Human Resource Policies

2.1     Organizational Structure

2.1.1    The Executive Director is directly responsible to the Board. The Executive Director is a non-voting member at meetings.  Any other employees report to the Executive Director.

 2.1.2    The contributions of paid staff and volunteers are valued equally by the Jasper Adult Learning Council.

 2.1.3    The Jasper Adult Learning Council commits to provide employees with a work environment that is free from discrimination and harassing. It adheres to Alberta Human Rights legislation.

 

2.2     Types of Employment

      • Full-time Employee: An employee who works for the Jasper Adult Learning Council on a regular basis and has an assigned work schedule of 37.5 hours per week. Regular office hours and days of work shall be consistent with educational institutions.

 2.2.2    Part-time Term Employee: An employee who works for the Jasper Adult Learning Council for a set period of time and has an assigned work schedule of 25 hours or less per week is considered a part-time term employee.

2.2.3    Contract Employment: The individual is not a regular employee of the Jasper Adult Learning Council but is employed as a result of specific conditions of a contract, for example as an instructor or consultant. Salary administration shall be specified in the terms of the contract.

2.2.4    The probation period for new employees is three months. Based on the employee’s performance and a performance review, the probationary period may be extended to six months.

2.2.5    Probationary Period: The probation period allows both the employee and the Jasper Adult Learning Council to determine if there is a good match between the job requirements and the employee’s skills.

 

2.3     Working Hours

2.3.1    Unless otherwise agreed upon by Jasper Adult Learning Council, the standard hours of work for the Executive Director will be seven and a half (7.5) hours per day between the hours of 09:00 and 17:00, Monday through Friday. In the case of another employee, working hours will be established between the Executive Director and the employee.

      • Employees are expected to report any anticipated absences to the Executive

            Director. In cases where they will miss a meeting or class, it is their responsibility     
to contact everyone involved or to ensure that this is done. The Executive
Director is expected to report anticipated absences to the Chairperson.

2.3.3    Employees should make every effort to schedule personal appointments outside of work hours. Full-time staff may attend appointments during work hours, if necessary, at their discretion. Abuse of this privilege may result in restrictions.

2.3.4    Employees and volunteers must record the hours they work on the forms provided and submit them for processing on a monthly basis. Volunteer time sheets will be submitted to the Executive Director on a regular basis.  

 

2.4 Overtime

2.4.1    In lieu of paid overtime, any accumulated time worked outside of regular office hours will be compensated by time off with pay. The amount of time off in lieu of overtime will be equal to the number of hours worked and will be outlined in an overtime agreement. Each full time employee must sign an overtime agreement.

2.4.3    Overtime must be pre-approved by the Executive Director or, in the case of the Executive Director, by the Chair of the Personnel Committee.

2.4.4    A mutual agreement between the Jasper Adult Learning Council and the Executive Director will show that all overtime hours will be banked and paid out during the months of July and August of the following year.  This overtime agreement may be terminated with a 30 day notice in writing by either party.

 

2.5     Paid Rest Periods

      • It is recognized that a rest period or coffee or juice break during work hours is of benefit to the employee and the employer.  For fulltime continuous employees these rest periods shall be scheduled midway between the first and second half of each shift and shall be no longer than 15 minutes.  The rest period will generally occur at the work place.

 2.5.2    For part-time employees, a paid 30 minute break or rest period for each shift of more than five hours worked may be taken. No rest period is taken if less than five hours are worked.

 

 2.6     General Holidays

2.6.1    In order to qualify for the payment of a general holiday, the employee must have worked not less than 30 days during the proceeding 12 months.  General holiday pay will not be paid to an employee who is absent without the consent of the employer on the day before or after the General Holiday.  In the case of absence on these days because of illness, General holiday pay will not be paid unless a certificate from a doctor is produced. 

2.6.2    The Jasper Adult Learning Council recognizes the following paid holidays:
New Years Day                      Family Day                            
Good Friday                           Easter Monday
Victoria Day                           Canada Day
Heritage Day                           Labour Day
Thanksgiving Day                   Remembrance Day
Christmas Day                                    Boxing Day

 

2.6.4    When a general holiday falls within an annual vacation period, the employee will be credited with or granted an additional day’s holiday.

 

2.7     Vacation Pay

 2.7.1    The following vacation schedule will apply to full time continuous personnel:
During first 2 years service     4% = 2 weeks or .84 days per month
After 2 years service               6% = 3 weeks or 1.25 days per month
After 5 years service               8% = 4 weeks or 1.67 days per month
After 10 years service             10% = 5 weeks or 2.09 days per month

    • Time can be credited for full-time continuous employees on a monthly basis accumulated up to 12 months or can be paid out each month.
    •  All casual and term employees are entitled to 4% of regular earnings which will be paid monthly with their earnings.

2.7.4    A Request for Leave form shall be submitted by the employee and authorized by the Jasper Adult Learning Council prior to taking vacation time. The time shall be debited against his /her credits.

 

2.8     Sick Leave

2.8.1    Full time continuous employees are provided with a sick leave plan to protect them from undue financial hardship caused by personal injury or illness. An employee who is unable to work as a result of injury or illness must immediately contact their supervisor and provide the following details:

  • Reason for absence
  • If the absence is work related
  • Whether the employee is under the care of a medical practitioner
  • The expected date of return

2.8.2    The unused portion of annual sick leave will be allowed to accumulate at a rate of two days per month worked to a maximum of 90 working days.

2.8.3    An employee who is absent from work for more than three consecutive days or an extended period of time, must provide the employer with satisfactory medical documentation.  The Employee Statement portion of the Sick Leave Claim Form must be completed and forwarded to the Payroll Department within 30 days for the employee returning to work. 

2.8.4    Employees are not eligible for sick leave during the first three months of their employment, which is the probationary period. However, there may be cases where some compensation for an employee still on probation is considered appropriate. Such a decision is made at the discretion of the Executive Director in consultation with the Board.

 

2.9     Use of Sick Leave for Dependant Children

2.9.1    Full time continuous employees are permitted to use up to three days of personal sick leave per year in order to attend to the illness of a dependant child.

2.9.2    Each day used will be deducted from the employee’s accumulated sick leave and a separate record will be maintained.  When such time is used, it must be claimed on a sick leave form and subsequently indicated on the monthly timesheet.

 

2.10   Maternity, Parental and Adoption Leave

2.10.1  Maternity, parental and adoption leave without pay shall conform to the regulations of the Alberta Employment Standards Code.

2.10.2  When possible, the employee will notify the Jasper Adult Learning Council of her leave requirements three months in advance, of the first day of the leave.  Two weeks notice is the minimum time allowed for a leave request.  The employee shall determine the commencement of return from, maternity leave.  A medical certificate certifying pregnancy and expected date of delivery, shall accompany such notification.

 

2.11   Compassionate Leave

2.11.1  Temporary leave of absence up to a maximum of three consecutive working days shall be given to an employee, without loss of pay in the case of serious illness or death of an employee’s parent, guardian, spouse, brother or sister, child, mother-in-law, father-in-law, sister-in-law, brother-in-law, grandparent or grandchild.

2.11.2  When travelling time is required to attend a funeral service, up to an additional two days may be granted as necessitated by travel, for a maximum of five days total.

2.11.3  Benefits under compassionate leave will not be effective until the completion of the three month probation period of employment.

 

2.12   Leave of Absence

      • All paid or unpaid leaves of absence, more than 5 days, for full-time continuous employees, must be approved by the Jasper Adult Learning Council prior to the commencement of the leave.

 

2.13   Time Sheets

2.13.1  All employees will be provided with a monthly time sheet on which to record their regular hours of work, overtime hours, vacation leave, sick time taken and all leaves of absence.  All time is to be recorded on a daily basis.  The time sheet must be signed by both the Executive Director and a Director with signing authority and submitted to the Administration office on the 25th of each month unless otherwise advised.

 

2.14   AUMA Extended Benefit Package

2.14.1  Effective Date of Benefit Coverage

  • This Benefit Package will be updated in accordance with the Municipal Benefit structure as required. Eligibility for enrolment into the Alberta Urban Municipalities Association (AUMA) Member Service will take effect on the first day of the month after the employee has completed the three month probationary period. 

 

2.14.2  Alberta Health Care

  • Full time continuous employees are covered under the Alberta Health Care Insurance Plan.  The employer will contribute up to 100% of the cost of the employee’s premium payable.

 2.14.3  Life Insurance/Accidental Death & Dismemberment Insurance & Long Term Disability

  • Full time continuous employees may be covered under the provisions of AUMA with the employer contributing 100% of the rate of the employee’s premium.

 2.14.4  Dental Plan

  • Full time continuous employees may be covered under the AUMA Dental Plan with the employer contributing 90% of the rate of the employee’s premium payable.

2.14.5  Extended Health Care Insurance

  • Full time continuous employees may be covered under the AUMA Extended Health Care Plan with the employer contributing 90% of the rate of the employee’s premium payable.
  •  The Extended Health Care benefit covers prescriptions, etc.  As well vision care has been included for each family member for frames and lenses every 24 months.

 

2.15   Canada Savings Bonds Payroll Savings Plan

2.15.1  Each year in November, full time continuous employees may purchase Canada Savings Bonds and pay for the bonds by month payroll deductions.

 

2.16   Criminal Record Searches

Definitions:

Criminal Record:       A criminal record is defined as a record which includes any convictions for offences under certain Federal Statutes of Canada (ie Criminal Record, Controlled Drug and Substance Act, etc.)

Initial Criminal Record Search:        A preliminary search verified only through personal records (ie name, date of birth) advises if a criminal record exists.

Detailed Criminal Record Abstract:   A detailed search verified solely through the fingerprint process.  Advises nature of criminal record.

Pardon: A process conducted by the Parole Board to delete entries from criminal records.

 2.16.1  It is the policy of the Jasper Adult Learning Council that criminal record searches shall form part of the employee hiring process and, where necessary, this will also apply to volunteers and contractors.  The objective of this policy is to protect the patrons, staff and property of the Jasper Adult Learning Council.

2.16.2  Guidelines and Procedures:  Initial criminal record searches shall be included in the hiring process for all positions and, where necessary, for volunteers and contractors.  Necessity is determined either by provincial legislation or by the department head.

2.16.3  The hiring committee shall conduct a comprehensive personal employment interview with the candidate based on a written application before any initial criminal record search is considered.  Prior to the interview, the hiring committee shall agree to maintain strict confidentiality.

2.16.4  Information from an initial criminal record search indicates whether or not an individual has a criminal record.  Information on the criminal record is only available from a detailed criminal record abstract.

2.16.5  The favoured candidate shall be required to present the result of the initial criminal record search to the hiring committee.

2.16.6  Upon receipt of the results of the initial criminal record search, the hiring committee shall either hire the favoured candidate (where the record is clear), or review the information with the candidate (where a criminal record exists).

2.16.7  If a criminal record search is positive, and where a review of the record with the candidate is required, the review will consider the relevance of the offence(s) to the position being filled.

2.16.8  The following questions could be asked in relation to the record:

  • Would the behaviour for which the applicant was convicted, if repeated, pose  any threat to the Jasper Adult Learning Council’s ability to carry on safely and efficiently with the provision of services to patrons and staff?
  • What were the circumstances of the charge(s)?
  • How much time has elapsed since the conviction(s) occurred?

2.16.9  The applicant shall be given every opportunity to explain the circumstances in relation to the record.

2.16.10 Where a pardon has been granted, or charges have been dismissed (not guilty), withdrawn, or stayed, no reference shall be made to such charge(s).

2.16.11 Candidates should be made aware that they can apply for a pardon.  Expenses for the pardons are the responsibility of the candidate.

2.16.12 Where a criminal record exists, the person:

  • will not be offered the position; will not be offered the position if the hiring committee believes the criminal would provide grounds to preclude the person being hired, or
  • may be offered employment with the understanding that a detailed criminal record abstract will be applied for by the candidate.  In this case, a letter will be provided to the person outlining the requirements of such process.

2.16.13 The Jasper Adult Learning Council shall pay the costs of obtaining the detailed criminal record abstract.

2.16.14 Should the detailed criminal record abstract identify criminal convictions in addition to those voluntarily released by the employee, the employee shall be provided with an opportunity to explain the circumstances.  However, should the explanation be unacceptable, the employment will be immediately terminated.

2.16.15 If an applicant is unwilling to apply for a detailed criminal record abstract, no further consideration of the job application need be given.

2.16.16 A copy of the initial criminal record search and the criminal record abstract shall be placed on the personnel file if the applicant is hired.

 

2.17   Confidentiality and Access to Information

2.17.1  Employees and volunteers are responsible for maintaining the confidentiality of proprietary or privileged information to which they have access while serving as an employee or volunteer. This includes information regarding employees, volunteers, learners, and the Jasper Adult Learning Council operations.

2.17.2  Discretion should be used in discussing personnel issues. The Jasper Adult Learning Council respects the right of any employee to maintain confidentiality of any condition or personal situation, unless that person chooses to disclose. An exception would be in the case of conflict of interest.

2.17.3  Personnel files are to be kept in a secure, locked cabinet for a period of two years following the termination of the employment relationship.

2.17.4  Employees shall have access to all appropriate written and verbal communication and information pertinent to their work for the Jasper Adult Learning Council. The Board shall decide what is appropriate information.

2.17.5  Board access to confidential material or information shall be restricted to Board members for whom it is appropriate.

 

2.18   Conflict of Interest

2.18.1  Employees are expected to avoid any situations that involve a conflict, potential conflict or appearance of a conflict between their personal interests and the interests of the Jasper Adult Learning Council. A conflict arises when the judgment or ability of the employee to act in the best interests of the Jasper Adult Learning Council is or may be compromised. This policy applies to Board members as well.

2.18.2  Employees shall disclose any business, commercial or financial interest where such interest might be viewed as a real or potential conflict with their duties with the Jasper. They shall be expected to sign an agreement to this effect.

      • Failure to disclose such information may result in termination of the employee’s relationship with the Jasper Adult Learning Council.

 2.18.4  Employees may hold other employment outside the Jasper Adult Learning Council as long as that employment is not detrimental to the Jasper Adult Learning Council and does not interfere with the employee’s work hours.

2.18.5  Employees or volunteers may not use any mailing lists or client information without the approval of the Board.

2.18.6  Employees may not use the Jasper Adult Learning Council to promote their other employment or to solicit business.

2.18.7  Employees involved in hiring shall declare any relationship with a candidate and shall withdraw from the selection process.

2.18.8  Employees may not accept outside remuneration for activities conducted as part of their employment with the Jasper Adult Learning Council.

2.18.9  Any outside remuneration received by an employee shall be donated to the Jasper Adult Learning Council.

 

2.19   Representing the Jasper Adult Learning Council

2.19.1  Employees, while on assignment for the Jasper Adult Learning Council, shall act with due care and not represent themselves as other than employees of the Jasper Adult Learning Council. Letterhead and other Jasper Adult Learning Council materials are only to be used for Council’s purposes. All correspondence and certificates issued by Jasper Adult Learning Council must be signed and/or authorized by the Executive Director.

2.19.2  Any misrepresentation by an employee may result in grounds for dismissal from the Jasper Adult Learning Council.

 

2.20   Conflict Resolution

2.20.1  When there is a disagreement or conflict between individuals or groups, the first step is to attempt to resolve it face-to-face in a rational and amicable manner. The Jasper Adult Learning Council may include an impartial third party who can assist in resolving the conflict.

2.20.2  If a conflict between employees is not resolved to the satisfaction of both parties, it must be taken to the Executive Director. If the conflict is not resolved, it is referred to the Personnel Committee.

2.20.3  If the Executive Director is involved in the dispute or if the dispute is between staff and Board members, or between Board members, it shall be taken to the Personnel Committee or to an ad hoc Grievance Committee of three members appointed by the Board.

 

2.21   Grievance Procedure

2.21.1  An employee who has a grievance or problem related to his or work shall discuss it with the Executive Director or, in the case of the Executive Director, the Chair of the Personnel Committee. If the matter cannot be resolved to the satisfaction of the employee, it shall be dealt with as follows:

2.21.2  The grievance shall be put in writing and presented to the Executive Director within 10 days of the incident on which gave rise to the grievance. The Executive Director shall meet with the employee within five days of the notice and shall respond to the grievance within five days of the meeting.

2.21.3  If the employee wishes to appeal the Executive Director’s decision, the employee may lodge an appeal to the Board within five days of receiving the Executive Director’s response. The Board shall render its decision on the appeal and that decision shall be final and binding.

2.21.4  If the Executive Director has a grievance, a written statement is to be presented to the Chair of the Personnel Committee. A process similar to that of an employee shall be followed.

 

2.22   Personnel Records

2.22.1  The following personnel records must be kept for each employee:

  • Resume and/or application form
  • Letter of appointment signed by the employee, including rate of pay,
  • Commencement date, hours of work, benefit entitlement, probation period,
  • Criminal record check if required and other relevant information
  • Current role and job description
  • Current tax exemption form
  • Annual performance evaluation
  • Timesheets
  • Vacation, sick leave, overtime records
  • Amount of deductions from wages

2.22.2  The Municipality of Jasper provides Jasper Adult Learning Council with payroll services. All personnel records are kept and can be accessed at the Human Resource Office.

2.22.3  Employees shall have access to their personal information in accordance with the organization’s Information Management policies.

 

2.23   Staff Selection

2.23.1  Employment opportunities are open to all qualified applicants. All employee selection shall be done in a fair and non-discriminatory manner. The final responsibility for selection resides with the Board of Directors through the recommendations of the Personnel Committee.

2.23.2  The hiring process of screening, short listing and interviewing candidates shall be conducted by the Executive Director and a member of the Personnel Committee. The Personnel Committee shall make a recommendation to the Board.

2.23.3  Hiring processes must comply with information management policies and Alberta Human Rights.

 

2.24   Performance Management

2.24.1  Performance management is a year-round process of planning, communication, review, feedback, coaching, development and recognition.

2.24.2  Employee performance is formally reviewed at least once a year. The performance evaluation/appraisal compares overall performance goals, expectations and actions, and provides feedback on results, activities and action plans in order to meet organizational needs and enhance personal and professional development. The discussion also sets goals and targets for the upcoming year. The performance appraisal is an opportunity to discuss areas of agreement or disagreement regarding the employee’s performance.

2.24.3  The Executive Director shall be evaluated by the Personnel Committee with input from the Council. Any other employees shall be evaluated on an annual basis by the Executive Director and/or a member of the Personnel Committee on the objectives set out at the beginning of the employment term.

2.24.4  New employees shall be evaluated at the end of their probationary period.

2.24.5  Evaluations are confidential and must be signed and dated by both parties involved. Signatures indicate the parties have read the evaluations and do not imply agreement.

2.24.6  In cases where corrective action or remedial measures are required, the Jasper Adult Learning Council shall work closely with the employee to plan, monitor and document the success of these actions.

 

2.25   Employee Resignation

2.25.1  All staff are required to provide a minimum of two weeks written notice of their resignation to the Jasper Adult Learning Council.

2.25.2  Notice must be given in writing to the employee’s supervisor.

2.25.3  Contract staff must fulfill the requirements for terminating their contract as
specified in the contract.

 

2.26   Employee Termination

2.26.1  An employee may be dismissed from the Jasper Adult Learning Council due to incompetence or other just cause determined by the Personnel Committee. Terminations, whether for cause or lack of work, shall be administered in accordance with Alberta Employment Standards.

2.26.2  Just cause for dismissal may include insubordination, theft, assault, abusive language, harassment (whether sexual, racial or any other nature, of another employee), excessive absenteeism, neglect of duties, damage of property, insufficient work standard or other similar offences.

2.26.3  In most circumstances, termination is a last resort and shall only be pursued after all possible solutions to resolve the problem have been attempted and have failed. Efforts must be made to advise the employee of performance expectations and to provide specifics on how these expectations are not being met. Opportunities must be given for the employee to improve within a specific timeframe before termination can proceed. Extreme cases may call for immediate dismissal.

2.26.4  Discussions with the employee, observations on performance and suggestions for improvement must all be documented so that, if termination is necessary, failure to meet requirements can be substantiated.

      • The employee shall be provided with a written statement outlining the reasons behind the termination.
      • Neither the employer nor the employee is obliged to give notice of termination during the probationary period.

2.26.7  The length of notice an employer is required to give depends on the duration of the employment and must be in writing.

 

2.27   Procedures for Dismissal or Reprimand

Step 1: Verbal Warning from the Executive Director or Council Chair
The executive director or chair shall ensure that the employee understands that this is an official verbal warning.  There shall be no record of this verbal warning placed on the employee’s file.

Step 2: If, after Step 1, there is a reoccurrence of the infraction or unsatisfactory performance or behaviour, a written warning shall be submitted to the employee.  This written warning shall identify the infraction(s) and the employee shall be given the opportunity to respond.  The Executive Director or Chair will follow up within a three month period.

Step 3: Suspension
Upon completion of the investigation, and with no improvement as required within the required timelines, the Executive Director or Chair may suspend an employee.  The Jasper Adult Learning Council shall be advised of this suspension.

Step 4: Dismissal
Dismissal will be by the Executive Director or Chair with the approval of the Jasper Adult Learning Council.

 

2.28   Reimbursement of Expenses

2.28.1  Reasonable and approved out-of-pocket expenses that are incurred by staff or volunteers, while performing their assigned duties, shall be reimbursed by the Jasper Adult Learning Council.

2.28.2  The following are reasonable and usual expenses:

  • Program materials and office expenses
  • Transportation costs, excluding to/from work
  • Parking at outside meetings, not regular daily parking

2.28.3  A maximum daily allowance for food and non-alcoholic beverages cannot exceed $42 per day. Travel allowance will be paid at 35 cents per kilometre.

2.28.4  All reimbursement forms must be authorized and submitted to Accounts Payable on a monthly basis and accompanied by appropriate receipts in order to obtain reimbursement.

 

2.29   Professional Development

2.29.1  The Jasper Adult Learning Council values lifelong learning. Employees and the Jasper Adult Learning Council both benefit from employees’ ongoing professional development to enhance and develop skills and knowledge. The Jasper Adult Learning Council supports membership and participation in the Community Learning Network, Literacy Alberta and other work-related professional development opportunities.

2.29.2  In order for professional development activities to be supported by the Jasper Adult Learning Council, they must be approved by the Executive Director.

2.29.3  Employees, in consultation with the Executive Director, may be asked to cost-share expenses. Reimbursement shall be provided once the course or workshop has been completed and marks or verification of completion has been provided.

2.29.4  Employees shall be expected to summarize the highlights and key points learned from the professional development event for inclusion in their personnel file. They may also be asked to provide a brief summary for a council meeting.

2.29.5  If the Jasper Adult Learning Council pays for an employee’s professional development course or workshop that is needed for the employee to do his/her job, overtime may be claimed for a non-work day. This is subject to approval from the Executive Director or Council Chairperson.

      • If the professional development event is beneficial to the employee but not required for the job, no overtime can be claimed.

 

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