OHR-6 Personnel Policy Manual

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Policy Section: Operational – Human Resources		Policy Number: OHR-6
Policy: Personnel Policy Manual		Date Approved: June 13, 2003
		Last Date Reviewed: Nov 2007
		Last Date Revised: Jan 2006
		Number of Pages: 6

Hours of Work
Staff will work an eight hour day, between the hours of 8:00am - 5:00pm, with a half hour break for lunch.

Pay Periods
Pay periods are monthly.
Funds are distributed on the 15th of the month as an advance; and at the end of the month. Form of payment is by direct deposit.

Overtime
Each employee is required to sign an Overtime Agreement, stating:

1.    Overtime hours can be accumulated for a period of one month at a time.

2.    A requisition must be submitted to accounting, for approval by the Executive Director, for the total hours within one month following the period.

3.    The time off with pay in place of overtime pay shall be provided, taken and paid at the regular rate of wages at a time that the employees could have worked and received wages from the employer.

4.    The time off shall be provided, taken and paid within 3 months of the end of the pay period in which it was earned.

5.    Time off in place of overtime shall be treated as hours of work and remuneration paid in respect to time off in place of overtime pay shall be treated as wages.

Vacation Leave
The vacation year runs from July 1 to June 30. Vacation is accrued from the applicable date of commencement to June 30.

Entitlement is two weeks per year for the first five years. Three weeks per year for six to ten years. Four weeks per year, commencing in the eleventh year.

A vacation requisition must be submitted to accounting, for approval by the Executive Director, in advance. Staff members are encouraged to take their vacation consistent with the operational requirements of the office. Requests must be submitted by April 30 for the following summer months. In the event of conflicting holiday dates among employees; the seniority rule will apply. It is understood that employees will first try to work out an arrangement with peers when scheduling time off.

Each staff member should have, and be, a replacement for another during vacation leave.

The holiday schedule will be maintained by the Controller.

Employees receive General Holidays with pay, as outlined in Bill 21, The Employment Standards Code of Alberta.
General Holidays in Alberta

	General Holiday	Definition of Holiday
	New Years Day	January 1
	Alberta Family Day	Third Monday in February
	Boxing Day	December 26
	Good Friday	Friday before Easter.*
	Victoria Day	Monday before May 25
	Canada Day	July 1, except when it falls on a Sunday, then it is July 2.
	Labour Day	First Monday in September
	Thanksgiving Day	Second Monday in October
	Remembrance Day	November 11
	Christmas Day	December 25

*Good Friday is a movable religious holiday falling on the Friday before Easter Sunday. Easter Sunday is the first Sunday after the full moon on or after March 21st or one week later if the full moon falls on Sunday.
Employers may choose to recognize additional days as general holidays for their employees. For example, many employers have, by agreement, designated Boxing Day, Easter Monday and Alberta Heritage Day as additional general holidays for their employees. If an employer designates one of these days as a general holiday, all rules pertaining to general holiday pay will apply. Employees should confirm this and any pay entitlements with their employer.

	Optional Holiday	Definition of Holiday
	Easter Monday	First Monday following Easter
	Heritage Day	First Monday in August
	Boxing Day	December 26

Eligibility for General Holiday Pay

Eligible employees are those who have:
•    worked for the employer for at least 30 working days or shifts in the year before the general holiday,
•    worked their last scheduled shift before, and the first scheduled shift after, the holiday (employees will remain eligible if they have the employer's permission to be absent for either or both of these shifts), and
•    not refused to work on the general holiday when asked to do so.
http://www.hre.gov.ab.ca/cps/rde/xchg/hre/hs.xsl/1472.html

Skeleton Crew 
Employees are expected to make arrangements together, to ensure staff is available to work on days where a skeleton crew is required. A minimum of three staff members are required to work. A skeleton crew is required on the following holidays:
•    Family Day
•    Easter Monday
•    Heritage Day
•    Remembrance Day
•    Christmas Week (excluding Christmas and Boxing day)

Those who work on the above days will be entitled to a day off in lieu, with pay.

Special Leave 
For marriage of an employee, the birth or adoption of employee’s child, serious household or domestic emergency, one day off with pay.

Attendance at a funeral as a pall-bearer or mourner, half a day.

Please submit request in writing for approval by the Executive Director.
Excess time taken of allowable special leave may result in a deduction of pay.

Bereavement Leave 
Bereavement leave for immediate family from the date of death to the funeral not to exceed five days off with pay. Immediate family is defined as the employee’s parents, wife, husband, child.
In the event of the death of the employee’s brother, sister, in-laws, grandparent, grandchild, any other relative residing in the employee’s household or who the employee resides with; entitlement is one day off with pay.
Please submit request in writing for approval by the Executive Director.

Maternity Leave 
Maternity leave will be granted in accordance with Bill 21, The Employment Standards Code, Province of Alberta.

Short Term Sickness 
If an employee becomes ill within three months of commencement of employment, he/she will not be entitled to leave with pay.
After three months employment, employees will be entitled to the following short term illness leave:
    Three days off with pay for the first two years of employment, five days for every     year thereafter. No accumulation.

Short term disability benefits apply on the eighth day of illness up to seventeen weeks. AWNA is not liable for any earnings over and above insurance earnings after benefits commence.
Notify the Executive Director or Controller before 9:00am on each day of illness and indicate an estimated date of return. Do not notify reception.

The employee must provide a doctor’s certificate for any illness exceeding three days. Certificates must include the estimated time of return to work and validate the employee’s illness.
The employer has the right to refer the employee to a second doctor.

Payment of Tuition Fees 
Tuition fees are reimbursed at 100% of the cost upon successful completion. This is contingent upon the employee remaining with AWNA for a period of one year after completion. If the employee terminates employment with AWNA it will result in the following re-payment schedule:

Leave is within three months of course completion, 100% of the cost is payable to

AWNA. Leave is within three to six months of course completion, 75% reimbursement; six to nine months, 50% reimbursement; nine to twelve months, 25% reimbursement.
Must submit request in writing for approval to the Executive Director.

Performance Appraisals 
Employee performance appraisals will be completed a minimum of once a year, by June 30. Appraisals will be provided by the Executive Director.
The performance awards are designed to recognize and ensure fairness and balance by rewarding individuals who truly go above and beyond their call of duty. The system is set up to be quantifiable, measurable and achievement is totally in the control of the employee.

Salary Increases
 Employee remuneration is reviewed annually and approved increases are effective July 1st of the current year.

Dress Code 
Monday to Thursday appropriate business attire is required.
Fridays are casual day, jeans are allowed keeping in mind the professional setting and to dress accordingly.

Staff Parking
 Underground parking is available to AWNA employees at 50% of the monthly rate charged by the landlord.

RRSP Contribution Plan
 After three months of employment, employees are entitled to purchase RRSPs through AWNA’s group plan. The AWNA matches employee’s contributions to the plan, at 2% of the employee’s salary, to a maximum of $100 per month.

Health Benefit Plan 
After three months of employment, employees are eligible to the AWNA’s group benefit plan. The benefit plan includes:
•    Life Insurance (Life)
•    Accidental Death & Dismemberment (AD&D)
•    Short Term Disability (WI)
•    Long Term Disability (LTD)
•    Extended Health Care (EHC)
•    Dental
It is mandatory for all staff to enroll in the benefit plan. Mandatory benefits include Life, AD&D, WI, and LTD. EHC and Dental benefits may be waived, ONLY if the employee is covered under a spousal plan.
The AWNA will pay half of the employee’s premiums when the employee is registered for the full benefit package. In the event of a waive for EHC and Dental, the AWNA will pay half of the premiums for Life and AD&D. WI and LTD are taxable benefits and are 100% payable by the employee.

For coverage details please consult the Controller.

AWNA Annual Events
 Employees are encouraged to attend events hosted by AWNA such as; Convention, Symposium, and Spring Meeting. Although there is a social aspect to these events, employees should keep in mind they are attending as a representative of the AWNA Central Office. Staff expectations at events are:
•    Present themselves in a professional and courteous manner
•    Punctual attendance at meetings and/or seminars
•    Help to ensure the event operates without interruption

AWNA Central Office

 In addition to employee’s specific job descriptions, each individual is expected to help with the daily operations of the office. This includes:
•    Answering telephones
•    Informing the purchaser(s) when supplies are low
•    Keeping the office area clean and organized
•    Cleaning the kitchen, including daily dishes
•    Making coffee
•    Working together as a team and help peers as needed