records
8.1 - 018 Criminal Reference Checks
8.1 - 020 Equipment Loan
8.1 - 022 Acting Appointments
8.1 - 024 Seniority
8.1 - 026 Job Vacancy
8.1 - 028 Confidential Information
8.1 - 030 Canvassing
8.1 - 032 Agency Vehicles
8.1 - 034 Use of Personal Vehicle
8.1 - 036 Liability Coverage

8.2 Hiring Policies
8.3 Salary Administration
8.4 Employee Benefits
8.5 Paid Holidays
8.6 Vacations
8.7 Health and Safety
8.8 Leave of Absence
8.9 Corrective Discipline
8.10 Termination
8.11 Harassment and Discrimination

source for 8.1 - 000
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-1STAND/8-1STANDARDS.DOC
/8-0HUMAN/8-1STAND/8-1STANDARDS.DOC

8.1 Standards and Definitions

8.1 - 002 Application
8.1 - 004 Definition of Category of Staff
8.1 - 006 Hours of Work
8.1 - 008 Rules of Conduct
8.1 - 010 Dress Code
8.1 - 010.005 Dress Code
8.1 - 010.010 Dress Code
8.1 - 012 Attendance
8.1 - 014 Conflict of Interest
8.1 - 016 Staff Records
8.1 - 018 Criminal Reference Checks
8.1 - 020 Equipment Loan
8.1 - 022 Acting Appointments
8.1 - 024 Seniority
8.1 - 026 Job Vacancy
8.1 - 028 Confidential Information
8.1 - 030 Canvassing
8.1 - 032 Agency Vehicles
8.1 - 034 Use of Personal Vehicle
8.1 - 036 Liability Coverage

8.2 Hiring Policies
8.3 Salary Administration
8.4 Employee Benefits
8.5 Paid Holidays
8.6 Vacations
8.7 Leave of Absence
8.8 Corrective Discipline
8.9 Termination

source for 8.1 - 000
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-1Stand/8-1 Facesheet.DOC

Approved by: Executive Director Number: 8.1 - 002

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the policies contained in this section of the “Policy and Procedure” manual shall apply to various groups of staff.
2. In order to identify which staff group(s) is governed by the policy, each policy shall define the group to whom the policy applies.

source for 8.1 - 002
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-1STAND/002.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-1Stand/002.DOC
/8-0HUMAN/8-1STAND/002.DOC

Approved by: Executive Director Number: 8.1 - 004

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that staff persons shall be defined in the following categories:
   1. Full Time Staff shall be staff who work a normal week consisting of thirty-five (35) hours, Monday to Friday inclusive consisting of five (5), seven (7) hour days.
   2. Part Time Staff shall be staff who less than thirty-five (35) hours Monday to Friday inclusive, on a regular basis.
   3. Casual Staff shall be staff who do not work regular hours but may be called in to work for such purposes as: vacation relief, sickness relief, volume of client activity or for a specific term or task as determined by the Executive Director.
   4. Contract Staff shall be staff who are hired as authorized by the Executive Director for a specific assignment or period of time. At the end of the contract their employment terminates.
   5. Management Staff as referred to in this Manual shall be defined as staff employed within the category of Executive Director, Director of Service, Director of Corporate Service, Director of Human Resources, and Program Manager.

source for 8.1 - 004
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-1STAND/004.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-1Stand/004.DOC
/8-0HUMAN/8-1STAND/004.DOC

Approved by: Executive Director Number: 8.1 - 006

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the normal hours of work for Society staff are thirty-five (35) hours, Monday to Friday inclusive, consisting of five (5), seven (7) hour days.
2. It is the policy of the Society that the Society’s hours of work are normally from 8:30 a.m. to 4:30 p.m. with a one (1) hour unpaid lunch period.
3. It is the policy of the Society that the hours of work may vary during the summer with approval by the Executive Director.
4. It is the policy of the Society that management staff shall be expected to attend Board and Committee meetings, as required.

source for 8.1 - 006
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-1STAND/006.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-1Stand/006.DOC
/8-0HUMAN/8-1STAND/006.DOC

Approved by: Executive Director Number: 8.1 - 008

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that all Society staff members shall act fairly and reasonably at all times.
2. It is the policy of the Society that the Society shall recognize that occasionally unacceptable behaviour does occur.
3. It is the policy of the Society, however, that the following practices shall be strictly prohibited and may result in immediate discharge.
   1. reporting to work under the influence of an illegal drug or alcohol;
   2. the use of, or consumption of, an illegal drug or alcohol while on duty;
   3. removal from the Society property of the Society, or property of another staff member, without authorization;
   4. physical or verbal abuse, or threats towards staff, clients, members of the public;
   5. disregard of Society rules, regulations, government legislation or safety procedures during the course of employment activities;
   6. conviction of a criminal offence; and
   7. damage to Society property or staff property caused by carelessness or lack of responsible action.

source for 8.1 - 008
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-1STAND/008.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-1Stand/008.DOC
/8-0HUMAN/8-1STAND/008.DOC

Approved by: Executive Director Number: 8.1 - 010

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that as representative of the Society in dealing with clients, families and the public, the Society expects that all staff will maintain a professional acceptable standard of dress and grooming.

source for 8.1 - 010
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-1STAND/010.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-1Stand/010.DOC
/8-0HUMAN/8-1STAND/010.DOC

Approved by: Executive Director Number: 8.1 - 010.005

Date: April 30, 2005

Revised: October 5, 2005

In order to uphold the professional image of the Agency, all staff, while engaged in agency business in the office or out (during day shift, after-hours, training, workshops), and in those instances where normal business in conducted outside of these hours, will be expected to dress to reflect professionalism and pride in their appearance.

Some examples of inappropriate attire would be tank tops, tube tops, halter tops, crop tops, jogging attire, beach type wear, short shorts, clothing with inappropriate designs or logos, denim jeans. Spaghetti straps are acceptable if worn under a sweater or cover up top. Clothes that are tight or revealing (clothes made of see-through materials or clothes that expose areas of the body usually covered in the workplace, spandex clothing) could be viewed as inappropriate and are not recommended. Staff is recommended not to wear shorts or skirts that are less than mid-thigh length.

Staff who are unsure of the expectations for particular situations are encouraged to discuss this with their manager or Human Resources.

Dress “Down” Fridays

Dress “Down” Fridays are a charity fundraising strategy organized by the Agency, but still require employees to use reasonable judgment and to dress appropriately. Denim jeans are acceptable as long as they are clean and not frayed, patched or ripped. Staff for whom court attendance may be required on a Dress “Down” Friday must consider the possibility of having to attend court on a Friday and will ensure they are appropriately dressed or have a change of clothing available.

source for 8.1 - 010.005
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-1STAND/010.005.DOC
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-1STAND/010005.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-1Stand/010.005.DOC
/8-0HUMAN/8-1STAND/010.005.DOC
/8-0HUMAN/8-1STAND/010005.DOC

Approved by: Executive Director Number: 8.1 - 010.010

Date: April 30, 2005

Revised: October 5, 2005

Summer Camp Employees

Students hired for the summer camp program are expected to dress in an appropriate manner, using good judgment and discretion in their attire, providing sensitivity to the Agency’s clients.

Some examples of inappropriate attire would be tank tops, tube tops, halter tops, crop tops, short shorts, clothing with inappropriate designs or logos. Clothes that are tight or revealing (clothes made of see-through materials or clothes that expose areas of the body usually covered in the workplace, spandex clothing) could be viewed as inappropriate and are not recommended.

Spaghetti straps are acceptable if worn under a shirt/sweater or cover up top. Sleeveless tops must have shoulder straps that are two to three fingers in width.

source for 8.1 - 010.010
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-1STAND/010.010.DOC
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-1STAND/010010.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-1Stand/010.010.DOC
/8-0HUMAN/8-1STAND/010.010.DOC
/8-0HUMAN/8-1STAND/010010.DOC

Approved by: Executive Director Number: 8.1 - 012

Date: July 1, 2005

Revised: October 5, 2005

1. It is the policy of the Society that all members of the Society shall be expected to be at work on time and on a regular basis. Our clients, families and other members of staff are inconvenienced by absence whether or not such absence is excused.
2. It is the policy of the Society that repeated absence or lateness shall result in appropriate corrective disciplinary action.
3. It is the policy of the Society that attendance records shall be maintained by the Human Resources Department through the:
   1. daily log at reception; and
   2. absence report forms completed by the manager.
4. It is the policy of the Society that:
   1. the “Employee Attendance Report/Entitlement Form” shall be summary of each staff members attendance record during the calendar year;
   2. a copy of this record shall be reviewed with each staff member; and
   3. shall be placed in each staff member's personnel file.
5. It is the policy of the Society that all staff members shall be ready to commence work at the scheduled starting time and remain at work until the scheduled quitting time.
6. It is the policy of the Society that should a staff member be unable to report to work or be late for work, he/she shall report to reception by the commencement of their shift and shall report to the appropriate Manager re their absence and the reason for same. The manager will complete the absence report form and forward to Human Resource.
7. It is the policy of the Society that a social worker shall:
   1. be expected to notify reception of their absence by the commencement of their shift;
   2. be expected to call clients to cancel any appointments as well as any other meetings arranged during their absence; and should this not be possible;
   3. be expected to call his/her manager/designate to cancel any appointments or meetings.
8. The Absence Report Form shall be part of this policy.

source for 8.1 - 012
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-1STAND/012.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-1Stand/012.DOC
/8-0HUMAN/8-1STAND/012.DOC

Approved by: Executive Director Number: 8.1 - 014

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that it shall recognize that that staff members or their family members may possibly become involved in activities which could constitute a conflict of interest with Society activities.
2. A conflict of interest is defined as a conflict between personal and Society business interests of a staff member and/or his/her family, and the staff member's duties and responsibilities as an employee of the Society.
3. It is the policy of the Society that where a staff member believes a conflict of interest may exist he/she shall immediately advise the Executive Director who will determine whether a conflict of interest actually or potentially exists. Where a conflict of interest is deemed to exist the employee shall:
   1. take the necessary steps to eliminate the conflict of interest; or
   2. appeal to the Board of Directors for a review of the decision, and the Board of Directors decision shall be final and binding.
4. Examples of potential conflicts of interest include:
   1. renting or donating space, services or equipment to support a staff members income generating business;
   2. using the staff member's employment with the Society to enhance, solicit or promote his/her business;
   3. engagement in business activities which would reflect unfavourably upon or bring discredit to the Society, its staff, clients, directors or members;
5. It is the policy of the Society that the Society shall not rent, lease or use a property or building owned in whole or in part by a staff member.
6. It is the policy of the Society that where competition develops with a staff member's commitment between his/her business responsibilities and the Society, the staff member's first obligation shall be to the Society.

source for 8.1 - 014
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-1STAND/014.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-1Stand/014.DOC
/8-0HUMAN/8-1STAND/014.DOC

Approved by: Executive Director Number: 8.1 - 016

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the Society's official personnel and employment records of all employees/student employee, managed by a Society’s Human Resources Department are kept and maintained within the office of the Director of Human Resources.
2. It is the policy of the Society that an agency personnel record shall contain:
   1. identifying information;
   2. resume;
   3. evidence that references have been checked;
   4. verification of qualifications;
   5. evidence of police check for front-line positions;
   6. terms of employment;
   7. performance evaluations;
   8. awards and recognition;
   9. documents pertaining to disciplinary actions;
   10. signed oath of confidentiality;
   11. medical reports on the employee’s fitness for work, however confidential medical information shall be stored separately from personnel file.
   12. driver’s license
   13. verification of insurance
   14. copy of birth certificate
3. It is the policy of the Society that the Society’s personnel files shall be managed by the Director of Human Resources / Designate.
4. It is the policy of the Society that staff be permitted to review the contents of their own individual file at any time, upon request to their manager, and such review shall take place in a private office in the presence of the manager.
5. It is the policy of the Society that should a current or past employee request that information his/her personnel file which he/she deems incorrect, the Society shall
   1. amend the information; or
   2. refer the employee to the Society’s internal complaint policy (5.1 - 010).
6. It is the policy of the Society that the records contained in the personnel file shall be:
   1. the property of the Society;
   2. retained permanently; and

      elision not be removed without authorization of the Director of Human Resources.

7. It is the policy of the Society that staff personnel files may be reviewed by management as authorized by the Executive Director.
8. It is the policy of the Society that:
   1. it shall be each staff member's responsibility to keep all data current and up-to date; and
   2. the Society cannot be held responsible for any action or lack of action resulting from incomplete, inaccurate or missing data or information from the staff member's file.
9. It is the policy of the Society that staff absentee records, including Notice of Absence From Work form and Request for Leave From Work form, shall be maintained in the Human Resource Office.

source for 8.1 - 016
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-1STAND/016.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-1Stand/016.DOC
/8-0HUMAN/8-1STAND/016.DOC

Approved by: Executive Director Number: 8.1 - 018

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the Society shall be accountable for ensuring the safety and wellbeing of all clients, families and the public to provide the best proper care and service.
2. It is the policy of the Society that in order to protect the interests of the Society, its clients, and the public, the Society shall conduct a police reference check for criminal activities for all staff, foster parents, volunteers and members of the Board of Directors.
3. It is the policy of the Society that for new staff members the Director of Human Resources or designate shall ensure that a candidate provides a criminal reference check and a vulnerable sector check prior to employment being confirmed. Where this is not feasible, completed checks must be submitted as soon as possible but no later than six weeks from date of hire.
4. It is the policy of the society that candidates who fail to provide the Criminal Reference Check and the Vulnerable Sector Check shall not be employed by the Agency.
5. It is the policy of the Society that any information gained through the check shall be kept confidentially by the Director of Human Resources.
6. It is the policy of the Society that all employees provide an updated Criminal Reference and Vulnerable Sector Check every five years as requested by the Director of Human Resources or designate.
7. It is the policy of the Society that a positive criminal record response shall not necessarily terminate any involvement with the Society The decision, made by the Executive Director will be based upon:
   1. the nature of the offence;
   2. length of time since conviction;
   3. rehabilitative or other efforts subsequently made by the candidate;
   4. overall qualifications possessed by the candidate; and
   5. the specific duties, responsibilities, and risks associated with the position and the relevance of the particular conviction to that position.
8. It is the policy of the Society that the form "Consent for Criminal Reference Check" shall be part of this policy.

source for 8.1 - 018
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-1STAND/018.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-1Stand/018.DOC
/8-0HUMAN/8-1STAND/018.DOC

Approved by: Executive Director Number: 8.1 - 020

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that agency machines or equipment may be used by staff outside the Society only for professional or training purposes.
2. It is the policy of the Society that the use of such equipment shall be authorized by the Business Manager or designate.
3. It is the policy of the Society that loaned equipment shall be returned promptly after use and in good, proper working order.
4. It is the policy of the Society that any damage caused by carelessness or lack of responsible action shall be repaired by the staff member at his/her expense.
5. It is the policy of the Society that the "Equipment Loan" form shall be part of this policy.

source for 8.1 - 020
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-1STAND/020.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-1Stand/020.DOC
/8-0HUMAN/8-1STAND/020.DOC

Approved by: Executive Director Number: 8.1 - 022

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that in order to ensure continuity of service and appropriate co-ordination and direction of programs it shall be required from time to time to appoint staff to acting positions. These acting positions normally refer to supervisory or management positions where the incumbent is absent for an extended period of time and where service pressures or Agency needs require a shifting of human resources.
2. It is the policy of the Society that the Executive Director shall approve all acting positions upon the recommendation of management staff. The staff member selected is chosen on his/her qualifications, ability and experience to best meet the needs of the acting position. This is a voluntary commitment on the part of the staff member and he/she is not obligated to accept the acting role.
3. It is the policy of the Society that the terms and conditions of the acting position shall be confirmed in writing.
4. It is the policy of the Society that the salary paid shall be at the hiring level of the acting position, or one step in the grid above at which the staff member is presently receiving, whichever is greater.
5. It is the policy of the Society that a staff member covered by the Collective Agreement shall continue to earn seniority and pay union dues during the acting period of assignment.

source for 8.1 - 022
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-1STAND/022.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-1Stand/022.DOC
/8-0HUMAN/8-1STAND/022.DOC

Approved by: Executive Director Number: 8.1 - 024

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that seniority shall be defined as continuous, unbroken service with the Agency, and staff covered by the Collective Agreement shall be governed by Article 7 of the Collective Agreement.
2. It is the policy of the Society that seniority shall accrue under the following conditions:
   1. when actually at work;
   2. when in receipt of illness, disability or workers' compensation benefits;
   3. when on an approved leave of absence without pay for a maximum period of three (3) months in a calendar year;
   4. when on service for the Armed Services;
   5. when on an approved education leave of absence
   6. when on pregnancy or parental leave.
3. It is the policy of the Society that seniority shall be retained but shall not continue to accrue:
   1. when absent on a layoff;
   2. when absent on an approved leave of absence beyond three (3) months;
4. It is the policy of the Society that seniority shall terminate and the staff member shall cease to be employed when the staff member:
   1. voluntarily resigns;
   2. is discharged for cause;
   3. is not actively employed and thus off the payroll for a continuous period of twenty-four (24) months;
   4. fails to return to work within five (5) days of the expiration of a leave of absence;
   5. accepts gainful employment while on a leave of absence without first gaining written consent from the Society;
   6. is absent without authorization for three (3) consecutive working days without presenting a reason satisfactory to the Society;
   7. fails to report to work within five (5) working days after receipt of a registered notice of recall, unless such failure to report is approved by the Society.

source for 8.1 - 024
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-1STAND/024.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-1Stand/024.DOC
/8-0HUMAN/8-1STAND/024.DOC

Approved by: Executive Director Number: 8.1 - 026

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the filling of vacancies for positions covered by the Collective Agreement shall be governed by Article 7 of the Collective Agreement.
2. It is the policy of the Society that the Society shall give existing staff the opportunity to apply for a vacancy or new job opportunity. The Agency may advertise positions externally at the same time as it posts vacancies internally, but internal applicants shall be considered before external applicants.
3. It is the policy of the Society that such job opportunities shall be posted for one(1) calendar week. The posting shall consists of a brief description of the duties and the skills (qualifications, experience and abilities) needed to perform the job.
4. It is the policy of the Society that if two (2) or more applicants possess similar skills the most senior applicant shall be offered the position.
5. It is the policy of the Society that once the vacancy is filled, all internal applicants shall be advised in writing of the successful applicant.

source for 8.1 - 026
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-1STAND/026.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-1Stand/026.DOC
/8-0HUMAN/8-1STAND/026.DOC

Approved by: Executive Director Number: 8.1 - 028

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the nature of the Society’s work and the service the Society provides to the public shall be considered to be private and confidential.
2. It is the policy of the Society that all staff shall be expected to treat information and knowledge of clients, staff and Society affairs as being strictly confidential and private.
3. It is the policy of the Society that should there be a break or alleged breach of confidentiality the Executive Director shall be advised immediately.
4. It is the policy of the Society that the Executive Director shall ensure that a thorough investigation of the incident including a review of the incident with the party or parties involved is undertaken.
5. It is the policy of the Society that depending upon the seriousness of the breach the staff member may be disciplined up to and including discharge.
6. It is the policy of the Society that, where deemed appropriate, a full report of the incident or alleged incident shall be presented by the Executive Director to the Board of Directors.
7. It is the policy of the Society that all staff upon employment sign an "Oath of Confidentiality" form, and the “Oath of Confidentiality” form shall be part of this policy.

source for 8.1 - 028
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-1STAND/028.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-1Stand/028.DOC
/8-0HUMAN/8-1STAND/028.DOC

Approved by: Executive Director Number: 8.1 - 030

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that, in order to minimize the disruption of work by staff canvassing for contributions to a charitable appeal, the staff wishing to seek support for such appeal shall first gain approval from the Executive Director.

source for 8.1 - 030
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-1STAND/030.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-1Stand/030.DOC
/8-0HUMAN/8-1STAND/030.DOC

Approved by: Executive Director Number: 8.1 - 032

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the provision of Society vehicles shall be to maximize the use of such vehicles for Society business over the use of a personal vehicle. The use of a Society vehicle is more cost efficient than the use of a personal vehicle.
2. It is the policy of the Society that before using a personal vehicle staff shall determine whether a Society vehicle is available.
3. It is the policy of the Society that:
   1. all trips out of the county shall to be in a Society vehicle;
   2. approval of a Manager shall be required if a personal vehicle is to be used;
   3. trips within the County shall be made in a Society vehicle if one is available; and
   4. if there is more than one request for a vehicle the staff member driving the greatest distance shall receive the vehicle.
4. It is the policy of the Society that vehicles shall be reserved as soon as the need is determine.
5. It is the policy of the Society that a booking sheet and keys shall be kept at the Reception Desk.
6. It is the policy of the Society that in the event a vehicle is requested for overnight:
   1. arrangements shall be made as far in advance as possible;
   2. a Manager's approval is requested; and
   3. special arrangements may be required to meet the needs of staff during the day so that the vehicle can be taken home.
7. It is the policy of the Society that prior to driving a Society vehicle the staff member shall review the operating manual and familiarize himself/herself with the operation of the vehicle.
8. It is the policy of the Society that a log in the car shall be completed when leaving the Society and upon return to the Society.
9. It is the policy of the Society that receipts for purchase of gasoline shall be submitted either upon return of the credit card or attached to the monthly expense claim form.
10. It is the policy of the Society that credit cards shall normally available for a vehicle. In the event a card is not available, gas will be reimbursed upon attaching of the receipt to the monthly expense claim form.
11. It is the policy of he Society that credit cards shall be returned to the sign out log book.
12. It is the policy of the Society that staff shall be expected to keep the vehicle clean and free of garbage, i.e. coffee cups, etc..
13. It is the policy of the Society that the Office Manager shall arrange for proper maintenance washing and cleaning of vehicles. Problems with the operation of a vehicle should be reported immediately to the Office Manager.
14. It is the policy of the Society that Society vehicles shall be equipped to accommodate children.
15. It is the policy of the Society that the safe driving operation and safety devices on Society vehicles shall be observed and used.
16. It is the policy of the Society that any traffic violation or accident caused by the staff member shall be the responsibility of the staff member to which the vehicle is assigned.

source for 8.1 - 032
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-1STAND/032.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-1Stand/032.DOC
/8-0HUMAN/8-1STAND/032.DOC

Approved by: Executive Director Number: 8.1 - 034

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that:
   1. generally, the use of a Society vehicle shall take precedent over the use of a personal vehicle; and
   2. the approval of a manager shall be required if a personal vehicle to be used for Society business.
2. It is the policy of the Society that the registered owner of the vehicle shall ensure:
   1. the vehicle meets the standards and safe operating code of the Province of Ontario;
   2. that all safety devices are to be used and followed; and
   3. that one (1) million dollar liability insurance coverage has been obtained.
3. It is the policy of the Society that the Director of Human Resources may request proof of insurance coverage from time to time.
4. It is the policy of the Society that any accident or traffic violation caused by the staff member while on Society business shall be the responsibility of the staff member.
5. It is the policy of the Society that compensation for the use of a personal vehicle shall be in accordance with the Collective Agreement.

source for 8.1 - 034
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-1STAND/034.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-1Stand/034.DOC
/8-0HUMAN/8-1STAND/034.DOC

Approved by: Executive Director Number: 8.1 - 036

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the Board of Directors, officers, employees, foster parents, and volunteers shall be covered:
   1. for general liability; and
   2. where applicable, non-owned automobile insurance.
2. It is the policy of the Society that the Society shall:
   1. ensure disclosure to its Board of Directors, officers, employees, foster parents, and volunteers:
   2. the terms of the general liability insurance;
   3. the non-owned automobile insurance; and
   4. the amount of coverage and any applicable deductible.
3. It is the policy of the Society that the members of the Board of Directors, officers, employees, foster parents, and volunteers may access the Society’s liability and automobile insurance by:
   1. informing the Executive Director;
   2. the Executive Director notify the Society’s Director of Corporate Services;
   3. the Director of Corporate Services will notify the insurance carrier;
   4. the member of the Board of Directors, the officer, employee, foster parent(s), or and volunteer will supply to the Director of Corporate Services and/or insurance carrier all the information which the insurance carrier may require from time to time.
4. It is the policy of the Society that a liability/insurance file shall be opened which will contain all information concerning the person’s own insurance coverage; and if applicable all correspondence concerning the person’s claim to the Society’s insurance programs.

source for 8.1 - 036
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-1STAND/036.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-1Stand/036.DOC
/8-0HUMAN/8-1STAND/036.DOC

Approved by: Executive Director Number: 8.1-038

Date: April 1, 2007

It is the policy of the agency to reimburse employees for travel and miscellaneous expenses incurred in the course of their work on behalf of the agency. All reimbursement consideration will be in keeping with agency written practice and procedure and, where applicable, any employment agreement or contract in effect. All reimbursement will be made on the basis that said reimbursement is work related, modest and appropriate and strikes a balance among economy, health and safety, and efficiency of operations.

The Agency assumes no obligation to reimburse expenses which do not comply with this policy; further, the agency assumes no obligation to reimburse expenses which are outside of the timing provisions of practice and procedure. Employees are obliged to familiarize themselves with this policy and to seek clarification from their managers, if required. Managers are responsible for ensuring compliance with this policy and for taking remedial action if required.

source for 8.1 - 038
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-1STAND/038.DOC
/8-0HUMAN/8-1STAND/038.DOC

Approved by: Executive Director Number: 8.1-038

Date: April 1, 2007

It is the policy of the agency to reimburse employees for travel and miscellaneous expenses incurred in the course of their work on behalf of the agency. All reimbursement consideration will be in keeping with agency written practice and procedure and, where applicable, any employment agreement or contract in effect. All reimbursement will be made on the basis that said reimbursement is work related, modest and appropriate and strike a balance among economy, health and safety and efficiency of operations.

The Agency assumes no obligation to reimburse expenses which do not comply with this policy, further, the agency assumes no obligation to reimburse expenses which are outside of the timing provisions of practice and procedure. Employees are obliged to familiarize themselves with this policy and to seek clarification from their managers if required. Managers are responsible for ensuring compliance with this policy and for taking remedial action if required.

source for 8.1 - 038
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-1Stand/038.DOC

Approved by: Executive Director Number: 8.1-038.005

Date: April 1, 2007

1. Expenses of a personal nature will not be reimbursed. Such expenses include but are not limited to -
   1. Recreational purposes (e.g. Video Rentals, mini-bar stock)
   2. Personal Items
   3. Traffic/parking violations
   4. Use of toll roads where non-toll roads are available
   5. Alcoholic Drinks
   6. Valet Parking
   7. Expenses incurred on behalf of friends and family.
   There is an exception to item e. (above) in the event of a hospitality scenario. Hospitality can be defined as an event to which the claimant is in attendance as a guest or a formal/organized reception related to the focus and purpose of the agency.
2. Meal allowances are set at $60 per day and must be accompanied by a receipt to facilitate reimbursement; any claim not substantiated by a receipt will not be honoured, with the exception of a group luncheon where the expense does not exceed $15 p.p. and no individual receipt can be obtained. Only Original receipts will be accepted and credit card slips by themselves are insufficient to support a claim for reimbursement.
3. Original receipts must accompany a credit card slip when an agency credit card has been used to pay for an eligible expense.
4. Reimbursement for Personal Vehicle Use will be made in accordance with the collective agreement and any applicable motion by the Board of Directors. Normal travel related to casework and within the agency’s jurisdiction and general service catchment area qualifies for reimbursement. All claims must be recorded using the Staff Mileage & Expense Claim form and must include Start destination (municipal Address) and ending destination (municipal Address), the name of the client/service/reason for trip; any related expense; the manager approving travel claims will review accuracy and credibility of mileage claimed.
5. Travel outside the agency’s jurisdiction and general service catchment area requires prior approval by a manager. Reimbursement for use of Personal Vehicle will be in accordance with applicable provisions of the current collective agreement and any applicable motion by the Board of Directors.

   Approved by: Executive Director Number: 8.1-038.005

   Date: April 1, 2007

   Human Resources Reimbursement for Expenses

6. Travel outside of Ontario requires prior approval from a Director of Service or Executive Director. Documentation regarding the necessity and purpose of the trip must be completed and retained for audit or review purposes.
7. Any overpayment, specifically, amounts reimbursed or paid that are not in accordance with the terms of this guide, shall be recovered as a debt owing the organization.
8. Claims will be facilitated using …
   1. Staff Mileage & Expense Claim
   2. Requisition of Funds
9. All expenses related to office consumables, items of a capital nature and items related to equipment shall be applied for through the established purchasing and procurement procedure including appropriate authorization where the item is of a nature not regularly included on procurement orders. Office supplies (consumables) purchases are the domain of the Office Manager and inquiries should be forwarded to that manager. Claims of this nature will not be honoured without prior authorization.
10. All credit card purchases made with agency credit cards must include the nature of the purchase and the date of the purchase and must be in keeping with established authorization limits. Managers of staff holding credit cards will review statements monthly and authorize/approve charges made accordingly. Any charge not approved will be the responsibility of the card holder.

source for 8.1 - 038.005
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-1STAND/038.005.DOC
/8-0HUMAN/8-1STAND/038.005.DOC

Huron-Perth Children’s Aid Society

Policy and Procedure Manual

Approved by: Executive Director Number: 8.1-038.005

Date: April 1, 2007

1. Expenses of a personal nature will not be reimbursed. Such expenses include but are not limited to -
   1. Recreational purposes (e.g.: Video Rentals, mini-bar stock)
   2. Personal Items
   3. Traffic/parking violations
   4. Use of toll roads where non-toll roads are available
   5. Alcoholic Drinks
   6. Valet Parking
   7. Expenses incurred on behalf of friends and family.
   There is an exception to item e. (above) in the event of a hospitality scenario. Hospitality can be defined as an event to which the claimant is in attendance as a guest or a formal/organized reception related to the focus and purpose of the agency.
2. Meal allowances are set at $60 per day and must be accompanied by a receipt to facilitate reimbursement; any claim not substantiated by a receipt will not be honoured, with the exception of a group luncheon where the expense does not exceed $15 p.p. and no individual receipt can be obtained. Only Original receipts will be accepted and credit card slips by themselves are insufficient to support a claim for reimbursement.
3. Original receipts must accompany a credit card slip when an agency credit card has been used to pay for an eligible expense.
4. Reimbursement for Personal Vehicle Use will be made in accordance with the collective agreement and any applicable motion by the Board of Directors. Normal travel related to casework and within the agency’s jurisdiction and general service catchment area qualifies for reimbursement. All claims must be recorded using the Staff Mileage & Expense Claim form and must include Start destination (municipal Address) and ending destination (municipal Address), the name of the client/service/reason for trip; any related expense; the manager approving travel claims will review accuracy and credibility of mileage claimed.
5. Travel outside the agency’s jurisdiction and general service catchment area requires prior approval by a manager. Reimbursement for use of Personal Vehicle will be in accordance with applicable provisions of the current collective agreement and any applicable motion by the Board of Directors.

   Huron-Perth Children’s Aid Society

   Policy and Procedure Manual

   Approved by: Executive Director Number: 8.1-038.005

   Date: April 1, 2007

   Human Resources Reimbursement for Expenses

6. Travel outside of Ontario requires prior approval from a Director of Service or Executive Director. Documentation regarding the necessity and purpose of the trip must be completed and retained for audit or review purposes.
7. Any overpayment, specifically, amounts reimbursed or paid that are not in accordance with the terms of this guide, shall be recovered as a debt owing the organization.
8. Claims will be facilitated using …
   1. Staff Mileage & Expense Claim
   2. Requisition of Funds
9. All expenses related to office consumables, items of a capital nature and items related to equipment shall be applied for through the established purchasing and procurement procedure including appropriate authorization where the item is of a nature not regularly included on procurement orders. Office supplies (consumables) purchases are the domain of the Office Manager and inquiries should be forwarded to that manager. Claims of this nature will not be honoured without prior authorization.
10. All credit card purchases made with agency credit cards must include the nature of the purchase and the date of the purchase and must be in keeping with established authorization limits. Managers of staff holding credit cards will review statements monthly and authorize/approve charges made accordingly. Any charge not approved will be the responsibility of the card holder.

source for 8.1 - 038.005
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-1Stand/038.005.DOC

8.0 - 002 General Policy
8.0 - 004 Human Resources Policy
8.0 - 006 Human Resources Planning
8.0 - 006.005 Human Resources Planning
8.0 - 008 Organizational Structure
8.0 - 010 Recruitment
8.0 - 012 Qualifications

8.1 Standards and Definitions

8.2 Hiring Policies

8.3 Salary Administration

8.4 Employee Benefits

8.5 Paid Holidays

8.6 Vacations

8.7 Health and Safety

8.8 Leave of Absence

8.9 Corrective Discipline

8.10 Termination

8.11 Harassment and Discrimination

source for 8.2 - 000
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-0GENER/02HUMAN RESOURCES.DOC
/8-0HUMAN/8-0GENER/02HUMAN RESOURCES.DOC

8.2 Hiring Policies

8.2 - 002 Hiring Process
8.2 - 004 Interview Process
8.2 - 006 Re-Hiring of Former Staff Members
8.2 - 008 Hiring of Relations
8.2 - 010 Application for Employment
8.2 - 012 Orientation
8.2 - 014 Probation
8.2 - 016 Supervision and Performance Appraisal
8.2 - 018 Medical Examination
8.2 - 020 Back-Up Intake
8.2 - 022 Employment Equity
8.2 - 024 Training and Development

8.3 Salary Administration
8.4 Employee Benefits
8.5 Paid Holidays
8.6 Vacations
8.7 Leave of Absence
8.8 Corrective Discipline
8.9 Termination

source for 8.2 - 000
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-2HIRIN/8-2 Facesheet.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-2Hirin/8-2 Facesheet.DOC
/8-0HUMAN/8-2HIRIN/8-2 Facesheet.DOC

8.2 Hiring Policies

8.2 - 002 Hiring Process
8.2 - 004 Interview Process
8.2 - 006 Re-Hiring of Former Staff Members
8.2 - 008 Hiring of Relations
8.2 - 010 Application for Employment
8.2 - 012 Orientation
8.2 - 014 Probation
8.2 - 016 Supervision and Performance Appraisal
8.2 - 018 Medical Examination
8.2 - 020 Back-Up Intake
8.2 - 022 Employment Equity
8.2 - 024 Training and Development

8.3 Salary Administration
8.4 Employee Benefits
8.5 Paid Holidays
8.6 Vacations
8.7 Health and Safety
8.8 Leave of Absence
8.9 Corrective Discipline
8.10 Termination
8.11 Harassment and Discrimination

source for 8.2 - 000
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-2HIRIN/8-2HIRING.DOC
/8-0HUMAN/8-2HIRIN/8-2HIRING.DOC

Approved by: Executive Director Number: 8.2 - 002

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the filling of a vacant position shall be authorized by the Executive Director or his designate.
2. It is the policy of the Society that positions falling within the bargaining unit shall:
   1. be posted for a one (1) week period;
   2. advertise positions externally at the same time as it posts vacancies internally, but internal applicants shall be considered before external applicants.
3. It is the policy of the Society that applicants shall be screened on the basis of:
   1. the duties required by the position; and by
   2. the qualifications possessed by candidates reviewed from applications on file, through advertisements in newspapers and from applications received from staff.
4. It is the policy of the Society that applicants possessing the required skill, ability and experience shall be interviewed by the appropriate Manager and/or Director of Human Resources.
5. It is the policy of the Society that personnel reference checks including past and current employers shall be completed prior to a formal offer of employment.
6. It is the policy of the Society that prior to formal confirmation of employment the Society shall require:
   1. completion of the Criminal Reference Check and Vulnerable Sector Check (8.1 - 018 );
   2. verification of current driver's license, if required to perform the job;
   3. verification of possession of required amount of automotive insurance if driving a car for Society business;
   4. verification of education as specified being attained by the applicant;
   5. completion of Medical Examination (8.2 - 016);
   6. completion of Oath of Confidentiality (8.1 - 028).

source for 8.2 - 002
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-2HIRIN/002.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-2Hirin/002.DOC
/8-0HUMAN/8-2HIRIN/002.DOC

Approved by: Executive Director Number: 8.2 - 005

Date: April 30, 2006

1. Managers requesting to accommodate a student placement through a recognized University or College diploma program must have all requests approved by the Director of Services and notify Human Resources upon approval.
2. All potential applicants must submit a resume along with references to the Human Resources Department. Resumes will be reviewed by Human Resources and the prospective Manager to ensure that the expectations of the Student Placement Program can be met and that the candidates meet the needs of the department.
3. Interviews will be set up and conducted by the Program Manager and Human Resources. Human Resources will conduct references on the successful candidates with follow-up to the Manager.
4. It will be the responsibility of the Program Manager to notify the IT Department to ensure that the necessary tools are in place (i.e. office space, computer, phone, etc) for the intended start date. The Manager will ensure that all documentation relevant to the personnel file is forwarded to Human Resources Department prior to the start date.
5. Once the candidate is selected, Human Resources will forward an announcement to all Agency staff.

source for 8.2 - 002.005
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-2HIRIN/002.005.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-2Hirin/002.005.DOC
/8-0HUMAN/8-2HIRIN/002.005.DOC

Approved by: Executive Director Number: 8.2 - 004

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the Director of Human Resources shall coordinate the interview process as follows:
   1. all potential candidates will participate in an initial interview with the Human Resources Director and/or designate, and the Manager.
   2. should it be determined that a second interview is required, the interview will take place with the Human Resources Director and/or designate, the Program Manager and the Director of Services, if available.

source for 8.2 - 004
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-2HIRIN/004.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-2Hirin/004.DOC
/8-0HUMAN/8-2HIRIN/004.DOC

Approved by: Executive Director Number: 8.2 - 006

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that former staff members may apply for positions for which they feel they have the necessary qualifications, skills and abilities.
2. It is the policy of the Society that their application shall be considered with other applications received for the position.

source for 8.2 - 006
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-2HIRIN/006.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-2Hirin/006.DOC
/8-0HUMAN/8-2HIRIN/006.DOC

Approved by: Executive Director Number: 8.2 - 008

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the Society's position in the employment of relatives shall be governed by the Employment Equity Act.
2. It is the Society’s policy that the Society, in order to protect the interests and rights of all staff and to avoid possible negative public relations, shall first review the circumstances of such employment and receive approval from the Director of Human Resources.
3. It is the policy of the Society that as a guideline, it shall not be advisable that relatives be employed in the same work area or that relatives supervise one another.
4. It is the policy of the Society that if a problem occurs, the Executive Director shall have the authority to resolve the problem as the circumstances dictate, and such a solution may require removal of a relative from the same work area or termination of the employment of a relative if the problem persists.
5. It is the policy of the Society that relative shall be defined as identified by the Family Law Act, as amended from time to time.

source for 8.2 - 008
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-2HIRIN/008.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-2Hirin/008.DOC
/8-0HUMAN/8-2HIRIN/008.DOC

Approved by: Executive Director Number: 8.2 - 010

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that applications for employment with the Society shall contain the following information.
   1. education:
      1. state high school and year completed;
      2. university degree(s) attained and any special educational programs relating to the job applied for;
   2. work experience, identifying a minimum of the last three (3) employers (if applicable), highlighting achievements, special accomplishments, and reasons for leaving;
   3. present address and phone number;
   4. a minimum of two (2) references who can comment upon relevant business experience;
   5. other relevant experiences, interests, or accomplishments that would support and strengthen an application.
2. It is the policy of the Society that each application received by the Society shall be acknowledged within fifteen (15) working days by phone or by letter; acknowledgement may also be by a notation contained in the advertisement.
3. It is the policy of the Society that all successful applicants shall receive a contract or letter of confirmation of employment which shall specify:
   1. the position title;
   2. the supervisor to whom the employee will be reporting;
   3. start date;
   4. salary;
   5. type of employment;
   6. notice of probationary period;
   7. specific conditions of employment, such as:
      1. a car;
      2. driver’s licence;
      3. proof of insurance;
      4. proof of professional degree;
      5. termination of contract date for temporary employees;
      6. information about union membership, if applicable;
   8. a requirement that the employee shall notify the employer within three days of:
      1. any criminal conviction; or
      2. where driving is required as part of the job, the suspension of a driver’s licence.
4. It is the policy of the Society that applications shall be kept on file for a period of six (6) months, and applications may be renewed for a further six (6) months.

source for 8.2 - 010
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-2HIRIN/010.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-2Hirin/010.DOC
/8-0HUMAN/8-2HIRIN/010.DOC

Approved by: Executive Director Number: 8.2 - 012

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that new staff shall receive an orientation program upon commencement of their employment.
2. It is the policy of the Society that the Director of Human Resources or Designate shall meet with the new staff member upon entry into the Agency to initiate the orientation process.
3. It is the policy of the Society that the material included in the initial orientation process shall include:
   1. job description
   2. organizational chart
   3. information applicable to benefit package and pension plan
   4. pertinent payroll information and applicable forms to be completed
   5. collective agreement if applicable
   6. required module training enrolment information
   7. copy of Child & Family Services Act if required
   8. copy of Risk Assessment Model if required
   9. introduction to pertinent policies and procedures
4. It is the policy of the Society that the manager accountable for new staff members shall be responsible for developing an appropriate orientation to the job and to the Society, and that such orientation shall normally be completed within the first three (3) months of employment. This may include:
   1. a calendar of events to ensure familiarity with staff, policies, practices, equipment, community agents and legislation, which impact upon performing the job.
5. It is the policy of the Society that the staff members responsible for implementing the orientation program shall be identified, as well as any staff member who will be accountable for monitoring, coaching and training new staff during the probationary period of employment.

source for 8.2 - 012
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-2HIRIN/012.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-2Hirin/012.DOC
/8-0HUMAN/8-2HIRIN/012.DOC

Approved by: Executive Director Number: 8.2 - 014

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that:
   1. a management staff and professional social workers shall serve a six (6) month probationary period of employment; and
   2. an administrative support worker shall serve a three (3) month probationary period of employment.
2. It is the policy of the Society that during the probationary period of employment the performance of the new staff member shall be assessed by his/her manager.
3. It is the policy of the Society that the manager shall coach, orient and assist the new staff member in the performance of his/her job responsibilities.
4. It is the policy of the Society that should difficulties be encountered the new staff member shall be advised in writing what the desired change in performance or outcome is to be.
5. It is the policy of the Society that should significant improvement in performance not occur the staff member shall:
   1. be terminated; or
   2. if there are unusual or special grounds the probationary period of employment may be extended a further three (3) months with approval from the Director of Human Resources.
6. It is the policy of the Society that, assuming satisfactory performance during the probationary period of employment, a written performance evaluation shall be completed by the manager and signed by both the manager and the worker. This will then be reviewed and signed off by both the applicable Director and the Director of Human Resources.
7. It is the policy of the Society that at the conclusion of the probationary period of employment the staff member shall attain permanent status.
8. It is the policy of the Society that:
   1. upon successful completion of the probationary period of employment the staff member's seniority shall be back dated to the date of hire.

source for 8.2 - 014
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-2HIRIN/014.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-2Hirin/014.DOC
/8-0HUMAN/8-2HIRIN/014.DOC

Approved by: Executive Director Number: 8.2 - 016

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the frequency and level of supervision shall be provided according to:
   1. the complexity and size of workload;
   2. the newness of the assignment;
   3. the current knowledge and skill of the employee.
2. It is the policy of the Society that written appraisal of performance shall be undertaken:
   1. during the probationary period of employment;
   2. on an annual basis at the anniversary date of employment; and
   3. as required based upon promotion, transfer or job performance.
3. It is the policy of the Society that the performance evaluation shall include:
   1. an assessment of performance based on skills and measurable job requirements as laid out in the job description;
   2. an assessment of the previously set performance objectives as well as staff member's achievements, and accomplishments since the last appraisal;
   3. clearly stated recommendations and performance objectives for the next evaluation period, identifying areas for growth and change;
   4. recommendations for future training and development and
4. It is the policy of the Society that employees shall be given an opportunity:
   1. to sign the performance evaluation and/or acknowledgement that they have received and read their performance evaluation;
   2. to obtain a copy of the performance evaluation;
   3. to include their written comments before the review is entered into the personnel file.
5. It is the policy of the Society that a copy of the appraisal shall be retained by the staff member and a copy shall be placed in his/her personnel file.
6. It is the policy of the Society that the "Employee Performance Appraisal" form shall be included as part of this policy.

source for 8.2 - 016
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-2HIRIN/016.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-2Hirin/016.DOC
/8-0HUMAN/8-2HIRIN/016.DOC

Approved by: Executive Director Number: 8.2 - 018

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that within thirty (30) calendar days of the commencement of employment all staff shall have a medical examination at their own expense attesting to the staff member's ability to perform all functions associated with his/her job.
2. It is the policy of the Society that a copy of the medical certificate shall:
   1. be forwarded to the Director of Human Resources marked confidential; and
   2. be placed in the staff member's personnel file.
3. It is the policy of the Society that an offer of employment shall be conditional upon compliance with this policy.
4. It is the policy of the Society that from time to time, based upon expressed concerns for the staff member's wellbeing, he/she may be required to receive medical approval for the continued performance of his/her job.
5. It is the policy of the Society that in order to substantiate benefits under the sick leave plan, the long term disability plan or Workers' Compensation, staff shall cooperate and obtain medical documentation as requested.
6. It is the policy of the Society that failure to do so could result in termination of benefits.

source for 8.2 - 018
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-2HIRIN/018.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-2Hirin/018.DOC
/8-0HUMAN/8-2HIRIN/018.DOC

Approved by: Executive Director Number: 8.2 - 020

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that newly hired staff shall not be added to the back-up intake schedule until the staff member has completed a minimum of three (3) months employment.
2. It is the policy of the Society that:
   1. staff shall have the necessary training, orientation and experience to perform front line investigation and assessment work; and
   2. the staff member's manager shall be accountable for making this decision.

source for 8.2 - 020
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-2HIRIN/020.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-2Hirin/020.DOC
/8-0HUMAN/8-2HIRIN/020.DOC

Approved by: Executive Director Number: 8.2 - 022

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the Society shall:
   1. be committed to fulfilling the requirements of the Employment Equity Act of Ontario;
   2. implement the terms, conditions and requirements of the Act to achieve the objectives as identified by the legislation in an efficient and timely fashion;
   3. recognize that consulting and involving staff are important features of the program.
2. It is the policy of the Society that the Executive Director shall be accountable to reporting to the Board of Directors from time to time as to the progress being made to comply with the legislation and developing an Employment Equity Program.

source for 8.2 - 022
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-2HIRIN/022.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-2Hirin/022.DOC
/8-0HUMAN/8-2HIRIN/022.DOC

Approved by: Executive Director Number: 8.2 - 024

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the Society shall have an ongoing integral and identifiable human resource training and development program for all categories of staff.
2. It is the policy of the Society that there shall be a distinction between:
   1. training to meet the required competency in a current job; and
   2. development to encourage and teach new skills and knowledge for future positions;
   3. sets out expectations and responsibilities for both employer and employee.
3. It is the policy of the Society that a position responsible for the training function shall be identified.
4. It is the policy of the Society that as part of the Society’s annual service planning process (8.0 - 006), (8.0 - 010) and (8.0 - 012) the Society shall prepare a staff training and development plan with written goals and objectives.
5. It is the policy of the Society that wherever possible, the staff’s training and development training plans shall be integrated with:
   1. foster parent and volunteer training plan;
   2. the OACAS core training programs; and
   3. training provided by:
      1. neighbouring societies;
      2. the community;
      3. conferences, and training programs available outside the community.
6. It is the policy of the Society that the Society’s training and development program for all categories of staff shall include components for attaining and maintaining competency in:
   1. skills and knowledge which will enhance staff ability to carry out the Society’s mandate;
   2. skills in working cooperatively and effectively with all personnel within the organization and with external collaterals; and
   3. sensitivity to and an awareness and appreciation of all linguistic and cultural groups served by the Society.
7. It is the policy of the Society that training needs of staff shall be identified by the staff and his/her manager:
   1. at regular supervision; and
   2. more formally during the staff’s performance appraisal (8.2 - 014).
8. It is the policy of the Society that, in addition to Society’s development training programs, staff shall be responsible for:
   1. identifying further development training opportunities;
   2. requesting to attend/participate in these additional training opportunities (8.3 - 006) (8.8 - 018).
9. It is the policy of the Society that attendance of staff in training programs shall be documented in his/her personnel file.

source for 8.2 - 024
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-2HIRIN/024.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-2Hirin/024.DOC
/8-0HUMAN/8-2HIRIN/024.DOC

8.3 Salary Administration

8.3 - 002 Payment of Salary
8.3 - 004 Overtime
8.3 - 006 Payment for Attending Conferences
8.3 - 008 After Hours Coverage
8.3 - 010 Position Re-Classification

8.4 Employee Benefits
8.5 Paid Holidays
8.6 Vacations
8.7 Leave of Absence
8.8 Corrective Discipline
8.9 Termination

source for 8.3 - 000
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-3SALAR/8-3 Facesheet.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-3Salar/8-3 Facesheet.DOC
/8-0HUMAN/8-3SALAR/8-3 Facesheet.DOC

8.3 Salary Administration

8.3 - 002 Payment of Salary
8.3 - 004 Overtime
8.3 - 006 Payment for Attending Conferences
8.3 - 008 After Hours Coverage
8.3 - 010 Position Re-Classification

8.4 Employee Benefits
8.5 Paid Holidays
8.6 Vacations
8.7 Health and Safety
8.8 Leave of Absence
8.9 Corrective Discipline
8.10 Termination
8.11 Harassment and Discrimination

source for 8.3 - 000
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-3SALAR/8-3SALARY ADMINISTRATION.DOC
/8-0HUMAN/8-3SALAR/8-3SALARY ADMINISTRATION.DOC

Approved by: Executive Director Number: 8.3 - 002

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the Society shall have a formal compensation system, approved by the Board of Directors, which is in compliance with applicable legislation.
2. It is the policy of the Society to ensure that its compensation system is communicated to the employees in writing at the time of hire and as changes are implemented.
3. It is the policy of the Society to review its compensation practices and the amounts of salaries and benefits:
   1. on a regular basis; and
   2. if the staff is unionized, during negotiations.
4. It is the policy of the Society that the Society shall administer a wage structure that ensure internal equity and reflects the spirit of Pay Equity (8.2 - 020).
5. It is the policy of the Society that when duties of a position are changed significantly, there shall be a review to determine appropriate compensation (8.3 - 010).
6. It is the policy of the Society that salary shall be paid by bank deposit every second Tuesday for wages earned during the two (2) weeks of employment ending the previous Friday.
7. It is the policy of the Society that statutory deductions, pension, any benefit contribution and Canada Savings bonds are deducted from earned income.

source for 8.3 - 002
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-3SALAR/002.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-3Salar/002.DOC
/8-0HUMAN/8-3SALAR/002.DOC

Approved by: Executive Director Number: 8.3 - 004

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that under normal circumstances overtime shall be approved in advance by the staff member's Manager.
2. It is the policy of the Society that staff covered by the Collective Agreement shall be compensated for overtime hours worked in accordance with Article 18 of the Collective Agreement.
3. It is the policy of the Society that staff not covered by the Collective Agreement shall be compensated for overtime hours worked in accordance with the Management Agreement.
4. It is the policy of the Society that payment of overtime shall require:
   1. the submission of the approved overtime to the Business Manager; and
   2. the signature of the Manager and the Executive Director or his designate.
5. It is the policy of the Society that time off in lieu of overtime shall requires the inclusion of a "Request for Leave" form, signed by the Manager.

source for 8.3 - 004
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-3SALAR/004.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-3Salar/004.DOC
/8-0HUMAN/8-3SALAR/004.DOC

Approved by: Executive Director Number: 8.3 - 006

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that salary continuation shall occur for staff attending approved conferences i.e. professional development.

source for 8.3 - 006
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-3SALAR/006.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-3Salar/006.DOC
/8-0HUMAN/8-3SALAR/006.DOC

Approved by: Executive Director Number: 8.3 - 008

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the Society shall be accountable to provide continuous twenty-four (24) hour, seven (7) day a week coverage of social work service to the Counties of Huron and Perth.
2. It is the policy of the Society that following satisfactory completion of the probationary period of employment the name of the social worker shall be placed on a duty roster, the duty roster being a rotating schedule of social workers required to meet the Agency's commitment to provide service after normal working hours and on weekends.
3. It is the policy of the Society that a tour of duty shall commence at 4:30 p.m. on Friday and covers all hours that the office is closed to 8:30 a.m. the following Friday.
4. It is the policy of the Society that a job description shall be provided, as well a night duty kit to assist staff on duty.
5. It is the policy of the Society that management staff shall be available on call to provide emergency back-up consultation or authorization.
6. It is the policy of the Society that staff providing after hours coverage shall be compensated according to Article 20 of the Collective Agreement.

source for 8.3 - 008
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-3SALAR/008.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-3Salar/008.DOC
/8-0HUMAN/8-3SALAR/008.DOC

Approved by: Executive Director Number: 8.3 - 010

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the Executive Director shall have the authority for decision-making with respect to:
   1. the establishment of positions;
   2. the redesign of positions;
   3. the reallocation of positions; and
   4. the elimination of positions.
2. It is the policy of the Society that the need for these changes shall be identified and supported by the Society’s service and human resources analysis completed during the service planning process (8.0 - 006.005)
3. It is the policy of the Society that a staff member who feels that his/her current job functions or new job functions fall in another wage classification may request a review for re-classification by the Executive Director. This request may also be initiated by the staff member's manager.
4. It is the policy of the Society that after a thorough review the Executive Director shall confirm in writing the decision. The Director of Human Resources, the staff member and his/her Manager are informed.
5. It is the policy of the Society that if approved the re-classification shall create a new anniversary date effective the date of approval.

source for 8.3 - 010
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-3SALAR/010.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-3Salar/010.DOC
/8-0HUMAN/8-3SALAR/010.DOC

8.4 Employee Benefits

8.4 - 002 Group Benefits
8.4 - 004 Employee Assistance Program (EAP)
8.4 - 004.005 Employee Assistance Program (EAP)
8.4 - 006 Sick Leave
8.4 - 008 Long Term Disability
8.4 - 010 Pension
8.4 - 012 Workers’ Compensation
8.4 - 014 Staff Assistance Program
8.4 - 016 Staff Recognition

8.5 Paid Holidays
8.6 Vacations
8.7 Leave of Absence
8.8 Corrective Discipline
8.9 Termination

source for 8.4 - 000
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-4BENEF/8-4 Facesheet.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-4Benef/8-4 Facesheet.DOC
/8-0HUMAN/8-4BENEF/8-4 Facesheet.DOC

8.4 Employee Benefits

8.4 - 002 Group Benefits
8.4 - 004 Employee Assistance Program (EAP)
8.4 - 004.005 Employee Assistance Program (EAP)
8.4 - 006 Sick Leave
8.4 - 008 Long Term Disability
8.4 - 010 Pension
8.4 - 012 Workers’ Compensation
8.4 - 014 Staff Assistance Program
8.4 - 016 Staff Recognition

8.5 Paid Holidays
8.6 Vacations
8.7 Health and Safety
8.8 Leave of Absence
8.9 Corrective Discipline
8.10 Termination
8.11 Harassment and Discrimination

source for 8.4 - 000
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-4BENEF/8-4BENEFITS.DOC
/8-0HUMAN/8-4BENEF/8-4BENEFITS.DOC

Approved by: Executive Director Number: 8.4 - 002

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that full time staff (upon completion of three (3) months of service) receive employee benefits as identified by the group insurance benefit program, as amended from time to time, and as specified by government legislation.
2. It is the policy of the Society that cost sharing arrangements shall be as identified by Article 13 of the Collective Agreement.
3. It is the policy of the Society that part-time staff shall be compensated by receiving a payment in lieu of benefits, and the amount shall be as specified in the Collective Agreement.
4. It is the policy of the Society that management staff shall receive the same group and statutory benefits as applicable to full-time staff.
5. It is the policy of the Society that group benefits provided by the Society for unionized employees shall be in accordance with the Collective Agreement.
6. It is the policy of the Society that group benefits provided by the Society for non-unionized employees shall be in accordance with the Management Agreement.

source for 8.4 - 002
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-4BENEF/002.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-4Benef/002.DOC
/8-0HUMAN/8-4BENEF/002.DOC

Approved by: Executive Director Number: 8.4 - 004

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the full time and part time staff (upon completion of three (3) months of service) will be enrolled in the Employee Assistance Program provided by FGI.

source for 8.4 - 004
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-4BENEF/004.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-4Benef/004.DOC
/8-0HUMAN/8-4BENEF/004.DOC

Approved by: Executive Director Number: 8.4 - 004.005

Date: April 30, 2005

Revised: October 5, 2005

1. To assist employees on a voluntary, confidential basis when they require assistance with a personal problem.
2. The EAP provides professional assistance for a wide range of issues including:
   • Personal and work-related stress
   • Couple and marital relationships
   • Childcare and parenting issues
   • Eldercare concerns
   • Depression and anxiety
   • Alcohol and drug misuse
   • Family matters
   • Bereavement
   • Legal issues
   • Financial concerns
   • Career issues
   • Financial concerns
   • Career issues
   • Crisis counselling / Trauma
   • Other concerns
3. The program is available to all employees and their dependants as defined by the employee benefit program.

source for 8.4 - 004.005
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-4BENEF/004005.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-4Benef/004.005.DOC
/8-0HUMAN/8-4BENEF/004005.DOC

Approved by: Executive Director Number: 8.4 - 006

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that:
   1. full time staff, following completion of the necessary probationary period, shall be entitled to sick leave benefit coverage as specified by Schedule B of the Collective Agreement;
   2. management staff shall be entitled to the same benefits as provided to full time staff covered by the Collective Agreement; and
   3. part time and contract staff shall not be entitled to sick leave benefits.

source for 8.4 - 006
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-4BENEF/006.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-4Benef/006.DOC
/8-0HUMAN/8-4BENEF/006.DOC

Approved by: Executive Director Number: 8.4 - 008

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that:
   1. long term disability benefits shall apply to full time and management staff; and
   2. eligibility, level of benefit, duration, definitions, conditions and exclusions shall be as described by the group benefit master policy.
2. The Collective Agreement, Section B of Schedule B, contains information applicable to full time employees covered by the Collective Agreement.

source for 8.4 - 008
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-4BENEF/008.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-4Benef/008.DOC
/8-0HUMAN/8-4BENEF/008.DOC

Approved by: Executive Director Number: 8.4 - 010

Date: April 30, 1998

Revised: October 5, 2005

1. It is the policy of the Society that the Society and eligible staff shall participate in the OMERS pension plan.
2. It is the policy that contributions, benefits and conditions applicable to staff and the Agency shall be specified by the plan, as amended from time to time.
3. A copy of the plan is available from the Human Resources Department.

source for 8.4 - 010
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-4BENEF/010.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-4Benef/010.DOC
/8-0HUMAN/8-4BENEF/010.DOC

Approved by: Executive Director Number: 8.4 - 012

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that, since all employees are covered by the Workers' Compensation Act for the Province of Ontario, staff and the Society, in accordance with the legislation, shall be required to report any claim promptly and within specific time limits, and failure to do so could result in denial of the claim or a fine.

source for 8.4 - 012
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-4BENEF/012.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-4Benef/012.DOC
/8-0HUMAN/8-4BENEF/012.DOC

Approved by: Executive Director Number: 8.4 - 014

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the Society shall realize that from time to time a staff member may require some assistance and support to resolve problems of a personal nature.
2. It is the policy of the Society that the staff member shall be encouraged to seek the support and guidance of his/her family physician.
3. It is the policy of the Society that any conversation with a member of management dealing with the staff assistance program shall be in strict confidence.
4. It is the policy of the Society that the Society shall:
   1. co-operate with the attending physician's treatment plan; and
   2. give as much support as possible.
5. It is the policy of the Society that if time off from work is required such time off shall be recorded as sick leave.
6. It is the policy of the Society that should the problem centre upon a substance abuse problem, a specific program shall be required.
7. It is the policy of the Society that should the staff member fail to follow the program and the problem persists he/she shall be liable for disciplinary action up to and including discharge.
8. It is the policy of the Society that recognizing that it may be necessary to modify the job duties and hours of work of the staff member, this shall be accomplished through assessing:
   1. the needs of the Society to meet its service requirements; and
   2. the rehabilitation program for the staff member.
9. It is the policy of the Society that modifying the job duties and hours of work of the staff member may result in reduction of the staff member's hours of work and salary.

source for 8.4 - 014
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-4BENEF/014.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-4Benef/014.DOC
/8-0HUMAN/8-4BENEF/014.DOC

Approved by: Executive Director Number: 8.4 - 016

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that all staff will be recognized for years of service at the first staff meeting of each year. A special presentation will be held with a luncheon to follow.
2. It is the policy of the Society that service shall be recognized at five (5), ten (10), fifteen (15), twenty (20), twenty-five (25), thirty (30), and forty (40) years of service.
3. It is the policy of the Society that:
   1. Service awards will be as follows:
   Five (5) years of service personalized plaque and $50.00 gift certificate

   Ten (10) years of service $100.00 gift certificate

   Fifteen (15) years of service $150.00 gift certificate

   Twenty (20) years of service $200.00 gift certificate

   Twenty-five (25) years of service $250.00 gift certificate

   Thirty (30) years of service $300.00 gift certificate

   Thirty-five (35) years of service $350.00 gift certificate

   Forty (40) years of service $400.00 gift certificate

4. An engraved watch shall be presented to all staff that have attained twenty-five years of service.

source for 8.4 - 016
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-4BENEF/016.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-4Benef/016.DOC
/8-0HUMAN/8-4BENEF/016.DOC

8.1 Standards and Definitions

8.2 Hiring Policies

8.3 Salary Administration

8.4 Employee Benefits

8.5 Paid Holidays

8.5 - 002 Paid Holidays

8.6 Vacations

8.7 Leave of Absence

8.8 Corrective Discipline

8.9 Termination

source for 8.5 - 000
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-5HOLID/8-5 Facesheet.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-5Holid/8-5 Facesheet.DOC
/8-0HUMAN/8-5HOLID/8-5 Facesheet.DOC

8.5 Paid Holidays

8.5 - 002 Paid Holidays

8.6 Vacations
8.7 Health and Safety
8.8 Leave of Absence
8.9 Corrective Discipline
8.10 Termination
8.11 Harassment and Discrimination

source for 8.5 - 000
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-5HOLID/8-5HOLIDAYS.DOC
/8-0HUMAN/8-5HOLID/8-5HOLIDAYS.DOC

Approved by: Executive Director Number: 8.5 - 002

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that full time staff and management shall be eligible for the following thirteen (13) paid holidays: New Year's Day Labour Day Good Friday Thanksgiving Day Easter Monday Remembrance Day Victoria Day Christmas Day Canada Day Boxing Day Civic Holiday Last Working day before Christmas Day Last Working day before New Year's Day
2. It is the policy of the Society that in order to receive holiday pay the staff member shall:
   1. perform work during the payroll period in which the holiday is observed and;
   2. work as scheduled or assigned on his/her last work day prior to his/her first scheduled work day following the holiday, unless excused due to verified illness or other approved reason.
3. It is the policy of the Society that if a paid holiday is observed on a day during the staff member's vacation he/she shall receive an additional day of vacation scheduled at the conclusion of the vacation period.
4. It is the policy of the Society that should a paid holiday fall on a weekend, either the Friday before or the following Monday shall be taken in lieu.
5. It is the policy of the Society that part time staff shall work at least twelve (12) days in the past ninety (90) days immediately preceding the holiday in order to receive holiday pay.
6. It is the policy of the Society that the statutory benefits contained within the Employment Standards Act shall apply to other staff members.
7. It is the policy of the Society that scheduled, approved work on a public holiday shall be paid at one and one half (1 1/2) times the employee's regular rate of pay, and at a mutually convenient date the staff member shall receive a paid day in lieu of the holiday at his/her regular rate of pay.

source for 8.5 - 002
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-5HOLID/002.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-5Holid/002.DOC
/8-0HUMAN/8-5HOLID/002.DOC

8.1 Standards and Definitions

8.2 Hiring Policies

8.3 Salary Administration

8.4 Employee Benefits

8.5 Paid Holidays

8.6 Vacations

8.6 - 002 Vacation Entitlement

8.7 Leave of Absence

8.8 Corrective Discipline

8.9 Termination

source for 8.6 - 000
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-6VACAT/8-6 Facesheet.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-6Vacat/8-6 Facesheet.DOC
/8-0HUMAN/8-6VACAT/8-6 Facesheet.DOC

8.6 Vacations

8.6 - 002 Vacation Entitlement

8.7 Health and Safety
8.8 Leave of Absence
8.9 Corrective Discipline
8.10 Termination
8.11 Harassment and Discrimination

source for 8.6 - 000
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-6VACAT/8-6VACATION.DOC
/8-0HUMAN/8-6VACAT/8-6VACATION.DOC

Approved by: Executive Director Number: 8.6 - 002

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that vacation for staff shall be as stated in Article 15 of the Collective Agreement
2. It is the policy of the Society that management staff shall receive an annual vacation entitlement of:
   1. one (1) month, twenty-one (21) working days, with pay after completing one (1) year of service;
   2. twenty-six (26) working days with pay. after five (5) years of completed service; and
   3. thirty one (31) working days with pay after twenty (20) years of completed service.
3. It is the policy of the Society that the vacation year shall be from July 1st of the current year to June 30th of the following year.
4. It is the policy of the Society that staff who have not completed a full year of employment by June 30th shall receive a paid vacation proportionate to the length of time they have worked during the vacation year.
5. It is the policy of the Society that in order to request vacation a staff member shall complete a "Request for Leave from Work" form and obtains the approval of his/her Manager.
6. It is the policy of the Society that:
   1. the request for holidays shall be submitted as far in advance as possible;
   2. the Manager may give tentative approval of the request, pending a review of staffing levels and other vacation requests for the same time.
7. It is the policy of the Society that the Executive Director, or designate shall have final approval for granting vacation requests.
8. It is the policy of the Society that vacation pay shall be considered as salary continuation less normal deductions during the vacation period.
9. It is the policy of the Society that should a staff member terminate prior to completing one (1) year of service he/she shall receive vacation pay in accordance with the Employment Standards Act.
10. It is the policy of the Society that vacation pay is an earned benefit. Therefore, an employee shall receive any earned, unused vacation at time of termination.
11. It is the policy of the Society that:
    1. all non-permanent staff shall receive vacation pay as a percentage of wages earned, based upon length of service; and
    2. such pay shall be received the last pay period in December.

source for 8.6 - 002
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-6VACAT/002.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-6Vacat/002.DOC
/8-0HUMAN/8-6VACAT/002.DOC

8.7 Leave of Absence

8.7 - 002 Requesting a Leave
8.7 - 004 Time Off in Lieu of Overtime
8.7 - 006 Medical, Dental, and Personal Leave
8.7 - 008 Vacation
8.7 - 008.005 Outstanding Recordings Before Leaving on Vacation
8.7 - 010 Bereavement
8.7 - 012 Union Business
8.7 - 014 Court Appearance
8.7 - 016 Childbirth or Adoption
8.7 - 018 Education Leave
8.7 - 020 Leaves with Pay
8.7 - 022 Acts of Nature
8.7 - 024 Four Years over Five
8.7 - 026 Returning to Work
8.7 - 028 Unapproved Leave
8.7 - 030 Medical Leaves
8.7 - 032 Effect on Vacation Credits
8.7 - 034 Effect on Seniority
8.7 - 036 Attending Conferences or Meetings

8.8 Corrective Discipline
8.9 Termination

source for 8.7 - 000
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-7Leave/8-7 Facesheet.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-7Leave/8-7 Facesheet.DOC
/8-0HUMAN/8-7Leave/8-7 Facesheet.DOC

Approved by: Executive Director Number: 8.7 - 002

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that Staff requesting a leave of absence shall give as much advance notice as possible in order to:
   1. permits the Agency to review the request; and
   2. look at alternatives to cover the staff member during his/her absence.
2. It is the policy of the Society that the Society shall endeavour to meet the staff member's request and needs; however, it may not be possible for the Society to grant the request in part or in whole depending upon circumstances facing the Agency at the time of the requested leave of absence.
3. It is the policy of the Society that a "Request for Leave From Work" form shall be completed by the staff member.
4. It is the policy of the Society that when an emergency occurs the staff member shall notify his/her Manager as soon as possible, giving the reason for the absence and probable length of absence.
5. It is the policy of the Society that in the absence of a Manager, reception shall be notified, and the "Notice of Absence from Work" form shall be completed by reception.
6. It is the policy of the Society that unreported, unauthorized leaves of absence shall result in corrective disciplinary action.
7. It is the policy of the Society that:
   1. each Manager shall be accountable for ensuring the appropriate forms and records are completed for his/her staff;
   2. It is the responsibility of the manager or supervisor to forward all completed forms to the Human Resources Department.

source for 8.7 - 002
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-7Leave/002.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-7Leave/002.DOC
/8-0HUMAN/8-7Leave/002.DOC

Approved by: Executive Director Number: 8.7 - 004

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that when a staff member wishes a leave of absence for overtime worked he/she shall attach previously approved overtime sheets to support the amount of time requested.
2. It is the policy of the Society that the "Request for Leave" form shall be completed with the above documentation and given to his/her Manager as far in advance of the requested time off as is possible.

source for 8.7 - 004
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-7Leave/004.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-7Leave/004.DOC
/8-0HUMAN/8-7Leave/004.DOC

Approved by: Executive Director Number: 8.7 - 006

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that each full-time employee will be allowed one (1) personal leave day per year to be used for family emergencies or personal appointments. Each part-time employee will be allowed the pro rata equivalent of one (1) personal leave day per year to be used for family emergencies or personal appointments. The amount of time for the part-time employee will be prorated to the amount of time the part-time employee works on a weekly basis. For example, a part-time employee who works half time would receive one-half of a personal leave day per year. The annual period during which a personal leave day is to be used will be the same as that used for the vacation year, that is, July 1 through June 30 annually.

source for 8.7 - 006
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-7Leave/006.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-7Leave/006.DOC
/8-0HUMAN/8-7Leave/006.DOC

Approved by: Executive Director Number: 8.7 - 008

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the Society shall endeavour to grant all requests for vacation.
2. It is the policy of the Society that depending upon circumstances facing the Society at the time of request, the Society may ask staff to change or modify their vacation requests.
3. It is the policy of the Society that normal practice for vacation requests shall be to grant tentative approval pending a review of all vacation requests, client and Agency needs at the time of the request.
4. It is the policy of the Society that the maximum number of weeks to be taken at any one time shall be five (5) weeks of vacation.
5. It is the policy of the Society that a staff member with the approval of his/her Manager may carry over a maximum of five (5) vacation days into the next vacation year.
6. It is the policy of the Society that staff covered by the Collective Agreement shall be entitled to earn vacation in accordance with Article 15.
7. It is the policy of the Society that management (non-union) staff shall be entitled to earn vacation in accordance with the Vacation Entitlement Policy (8.6 - 002).
8. It is the policy of the Society that the staff member shall complete a "Request for Leave of Absence" form as soon as his/her vacation plans are finalized.

source for 8.7 - 008
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-7Leave/008.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-7Leave/008.DOC
/8-0HUMAN/8-7Leave/008.DOC

Approved by: Executive Director Number: 8.7 - 008.005

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that before proceeding on annual vacation, each employee shall satisfy his/her supervisor that case recordings, reports and other duties of his/her position are up to date.
2. Prior to scheduled vacation the employee is encouraged to provide his/her supervisor with a work plan that outlines the outstanding documentation on his/her caseload and a proposed schedule for the completion of the documentation, to facilitate the completion of outstanding work prior to vacation.

source for 8.7 - 008.005
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-7Leave/008005.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-7Leave/008.005.DOC
/8-0HUMAN/8-7Leave/008005.DOC

Approved by: Executive Director Number: 8.7 - 010

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that when a death occurs in the immediate family a staff member shall be entitled to up to four (4) days off with pay.
2. It is the policy of the Society that immediate family shall be defined as:
   1. mother and father;
   2. step-parents;
   3. brother and sister;
   4. wife and husband or partner;
   5. son and daughter;
   6. step-children;
   7. grandparents;
   8. grandchildren;
   9. mother-in-law and father in law.
3. It is the policy of the Society that a leave of absence of two (2) days with pay shall be granted upon the death of a brother-in-law, sister-in-law, daughter-in-law or son-in-law.
4. It is the policy of the Society that the bereaved staff member shall notify his/her Manager and if he/she is not immediately available notify reception, indicating when he/she expects to return to work.
5. It is the policy of the Society that a "Request for Leave from Work" form shall be completed.

source for 8.7 - 010
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-7Leave/010.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-7Leave/010.DOC
/8-0HUMAN/8-7Leave/010.DOC

Approved by: Executive Director Number: 8.7 - 012

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that staff, holding executive positions in the Union who may be required from time to time to attend Union meetings or conventions, shall request such leave as far in advance as possible.
2. It is the policy of the Society that the Society shall bear no expense in granting such requests.
3. It is the policy of the Society that a "Request for Leave from Work" form shall be completed as soon as the staff member is aware of the meeting or convention.

source for 8.7 - 012
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-7Leave/012.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-7Leave/012.DOC
/8-0HUMAN/8-7Leave/012.DOC

Approved by: Executive Director Number: 8.7 - 014

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that upon presentation by staff of the receipt of payment for witness or jury duty the Society shall pay the difference to the staff member for loss of normal earnings, but the Society shall not provide reimbursement for travel, meals or other expenses associated with the court appearance.
2. It is the policy of the Society that a "Request for Leave from Work" form shall be completed as soon as is reasonably possible.

source for 8.7 - 014
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-7Leave/014.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-7Leave/014.DOC
/8-0HUMAN/8-7Leave/014.DOC

Approved by: Executive Director Number: 8.7 - 016

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that a staff member may request a leave for the birth of a child or for the adoption of a child for a period not to exceed twelve (12) months.
2. It is the policy of the Society that a "Request for Leave from Work" form shall be completed specifying the date the leave is to commence and the expected date of return to work, with as much advance notice as possible.
3. It is the policy of the Society that the employee provides two weeks written notice before beginning their pregnancy/parental leave. This written notice must include the proposed last day of work and the estimated scheduled date of return.

   During this leave, should the employee wish to return to work earlier than the date scheduled to return, they must provide the Director of Human Resources, written notice of at least four (4) weeks.

4. It is the policy of the Society that during the approved leave seniority continues to accumulate and the staff member may make arrangements to continue part or all of his/her benefits by payment of 100% of the cost of such benefits, beyond the time specified in the Employment Standards Act.
5. It is the policy of the Society to recognize that the Employment Standards Act, as amended from time to time, shall specify the granting, application and entitlement for such leaves..

source for 8.7 - 016
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-7Leave/016.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-7Leave/016.DOC
/8-0HUMAN/8-7Leave/016.DOC

Approved by: Executive Director Number: 8.7 - 018

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the Society, recognizing the need for staff to continually upgrade their skills, shall support the granting of education leaves.
2. It is the policy of the Society to recognize that normally such leaves are a maximum of one (1) year; however, by mutual agreement this may be extended to meet the particular circumstances of the request.
3. It is the policy of the Society that funding of tuition costs shall be considered.
4. It is the policy of the Society that should the staff member not return following the leave, or leave the Society without working a period of time not less than the leave of absence, the staff member shall reimburse the Society for any costs paid by the Agency for the staff member's benefit, and this shall also apply should the staff member fail to pass the course he/she is taking.
5. It is the policy of the Society that a "Request for Leave from Work" form shall be completed with as much advance notice as possible containing details associated with the request.

source for 8.7 - 018
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-7Leave/018.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-7Leave/018.DOC
/8-0HUMAN/8-7Leave/018.DOC

Approved by: Executive Director Number: 8.7 - 020

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that all requests of absence with pay shall require the approval of the Director of Human Resources.

source for 8.7 - 020
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-7Leave/020.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-7Leave/020.DOC
/8-0HUMAN/8-7Leave/020.DOC

Approved by: Executive Director Number: 8.7 - 022

Date: April 30, 2005

Revised: October 5, 2005

1. The Employee will contact his or her Manager at the point that the employee determines he/she will miss time due to an act of nature. In the event the employee’s manager is not available, the employee should either contact the designate manager or, failing this, leave a message where he/she would reasonably expect a manager would receive same; the message should include a contact telephone number where a manager may contact employee in order that this procedure may be completed;
2. The Employee will also contact reception to communicate their absence;
3. Upon consultation with the absent employee, the employee must indicate how the missed time would be accounted for; acceptable accommodations are limited to:
   1. Employee chooses to take an unpaid Leave Of Absence for the time missed;
   2. Employee chooses to utilize accumulated vacation time for the time missed (note this must be taken in increments of 0.5 days);
   3. Choose to utilize accumulated compensatory time for the time missed;
   4. If readily equipped, and if their tasks and duties allow for remote performance of said tasks and duties, the employee chooses to work from home (or point of stranding), provided the manager approves this plan and that the tasks and duties completed during the time missed can be proved, and upon review of the completed tasks and duties by the employees manager upon the first working day the employee has returned to their assigned office;
   5. Given the Employee is ineligible for b, c or d above, the Employee may, with the prior approval of the manager, propose to arrange to work alternative time in order to make up the time missed:
      1. The plan to address the missed time must be accomplished within a 5 working day period;
      2. The plan to address the missed time must be approved by the manager prior to its’ implementation;
      3. the employee must complete an Overtime Record to account for the time missed, clearly identifying that this record is an accommodation for the time missed and identifying the tasks and duties completed;
      4. The Overtime Record will be authorized by the manager, then submitted to Payroll personnel for filing. And a copy to HR for their records.
4. If the employee fails to exercise a choice, the manager will assume the time missed to be an unpaid leave of absence and will complete the necessary documentation accordingly; one copy to Payroll for action, a second copy to HR for their records.

source for 8.7 - 022
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-7Leave/022.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-7Leave/022.DOC
/8-0HUMAN/8-7Leave/022.DOC

Approved by: Executive Director Number: 8.7 - 024

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that staff may apply for a leave of absence with partial payment of salary by spreading four (4) years' salary over a five (5) year period.
2. It is the policy of the Society that staff shall apply at least two (2) months prior to the commencement of the plan.
3. It is the policy of the Society that a maximum of two (2) staff may be off each year.
4. It is the policy of the Society that seniority shall be the deciding factor if two (2) or more staff request the same year off.
5. It is the policy of the Society that:
   1. during the four (4) year period the staff member shall receive eighty percent (80%) of his/her normal salary;
   2. the remaining twenty percent (20%) of salary shall be deposited in a savings account; and
   3. the banked salary plus accumulated interest shall be paid the staff member bi-weekly through payroll while on his/her leave.
6. It is the policy of the Society that all employee benefits shall be maintained at the cost sharing arrangement in effect at the time during the leave of absence.
7. It is the policy of the Society that in the event of death or termination of employment prior to the completion of the leave all money including interest on deposit shall be returned to the staff member or to his/her estate.
8. It is the policy of the Society that should the leave of absence be deferred either at the request of the staff member or the Agency all money on deposit shall continue to accumulate interest.
9. It is the policy of the Society that a staff member may withdraw from the plan at any time up to two (2) months prior to the commencement of the leave.
10. It is the policy of the Society that upon withdrawal all money plus accrued interest shall be paid to the staff member within sixty (60) days of such notification.
11. It is the policy of the Society that vacation shall not be earned or accrued during the leave.
12. It is the policy of the Society that neither sick leave nor long-term benefits shall be paid during the leave.

source for 8.7 - 024
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-7Leave/024.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-7Leave/024.DOC
/8-0HUMAN/8-7Leave/024.DOC

Approved by: Executive Director Number: 8.7 - 026

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that following a leave of absence a staff member will normally return to his/her previous job.
2. It is the policy of the Society that if the leave is for an extended period i.e. over three (3) months it may be necessary to return the staff member to a similar or like position to the one held prior to commencement of the leave.
3. It is the policy of the Society that if there is a lack of reasonable notice of returning to work the staff member may be required to, until he/she can be returned to his/her former or similar job:
   1. remain off work without pay;
   2. bump a less senior staff member; or
   3. perform duties available at the time for which the staff member is qualified at the level of pay of the job being performed;

source for 8.7 - 026
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-7Leave/026.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-7Leave/026.DOC
/8-0HUMAN/8-7Leave/026.DOC

Approved by: Executive Director Number: 8.7 - 028

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that staff who absent themselves from work on unapproved leaves of absence may be subject to corrective disciplinary action up to and including discharge.

source for 8.7 - 028
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-7Leave/028.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-7Leave/028.DOC
/8-0HUMAN/8-7Leave/028.DOC

Approved by: Executive Director Number: 8.7 - 030

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that staff who are unable to report to work because of illness or accident shall report such absence to their Manager.
2. It is the policy of the Society that should the absence be of three (3) working days or longer the Society shall expect the staff member to present a medical certificate verifying the reasons for absence and containing a clearance to return to work signed by a medical physician or dentist.
3. It is the policy of the Society that staff absent for medical reasons for a long duration shall be expected to keep the Society informed on a regular basis as to their prognosis to return to work.
4. It is the policy of the Society that failure to do so could result in termination of sick or long term benefits or even termination of the employment relationship.
5. It is the policy of the Society that a "Request for Leave of Absence" form shall be completed as soon as possible, specifying reason for absence and expected date of return to work.

source for 8.7 - 030
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-7Leave/030.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-7Leave/030.DOC
/8-0HUMAN/8-7Leave/030.DOC

Approved by: Executive Director Number: 8.7 - 032

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that a leave of absence without pay of less than one (1) month's duration shall not affect the earning of vacation credits.
2. It is the policy of the Society that should the leave be of one (1) month or longer, vacation credits shall not be earned during the leave.
3. It is the policy of the Society that when a leave with pay is granted vacation credits shall not accrue for leaves longer than one (1) month in duration unless otherwise agreed to by the Executive Director.
4. It is the policy of the Society that this shall also apply to leaves for sickness, long-term disability and workers' compensation.

source for 8.7 - 032
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-7Leave/032.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-7Leave/032.DOC
/8-0HUMAN/8-7Leave/032.DOC

Approved by: Executive Director Number: 8.7 - 034

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that seniority shall be retained and shall continue to accumulate when a staff member is absent from work and is in receipt of Workmen’s Compensation Benefits.
2. It is the policy of the Society that seniority shall be retained and shall continue to accumulate for a maximum of three (3) months when a staff member is absent from work due to an approve leave of absence. Seniority shall then be frozen at the amount of seniority earned to that date.
3. It is the policy of the Society that seniority shall be retained and shall continue to accumulate for a maximum of one (1) month when a staff member is absent from work due to an education leave. Seniority shall then be frozen at the amount of seniority earned to that date.

source for 8.7 - 034
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-7Leave/034.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-7Leave/034.DOC
/8-0HUMAN/8-7Leave/034.DOC

Approved by: Executive Director Number: 8.7 - 036

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the Society shall support staff to attend educational conferences and to represent the Society at meetings related to the services provided by the Society.
2. It is the policy of the Society that requests to attend conferences or meetings shall be made as far in advance as possible.
3. It is the policy of the Society that when more than one staff wish to attend a particular conference or meeting:
   1. it may be necessary to limit participation; and
   2. the Executive Director in consultation with the appropriate Manager will determine who attends.
4. It is the policy of the Society that:
   1. payment of fees, expenses and wages may be limited by the amount of budgeted funds available; and
   2. approval by the Executive Director/designate shall be required for payment of all fees, expenses and salary for attending a conference or meeting.

source for 8.7 - 036
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-7Leave/036.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-7Leave/036.DOC
/8-0HUMAN/8-7Leave/036.DOC

8.1 Standards and Definitions

8.2 Hiring Policies

8.3 Salary Administration

8.4 Employee Benefits

8.5 Paid Holidays

8.6 Vacations

8.7 Leave of Absence

8.8 Corrective Discipline

8.8 - 002 General Policy
8.8 - 004 Verbal Reprimand
8.8 - 006 Letter of Warning
8.8 - 006.005 Letter of Warning - Sample
8.8 - 008 Letter of Suspension
8.8 - 008.005 Letter of Suspension - Sample--1
8.8 - 008.010 Letter of Suspension - Sample--2
8.8 - 010 Discharge
8.8 - 010.005 Discharge - Sample
8.8 - 012 Appeal

8.9 Termination

source for 8.8 - 000
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-8Disci/8-8 Facesheet.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-8Disci/8-8 Facesheet.DOC
/8-0HUMAN/8-8Disci/8-8 Facesheet.DOC

Approved by: Executive Director Number: 8.8 - 002

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society to recognize that:
   1. staff normally perform their work professionally and conduct themselves in a professional manner;
   2. from time to time, however, incidents do occur requiring corrective behaviour;
2. It is the policy of the Society, to ensure fair and consistent treatment, that the Society shall endorse the concept of discipline that is corrective in nature and discipline that is appropriate for the seriousness of the offence.
3. It is the policy of the Society that ongoing support and training shall be provided to supervisory staff on:
   1. handling of employee relations issues;
   2. working with unions;
   3. any other relevant or topical issues dealing with employee relations; and
   4. the Society’s progressive discipline policy and procedures.
4. It is the policy of the Society that each Manager shall be accountable for the performance of their staff by ensuring that their staff:
   1. are properly trained in the work they perform;
   2. are knowledgeable of the policies of the Society and the legislation that governs Society activities;
   3. are aware of and abide by the Society’s policy on personal, sexual, racial and ethnic harassment (8.10 - 002);
   4. are aware of their professional and behavioural expectations:
      1. in meeting the Society’s professional obligations and ability to serve children and their families;
      2. being sensitive to and promote services that reflect cultural racial, language, religious and individual differences without prejudice in providing services and responding to needs of children, families, and other individual requesting or requiring assistance.
5. It is the policy of the Society that incidents of unacceptable behaviour shall be properly documented and shared with the staff member.
6. It is the policy of the Society that the manager's conduct shall be fair and reasonable at all times.
7. It is the policy of the Society that corrective discipline shall normally to be progressive in nature:
   1. the unacceptable behaviour is first discussed with the staff member;
   2. the staff member is given every possible opportunity to explain the behaviour considered to be unacceptable;
   3. the staff member is then given sufficient time to correct the behaviour;
   4. failure to do so results in progressively greater disciplinary action up to and including discharge;
8. It is the policy of the Society that if there is a very serious breach of acceptable conduct, the Society may move directly to a disciplinary suspension or termination.
9. It is the policy of the Society that prior to any formal disciplinary action the Manager shall first discuss the incident with the Director of Human Resources.
10. It is the policy of the Society that formal discipline shall consist of:
    1. a written letter or reprimand;
    2. a disciplinary suspension from work without pay; or
    3. termination of employment.
11. It is the policy of the Society that should a member of the management team be considered for corrective disciplinary action the Executive Director shall consult with the Executive Director / Director of Human Resources.
12. It is the policy of the Society that staff employed on a contractual basis may have their contract terminated in the event corrective discipline is required.
13. It is the policy of the Society that any time limit referred to in this Section may be extended by mutual agreement of the parties.

source for 8.8 - 002
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-8Disci/002.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-8Disci/002.DOC
/8-0HUMAN/8-8Disci/002.DOC

Approved by: Executive Director Number: 8.8 - 004

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that when an incident occurs:
   1. the staff member's Manager should promptly meet with the staff member;
   2. in a private office the nature of the incident should be discussed, why the staff member acted as he/she did and what corrective action is to be taken;
   3. the staff member should be given every opportunity to explain the incident.
2. It is the policy of the Society that if the proper corrective action does not change the behaviour the staff member shall be warned that continued unacceptable behaviour will result in formal disciplinary action.
3. It is the policy of the Society that the Manager shall make a notation of this meeting, the date it took place and the key points discussed, as it may be necessary to refer to this meeting should the problem persist.

source for 8.8 - 004
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-8Disci/004.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-8Disci/004.DOC
/8-0HUMAN/8-8Disci/004.DOC

Approved by: Executive Director Number: 8.8 - 006

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that a letter of warning shall be issued when there is continued unacceptable behaviour.
2. The manager will meet with the Director of Human Resources to review the incident and to draft the appropriate letter of discipline to ensure consistency and content.
3. It is the policy of the Society that the letter shall include:
   1. a description of the unacceptable behaviour;
   2. a warning that continuation of the unacceptable behaviour shall result in more severe disciplinary action i.e. disciplinary suspension from work without pay;
   3. in the case of unsatisfactory job performance, a specific time period shall be specified during which the unsatisfactory performance will be monitored until it becomes acceptable;
4. It is the policy of the Society that the letter shall be signed by the staff member's Manager with a copy to the Director of Human Resources and the Union Representative for staff covered by the Collective Agreement.
5. It is the policy of the Society that an employee called to appear before the Employer to be given a discipline shall be accompanied by a representative of the Union if he/she so desires.
6. It is the policy of the Society that at this meeting:
   1. full disclosure of the incident and the reason for the letter shall be discussed;
   2. the staff member shall be given every opportunity to defend his/her behaviour;
   3. the staff member must clearly understand the reason for the corrective action and the expected change in behaviour.
7. It is the policy of the Society that the Director of Human Resources shall be made aware of all the details surrounding the incident and be in agreement with the course of action; and in extreme cases when the Director of Human Resources is not immediately available his/her designate is to be consulted.
8. A sample "Letter of Warning" (8.8 - 006.005) is attached and is part of this policy.

source for 8.8 - 006
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-8Disci/006.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-8Disci/006.DOC
/8-0HUMAN/8-8Disci/006.DOC

Approved by: Executive Director Number: 8.8 - 006.005

Date: April 30, 2005

Revised: October 5, 2005

November 29, 20..

Mr. J. Smith

Dear Mr. Smith:

You arrived for work after your scheduled starting time on September 12 and September 22, 19...

On October 14 and 21, 19.., you again arrived late for work.

When an employee is late, the scheduling of work is upset, client treatment is affected and a heavier strain is put on the other staff to cover for you. It is important that you are available for work at your scheduled starting time in order to fulfil the obligations and accountabilities of your job.

You were counselled regarding your lateness on October 14 and again on October 21, 19... You were advised that if you continued to fail to report at your scheduled starting time, formal disciplinary action would be taken.

Staff members are expected to be at their assigned work area at their scheduled starting times and they should stay at their work areas until their scheduled quitting times.

This letter is a written warning and constitutes disciplinary action because of your failure to report for work regularly at your scheduled starting time. By so doing, you have not fulfilled the accountabilities and obligations of your job.

In future, if you do not report for work regularly at your scheduled starting time, you will be liable for further disciplinary action, either in the form of suspension from work without pay or discharge.

Yours truly,

Manager

c.c. Union
Director of Human Resources

source for 8.8 - 006.005
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-8Disci/006.005.DOC
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-8Disci/006005.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-8Disci/006.005.DOC
/8-0HUMAN/8-8Disci/006.005.DOC
/8-0HUMAN/8-8Disci/006005.DOC

Approved by: Executive Director Number: 8.8 - 008

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that disciplinary suspension from work shall be considered when the nature of the offence is so serious that a lesser degree of corrective action is deemed inadequate or that a letter of warning has failed to correct the unacceptable or inappropriate behaviour.
2. It is the policy of the Society that when such a situation occurs the Manager shall first meet with the Director of Human Resources to discuss in detail the events surrounding the incident and decide upon appropriate action.
3. It is the policy of the Society that the manager shall meet in private with the staff member and:
   1. identifies the unacceptable behaviour;
   2. gives the staff member every opportunity to defend his/her position (the staff member may request union representation to attend the meeting);
   3. ensure that the staff member clearly understands:
      1. the reason for the meeting;
      2. the corrective action being taken;
      3. the expected change in behaviour;
      4. the consequence of continuing the unacceptable behaviour; and
      5. if a time period is required for improved job performance, this period must be stated.
4. It is the policy of the Society that the letter shall be signed by the Manager with a copy to the Director of Human Resources if covered by the Collective Agreement, and the union representative.
5. It is the policy of the Society to understand that a staff member covered by the Collective Agreement shall be entitled to have a Union Steward present at the meeting.
6. It is the policy of the Society that under normal circumstances it is expected the disciplinary meeting will be held within:
   1. five (5) days of the occurrence of the incident; or
   2. five (5) days when the staff member's Manager becomes aware of the unacceptable behaviour.
7. Sample "Letters of Warning" (8.8 - 008.005) and (8.8 - 008.010) are attached and are part of this policy.

source for 8.8 - 008
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-8Disci/008.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-8Disci/008.DOC
/8-0HUMAN/8-8Disci/008.DOC

Approved by: Executive Director Number: 8.8 - 008.005

Date: April 30, 2005

Revised: October 5, 2005

December 9, 20..

Mr. J. Smith
.....................

Dear Mr. Smith:

On November 29, 20.. you received a written reprimand which constituted disciplinary action due to your failure to report for work regularly at your scheduled starting time. This letter states "if you do not report for work regularly at your scheduled starting time you will be liable for further disciplinary action".

On December 2 and 8, 20.. you were again late.

Since you have not improved your punctuality record and thus have not fully met the obligations of your job, you are being suspended from work for the balance of the shift December 9 and December 10, 20.. as disciplinary action. You are expected to report for work on Friday, December 11, 20.. at your normal starting time.

If after you return to work you do not improve your punctuality, you will be liable for further disciplinary action which may include discharge.

Yours truly,

Manager

c.c. Union Secretary (if appropriate)
Executive Director

source for 8.8 - 008.005
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-8Disci/008005.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-8Disci/008.005.DOC
/8-0HUMAN/8-8Disci/008005.DOC

Approved by: Executive Director Number: 8.9 - 008.010

Date: April 30, 2005

Revised: October 5, 2005

December 9, 20..

Mr. J. Smith
.....................
.....................

Dear Mr. Smith:

On November 29, 20.. a written reprimand was given to you as disciplinary action, for arriving for work after your scheduled starting time.

On December 9, 20.. you were suspended without pay for the balance of the shift and one working day as disciplinary action for your failure to report for work regularly at your scheduled starting time.

In each of these disciplinary actions you were also warned that if you did not improve your attendance record you would be liable for further disciplinary action, including discharge.

On January 14, 20.. you again arrived late for work.

Because of your past disciplinary record you have not fulfilled the obligations of your job. You are therefore being suspended from work for the balance of the shift January 15, 20.., January 16, 20.., January 27, 20.., January 20, 20.. and January 21, 20... You are expected to report for work on Wednesday January 22, 20.. at your normal starting time.,

If after you return to work you do not improve your punctuality you will be liable for further disciplinary action, which may include discharge.

Yours truly,

Manager

c.c. Union
Executive Director
Director of Human Resources

source for 8.8 - 008.010
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-8Disci/008010.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-8Disci/008.010.DOC
/8-0HUMAN/8-8Disci/008010.DOC

Approved by: Executive Director Number: 8.8 - 010

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that discharge shall be the last step in the corrective discipline process.
2. It is the policy of the Society that discharge shall only occur where:
   1. the staff member fails to correct unacceptable behaviour following one or more disciplinary suspensions; or
   2. the nature of the offence is so serious that the employment relationship must be terminated such as:
      1. fraud;
      2. forgery;
      3. criminal misconduct;
      4. inappropriate conduct with a fellow staff member i.e. fighting or theft; or
      5. inappropriate conduct with a client or the public.
3. It is the policy of the Society that before discharge takes place the Manager:
   1. must make a thorough review to substantiate the unacceptable behaviour; and
   2. the review must be conducted fairly and objectively and must sustain with evidence or proof that discharge is the appropriate action to take; and
   3. will report such information to the Director of Human Resources.
4. It is the policy of the Society that the Director of Human Resources shall ensure that:
   1. the Society rules, directions, orders and corrective disciplinary procedure have been followed consistently and without discrimination; and
   2. the degree of discipline, i.e. discharge, can be reasonably related to the seriousness of the proven offence and for the employee's record of service.
5. It is the policy of the Society that the staff member may be suspended indefinitely pending a full and final investigation of the incident.
6. It is the policy of the Society that the Director of Human Resources and the Manager shall meet with:
   1. the staff member and his/her union steward, if applicable; or
   2. another staff member if requested;
   3. the staff member is told the reason for the meeting; and
   4. is given an opportunity to defend him/her self.
7. It is the policy of the Society that failing a satisfactory resolution of the incident the staff member shall be discharged.
8. It is the policy of the Society that the Director of Human Resources signs the letter of discharge.
9. It is the policy of the Society that the letter of discharge shall include:
   1. the infraction;
   2. corrective action to date;
   3. date of discharge; and
   4. other relevant data.
10. It is the policy of the Society that probationary or staff employed on contract may be dismissed for unsatisfactory job performance.
11. It is the policy of the Society that prior to dismissal a staff member will be notified in writing as to:
    1. his/her unsatisfactory performance;
    2. the steps necessary to correct the behaviour; and
    3. if satisfactory performance does not take place discharge will occur.
12. It is the policy of the Society that in exceptional circumstances the Director of Human Resources may authorize extension of the probationary period of employment for a specific length of time.
13. A sample "Letter of Discharge" (8.8 - 010.005) is attached and is part of this policy.

source for 8.8 - 010
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-8Disci/010.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-8Disci/010.DOC
/8-0HUMAN/8-8Disci/010.DOC

Approved by: Executive Director Number: 8.8 - 010.005

Date: April 30, 2005

Revised: October 5, 2005

February 28, 20..

Mr. J. Smith
..................
..................

Dear Mr. Smith:

On November 29, 20.. a written reprimand was given to you as disciplinary action for arriving for work after your scheduled starting time.

On December 9, 20.. you were suspended without pay for the balance of the shift and one working day as disciplinary action for your failure to report for work regularly at your scheduled starting time

On January 15, 20.. you were suspended without pay for the balance of the shift and four working days as disciplinary action for your continued failure to report for work on time

In each of these disciplinary actions you were also warned that if you did not improve your attendance record you would be liable for further disciplinary action, including discharge.

On February 27, 20.. you again arrived late for work.

Because of your past disciplinary record and your repeated violation of Agency policy, your employment with the Agency is terminated, effective immediately.

Yours truly,

Executive Director

c.c. Union Secretary (if applicable)

source for 8.8 - 010.005
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-8Disci/010005.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-8Disci/010.005.DOC
/8-0HUMAN/8-8Disci/010005.DOC

Approved by: Executive Director Number: 8.8 - 012

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that a full time staff member covered by the terms and conditions of the Collective Agreement shall be entitled to lodge a grievance in accordance with Article 6 of the Collective Agreement.
2. It is the policy of the Society that staff not covered by the Collective Agreement may within five (5) calendar days appeal the disciplinary action to the Director of Human Resources.
3. It is the policy of the Society that the staff member shall:
   1. record in writing the reasons for the appeal;
   2. present such reasons at least five (5) days prior to the meeting with the Director of Human Resources; and
4. It is the policy of the Society that the decision of the Director of Human Resources shall be final and binding upon the Agency and the staff member.

source for 8.8 - 012
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-8Disci/012.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-8Disci/012.DOC
/8-0HUMAN/8-8Disci/012.DOC

8.1 Standards and Definitions

8.2 Hiring Policies

8.3 Salary Administration

8.4 Employee Benefits

8.5 Paid Holidays

8.6 Vacations

8.7 Leave of Absence

8.8 Corrective Discipline

8.9 Termination

8.9 - 002 Voluntary Resignation
8.9 - 004 Termination for Cause
8.9 - 006 Termination Date
8.9 - 008 Exit Interview/References
8.9 - 010 Vacation Pay
8.9 - 012 Layoff
8.9 - 014 Long Term Disability - Workplace Safety and Insurance Board Absence
8.9 - 016 Contract Staff
8.9 - 018 Retirement

source for 8.9 - 000
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-9Term/8-9 Facesheet.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-9Termi/8-9 Facesheet.DOC
/8-0HUMAN/8-9Term/8-9 Facesheet.DOC

Approved by: Executive Director Number: 8.9 - 002

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that a staff member shall initiate his/her resignation by presenting such notice to his/her Manager in writing specifying the last day of work.
2. It is the Policy of the Society that the staff shall be expected to give as a minimum the following written notice, so that a suitable replacement can be recruited:
   1. management: two (2) months;
   2. social workers: one (1) month;
   3. office and support: two (2) weeks;
   4. contract and casual: two (2) weeks.
3. It is the policy of the Society that the notice period may be shortened by mutual consent.
4. It is the policy of the Society that the staff member shall continue to perform his/her job accountabilities at an acceptable level of performance during the notice period.
5. It is the policy of the Society that the notice of resignation shall forwarded to the Director of Human Resources and a copy to the Payroll Supervisor where the necessary termination documents are prepared.
6. It is the policy of the Society that on the first pay day following the date of termination the staff member shall receive his/her final pay cheque and any outstanding earned vacation.
7. It is the policy of the Society that on the last day of work the staff member shall return all Agency property, i.e. keys, credit cards, I.D., Professional Planner, Risk Assessment Model, and any other Agency supplies, etc.
8. It is the policy of the Society that all case recording shall be up to date prior to the termination date.
9. It is the policy of the Society that the last day of work shall be the date on which all Agency benefits cease unless specified differently by the individual benefit e.g. life insurance, disability, health and supplementary health coverage continue to the last day of the month in which termination occurs.
10. It is the policy of the Society that the Society shall forward to OMERS the completed termination forms, and that the staff member shall be accountable for ensuring he/she selects the pension options most suitable for his/her needs.
11. It is the policy of the Society that the form “Termination of Employment” shall be attached to this policy.

source for 8.9 - 002
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-9Term/002.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-9Termi/002.DOC
/8-0HUMAN/8-9Term/002.DOC

Approved by: Executive Director Number: 8.9 - 004

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the following authority shall be retained by management staff for termination for cause:
   1. the Manager shall be accountable for recommending to the Director of Human Resources the termination of any staff member;
   2. the Director of Human Resources shall review with the Manager the reasons for discharge and together with the Manager meets with the staff member;
   3. the Director of Human Resources shall report all cases of termination or pending termination to the Executive Director.
2. The procedure for termination for cause is found in Policy Corrective Discipline, (8.9 - 010).

source for 8.9 - 004
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-9Term/004.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-9Termi/004.DOC
/8-0HUMAN/8-9Term/004.DOC

Approved by: Executive Director Number: 8.9 - 006

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the termination date of employment with the Agency for any reason i.e. discharge, resignation, retirement etc. shall be considered the last day worked.
2. It is the policy of the Society that employee benefits shall normally cease on this date unless otherwise specified.

source for 8.9 - 006
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-9Term/006.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-9Termi/006.DOC
/8-0HUMAN/8-9Term/006.DOC

Approved by: Executive Director Number: 8.9 - 008

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the Director of Human Resources shall meet with all staff who voluntarily terminate their employment or who retire.
2. It is the policy of the Society that the exit interview shall include:
   1. reason for leaving;
   2. suggestions for improvements in:
      1. Society’s provision of service;
      2. work being performed;
      3. Society’s policies;
      4. Society’s working conditions; or
      5. any other matters the staff member brings forth; and
      6. whether or not the employee wishes to provide written authorization for the Society to provide references.
3. It is the policy to provide references for employees upon request with authorization by the individual employee. All reference requests are to initially be directed to the Director of Human Resources or designate.
4. It is the policy of the Society that:
   1. significant results from exit interviews may be reported to management and the Executive Director; and
   2. where feasible, appropriate and timely action to correct identified problems shall be taken.

source for 8.9 - 008
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-9Term/008.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-9Termi/008.DOC
/8-0HUMAN/8-9Term/008.DOC

Approved by: Executive Director Number: 8.9 - 010

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that any earned vacation by permanent staff prior to the last day of work shall be paid to the terminating staff member.
2. It is the policy of the Society that casual or contract staff shall receive a percentage of total earnings in the calendar year to the last day of work as prescribed by the Employment Standards Act.

source for 8.9 - 010
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-9Term/010.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-9Termi/010.DOC
/8-0HUMAN/8-9Term/010.DOC

Approved by: Executive Director Number: 8.9 - 012

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the reduction of staff covered by the Collective Agreement shall be governed by Article 8 of the Collective Agreement.
2. It is the policy of the Society that other staff, in the event of a layoff, shall be considered on the basis of their qualifications and ability to perform the available work, and where this is equal the most senior staff member shall be retained.
3. It is the policy of the Society that in the event of a layoff the Executive Director shall first inform the Director of Human Resources.
4. It is the policy of the Society that it shall give as much advance notice as possible, with the minimum being that stipulated by the Employment Standards Act.
5. It is the policy of the Society that staff on layoff shall be recalled to work prior to hiring new staff providing those being recalled possess the necessary qualifications and ability to perform the required work.
6. It is the policy of the Society that staff on layoff shall be advised they have recall rights for a six (6) month period, and that this notice fulfils the notice requirement of the Employment Standards Act for termination of employment.
7. It is the policy of the Society that:
   1. it shall be the staff member's responsibility to notify the Society of any change in address or telephone number;
   2. the Society shall not be held responsible for any failure on the part of the staff member to properly inform the Society; and
   3. a notice of recall shall be confirmed in writing by registered mail to the last address recorded in the staff member's personnel file.

source for 8.9 - 012
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-9Term/012.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-9Termi/012.DOC
/8-0HUMAN/8-9Term/012.DOC

Approved by: Executive Director Number: 8.9 - 014

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that in accordance with terms and conditions of the Long Term Disability master policy, staff may be terminated from employment with the Agency.
2. It is the policy of the Society that this in no way shall affect the continuation of benefits so long as the staff member remains disabled and unable to work in accordance with the policy.
3. It is the policy of the Society that staff absent from work as a consequence of a Workers' Compensation claim are terminated after twenty-four (24) months of absence.
4. It is the policy of the Society that this shall not affect their W.S.I.B. benefits so long as the Workers' Compensation Board deems them disabled and unable to return to work.
5. It is the policy of the Society that during the period up to termination the staff member:
   1. shall continue to accrue seniority;
   2. benefits such as vacation and paid holidays shall not be earned while in receipt of Long Term Disability benefits or after one calendar month when in receipt of W.S.I.B. benefits.

source for 8.9 - 014
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-9Term/014.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-9Termi/014.DOC
/8-0HUMAN/8-9Term/014.DOC

Approved by: Executive Director Number: 8.9 - 016

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that any staff member employed on a contract shall be terminated from employment on the date specified in the contract;
2. It is the policy of the Society that the contract may be extended by mutual agreement in writing for a specific period.

source for 8.9 - 016
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-9Term/016.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-9Termi/016.DOC
/8-0HUMAN/8-9Term/016.DOC

Approved by: Executive Director Number: 8.9 - 018

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the retirement process is documented in the OMERS pension plan.
2. It is the policy of the Society that:
   1. this process may be amended from time to time; and
   2. the Society shall keep staff advised of amendments and changes to retirement benefits and dates of retirement.
3. It is the policy of the Society that the normal retirement date for staff covered by the pension plan is the end of the month following the attainment of age sixty-five (65).
4. It is the policy of the Society that staff shall be advised by the Human Resource Department at least four (4) months in advance of their retirement so that application for retirement can be properly processed to ensure commencement of benefits upon retirement.
5. It is the policy of the Society that voluntary retirement may take place prior to age sixty-five (65) with the approval of the direct manager and the Executive Director. The pension is determined by OMERS.
6. It is the policy of the Society that upon retirement:
   1. all benefits provided by the Agency shall cease;
   2. all outstanding approved time in lieu of overtime worked and earned and vacation credits shall be taken prior to the date of retirement.

source for 8.9 - 018
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-9Term/018.DOC
/1-0ADOPT/HP CAS P&P/Human Resources (2009)/8-9Termi/018.DOC
/8-0HUMAN/8-9Term/018.DOC

8.11 Harassment and Discrimination

8.11 - 002 Harassment and Discrimination

source for 8.11 - 000
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-11DISC/8-11DISCRIMINATION.DOC
/8-0HUMAN/8-11DISC/8-11DISCRIMINATION.DOC

Approved by: Executive Director Number: 8.11 - 002

Date: April 30, 2005

Revised: October 5, 2005

1. It is the policy of the Society that the Agency shall be committed to providing a work environment free of discrimination or harassment. Discrimination and harassment are defined by the Human Rights Code of Ontario. Discrimination or harassment of any staff member by another staff member in the work place is not tolerated. Should a staff member be found guilty of such an offence he/she is subject to discipline up to and including discharge.
2. It is the policy of the Society that should an alleged incident occur the staff member shall immediately advise the alleged offender that his/her conduct is not acceptable and that recurring incidents will result in reporting such unacceptable behaviour to the Director of Human Resources.
3. It is the policy of the Society that if the incident is reported to the Director of Human Resources he/she will undertake a thorough investigation in strict confidence.
4. It is the policy of the Society that the alleged offender shall be given an opportunity to defend himself/herself.
5. It is the policy of the Society that:
   1. if the alleged incident can be resolved between the parties the case is closed;
   2. however, if not, the Director of Human Resources determines what corrective action is appropriate.
6. It is the policy of the Society that the alleged offender has a right to lodge an appeal of any corrective action to the Director of Human Resources.
7. It is the policy of the Society that failing satisfactory resolution of the appeal the alleged offender may:
   1. if a member of the unionized staff, grieve the decision thought the Collective Agreement; or
   2. if not a member of the unionized staff, use the Society’s complaint procedure (5.1 - 010.010).

source for 8.11 - 002
/1-0ADOPT/HP CAS P&P/8-0HUMAN/8-11DISC/002.DOC
/8-0HUMAN/8-11DISC/002.DOC